Site Instruction Log Template

Site Instruction Log Template

Fast-Fact Summary Box

• Template Type: Site Instruction (SI) Administration and Tracking Log
• Governing Framework: CCDC Standards & Ontario Construction Act
• Target Trade: Project Managers & Superintendents
• Primary Operational Risk: Consultant instructions, field authorization, pricing follow-up, and change-order conversion

Scope Boundaries (Who/What it applies to)

This template establishes the mandatory administrative boundaries for logging, tracking, and resolving Site Instructions (SIs) issued by the Prime Consultant. It applies directly to General Contractors, Project Managers, and Site Superintendents executing commercial, institutional, or industrial projects in Ontario. The scope covers all written clarifications, minor variations, and field directives that do not explicitly authorise a change in contract price or contract time at the point of issuance. It excludes verbal instructions, which must be formalised via this log before execution, and emergency safety directives, which are governed by separate occupational health and safety protocols.

Mandatory Deliverables & Administrative Windows

• SI Logging Window: The Site Superintendent must log all incoming SIs within 24 hours of receipt from the Consultant.
• Impact Assessment: The Project Manager must complete a cost and schedule impact analysis within 5 business days of the SI issuance date.
• Notice of Deviation: If the SI is deemed to impact contract price or schedule, a formal Notice of Deviation or Contemplated Change Notice (CCN) request must be issued to the Consultant within 7 business days.
• Pricing Submission: Detailed pricing proposals for SIs that convert to changes must be submitted within 15 business days of the impact assessment, unless otherwise specified in the contract documents.
• Monthly Reconciliation: The Project Manager must conduct a monthly reconciliation of the SI log with the Consultant's records to ensure no outstanding instructions remain unpriced or unapproved.

Ontario Regulatory Compliance Notes

All SIs that transition into Change Orders or Change Directives must comply with the strict payment and dispute timelines mandated by the Ontario Construction Act, including the January 1, 2026 amendments under Bill 216 and Bill 60:

• Proper Invoice Integration: Once an SI is converted to an approved Change Order, associated valuations must be billed via a "proper invoice". Invoices are legally deemed proper unless the owner delivers a formal written notice of deficiency within 7 days of receipt. Missing this 7-day window forfeits the owner's right to dispute invoice form or structure and immediately triggers the 28-day prompt-payment timeline.
• Annual Release of Holdback: For contracts extending beyond one year, owners must publish a Notice of Annual Release of Holdback (Form 6) on an electronic construction trade news website within 14 days after each contract anniversary. Payment of the accrued basic holdback must occur between day 60 and day 74 after publication, provided no liens are preserved.
• Holdback Refusal Restrictions: The former section 27.1 notice-of-non-payment mechanism for refusing holdback distribution due to deficient or incomplete work is repealed. Holdback use is strictly restricted to formal contract abandonment or termination scenarios and preserved lien risk.
• Adjudication Timelines: Parties have a strict 90-day window after contract completion, abandonment, or termination to initiate interim binding adjudication through ODACC or a qualified private adjudicator for any disputed SIs, unpaid change directives, or valuation disagreements.

Form/Sign-off Requirements

• Superintendent Sign-off: Signature and date confirming physical receipt, log entry, and field distribution of the SI to affected subtrades.
• Project Manager Sign-off: Signature and date confirming completion of the cost/schedule impact analysis and determination of change-order status.
• Consultant Reference: Verification of the Consultant's signature and SI number on the source document.
• Change Control Linkage: Mandatory entry of the corresponding CCN or Change Order (CO) number once the SI is converted.
• Record Retention: The completed log, along with all associated emails, drawings, and pricing sheets, must be archived in the project management system for a minimum of 7 years post-substantial performance.

Official Verification Sources

• Ontario Construction Act, R.S.O. 1990, c. C.30
• O. Reg. 304/18 (Procedures and Forms)