Variations should absolutely be documented, discussed and agreed upon. This should have been set out in your original contract.

I assume the contract has a completion date. Builder should be able to give a basic schedule, but availability of trades unless their own crew can make it difficult to be accurate on a long build

thank you Bigreader and Kate for your response.

The build involves:

1. demolition of downstairs about 20 m2.
2. downstairs and upstairs extension about 70 m2.
3. Time frame as per contract is 5 months.
4. Contract includes all demolition work and construction work.

We naively assumed we would be provided with a schedule once we hand over the keys, have asked for a schedule since the hand over 2 months ago and still not provided one.

Invoics is the only written detail we have been provided about variation. The invoice states a lump sum, have asked for a breakdown of the lump sum but it hasn't been provided.

Is it an industry practice to provide a lump sum and are we being unreasonable to request a breakdown of variation costs?

Have been told the variation has resulted in delay but no details as to how delay has been estimated and we have no schedule for reference.

I’m at this stage I’d be asking how long over time will they run. What does your contract say about time delays?

What does your contract say about variations? I wouldn’t expect a breakdown of costs but I would expect to have discussed and agreed the need for variation works prior.

All variations need to be preapproved by you and that approval should justify costs to your satisfaction. If variation results in extension of time then that too should be advised. Sounds a bit sloppy but not atypical. Sit down with your builder to sort out expectations.

We discussed the variation work, a lump sum was provided (We requested a breakdown and were told an overview would be provided), we approved the work to avoid further delays, and now have an invoice with 7 days payment requirement.

During variation discussion length of delay was not advised.

There is an agreed liquidated damages $ after 6 months.

Well you discussed the variation and were given a price and then agreed. That’s pretty much how it works. Don’t expect more detail on the invoice - it’s an invoice not a scope of work or contract. Was the work completed?

Part of variation work has been completed.

I think you need to sit down with your builder and discuss all the concerns. Nothing you’ve raised is unusual. BUT you need to have a degree of happiness with the outcome. I’d be focussing more on outcomes and quality, think long term. If you have a quality builder I’d forgive a lot.

Thanks Bigreader.

Do you have any thoughts about if the engineer can say he relied on the designer's plan and as such he is not responsible for mistakes with Engineering plans?

Also, is it owners responsibility to check all the dimensions are correct on the plan?

I’m sure the Engineer’s fine print covers that and absolves them. What does the contract say? For a second story residential addition I would have the Engineer do their own plans which they then take responsibility for. I always check my plans in my personal life. In the work world I have two sources of separate independent information - ie I don’t climb all over a hospital with a tap measure but I do have the architect’s plans and separate engineering plans. But even then the builder will still come across problems in the building phase that need addressing via variations or changes in scope. There’s a reason that residential extensions are much more expensive that new builds, and more difficult to do. Anytime you alter the fabric of a existing building you’ll have surprises.

I can’t edit on phone but wanted to add that there is a reason that advice/magazines/forums/websites/deities say to allow a 20% contingency allowance on top of your budget for variations and surprises.

Yes, we have allowed for contingency. We are just frustrated with progress and lack of communication. Hopefully, once we have a schedule, a chat with the builder, designer and the engineer, we would have a better understanding.

Just as a guide, any comment about how long should we expect for demolition, from demolition to slab to frame, without any variations or delays?

And yes, cost would be an issue if we have to pay for others mistake. Have to read fine prints.

Yes def read the fine print before you sit down with everyone. The devil is in the details. Generally the professional that produced the plans has the most responsibility but I notice that you used a designer and not an architect. Are you aware of their quals, professional membership and/or insurance?

Renovationjunkie.com.au has some good info of timelines you may find helpful. There are also articles here on Houzz. And lots on Google of course. I would expect by month two that demo is complete and the site cleared. I would also expect the slab down, weather permitting, and footings done. It then depends on what other structural stuff needs finalising before the framework and rough in is done. Have you finished all your selections for fit off, and are they ordered? There are still COVID related shortages and delays with some things like tiles.

We are providing alot of fitouts. This is the other issue, we haven't bought them yet. We have asked the due date for the items but keep getting told that it's not until later without any time indication. We are providing tiles as well, and have no idea when this would be required.

And yes, we are aware of the qualifications of the designer, not sure about insurance though!

You need to get cracking on your ordering. On a six month build I would want to have the fittings in my possession or very close to it at the start of the build. If you want to have choices and not be stuck with what’s available then you need to get started in the next few days. EG how does the plumber know to allow for wall taps if you haven’t purchased them. If you don’t get your fittings organised and advise of any installation requirements you’ll just get whatever the trade usually does. I’m assuming you know what you want and you just need to order it. The tradies may start asking for spec sheets for ovens etc at the framing stage so be prepared.

Oh yes, know exactly what I want for all the rooms. We have provided the builder with our requirements for the kitchen and bathrooms, including plumbing. Just haven't bought them yet because of storage issues. But thanks for the heads up because I will start looking into buying tonight. The only thing is we haven't finalised tiling, need to do calculations.

Renovation junkie website is great source of information, thank you.

Storage is always a problem when doing any sort of Reno. Some retailers will store for you until needed within reason. If you’re buying on line just squish it somewhere. It’s only short term. For tiles, it will depend on what you want. A standard tile should be no problem.

I am in the middle of a renovation and we have had no schedule. Because we continued to live in part of the home(its just a big add on) and work from home rules; we've watched it happen and can see when works occur is really hard to predict. Jobs got shuffled depending on availability of materials and subcontractors. The design, like yours was flawed. So while the stud walls going up was fast, building the verandah was very slow at first, as the builders had to work out exactly how they'd do it, then calculate angles. It sped up after that, but slowed as they worked out other tricky bits. I can see any schedule they might have devised would be thrown out after two weeks. Too many things are out of their control.

We have moved out because we were told it would make the build quicker, are in a rental for 6 months. I am thinking may have to move back in at the end.

I would always prefer to be on site, issues can usually be resolved quicker with the builder

Check contract before you commit to move back in. Taking possession of house may be acceptance of completion.

I wouldn't suggest that you do anything illegal, but thought maybe because this isn't a new build you would most likely be able to move back in, a lot stay on, as is happening across from us at the moment, cheers

We reassess that closer to time, have a chat with the builder for an arrangement.

This is an American Mag so won't comply here in Australia

Keep a written variations log with the issue, drawing reference, scope, cost or credit (including GST and margin), and time impact. Ask for a price before work starts; if an urgent decision is needed, record it as approved scope pending price. Request a dated programme and update it after each site meeting. Keep photos and emails, and follow the contract notice and dispute steps if agreement is not reached.