Change Order Form

A change order is a written record of work that falls outside the original estimate — added scope, a material upgrade, or extra time caused by something you found on site. It documents what changed, what it costs, and gets the client's sign-off before you do it. No signed change order means the classic fight: "I never agreed to pay for that."

• Reference to the original estimate or contract
• A change order number and date
• Clear description of the new/added work
• Reason for the change
• Cost of the change (materials + labor)
• Any impact on the timeline
• New revised project total
• A line for the client's approval

The single most important rule: get the change order approved before the extra work starts. Once the work is done, your leverage is gone. Even a quick text — "here's the added cost, reply YES to approve" — creates the paper trail you need.

CHANGE ORDER #3 — July 10, 2026
Re: Estimate #1042 (rear deck rebuild)

Added work: Replace 2 rotted support posts discovered during demolition.
Reason: Existing posts failed inspection / were not visible at estimate.

Materials: $180
Labor (4 hrs @ $65): $260
Change order total: $440
Timeline impact: +1 day

Revised project total: $2,911.70
Approved by: ____________________ Date: __________

Most change orders come from the same handful of situations. If any of these happen on your job, write one up before you keep going:

• The client asks for something extra ("while you're here, can you also...").
• You open a wall, floor, or deck and find rot, bad wiring, or framing that was hidden at estimate time.
• The client picks a different material, fixture, or finish than the one you priced.
• The client removes work from the scope — this is a change order too, usually a credit.
• An inspector requires something that wasn't in the original plan.
• Delays caused by the client (late selections, no access to the site) push your schedule.

A credit change order matters as much as an added-cost one. If the client drops the railing from the deck job, writing it down protects you when the final bill doesn't match the original estimate.

Price the added work in a change order the same way you priced the original job: materials at your cost plus your usual markup, labor hours times your rate, and any extra dump fees, permits, or equipment rental. Don't discount it just because you're already on site — the change usually interrupts your planned workflow and costs you time elsewhere.

Add a timeline-impact line to each change order. The deck-post change order example adds one extra day, which may push your next job back. If the change affects your schedule, say so in writing so the client can't blame you later for finishing late.

• Doing the work on a verbal "yes" and writing it up later.
• Lumping several changes into one vague line like "extra work — $900."
• Forgetting to show the revised project total, so the client is surprised at the final invoice.
• Not numbering change orders, which makes them hard to reference in a dispute.
• Leaving out the reason for the change, so it looks like you're padding the bill.

Does a text message count as approval? A written reply such as "YES, approved" is far better than nothing because it shows the date, the price, and the client's agreement. For bigger changes, a signed form or email is stronger. If your contract says changes must be signed, follow your contract.

Should I collect payment for a change order up front? For small change orders, adding the cost to the final invoice is common. For large changes or expensive special-order materials, asking for payment or a deposit on the change before ordering is reasonable — state it right on the change order.

What if the client refuses to sign? If the client refuses to approve a change order, don't do the extra work. Explain that you can only complete what's in the signed scope, and offer to talk through the price. Hidden-damage issues that make the original work unsafe are the hardest; document them with photos and put your recommendation in writing either way.

Write the change order description so a stranger could understand the added work a year from now. Weak: "Extra deck work." Strong: "Remove and replace two rotted 4x4 support posts at the northeast corner, including new concrete footings." The strong version names the location, the materials, and the exact work, which leaves nothing to argue about.

Attach a photo to the change order when the added work comes from something you found on site. A picture of the rotted post makes the price easy to accept.