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Miscellaneous Deviation List

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MISCELLANEOUS DEVIATION LIST

RECITALS

WHEREAS, Client Name: and Contractor / Supplier Name: are parties to a contract for the Project identified above; and

WHEREAS, during the performance of the work, conditions, circumstances, or technical interpretations have arisen that differ from the contractual requirements or approved drawings, resulting in proposed deviations from the specified work; and

WHEREAS, the parties wish to document each proposed deviation, its justification, anticipated impacts, proposed corrective or acceptance actions, and the approval status in a formal deviation list that may modify the parties' obligations only as expressly set forth herein and when properly executed by authorized representatives.

SCOPE OF WORK / DEVIATION SUMMARY

The deviations identified on this form are limited to the items described below and, unless expressly approved in writing and signed by authorized representatives of both parties, do not relieve either party of its obligations under the primary contract. Provide a concise description of the work affected and the nature of proposed departures from contract documents.

DEVIATION LIST

Use this table to itemize each deviation. Attach supporting documentation and reference drawing or specification numbers where applicable. Status options include Proposed, Under Review, Approved, Rejected, or Closed.

PAYMENT TERMS (IF APPLICABLE)

Any compensation arising from approved deviations will be governed by the payment provisions below. Unless a change order is executed, no additional payment is due.

TERM AND TERMINATION

This Deviation List and any resulting modifications shall be effective from the Start Date until the End Date specified below, unless earlier terminated in accordance with the notice provisions set forth herein.

CONFIDENTIALITY

All information disclosed or produced in connection with the deviations, including this Deviation List and supporting documentation, shall be treated as confidential by the receiving party and may not be disclosed to third parties except as required by law or as necessary to perform obligations under the contract. Confidential information shall be used solely for purposes of evaluating and resolving the deviations.

GOVERNING LAW

This Deviation List shall be governed by and construed in accordance with the laws of the jurisdiction specified below. The parties submit to the exclusive jurisdiction of the courts of that jurisdiction for disputes arising out of or relating to this Deviation List.

ENTIRE AGREEMENT

This Deviation List, together with any executed change orders or amendment signed by authorized representatives, constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior proposals, representations, and understandings, whether written or oral, relating to such subject matter. No modification shall be binding unless made in writing and executed by both parties.

No deviation described on this Deviation List shall be deemed approved or effective until this document is signed by authorized representatives of both Client Name and Contractor / Supplier Name. Any work undertaken in reliance on an unapproved deviation is at the performing party's risk and may be subject to subsequent correction or removal at that party's expense.

Client Printed Name:

By:

Date:

Contractor Printed Name:

By:

Date:

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What a Miscellaneous Deviation List Is

The Miscellaneous Deviation List is a formal record used to itemize and track deviations from plans, specifications, or standard procedures on a project. It documents each nonconformance with a concise description, location, implicated contract clause, proposed corrective action, responsible party, and status updates. Project teams use the list to route approvals, maintain audit trails, and support quality or compliance reviews. Where electronic records are permitted, entries and signatures can be captured and retained under U.S. e-signature laws such as ESIGN and state UETA enactments.

Why a Well-Prepared Deviation List Matters

A Miscellaneous Deviation List centralizes nonconformance details, reduces miscommunication, and creates an auditable trail for approvals and corrective actions. It clarifies responsibility, helps prioritize remediation, and supports regulatory compliance and project closeout documentation when preserved under applicable record-retention rules.

Why a Well-Prepared Deviation List Matters

Who Prepares and Uses This List

Project managers, quality managers, site supervisors, and contract administrators commonly prepare and maintain a Miscellaneous Deviation List during inspections and reviews.

  • Construction site managers tracking field nonconformances and corrective actions for inspection
  • Manufacturing quality teams documenting deviations from product specifications and corrective measures
  • Compliance officers and auditors reviewing records for contractual or regulatory disputes

Records are typically shared with stakeholders for sign-off and archived for project audits or future dispute resolution.

Core Elements Every Deviation List Should Include

Core elements in a professional Miscellaneous Deviation List ensure each deviation is traceable, searchable, and actionable for project teams, quality reviewers, and contract administrators.

Item ID

Assign a unique alphanumeric identifier to each deviation; use consistent numbering to link photographs, inspection reports, and work orders for tracking and cross-referencing during remediation and audits.

Description

Provide a concise description of the nonconformance including observed condition, specification clause violated, measurement data, and any immediate safety concerns to help reviewers assess severity and assign corrective priority.

Location

Indicate precise physical location using project zone, building, floor, room, coordinates, or drawing reference numbers; attach referenced photos and mark locations on plans to avoid ambiguity in remediation.

Deviation Type

Classify the deviation (material, workmanship, documentation, schedule) and indicate whether it impacts safety, functionality, code compliance, or warranty to support risk assessment and prioritization of corrective actions.

Root Cause

Summarize the likely root cause based on initial investigation—design misinterpretation, supplier defect, installation error—and reference investigative findings or test results used to substantiate the conclusion.

Corrective Action

Describe the corrective steps, responsible party, schedule, verification method, and acceptance criteria; include change order references or work directives when corrective work affects contract scope or cost.

Security and Compliance Basics

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Timestamps, IP, action log retained
Access Controls: Role-based permissions and SSO options
HIPAA: BAA available for protected health information
Legal Acts: ESIGN and UETA recognition in the U.S.
File Formats: PDF, DOCX, XLSX supported

Step-by-Step: Recording a Deviation

Follow an organized sequence when recording deviations to ensure clarity, assign responsibility, and enable timely corrective actions and stakeholder review.

  • 01
    Step 1: Identify deviation and capture date/time and observer
  • 02
    Step 2: Record location, specification clause, and evidence
  • 03
    Assign: Designate responsible party and target remediation date
  • 04
    Verify: Confirm corrective action and close with verification photo

Workflow: From Discovery to Closure

Typical routing flows from field identification through supervisory review, formal approval, corrective action, and closure; electronic workflows add notifications and automatic archival.

  • Upload: Attach photos, drawings, and inspection reports
  • Notify: Email or in-system alerts to stakeholders
  • Approve: Supervisor or engineer signs off with date
  • Archive: Store final record and audit trail

Configure an Electronic Deviation Workflow

Configure an electronic workflow that mirrors on-site approval steps, required evidence attachments, signer order, and escalation rules for overdue items.

Field Configuration
Signer Order Sequential signer order with escalation
Evidence Require photos, annotated plans, or test reports
Notifications Email, SMS, and platform alerts
Escalation Auto-escalate after configurable overdue period

Distribution Channels and Integrations

Choose distribution channels and integrations that match existing systems, user devices, and document management policies for seamless workflows.

  • Supported Formats: PDF, DOCX, and spreadsheet support
  • Integrations: Salesforce, NetSuite, Google Workspace, Microsoft 365
  • Authentication: Email, SMS code, SSO options

Key Timing Expectations

Key timing expectations for documenting, reviewing, approving, and closing deviations help control project risk and meet contractual obligations.

Initial Report:

Within 24–72 hours of discovery

Supervisor Review:

Complete review within 5 business days

Corrective Action:

Target remediation date in corrective plan

Final Approval:

Sign-off after verification and acceptance testing

Archive:

Close and archive within project record schedule

Common Preparation Mistakes to Avoid

  • Incomplete location details cause rework when crews cannot identify the exact site of the deviation; always reference plan figures and add photo annotations to avoid delays.
  • Vague corrective actions such as 'repair as needed' leave scope undefined and can lead to disputes; specify steps, materials, responsible party, and verification criteria.
  • Failing to attach supporting evidence, like measurements or test results, reduces confidence in root-cause analysis and may trigger repeated inspections or third-party validation.
  • Not tracking status changes or sign-offs electronically makes audit response slower and increases risk of lost paperwork; maintain an auditable trail for every action.

Risks and Consequences of Poor Documentation

Project Delay: Schedule slippage and added costs
Contract Dispute: Change order claims or litigation risk
Safety Exposure: Unaddressed hazards may cause injuries
Regulatory Penalty: Fines for noncompliance in regulated projects
Rework Costs: Increased labor and material expenses
Audit Findings: Negative findings affect certification

eSignature Pricing and Feature Snapshot

This pricing snapshot compares starting prices and core features across major eSignature vendors to inform tool selection for deviation list workflows.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial Yes, 7-day free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions

Frequently asked questions address completion, e-signature validity, notarization, corrections, signatures authority, and record retention for a Miscellaneous Deviation List.


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