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1Fix the driver behind crashes, sound loss and screen glitches2Clear out junk files and repair common Windows errors3Scan for outdated or missing drivers - takes under a minuteVerify authority against the current contract and written delegations—not a person’s title, confidence, or presence on site. Identify who can decide each issue, check the limits on that authority, and get contract-required written approval before proceeding with changed work. If documents conflict or leave authority unclear, ask the owner or contracting officer to confirm the decision path in writing.
Start with the contract, not the job title
The controlling answer for a particular project depends on its executed contract, amendments, valid delegations, and applicable law. Site access or a senior-sounding title alone does not establish that someone can bind the owner or change the contract.
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Collect the current executed prime contract or subcontract, general and supplementary conditions, scope and exhibits, incorporated specifications, change and notice clauses, and amendments. Check that you have the latest versions. A field email or meeting note may record a decision, but it does not automatically amend the agreement or satisfy its change procedure.
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Identify the authority chain
Find the contract’s named owner representative or contracting officer, then identify the architect or engineer, project manager, resident engineer, and other people who may issue instructions. Trace each person’s authority to the appointment or delegation that grants it. If you do not have the written designation, request it from the owner or contracting officer.
Federal government contracts provide one example: the cited Federal Acquisition Regulation clause gives the contracting officer power to bind the Government, subject to authorized representatives designated to act for the officer. GSA’s acquisition regulation says a contractor is to be told the name of a contracting officer’s representative (COR/COTR) and the functions delegated to that person. These federal provisions illustrate why the actual delegation matters; they do not set a universal rule for private work.
Virginia’s 2025 Construction and Professional Services Manual similarly says the project manager’s authority is limited to what the owner authorizes, and recommends covering the parties’ personnel and authority chain at the preconstruction meeting. See Virginia DGS Construction and Professional Services Manual.
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Verify authority for the specific decision
Ask “authorized to do what?” rather than simply “authorized?” A person may inspect work, identify a defect, or relay information without having power to change scope, price, time, or other contract terms. Check the delegation for the function at issue and any limit, required concurrence, approval tier, or dollar cap.
- Answer a field question or interpret an existing requirement.
- Inspect, reject, or accept work.
- Direct sequencing or address access and safety.
- Approve a substitution or design detail.
- Authorize extra work or change scope, price, or time.
- Approve payment or certify completion.
- Suspend work or issue an emergency direction.
GSA’s cited rule generally bars a COR/COTR from modifying a contract or performing functions reserved for the contracting officer, while describing a possible delegation for certain in-scope construction change orders. The cited provision allows that delegation for change orders not exceeding $25,000; that is a federal, provision-specific possibility, not a standard limit for other projects. Read the actual clause and delegation: GSA Acquisition Regulation 552.236-70.
Handle a possible change before doing the changed work
If an instruction could alter price, time, scope, design, or contractual requirements, request the change order or other written authorization required by the contract from a person whose delegation covers that decision. If someone says “start now; paperwork later,” ask for the contract-compliant written authorization to proceed, stating the work covered and any applicable value, payment method, duration, and time adjustment.
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Caltrans describes an authorization-to-proceed procedure for specified public-road contract circumstances and says it should be used only in extenuating circumstances. Its approval tiers and change-order thresholds—including a higher-level approval trigger for certain change orders whose absolute value exceeds $500,000—are agency-specific; they are not general construction thresholds. See Caltrans Construction Manual, Chapter 5.
Oregon’s cited conditions say not to proceed without written direction from the authorized owner’s representative or architect/engineer. If an instruction appears unauthorized, conflicts with the documents, or calls for unsafe or noncompliant work, promptly route the issue to the named authorized person and follow the contract’s notice and escalation process. Pause the affected changed work when contract and safety conditions permit; comply with applicable emergency, safety, and stop-work duties.
Set up records and escalation at project startup
Use the preconstruction meeting to establish a current authority list and escalation route. Record each person’s role, contact channel, decision functions, limits, backup approver, and escalation contact. Update the list when personnel or delegations change.
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For each material instruction, record who issued it, when it arrived, what it appears to change, the written basis of authority, any clarification request, and the response. Send written notice of anticipated time or cost effects promptly, using the contract’s required form, delivery method, and deadline. Oregon’s linked conditions, for example, set a 30-day outer limit for a described written request following certain clarifications or instructions; that period applies only where the governing contract says so.
Caltrans directs its personnel to record specified authorization details, including the date, time, and name of the person granting authority, in the resident engineer’s daily report. A field log or notebook can help capture facts, but it does not validate someone’s authority, amend the contract, or satisfy a notice requirement unless the contract’s form and delivery rules are also met.
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Resolve conflicting directions by checking the same five points
When two people give inconsistent instructions, compare each instruction on the following points rather than choosing the more senior-sounding person:
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- Source: What contract appointment or written delegation gives this person authority?
- Function: Does that authority cover inspection, interpretation, change approval, payment, safety, or the specific decision in dispute?
- Limits: Are there scope, dollar, duration, or concurrence limits, or a higher approval tier?
- Form: Does the contract require a signed change, written direction, or formal notice?
- Escalation: Who can resolve the conflict, and what notice deadline or procedure applies?
If the documents do not answer these questions, or the delegation is missing, inconsistent, or out of date, ask the owner or contracting officer for written confirmation before treating the instruction as authorization for changed work.
Keep jurisdiction and contract differences in view
The federal examples above concern government contracts; Virginia’s manual addresses state public construction procedures; and Caltrans’ approval rules govern its own procedures. Boston’s licensed-builder change instructions apply to a local process for covered permitted projects and illustrate written owner approval and licensing records, not a general authority rule for every job: Boston building permit instructions.
For private work, rely on the signed project documents and applicable state and local law. If an unresolved authority or notice issue could affect cost, time, safety, or contractual rights, raise it with the contracting officer or project counsel.
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