Instruction clarification email
Confirm what was requested, identify missing authority or scope and obtain a clear written instruction.
by Jack Butler-Kettle · About 2 min readShare
How to use it
Record the actual conversation, drawing and location. Adapt the response to your contract and any immediate safety or programme obligations.
Instruction clarification email
Record the actual conversation, drawing and location. Adapt the response to your contract and any immediate safety or programme obligations.
Free blank template for your own project. The completed example is shown below. No email address required.
View the completed example
Completed fictional example
Westhaven refurbishment · 14 October 2026 · Version 1.0
Document details
- Project
- Westhaven refurbishment
- From
- Westhaven Interiors Ltd, commercial team
- To
- Alder Mere Projects Ltd, project commercial lead
- Date
- 14 October 2026
- Reference
- WH-19-01
Subject: confirmation requested for partition relocation
At the Level 1 coordination meeting on 7 October 2026, we were asked to relocate 12 m of partition from grid B to grid C. Drawing P-104 revision C is our current package baseline.
Please confirm the authorised instruction, issue the revised drawing and clarify whether removal and making good are included. Our change reference is CH-07.
We are recording the potential cost and programme effects separately. This email does not agree a price or replace any separate notice required by the subcontract.
The completed example uses fictional people, events and records. Replace it with your own verified information and preserve supporting evidence.
Understanding your results
The completed example uses fictional people, events and records. Replace it with your own verified information and preserve supporting evidence.
How it works
The Word file provides an unpopulated working structure to complete for your project. The completed fictional example stays on this page.
Read the related guidance for the context and checks behind this template.
If you need help preparing or reviewing the project records, our quantity surveying services explain the tasks available under a separate appointment. Agree the deliverable, responsibilities and required specialist input before work starts.