Change order form template

Short answer

A change order form must record a sequential change order number, the date, a description of the change and why it arose, the cost impact broken into materials, labor and subs, the schedule impact in days, the revised contract sum, and signatures from both the contractor and the client dated before the work starts. An unsigned change order is unbilled work, which is why the signature block is the most important part of the document.

Verbal change orders are the most expensive words in construction. This one-page form documents the change, the cost, the extra days and the signatures before anyone picks up a tool. Free PDF and spreadsheet.

What is in the template

Your business details

  • Company name and logo
  • Address, phone and email
  • Licence number and, where required, insurance details
  • Document number and date

Change identification

  • Change order number (sequential)
  • Date requested and date required by
  • Project name, address and original contract reference
  • Requested by (client, contractor, architect, inspector)
  • Reason: client request, unforeseen condition, code requirement, design change

Description of change

  • Work being added
  • Work being removed or credited
  • Materials or finishes affected
  • Drawings or specifications affected

Cost impact

  • Additional materials
  • Additional labor hours and rate
  • Subcontractor costs
  • Overhead and profit on the change
  • Credits for deleted work
  • Net change to contract sum

Schedule and contract impact

  • Additional calendar days required
  • Revised substantial completion date
  • Original contract sum
  • Sum of previously approved change orders
  • This change order amount
  • New revised contract sum

Authorisation

  • Contractor signature, printed name and date
  • Client signature, printed name and date
  • Statement that work will not begin until signed
  • Note that all other contract terms remain unchanged

Spreadsheet columns

How to use it

  1. Number every change order sequentially, including zero-dollar and credit changes.
  2. Write the reason, not just the work, since reason determines who pays.
  3. Price overhead and profit on changes the same way you do on base contract work.
  4. Get the signature before the work starts, every single time.
  5. File the signed copy against the job and reference it on the next invoice.

This is a general template, not legal advice. Change order requirements can be dictated by your prime contract, your state's home improvement statutes or a lender's draw process. Have an attorney review the version you use for contracts of significant value.

Frequently asked questions

What is a change order in construction?

A written amendment to the original contract that documents added, removed or altered work along with its cost and schedule impact, signed by both parties. It becomes part of the contract and adjusts the contract sum and completion date.

Do change orders need to be signed?

Practically speaking, yes. Many contracts and several state home improvement statutes require written, signed changes, and unsigned extras are extremely difficult to collect on. Treat the signature as the trigger to start the work.

Should I charge markup on change orders?

Yes. Change orders consume overhead and profit exactly as base contract work does, often more, because they disrupt sequencing. Many contracts specify the allowable markup percentage on changes, so check the prime contract first.

Summary

A free construction change order form template from WinkScope in PDF and CSV, no signup. It records a sequential change order number, date, project and contract reference, requesting party, reason for the change, description of added and deleted work, cost impact split by materials/labor/subs/overhead and profit, schedule impact in days, original and revised contract sums, and dated signature blocks for contractor and client.