Cost-change alternatives and contingency allocation register
Record change alternatives and their prerequisites, the permitted ordering scope, contingency allocation and pending return approval without merging them into one remaining-balance figure.
A trace from change evidence and alternative conditions to ordering permission, allocated contingency, pending returns and recipient comparison
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 7 Nov 2026
- Use this for
- Use when costs or operating conditions change after a budget has been agreed. XLSX contains a change/alternative register and a contingency allocation/return handover register. CSV contains only the main change/alternative table. Calculation and Calc example separately calculate one snapshot’s cost forecast, approved-limit headroom and contingency balances.
When to use it
Use when costs or operating conditions change after a budget has been agreed. XLSX contains a change/alternative register and a contingency allocation/return handover register. CSV contains only the main change/alternative table. Calculation and Calc example separately calculate one snapshot’s cost forecast, approved-limit headroom and contingency balances.
A quotation, an allocation and permission to place an order are different records. A cheaper option without the required reply stays on hold. Budget headroom and allocated-but-unspent money do not become unallocated contingency without the required authority. All example amounts are fictional tax-inclusive total payments.
Start with the guide: When costs change, decide what may go ahead before asking how much more it costsFill in the template step by step
When to use it
Start when a cost-change request arrives. Update when a quote, reply, allocation, order or return decision changes.
What to have ready
- Approved budget basis and whether contingency is inside the total limit
- Current orders/contracts, paid amounts and latest cost forecast
- Before/after quotations with work scope, expiry and alternative prerequisites
- Allocation/return authority, original decisions, pending replies and recipient contacts
Records included in the XLSX
- Cost-change alternatives and contingency allocation register: Blank / Example (12 fields)
- Contingency allocation, return and permission handover: Allocation-return input / Allocation-return example (14 fields)
CSV includes only the main blank table. Use XLSX for all linked records.
Use the main Blank table for change alternatives, and Allocation-return input for allocations, pending returns and handover. Each begins with 24 blank rows and has a separate fictional example. CSV contains the main table only. The Calculation sheet uses current values only; Calc example reproduces the article’s fictional snapshot separately from the historical rows.
Keep the cause, unchanged work, removed work and added work traceable to evidence. Enter an unknown amount as blank, with its missing evidence and next owner; use zero only when confirmed.
Record each alternative’s required reply, quote expiry and action if the deadline passes. Do not select an unconfirmed cheaper option or remove essential support to make costs fit.
Record the actual decision-maker, purpose, allocation limit and permitted ordering conditions. A quotation or budget headroom is not permission to order.
The example A proposal and A order are a history of the same change; B is a different option. Select the applicable record for the current cost register and preserve the others as history without adding them.
Separate contingency allocation, actual orders and approved returns. Pending return money does not increase unallocated contingency. Compare current forecast, paid/future amounts and remaining contingency with their separate calculations and source records.
Pass the same cost/version/permission and hold wording to buying and operations staff. Record their comparison reply, or keep it unconfirmed with an owner and deadline. Review conditions again before changing scope or switching alternatives.
Worked example
Fictional example, not an actual event or supplier record
12 columns · scroll horizontally to view the complete worked example.
| Change and option ID | Cause and common work scope | Amount state | Additional total payment (KRW) | Record month/day and year | Record time | Required replies and operating conditions | Quote expiry or reply deadline | Decision state | Permitted scope and continuing holds | Next owner and re-decision trigger | Evidence, version and recipient comparison |
|---|---|---|---|---|---|---|---|---|---|---|---|
| CH1 / A proposal | Additional staff and vehicle for same-day removal; keep the same work scope | Proposal | 1,500,000 | — | — | Confirm the same work, staff and vehicle supply; operating review required | Quote valid to 1/26 12:00. Year unspecified. | Reply pending | No order before the required reviews and allocation/ordering decision | Buying/operations staff; stop unplaced work if the quote expires or conditions change | Fictional A quote; proposal only. Do not add to the later A order; recipient comparison unconfirmed |
| CH1 / B proposal | Store some items and collect the following day | Proposal | 900,000 | 1/25 · year unspecified | 15:00 | Venue storage consent has not arrived by the reply deadline | Venue reply due 1/25 15:00. Year unspecified. | On hold | Do not leave items or replace A with B without consent | Venue contact/buying staff; request the consent or return to the decision-maker | Fictional B request and no-reply state. Actual reply/version and recipient comparison unconfirmed |
| CH1 / A order | Additional same-scope staff and vehicle for same-day removal | Order recorded | 1,400,000 | 1/26 · year unspecified | 11:30 | Use the 1/26 10:00 allocation within its scope, resource, schedule and operating-review conditions | Original A quote expiry: 1/26 12:00. Year unspecified. | Order recorded | Record this order only; do not use it as permission for different scope or a higher amount | Buying staff stop unplaced work if the allocation limit or quote conditions change; existing obligations need separate review | Fictional confirmed quote/order. Preserve the earlier 1,500,000 proposal as history; current cost uses 1,400,000 once. Recipient comparison unconfirmed |
Blank template preview
This preview shows a few rows. The downloaded file contains 24 prepared rows.
12 columns · scroll horizontally to view the complete blank worksheet.
| Change and option ID | Cause and common work scope | Amount state | Additional total payment (KRW) | Record month/day and year | Record time | Required replies and operating conditions | Quote expiry or reply deadline | Decision state | Permitted scope and continuing holds | Next owner and re-decision trigger | Evidence, version and recipient comparison |
|---|---|---|---|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — | — | — | — | — |
Sources used to develop this template
EVENTODIT created this template using the working methods described in the public sources below. It is not an official form and has not been reviewed or approved by those organisations.
- EVENTODIT Guide 113 · Decide what work is permitted when costs change
The editorial register adapts the article’s alternative conditions, allocation limit, current-order update, pending return and handover. It adds no external organisation’s form, tax rule or standard contingency rate.