How to write a construction change order

When should a contractor use a change order?

Create one whenever the original scope, material, quantity, method, or price changes. Common examples include concealed damage, owner-requested upgrades, code requirements discovered during work, unavailable materials, and additional labor that was not included in the original agreement.

The best time to document the change is after the new scope and price are understood but before the crew performs the added work.

What to include in a change order

1. Customer and project information. Include the customer’s name, full job address, and the original contract, job, or work-order number.
2. A specific description of the change. Explain exactly what will be added, removed, replaced, or performed differently.
3. The reason for the change. A short explanation—such as concealed rot found after demolition—helps the document make sense months later.
4. Price details. Use a clear total or list labor, material, equipment, quantity, unit price, credits, and applicable tax.
5. Supporting photos. Photograph hidden damage or existing conditions when a picture helps the customer understand why the change is needed.
6. Approval language and signature. State that the customer authorizes the described additional work and price, then record their name, signature, and approval time.

Example change order description

Avoid descriptions such as “extra work” or “repair as needed.” A specific scope makes the approval easier for the customer to understand and more useful for your own records.

Common change order mistakes

• Starting the added work before receiving written approval
• Leaving out the original job or contract reference
• Using a vague description that does not define the added scope
• Showing a price without identifying credits, tax, or included materials
• Keeping the approval only in a text conversation without a complete signed document
• Failing to provide the customer with a copy after approval