Precision in Practice:
Why Supplemental Instructions (SI) are the Key to Project Integrity
In the fast-paced environment of a Canadian construction site, decisions happen in seconds. An architect walks through the building, and notices the air barrier is not being installed in accordance with the manufacturer’s instructions and gives a quick verbal instruction to fix that!At the moment, it feels like efficiency – “good teamwork” in action. But if that direction isn’t formalized as a Supplemental Instruction (SI), there will be a fracture in the project’s documentation especially if the installation is incorrect. What feels like a shortcut today can become a liability and financial leak tomorrow.
At the moment, it feels like efficiency – “good teamwork” in action. But if that direction isn’t formalized as a Supplemental Instruction (SI), there will be a fracture in the project’s documentation especially if the installation is incorrect. What feels like a shortcut today can become a liability and financial leak tomorrow.
What is a Supplemental Instruction (SI)?
A Supplemental Instruction is a formal document issued by the consultant (Architect or Engineer) to the Contractor. Its primary purpose is to provide additional information, clarification, or a professional interpretation of the contract documents without changing the contract price or the project schedule.
Think of it as the “bridge of intent.” You aren’t altering the scope of work; you are ensuring the physical reality of the site matches the performance standards defined in your specifications.
The Importance of Recording On-Site Instructions
When you are standing on a cold concrete slab in the wind, it is tempting to think, “The Superintendent heard me, we’re on the same page, we’re good.”
However, in the world of Contract Administration (CA), there is a golden rule: If it isn’t in writing, it didn’t happen. Recording on-site instructions immediately via a digital SI is crucial for three specific reasons:
- Maintaining the “Paper Trail”: It provides a chronological, undeniable history of why specific field decisions were made. This is essential for knowledge mobilization between the architectural team.
- Liability Protection: It confirms that the contractor followed your specific professional direction. Without it, an unauthorized “field fix” by a contractor that leads to a failure becomes a “he-said, she-said” legal nightmare.
- Clarity for Sub-Trades: The Superintendent might hear your verbal command, but the envelope sub-trade arriving three days later hasn’t spoken to you. They need the formal document , manufacturer’s instructions , preventing costly rework or worst case failure..
What Happens When SIs Are Handled Poorly?
Failing to properly document and save Supplemental Instructions is one of the leading causes of friction during the close-out phase of a project. Here is what typically goes wrong when the administration is neglected:
1. The “Surprise” Change Order
This is the most common financial drain. A contractor may later claim that an “informal” instruction actually required more labor, a specialized sub-trade, or more expensive materials. Without an SI on file that explicitly states “no change in contract price,” you have no defensive wall against a delayed Change Order request submitted months after the work is buried behind siding.
2. Disputed Record Drawings (As-Builts)
At the end of the project, you are contractually obligated to produce accurate record drawings. If dozens of small site clarifications were made via text, verbal side-bars, or buried email chains and never logged as SIs, the final drawings will not reflect the actual building. This creates massive headaches for the owner during future renovations and can lead to claims of professional negligence.
3. The “Single Source of Truth” Breakdown
If SIs are saved in scattered places one in a personal email, another in a handwritten site notebook, another as a rogue PDF on a local hard drive the project team loses its “Single Source of Truth.” This fragmentation leads to conflicting instructions, where the mechanical engineer and the architect are accidentally giving the contractor opposing directions because they can’t see each other’s field notes.
How RForm Streamlines the SI Process
Contract administration shouldn’t feel like a second job or an after-thought. RForm was built specifically to handle the “Paperwork of Architecture” so you can get back to the design work you love.
By automating the tedious tracking of site instructions and change orders, we ensure your project’s legal integrity remains airtight without the administrative burden. It’s about more than just organizing files; it’s about providing the professional peace of mind that comes from knowing every field decision is backed by a permanent, undeniable record.
With RForm, issuing an SI is seamless and professional:
- Instant, Sequential Numbering: Forget the manual Excel log. RForm tracks your SI sequence automatically, ensuring no numbers are skipped and everything is organized by date.
- Centralized Cloud Storage: Every instruction is saved in the cloud, accessible to the entire project team Architects, Owners, and Contractors in one transparent dashboard.
- Integrated Workflow History: If an SI does eventually lead to a legitimate change in cost, RForm allows you to easily reference that specific instruction in a subsequent Change Order, keeping the entire history of the decision linked and searchable.
The Bottom Line
Supplemental Instructions are the glue that holds a project’s design intent together during the chaos of construction. They are an act of stewardship for the client’s budget and the firm’s reputation. By formalizing every “on-site fix ” into a documented SI, you protect your firm’s profit, your professional standing, and the long-term integrity of the building and design..
Ready to stop chasing paper and start mastering your CA? Book a demo with RForm today to see how we make managing SIs, Change Orders, and RFIs effortless for the next generation of Canadian architects. Would you like me to show you how to set up an SI template that meets CCDC standards?
