FAR 52.101—Using Part 52.
Plain-English Summary
FAR 52.101 explains how Part 52 is organized and how contracting personnel should use FAR provisions and clauses in practice. It covers the definition of a "modification" for purposes of this subpart, the numbering system for FAR provisions and clauses, how agency- and subagency-level supplemental provisions and clauses are created and numbered, where prescriptions for use are located, the role of introductory text, how to use the FAR matrix, and the requirement to date all provisions, clauses, and alternates. In practical terms, this section is the roadmap for identifying the correct clause, finding the authority to use it, and ensuring the solicitation or contract contains the right version. It matters because clause numbering, dating, and prescription rules affect enforceability, consistency across solicitations and contracts, and whether a clause was properly included. For contractors, it helps determine what language is mandatory, what is agency-specific, and which version controls. For contracting officers, it is a drafting and compliance guide that prevents mis-citation, improper incorporation, and use of outdated text.
Key Rules
Modification means minor change
In this subpart, a modification is only a minor change in the details of a provision or clause that is specifically authorized by the FAR and does not change its substance. This is a narrow concept: if the change affects meaning or scope, it is not a permitted modification under this definition.
FAR clauses use 52.2 numbering
All FAR provisions and clauses are published in subpart 52.2 and are uniquely numbered using the 52.2 prefix, the two digits of the FAR part where the subject is primarily treated, and a sequential suffix. This numbering system ties each clause to its subject matter and makes each provision or clause identifiable.
Supplemental clauses follow agency rules
Agency, subagency, or individual-acquisition clauses that supplement the FAR may be issued only under authorized regulatory authority and must be used to meet agency or acquisition-specific needs. If published in agency acquisition regulations, they must be in full text, include the prescription for use, and be numbered like FAR clauses, with the agency chapter number and a sequential number of 70 or higher.
Prescriptions control use
Each provision or clause is placed in the FAR section where its subject matter is primarily discussed, and the prescription at that location states all conditions, requirements, and instructions for using it and any alternates. The clause may be referenced elsewhere, but the controlling authority for use is the prescription in the FAR text.
Introductory text points to authority
The introductory text of each provision or clause in subpart 52.2 includes a cross-reference to the FAR location that prescribes its use. This helps users quickly find the governing rule without guessing based on the clause title alone.
Matrix is a reference tool only
The FAR matrix identifies required, required-when-applicable, and optional provisions and clauses for different contract types, and it shows whether incorporation by reference is allowed, where the item belongs in the UCF, its number, the prescribing citation, and its title. However, the matrix does not by itself determine applicability for required-when-applicable or optional items, so contracting officers must consult the cited FAR prescription.
All clauses must be dated
Because provisions, clauses, and alternates can be revised, they must be dated whether incorporated by reference or included in full text. The date removes ambiguity about which version applies in a solicitation or contract.
Responsibilities
Contracting Officer
Select the correct provision or clause, verify its prescription, determine whether it is required, required-when-applicable, or optional, and ensure the correct dated version is included in the solicitation or contract. The contracting officer must also use the matrix as a guide but rely on the FAR prescription for applicability and must follow the numbering and incorporation rules for any supplemental agency clauses.
Agency Acquisition Officials
Issue supplemental provisions and clauses only when authorized, publish them in full text with their prescriptions, and number them in accordance with the FAR-based numbering scheme, including the required agency chapter prefix and sequential numbering rules. They must also maintain any consolidated matrices that include agency-developed clauses.
Suborganization or Activity-Level Drafters
Develop nonrepetitive, acquisition-specific supplemental clauses only when needed for an individual acquisition and when it is impractical to place them in broader agency regulations. They must ensure the clause is properly authorized, numbered, and supported by a prescription if it is to be used in a solicitation or contract.
Contractors
Review the solicitation or contract to identify the controlling clause version, note whether a clause is FAR-based or agency-specific, and understand that the dated text governs. Contractors should also use the clause numbering and prescription references to assess compliance obligations and proposal impacts.
CFR Staff / Regulatory Publishers
Assign the chapter number within 48 CFR for agency acquisition regulations that are published in the Federal Register and codified in the CFR, so supplemental clauses can be numbered correctly. This supports consistent identification across the regulatory system.
Practical Implications
The clause number and date are not cosmetic details; they determine exactly which text applies. Using an undated or incorrectly numbered clause can create disputes about what was required.
Contracting officers cannot rely on the matrix alone for required-when-applicable or optional clauses. They must read the cited FAR prescription to confirm whether the clause belongs in the solicitation or contract.
Agency supplements can add important requirements, but only if they are properly authorized, published, and numbered. A clause that is not correctly issued may be vulnerable to challenge or may create confusion in administration.
The prescription is the controlling source for when a clause is used and whether alternates are allowed. Users should not infer applicability from the clause title or from its presence in the matrix.
For day-to-day drafting, this section is a quality-control checklist: confirm the right clause, confirm the right version, confirm the right authority, and confirm the right placement in the solicitation or contract format.
Official Regulatory Text
(a) Definition . "Modification," as used in this subpart, means a minor change in the details of a provision or clause that is specifically authorized by the FAR and does not alter the substance of the provision or clause (see 52.104 ). (b) Numbering— (1) FAR provisions and clauses . subpart 52.2 sets forth the text of all FAR provisions and clauses, each in its own separate subsection. The subpart is arranged by subject matter, in the same order as, and keyed to, the parts of the FAR. Each FAR provision or clause is uniquely identified. All FAR provision and clause numbers begin with "52.2," since the text of all FAR provisions and clauses appear in subpart 52.2 . The next two digits of the provision or clause number correspond to the number of the FAR subject part in which the provision or clause is prescribed. The FAR provision or clause number is then completed by a hyphen and a sequential number assigned within each section of subpart 52.2 . The following example illustrates the makeup of the FAR provision or clause number (see Figure 1 below). (2) Provisions or clauses that supplement the FAR . (i) Provisions or clauses that supplement the FAR are- (A) Prescribed and included in authorized agency acquisition regulations issued within an agency to satisfy the specific needs of the agency as a whole; (B) Prescribed and included in a regulation issued by a suborganization of an agency to satisfy the needs of that particular suborganization; or (C) Developed for use at a suborganizational level of an agency, not meant for repetitive use, but intended to meet the needs of an individual acquisition and, thus, impractical to include in either an agency or suborganization acquisition regulation. (See 1.301 (c).) (ii) Supplemental provisions or clauses published in agency acquisition regulations shall be in full text and the prescription for the use of each shall be included. Supplemental provisions or clauses published in agency acquisition regulations shall be numbered in the same manner in which FAR provisions and clauses are numbered except that- (A) If it is included in an agency acquisition regulation that is published in the Federal Register and is codified in Title 48, Code of Federal Regulations (48 CFR), the number shall be preceded by the chapter number within 48 CFR assigned by the CFR staff; and (B) The sequential number shall be "70" or a higher number (see 1.303 ). (iii) The sequential number at the end of the number of a provision or clause that supplements the FAR, like its counterpart at the end of any FAR provision or clause number, indicates the subsection location of the provision or clause in subpart 52.2 of the agency acquisition regulation that contains its full text. If, for example, an agency acquisition regulation contains only one provision followed by only one clause supplementing the FAR in its section 52.236 (Construction and Architect-Engineer Contracts), then the sequential numbers would be "70" for the provision and "71" for the clause. (c) Prescriptions . Each provision or clause in subpart 52.2 is prescribed at that place in the FAR text where the subject matter of the provision or clause receives its primary treatment. The prescription includes all conditions, requirements, and instructions for using the provision or clause and its alternates, if any. The provision or clause may be referred to in other FAR locations. (d) Introductory text. Within subpart 52.2 , the introductory text of each provision or clause includes a cross-reference to the location in the FAR subject text that prescribes its use. (e) Matrix. (1) The matrix may be accessed via the internet at https://www.acquisition.gov/smart-matrix . The matrix contains a column for each principal type and/or purpose of contract ( e.g., fixed-price supply, cost reimbursement research and development). The matrix lists the— (i) Required solicitation provisions; (ii) Required-when-applicable solicitation provisions; (iii) Optional solicitation provisions; (iv) Required contract clauses; (v) Required-when-applicable contract clauses; and (vi) Optional contract clauses. (2) For each provision or clause listed, the matrix provides information on- (i) Whether incorporation by reference is or is not authorized (see 52.102 ); (ii) The section of the Uniform Contract Format (UCF) in which it is to be located, if it is used in an acquisition that is subject to the UCF; (iii) Its number; (iv) The citation of the FAR text that prescribes its use; and (v) Its title. (3) Since the matrix does not provide sufficient information to determine the applicability of a provision or clause in the "required-when-applicable" and "optional" categories, contracting officers shall refer to the FAR text (cited in the matrix) that prescribes its use. (4) The FAR matrix may be reproduced at agency levels, and at subordinate levels, for the purpose of supplementing it with agency-developed provisions and clauses. The resulting consolidated matrices may be included in agency acquisition regulations. (f) Dates . Since they are subject to revision from time to time, all provisions, clauses, and alternates are dated; e.g., ( Dec 1983). To avoid questions concerning which version of any provision, clause, or alternate is operative in any given solicitation or contract, its date shall be included whether it is incorporated by reference or in full text.