Construction Change Order Form: Free Template for Contractors
Quick Answer
A construction change order is a written agreement between a contractor and customer to change the original scope, price or schedule of a job. Include the job and contract details, a clear description of the change, the reason, the cost breakdown for labor and materials, the effect on the schedule, the new contract total and signatures from both sides. Get the change order signed before starting the extra work, and follow any change order process in your contract.
"While you're here, can you also..." Every contractor hears it. Customers change their minds, hidden problems show up behind walls and plans have gaps. Without a written change order, extra work leads to arguments about price, missed payments and shrinking profit.
This guide includes a free construction change order form and explains when you need one, what to include, how to price changes, how to get them signed and how to track them through the job.
Note: This is general information, not legal advice. Your contract and state law may set requirements for change orders, especially on home improvement jobs. Have an attorney review your contract and change order form.
What Is a Change Order?
A change order is a written amendment to a construction contract. It documents a change in the work, the price, the schedule or all three, and both the contractor and the customer sign it. Once signed, it becomes part of the contract.
| Common reasons for change orders | Examples |
|---|---|
| Customer requests | Upgrade to tile, add an outlet, move a wall |
| Hidden conditions | Rot, water damage, outdated wiring found during demo |
| Design changes | Architect revises plans |
| Code or inspection requirements | Inspector requires additional work |
| Material availability | Specified product discontinued; substitute needed |
| Scope removed | Customer decides to skip part of the work (a deductive change order) |
Free Construction Change Order Form
Change Order # ______
Date: ______ | Job: __________ | Address: __________
Customer: __________ | Original contract date: ______ | Contract #: ______
Requested by: ☐ Customer ☐ Contractor ☐ Architect/Engineer ☐ Inspector
Description of Change
Describe the change clearly, including location and materials: __________________________________________
Reason for change: __________________________________________
Cost Breakdown
| Item | Quantity | Unit cost | Total |
|---|---|---|---|
| Labor (hours × rate) | |||
| Materials | |||
| Subcontractor | |||
| Equipment rental | |||
| Permits or fees | |||
| Overhead and profit | |||
| Credit for work removed | ( ) | ||
| Change order total |
Contract Summary
| Amount | |
|---|---|
| Original contract amount | |
| Previous approved change orders | |
| This change order | |
| New contract total |
Schedule Impact
Days added (or removed): ______ | New estimated completion date: ______
Payment Terms
☐ Due with next progress payment ☐ Due before work begins ☐ Due at completion of change
Signatures
By signing, both parties agree to the change in scope, price and schedule described above. All other terms of the original contract remain in effect.
Customer: __________ | Date: ______
Contractor: __________ | Date: ______
When You Need a Change Order
- Any change to the work described in the contract.
- Any change to the price, even small ones.
- Any change to the schedule or completion date.
- Substituting materials the customer chose.
- Removing work from the contract.
- Extra work caused by hidden conditions.
A good rule: if it changes what you're building, what it costs or when it will be done, write it down and get it signed.
Writing a Clear Description
| Vague | Clear |
|---|---|
| "Upgrade bathroom tile" | "Replace specified 12x12 ceramic floor tile with customer-selected 12x24 porcelain tile (style #, color) in primary bath, approx. 65 sq ft, including additional thinset and labor." |
| "Fix rot" | "Remove and replace approximately 12 linear feet of rotted sill plate along the north wall, discovered during demolition. Includes treated lumber, fasteners and labor." |
| "Add outlets" | "Add two duplex outlets on the kitchen island, including wiring from the existing circuit, boxes and covers." |
Attach photos, sketches or product specs when they help explain the change.
Pricing a Change Order
- Labor: estimate hours for each trade and multiply by your rates.
- Materials: use current supplier pricing, plus waste.
- Subcontractors: get their price in writing.
- Equipment and permits: include any rentals or extra permit fees.
- Overhead and profit: apply your standard markup, or what your contract specifies.
- Credits: subtract work or materials no longer needed.
- Schedule costs: consider extra supervision or general conditions if the job runs longer.
Use the same pricing method you used for the original estimate so customers see consistent numbers. See the contractor quote template.
Getting Change Orders Signed
- Before work starts: the most important rule. Signed first, then work.
- Make it easy: send by email with e-signature, or bring a printed form to the site.
- Explain it in person for larger changes.
- Number every change order in order.
- Send a copy to the customer right away.
If urgent work can't wait, such as stopping an active leak, get written approval by email or text describing the work and the pricing method, then follow up with a formal change order as soon as possible.
Hidden Conditions
Hidden problems are a common source of disputes. Reduce them by:
- Including a hidden conditions clause in your contract that explains how they'll be handled.
- Photographing the condition as soon as you find it.
- Stopping work in that area and telling the customer the same day.
- Explaining options and costs before proceeding.
- Documenting everything in your daily report. See the construction daily report.
Tracking Change Orders
| CO # | Date | Description | Amount | Days | Status | Signed | Billed | Paid |
|---|---|---|---|---|---|---|---|---|
| 1 | ☐ Pending ☐ Approved ☐ Rejected | ☐ | ☐ | ☐ | ||||
| 2 | ☐ Pending ☐ Approved ☐ Rejected | ☐ | ☐ | ☐ | ||||
| 3 | ☐ Pending ☐ Approved ☐ Rejected | ☐ | ☐ | ☐ |
A change order log keeps the running contract total accurate and makes sure every approved change gets billed. Missed change orders are one of the most common ways contractors lose money on a job.
Billing for Change Orders
Add approved change orders to your next invoice or progress billing as separate line items, referencing the change order number. Customers are more likely to pay promptly when they can match each charge to a signed document. See project billing and invoice software for contractors.
Change Orders With Subcontractors
When a change affects a subcontractor's work, get their price in writing and issue a matching change order to the sub. Don't let subs start extra work until the customer change order is signed, or you may end up paying for work you can't bill.
Example: A Remodeling Contractor
A remodeler often agreed to small changes on site and planned to "settle up at the end." At closeout, customers remembered the changes differently and pushed back on the extra charges. He started using a one-page change order on a tablet, with photos and e-signature, before doing any extra work. Disputes at final billing nearly disappeared, and change order revenue that used to slip away now shows up on every job.
Common Change Order Mistakes
- Verbal approvals only.
- Starting work before the change order is signed.
- Vague descriptions and unclear pricing.
- Forgetting schedule impacts.
- Not billing approved change orders.
- No log of the running contract total.
Change Order Checklist
| Step | Done? |
|---|---|
| Include a change order process in your contract | |
| Describe the change clearly with photos or specs | |
| Price labor, materials, subs and markup | |
| Show schedule impact and new contract total | |
| Get signatures before starting work | |
| Log every change order | |
| Bill approved changes on the next invoice |
Change Order Clauses in Your Contract
Your original contract should explain how changes will be handled. Common provisions include:
- All changes must be in writing and signed by both parties.
- How change orders will be priced (fixed price, time and materials or unit prices).
- Your markup on change order work.
- How hidden conditions will be handled.
- How schedule extensions are calculated.
- When change order payments are due.
Having these terms in the contract makes change orders routine instead of a negotiation every time. Have an attorney review your contract language.
Fixed Price vs. Time and Materials Change Orders
| Fixed price | Time and materials | |
|---|---|---|
| How it works | Agreed price before work | Billed for actual hours and materials |
| Best for | Clear, defined changes | Uncertain scope, like hidden damage |
| Customer comfort | Knows the cost up front | Needs a not-to-exceed amount to feel safe |
| Paperwork | Price on the change order | Time sheets and material receipts |
For time and materials changes, include your rates and a not-to-exceed amount, and track hours carefully.
Change Order Request Form for Customers
Some contractors give customers a simple request form, so new ideas come in writing before they're priced.
| Field | Answer |
|---|---|
| Customer name and job | |
| What would you like to change? | |
| Location in the project | |
| Photos or examples attached? | ☐ |
| Is this needed now or can it wait? | |
| Customer signature and date |
The request isn't an approval. Price it, write the change order and get it signed before doing the work.
Talking With Customers About Changes
Sample: "That's a great idea, and we can do it. Because it's outside the original scope, I'll write up a change order with the cost and any effect on the schedule. Once you sign it, we'll get started."
Being upfront and friendly about change orders keeps them from feeling like surprise charges. Customers appreciate knowing the cost before deciding.
Change Orders and Profit
Change orders can help or hurt your margin. Priced and billed correctly, they add profit. Done for free or forgotten, they quietly eat into it. Review change orders on every completed job: how many there were, how much they added and whether any work was done without one. See how to track labor costs by job.
Digital Change Orders
- Create change orders on a tablet or phone at the job site.
- Attach photos and product specs.
- Send for e-signature immediately.
- Store signed copies with the job file.
- Update the job budget and invoice automatically, where your software allows.
Sample Completed Change Order
| Field | Example |
|---|---|
| Change order # | 3 |
| Job | Kitchen remodel, 123 Main St. |
| Requested by | Customer |
| Description | Add under-cabinet LED lighting under four upper cabinets, with a dimmer switch next to the existing light switch |
| Labor | 6 hours electrician |
| Materials | LED strips, drivers, dimmer, wire, boxes |
| Markup | Per contract |
| Schedule impact | +1 day |
| New completion date | Adjusted by one day |
| Payment | Due with next progress payment |
This sample is for illustration. Your pricing and terms will depend on your contract and costs.
Rejected and Pending Change Orders
Not every change order gets approved. If the customer declines, note it in the log and continue with the original scope. For pending change orders, set a deadline for a decision, especially when the change affects the schedule or material orders. Don't let pending changes hold up the rest of the job without telling the customer how the delay affects completion.
Change Orders on Commercial Jobs
Commercial contracts often have formal change order procedures, including written requests for proposals, required forms, approval by an owner's representative or architect and strict notice deadlines for claims. Missing a notice deadline can cost you the right to be paid for extra work, so read the change order section of every commercial contract carefully.
Change Order Quick Tips
- Write it down every time.
- Describe the change in detail.
- Show the new contract total.
- Sign before you start.
- Bill it on the next invoice.
Training Your Crew on Change Orders
Customers often ask crew members, not the owner or project manager, for extra work. Train every crew lead on a simple rule: be friendly, say yes to pricing it, but don't start anything outside the plans until a change order is signed.
Crew script: "Good idea. That's outside our current scope, so I'll pass it to [project manager], who'll send you the price and timing to approve. Once it's signed, we can do it."
Write the rule into your job site procedures and review it at the start of every job. Crews who do "small favors" for free can quietly cost a job its profit, and they leave you without paperwork if the customer later disputes what was agreed.
Change Order Records to Keep
- Signed change orders, numbered in order.
- Photos and specs attached to each change.
- Customer requests and emails.
- Time and material records for T&M changes.
- The change order log with the running contract total.
- Invoices showing each billed change order.
Change Orders and Permits
Some changes require a permit revision or an extra inspection. Check whether the change affects your permit before starting, include any permit fees in the change order and note the extra inspection in the schedule impact. Inspections that are missed because of an unpermitted change can cost far more than the change itself.
Reviewing Change Orders With the Customer at Closeout
At the final walkthrough, review the change order log with the customer: every approved change, its price and the final contract total. Pair it with the punch list so the customer sees the full picture before the final invoice.
Getting Started on Your Next Job
- Add a change order clause to your contract template.
- Save the change order form on your phone or tablet.
- Start a change order log for each job.
- Train crew leads on the "price it, sign it, then do it" rule.
- Review change orders at every job closeout.
Once the habit is in place, change orders stop feeling like a hassle and start protecting both you and your customers on every job.
Manage Jobs and Changes With Updoot
Updoot's project management keeps change orders, tasks and documents with each job, the employee time clock records crew hours on change order work and the invoice generator helps you bill approved changes. See also the construction punch list.