Change Order Form
When the job changes, a change order is how you get paid for the extra work. Here's what goes in one — and how to send it before you lift a finger.
What is a change order?
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."
What to include
- 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
Send it BEFORE you do the work
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.
Copy-ready change order example
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: __________
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