Job Book 9th Edition - Book - Page 271
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Stage 5 > Construction: Supplementary Material: 5/SM8
5/SM8: Issuing instructions
(actions for the contract administrator)
Under most building contracts the only person authorised to issue instructions
to the contractor will be the contract administrator. It is sensible to establish
at the start of the job what constitutes a ‘contract administrator’s instruction’,
and it is suggested that only written instructions issued on a standard form
should be regarded as valid. The giving of oral instructions, using contractors’
site instruction books, or taking the minutes of site meetings as instructions
should all be avoided.
The particular form of contract used will state what powers are given to the
contract administrator with regard to instructions, and only empowered
instructions will bind the contractor. When issuing an instruction it is advisable
to check the following:
• that it is empowered under the Building Contract, and that the relevant
clause number can be cited
• that the identifying details are entered on the form (e.g. name of project,
contractor, date of instruction, serial number)
• that the instruction is precisely worded and its meaning unambiguous
• that the instruction is signed by the authorised person.
A file copy will be retained, and it is also good practice to keep a record of contract
administrator’s instructions issued for the project.
For a specimen form for contract administrator’s instructions issued, see Figure
5/5.
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