Project scope change requests

Contact your relationship manager either in writing, by telephone or through notification on the Monthly Monitoring Report submission.  

Your relationship manager will acknowledge your request and you will receive a change request form to complete and return. 

1. Change request form

Please fill in Part I of the change request form template (see key downloads below) with all proposed adjustments to your project outlined clearly.  

Part I of the form has four sections that you need to complete: 

• Description of the proposed change 
• Revised payment schedule 
• Appendix 
• Declarations* 

Additional to the change request form, you will need to provide an updated application form and accompanying supporting information (see below for further detail). Your change request form will confirm which parts of your application form will need to be updated. 

*Please note: The declaration section of our change request form will need to be signed by the registered accountable officer for your Scotland’s Public Sector Heat Decarbonisation Fund project (as named in your Grant Offer Letter). Without this, a change request will not be considered. If a consultant has updated the application form on your behalf, please ensure you are confident that all changes have been made correctly prior to submitting the change request as you are ultimately accountable for ensuring correct information is provided. Incorrect information may affect the maximum eligible grant value upon completion. 

Please leave Part II of the change request form blank as this is for our internal use only. 

2. Supporting information

The following supporting information is required to assess a scope change:   

• A revised application form with all steps updated.  

Any changes should be made to the version of the application form most recently approved by us. If in doubt, please ask your relationship manager to send you the latest version. 

• Updated energy saving calculations  
• Updated risk register 
• Updated project programme  

If there is any change to the expected practical completion date of your project resulting from the scope change, please speak to your relationship manager to discuss how this may affect your grant. 

• Cost evidence  
• Information to satisfy outstanding conditions 

If your change request includes a site change, additional information is required with the expectation that the level of detail will resemble that provided at the initial application stage:  

• Options appraisal  
• Feasibility study (including peak heat loss calculations)  
• Energy consumption data  
• Schematics (existing and proposed) 

Further information required to complete the change request assessment may be requested at the discretion of the assessor. 

Your relationship manager will acknowledge receipt of your completed form and you will be contacted by either a member of the energy and carbon technical team or one of our technical advisors if any other supporting information is required for our review process.  

We can only begin reviewing the change request once all the requested documentation is received. Once all information has been received, we aim to confirm a decision on your change request within 20 working days. If insufficient information is provided or there are inadequate responses within a given timeline, we reserve the right to reject the change request. 

If your change request is approved following our assessment, you will be issued with a Grant Amendment Letter confirming the approved changes. This will need to be signed and returned by your authorising official (as named on your original Grant Offer letter).