How to Use and Download Variation Letters

This guide covers how to create and manage variation letters in Mastt, including recommendation letters, approval letters, and variation orders. Use these letters to document and communicate variation decisions throughout your construction project.

Before you start:

• Select the appropriate contract standard in the Contract module
• Ensure variations are created and completed in the Variations register

How to Download Variation Letters

Step 1: Access Variation Letters

• In your project, navigate to the Cost module
• Click Variations on the top navigation

Step 2: Select Download Type

• Click the three-dot menu next to your variation
• Select which type of PDF you would like to download:
  
  • Variation Approval Letter
  • Variation Order Letter
  • Variation Recommendation Letter

Note: All letter types can be downloaded immediately. However, recommendation letters will be blank unless you first add descriptions to your variation. Make sure to fill in the recommendation details before downloading.

• Click the three-dot menu beside the Variation
• Select Edit Variations

Step 2: Access the Descriptions Tab

• Click the Descriptions tab
• Find the Recommendation description section

Step 3: Add Recommendation Content

• Enter your recommendation text in the description box
• Click Update and wait for the confirmation message

Step 4: Download the Completed Letter

• Click the three-dot menu again
• Select Variation Recommendation PDF to download your completed letter

Customise Approval and Order Letters

Step 1: Access the Variations Register

• Navigate to the Cost module
• Click Variations on the top navigation

Step 2: Edit the Variation

• Click the three-dot menu next to your variation
• Select Edit Variations from the dropdown
• Navigate to the Descriptions tab

Step 3: Review Pre-filled Content

• Scroll down to find the Approval Description box
• Review the pre-filled contractual statements (these come from your selected contract standard)

Step 4: Customise the Content (Optional)

• Option 1: Edit the contract form 
  • Navigate to Contract module
  • Click three dots menu beside the contract and select Edit Contract
  • Select Terms
  • Click Variation Terms
  • Update the standard clauses as needed
    

• Option 2: Toggle the override switch to modify text for this specific variation only

Tip: Use Option 1 to change the default text for all variations going forward. Use Option 2 when you need custom text for just this one variation without affecting others.

Step 5: Save and Download

• Click Update at the bottom right of the form when satisfied with your changes

• Return to the three-dot menu to download:

  • Variation Approval Letter
  • Variation Order Letter

Troubleshooting & FAQ

Q: What if my recommendation letter is blank?

Recommendation letters don't auto-populate with descriptions. You must add content through Edit Variations > Descriptions > Recommendation Description first.

Q: Why can't I edit the approval letter text?

Check that you've toggled on the override switch in the Descriptions section. Without this, the text remains locked to your contract standard template.

Q: How do I change the standard clauses for all variations?

Update them in Contract module > Terms > Variation Terms. This changes the default for all future variations in that project.

Q: What if the letters don't reflect my recent changes?

Ensure you clicked Update and saw the confirmation message. Refresh the page if the changes don't appear immediately.