Something changes during the job: an additional area needs attention, a product choice changes, or the owner asks for more work. Before it becomes a confusing invoice line, give the change its own record.
AI-generated illustration, not a signed agreement.
Describe the change against the accepted scope
Identify the original quote or contract version, the location affected and what is now proposed. Add the reason: a finding after removal is different from a requested colour change. Attach photographs or an explanation where they help, but keep the description readable without searching a long message thread.
Give the change a number or clear title. That makes it easier to connect the decision to the later invoice and completion record.
Ask about cost and programme together
Request the price effect, what is included, any remaining uncertainty and the effect on timing. Confirm who is authorised to accept the change. A message saying “that looks fine” is not a good record if it is unclear whether it refers to appearance, price or permission to proceed.
MBIE's quote guidance advises agreeing extra work in writing. Use the process in your contract and obtain advice where the terms or a disputed charge are unclear.
Keep consent changes separate from price approval
Approval of an extra cost does not settle whether a change to consented work needs council involvement. MBIE's variations and amendments guidance explains the consent terminology. Ask the appropriate professional or council how the proposed change should be handled before assuming it is covered.
Save the agreed version, the acceptance and any relevant approval with the final project documents. For ongoing project communication see works underway; for a disagreement, our disputes guide outlines places to start. This is general record-keeping guidance, not advice on the legal effect of a particular contract.