Forms & Templates
How to Write a Contractor Change Order
Document contractor scope changes, pricing, schedule impacts, and customer approval with a clear change-order process and copy-ready template.
A change order is a written amendment to an approved estimate or contract. It records what is changing, why it is changing, how the price and schedule are affected, and who approved the revision. A consistent process protects the contractor and customer from relying on rushed conversations, texts, or assumptions once work is underway.
CONTRACTOR CHANGE ORDER
Change Order #: [001] | Date: [Date]
Project: [Project name] | Job site: [Address]
Customer: [Legal name] | Contractor: [Business name]
Original estimate/contract #: [Number] | Original date: [Date]
REASON FOR CHANGE
[Describe the request, concealed condition, selection, or required revision.]
CHANGED SCOPE
Added work: [Specific tasks, materials, quantities, and standards.]
Removed work / credit: [Specific tasks or materials no longer included.]
Revised work: [Substitutions or modifications to the original scope.]
PRICE IMPACT
Added cost: $[0.00] | Credit: $[0.00] | NET CHANGE: $[0.00]
Original contract: $[0.00]
Previously approved changes: $[0.00]
REVISED CONTRACT TOTAL: $[0.00]
SCHEDULE IMPACT
[Add or subtract working days; revised milestone or completion information.]
PAYMENT
[State when and how the change-order amount is due.]
AUTHORIZATION
Approval authorizes the described scope, price, and schedule revision.
Customer signature: ____________________ Date: __________
Contractor signature: __________________ Date: __________
Know when a change order is required
Use a change order when the customer adds, removes, or substitutes work; concealed conditions are discovered; plans or selections change; required work differs from the original assumptions; or an authority requires a revision. Follow the contract and applicable local rules when emergencies or safety issues require immediate action.
Reference the original agreement
Identify the customer, project, job site, original estimate or contract number, contract date, and sequential change-order number. Referencing the original agreement keeps the revision connected to the approved scope, price, and terms.
Describe the reason without assigning unnecessary blame
State the condition or request that created the change in neutral, factual language. Attach photographs, drawings, selections, inspection notes, or customer requests when useful. Avoid vague descriptions such as “extra work” or emotional language that may create a dispute.
Describe added, removed, and revised work
Write the changed scope with the same specificity as the original scope of work. Separate additions, deletions, substitutions, and credits. Name materials, quantities, locations, responsibilities, exclusions, and completion standards so the customer understands the revised result.
Calculate the price impact completely
Include added or removed labor, materials, equipment, permits, subcontractors, delivery, disposal, overhead, risk, and profit. Show a lump-sum change or understandable line items. A credit for removed work should reflect costs genuinely avoided, not automatically the original selling price after work has already been performed or costs committed.
State the schedule impact
Record additional or reduced working days, revised milestones, material lead times, inspection requirements, and any effect on the completion date. If the precise impact is not yet known, state the dependency and how the schedule will be updated.
Update the contract total and payment terms
Show the original contract amount, approved prior changes, the current change amount, and the new contract total. State when the change-order amount is due and whether it changes deposits, progress payments, retainage, or the final balance.
Get written approval before changed work begins
Require signatures or another accepted written approval method before ordering special materials or performing the changed work. Verbal authorization is difficult to prove and may not meet contract or local requirements. Give both parties a copy of the approved change order.
Track every change in one log
Number change orders sequentially and record requested, priced, approved, rejected, and completed dates. Keep supporting messages and files with the customer and job record. A simple log prevents missing approvals and makes the final invoice easier to reconcile.
Avoid common change-order mistakes
Do not bury multiple unrelated changes in one vague line, omit credits, ignore schedule effects, perform optional work before approval, or wait until the final invoice to reveal accumulated extras. Review the change with the customer while the reason and choices are still clear.
Turn your price into a professional estimate—free.
Use the free ContractorSuite estimate generator. No signup required.
Create a free estimate →