Construction Extra Work Authorization Template
Download a construction extra work authorization template to document out-of-scope work, pricing method, labour, materials, schedule impact, approval limits, and customer authorization.
Authorize Extra Construction Work Before It Starts
A construction extra work authorization gives contractors and subcontractors a written record that additional work has been requested and approved before labour, materials, equipment, or subcontracted services are committed. It helps define the work, establish the pricing method, set approval limits, and identify who has authority to proceed.
This Construction Extra Work Authorization Template is designed for subcontractors, specialty contractors, general contractors, project managers, superintendents, estimators, foremen, quantity surveyors, and contract administrators. It can be used for time-and-material work, not-to-exceed authorizations, lump-sum extras, emergency work, field-directed changes, and work that will later be incorporated into a formal change order.
What Is an Extra Work Authorization?
An extra work authorization is a written instruction approving work that falls outside the original contract or subcontract scope. It records the requested work, reason for the extra, pricing basis, estimated value, schedule effect, responsible parties, and authorization to proceed.
The authorization may approve a fixed amount, a not-to-exceed limit, agreed unit rates, or time-and-material billing. It does not always replace a formal change order. Depending on the contract, the completed work may still need to be priced, reviewed, and converted into an approved contract adjustment.
When to Use This Template
- Additional work requested in the field
- Work outside the original scope
- Emergency work needed to protect people, property, or progress
- Time-and-material work that cannot be priced in advance
- Work approved subject to a not-to-exceed amount
- Minor extras awaiting formal change-order processing
- Additional demolition, access, protection, testing, or cleanup
- Design revisions requiring immediate action
- Unforeseen site conditions
- Customer-directed acceleration, resequencing, or overtime
Who Should Use This Template?
This template is suitable for subcontractors, specialty contractors, general contractors, project managers, superintendents, site managers, foremen, estimators, quantity surveyors, contract administrators, and commercial teams responsible for authorizing or documenting extra work.
It can be adapted for electrical, plumbing, HVAC, fire protection, roofing, concrete, structural steel, framing, drywall, painting, flooring, glazing, waterproofing, masonry, demolition, excavation, landscaping, civil works, and other construction trades.
What an Extra Work Authorization Should Include
| Authorization Section | Purpose |
|---|---|
| Project and Contract Details | Links the authorization to the correct project, contract, subcontract, purchase order, work package, and location. |
| Extra Work Description | Defines the work to be performed and distinguishes it from the original scope. |
| Reason for Extra Work | Records the instruction, design change, site condition, omission, or emergency that created the need. |
| Pricing Method | Identifies whether the work is lump sum, time and materials, unit rate, cost plus, or subject to a not-to-exceed limit. |
| Estimated Resources | Records anticipated labour, materials, equipment, subcontractors, and other direct costs. |
| Approval Limit | Sets the maximum authorized amount or identifies that final pricing remains subject to review. |
| Schedule Impact | Documents additional days, overtime, resequencing, disruption, or milestone effects. |
| Authorization and Verification | Captures who requested the work, who approved it, and who verified the work performed. |
How to Use the Template
- Assign a unique authorization number and enter the project, customer, contractor, and contract references.
- Describe the extra work in measurable construction terms.
- Record who requested the work and the instruction or condition that created it.
- Identify the pricing method, such as lump sum, time and materials, unit rate, or not to exceed.
- Estimate labour, materials, equipment, subcontractors, and other expected costs.
- Set the authorized amount or spending limit where applicable.
- Record any impact on access, sequencing, milestones, overtime, or completion dates.
- Obtain authorization from a person with the required contractual authority.
- Use daily work tickets to record actual labour, materials, and equipment used.
- Reconcile the completed work and convert it into the required change order, invoice, or payment application record.
An electrical subcontractor is instructed to install temporary power for an unplanned weekend commissioning activity. The superintendent authorizes the work on a time-and-material basis with a not-to-exceed value of £4,500. The authorization identifies expected electrician hours, cable, distribution equipment, weekend overtime, delivery costs, and a two-day validity period. Daily tickets are signed as the work is completed and later reconciled into the formal change order.
Best Practices for Extra Work Authorizations
- Use a unique sequential authorization number.
- Confirm the requester has authority to direct the work.
- Define the extra work separately from the original scope.
- State the pricing method before work begins.
- Include a not-to-exceed amount when final cost is uncertain.
- Record labour classifications, rates, material markups, and equipment rates.
- Document schedule and productivity impacts separately from direct cost.
- Require daily verification for time-and-material work.
- Keep signed authorizations, tickets, receipts, and photographs together.
- Reconcile authorized, actual, submitted, approved, and paid values separately.
Common Extra Work Authorization Mistakes
- Starting work based only on a verbal instruction
- Accepting authorization from someone without approval authority
- Using vague descriptions such as “additional works”
- Failing to state the pricing method
- Omitting a not-to-exceed limit for uncertain work
- Failing to record labour, materials, and equipment daily
- Treating field verification as final price approval
- Ignoring overtime, disruption, or schedule effects
- Losing supporting tickets, receipts, or photographs
- Failing to convert completed extra work into the formal billing process
Frequently Asked Questions
What is the difference between an extra work authorization and a change order?
An extra work authorization permits specified work to proceed, often before the final cost is known. A change order formally changes the contract scope, value, time, or other terms after the adjustment has been reviewed and approved.
What does not to exceed mean?
A not-to-exceed amount sets the maximum authorized value for the work unless additional approval is obtained. Actual billing should be based on the agreed pricing method and supported by the required records.
How should time-and-material work be documented?
Record labour by employee or classification, hours worked, applicable rates, materials used, equipment duration, subcontractor costs, and supporting receipts. Daily tickets should be submitted for verification promptly.
Does a signed daily ticket approve payment?
Not necessarily. A signature may confirm that listed labour, materials, or equipment were present without accepting the rates, markups, entitlement, or final amount. The document should state what the signature represents.
Can emergency work be authorized after it starts?
Contract terms may allow emergency work to proceed before written approval when immediate action is required. Document the instruction, reason, resources used, and notice given as soon as possible.
What happens after the extra work is complete?
Reconcile actual costs against the authorization, attach supporting tickets and receipts, obtain required verification, and process the amount through the applicable change order, payment application, or invoice workflow.
Create a Clear Record of Authorized Extra Work
A structured extra work authorization helps project teams define out-of-scope work, confirm who requested it, establish the pricing method, and document permission to proceed. It also creates a reliable starting point for tracking actual resources, reviewing final cost, and processing the work for payment.
An XLSX workbook provides a practical way to prepare authorizations, track approval limits, record actual costs, and maintain an extra work register. SimplySub can help subcontractors organise estimates, jobs, change orders, purchase orders, time records, expenses, invoices, documents, and job-cost information.