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This site instruction template makes the task of managing the completion, tracking and approving of site instructions simpler & more efficient. Most construction jobs don't go perfectly to plan, which is why you need the right documentation and processes to effectively issue and approve site instructions to clients, subcontractors and third parties.

It's important that instructions move quickly and freely, and come complete with all the information necessary to support the document, hence using this template and sample format for the process.

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What is a Construction Site Instruction?

As you may know if you are here, a Site Instruction is a formal instruction usually issued by the head or lead contractor with instructions and directives to other contractors or subcontractors. These instructions must be written and formalised because they fall outside the original project scope or plan - and hence require additional 'instruction' and documentation for commercial reasons etc.

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How can Site Instructions affect construction project costs and timelines?

While a site instruction doesn't always mean that there are changes in the original plans, it just gives add-on guide and directives outside the original plan – like additional tasks, or modifications, or clarifications.

If there are additional instructions, modifications, and further clarifications, of course there's bound to be some sort of effect to the project costs and timeline.

If the Site Instructions contain instructions on tasks outside the originally planned contract, then that means possibly additional labour, more materials, more orders, more equipment expenses – time is of essence when you're working in the construction industry. Additional work means extra costs.

Aside from that, other cases might even lead to stopping or rescheduling certain activities. Deadlines are pushed back, delays across the project, affective asset and financial management.

Not to mention, if a Site Instruction leads to disputes, not only would you have to worry about adjustments, but also regarding approvals and negotiations.

A proper Site Instruction keep everyone on the same page, make sure there are clean records of each instruction. Proper instructions mean no confusion, and no headaches.

What information should be included in a Site Instruction Template?

A Site Instruction is used globally, and there isn't a single or universal structure that it follows, however it does depend on the type of project, company policies, and the regulations and standards the country/region follows.

Here are the key information that should be included in a Site Instruction:

General project details, name of contractors, subcontractors
Detailed description of the work, what needs to be done, like the specific tasks, materials needed, methods to be performed, and safety considerations. This section also includes why these additional instructions are necessary.
Supporting documents, drawings, plans, sketches – all to clarify the instructions.
Timeframe, deadline, when the project should ideally be completed.

Who is responsible for issuing a Site Instruction Form?

It depends on the company or project whoever they appoint to issue a Site Instruction, but in most cases, it is usually by someone who has the authority in ensuring compliance to the project requirements and safety regulations, and who generally oversees the work.

They could be the head or main contractor who manages the subcontractors and relay instructions on additional work, clarifications, and adjustments.

It could be the project manager who makes sure the project stays on budget and within the timeline. They possibly issue a Site Instruction if there are unavoidable delays in the project.

For any engineering-related instructions, it could be the site engineer. They provide the necessary documents, drawings, and plans to back up these additional instructions.

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This Site Instruction was generated with Dashpivot

You can manage your site instructions via legacy formats like Word, Excel, PDF and email, or you can create digital site instruction workflows to streamline your construction project and site communications:

Access, edit and complete site instructions from anywhere on mobile, tablet or computer.
Print, download or send site instructions internally or to other parties as perfectly formatted PDF documents with your company logo and colour scheme.
Store your site instructions securely online, where they can be searched and found in seconds to avoid disputes and false claims.
Invite internal and external parties to see, edit and sign off on instructions online.
Easily customise the site instruction template and workflow to suit your own needs.