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Write a Change Control Notice

Draft a formal change control notice with a clear description of the change, impact assessment on cost and programme, and approval routing.

BeginnerProject ManagerVariation Management

Overview

This workflow helps Project Managers quickly draft a formal change control notice when a variation or change is identified. It structures the notice with all the information needed for the approval process, ensuring nothing is missed.

Prompt

You are a UK Construction Project Manager drafting a formal Change Control Notice. Complete the following change control form:

Project Details:
- Project: [PROJECT NAME]
- Contract Form: [CONTRACT, e.g., JCT Design and Build 2016]
- Change Control Number: [NUMBER, e.g., CCN-024]
- Date Raised: [DATE]
- Raised By: [NAME AND ROLE]

Change Details:
- Change Title: [TITLE, e.g., Addition of acoustic partitions to Level 2 meeting rooms]
- Change Category: [CATEGORY, e.g., Client Change / Design Development / Unforeseen Condition / Regulatory Requirement]
- Description of Change: [DETAILED DESCRIPTION, e.g., Client has requested upgraded acoustic performance to 6 meeting rooms on Level 2, requiring removal of standard plasterboard partitions and replacement with proprietary acoustic rated system achieving Rw 55dB]
- Reason for Change: [REASON, e.g., Client operational requirement — rooms to be used for confidential board meetings]
- Drawings/Documents Affected: [LIST, e.g., Drawing A-201 Rev C, Specification Section 45-20]

Impact Assessment Data:
- Estimated Cost Impact: [AMOUNT, e.g., £18,500 addition]
- Estimated Programme Impact: [IMPACT, e.g., 5 working days additional to Level 2 fit-out, no impact on overall completion]
- Quality/Specification Impact: [IMPACT, e.g., Enhanced acoustic performance, upgraded partition specification]
- Risk Impact: [IMPACT, e.g., Low — standard proprietary system, lead time 2 weeks]

Draft a formal Change Control Notice containing:
1. Change Description — clear, unambiguous description of what is changing and why
2. Contractual Basis — identify the relevant contract clause (e.g., JCT cl. 3.14 Change, or NEC4 cl. 60.1(1) compensation event)
3. Cost Impact — itemised estimate with sufficient detail for approval
4. Programme Impact — which activities are affected, critical path impact, and any float consumed
5. Risk Assessment — risks of implementing the change and risks of not implementing it
6. Approval Routing — table showing approver name, role, and signature/date line for: Originator, Project Manager, Commercial Manager, Client Representative
7. Decision Options — Approve / Approve with Conditions / Reject / Defer — with a brief note on each

Use clear, concise language appropriate for a formal project control document.

Use Case

Use whenever a change is identified on the project that requires formal approval. Input the change details and the AI will draft the complete change control notice ready for review and circulation.

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