This document provides guidance on substantiating a claim for additional time or compensation due to changes in the scope, timing, or resources required for a contract. It outlines key information to include: (1) what changed to require additional work, (2) when and where the change occurred, (3) how the works were affected, (4) why additional compensation is needed, (5) who instructed the change, (6) applicable contract clauses, (7) records to substantiate the change and its effects, (8) a measurement of associated costs and time impacts, and (9) any measures taken to mitigate the effects of the change. Graphical representations, like updated schedules, should also identify how events disrupted the original

1. CLAIM SUBSTANTIATION AIDE MEMOIRE
ESSENCE OF CLAIM WHAT What was instructed / occurred that changed the contract scope or
timing or resources that require additional time / compensation.
Contractual basis for claim?
What changed to obviate work done and require additional work?
CAUSE / CIRCUMSTANCES
(Instruction/Occurrence)
WHEN When did the event occur?
Are there any ‘time bar’ clauses and, if so, was a notification sent
‘in time’.
WHERE Geographic/Physical location of change (ie West Abutment,
package of work, etc).
HOW How were works affected by the event?
What was required in original bid or what was assumed?
Is claim due to any exclusion?
WHY (assists
with
substantiation)
Under what circumstances did the event occur? Instruction from
others, late information, requirement for additional / extra work.
Any ‘build up’ to change / event causing need for additional
compensation or resulting in abortive work.
Any requirements for ‘parallel working’ to ‘look at something’
while still progressing original scope idea.
Any requirements for ‘early delivery’ or ‘partial delivery’ to assist
with advance procurement that effectively accelerate the
programme and require two or more submissions rather than a
singleton or original documentation (eg initial/concept design,
preliminary, pre-final, final).
WHO instructed
(if applicable)
Who required work to be done?
Formal instruction received?
Instruction for authorized person or other and confirmation of
verbal instruction / Confirmation of Request for Change
APPLICABLE CLAUSES WHAT What conditions of agreement / contract allow claims to be made?
What events occurred that were not addressed in offer?
What changed to obviate work done and require additional work?
SUBSTANTIATION RECORDS Record of instruction & / or notification that event occurred.
Record of notification under contract (CRC/ Letter)
Record of work done to time of event (reports time etc).
Record of deliverables up to event
Record of time / effort / deliverables after event
(Contemporaneous)
Record of who involved (and why if work at difference to tender
time, eg specialist subcon input) (Contemporaneous)
MEASUREMENT COSTS Time sheets / rates as per agreement etc
TIME Prolongation of an activity based on ‘establishment’, preliminaries
or monthly costs
MITIGATION MEASURES WHAT What has been done to mitigate effects of any instruction event?
Has there been any optimising of design inputs using pre-existing
work, re-use of set-ups, comparison / parametric analyses to allow
‘by inspection’ work.
GRAPHICAL REPRESENTATION ID WHEN events occurred/nature of disruption/. prolongation, abortive work.:
Baseline Schedule/Man-months: Events/ changed sequence-additional tasks etc/actual –as performed schedule; subsequent changes/ link changes to notifications etc. ID additional personnel, study. Changes and time sheets!!