Change order template: sample wording and a filled-in example
Published
Short answer
A change order template names the original job, describes the change, prices it on separate lines for labor and materials, states the new total and any effect on the finish date, says that all other terms stay the same, and records the customer's approval before the extra work starts.
When a job changes, a one-page change order stops the argument before it starts. This page lists the parts, fills in an example for a deck, and gives sample wording you can adapt. For the routine behind it, read change orders and extra work.
What goes on a change order?
| Part | What to write |
|---|---|
| Reference | The job or estimate number and a number for this change |
| Date | The day the change is written up |
| The change | What changes, where and why, in plain words |
| Price | Labor, materials and other costs on separate lines, then tax and the total |
| Effect on schedule | How many days it adds, if any, and the new finish date |
| Other terms | A statement that everything else in the original agreement stays the same |
| Approval | The customer's signature or written reply, and the date |
What does a filled-in change order look like?
Change order 1 to estimate 2087, a deck build. The customer asked for a stair after the work began. The prices and the 8% tax rate are examples.
| Item | Entry |
|---|---|
| Date | 12 March |
| The change | Add a four-step stair on the east side of the deck, requested by the customer |
| Labor | 6 hours x 55.00 = 330.00 |
| Materials | Stringers, treads and fixings = 285.00 |
| Change total before tax | 615.00 |
| Tax added on top (8%) | 49.20 |
| Change total | 664.20 |
| Original price before tax | 4,850.00 |
| New price before tax | 4,850.00 + 615.00 = 5,465.00 |
| Effect on schedule | Adds one day: finish moves from 18 March to 19 March |
| Approval | Customer replies "Approved" or signs below |
The original price is untouched and the change is visible as its own number, which is also how you will see later how much of the job's profit came from changes.
What sample wording can I adapt?
- Change order 1 to estimate 2087, dated 12 March. At your request we will add a four-step stair on the east side of the deck.
- Price: 615.00 before tax (labor 330.00, materials 285.00). Tax added on top: 49.20. Change total: 664.20.
- The finish date moves from 18 March to 19 March.
- All other terms of estimate 2087 stay the same. The original price of 4,850.00 plus this change gives a new total before tax of 5,465.00.
- Work on this change starts once you reply "approved" or sign below.
This is sample wording, not legal advice. Whether a change order must be in a particular form depends on your contract and local rules.
Who should approve a change order?
Ask the person who signed the original estimate or who has the authority to change it. If the house has two owners or a company is paying, check who can agree to spending more, and send the change order to that person. A short written reply is better than a verbal nod, and you should keep it with the job records.
Some rules are specific. California, for example, treats a change-order form as part of a home improvement contract only if it is in writing and signed before the extra work starts, and US federal construction contracts define a change order as a written order from the contracting officer (FAR 52.243-4). Most private jobs have no such clause, so check your contract.
What do I do after it is approved?
Keep the approval with the estimate, mention the change in that day's daily site report and show it on its own line on the invoice, as in the contractor invoice template. The final invoice should reconcile: the original price plus approved changes equals the contract total.
Which mistakes should I avoid?
- Starting the extra work before the customer has replied
- Describing the change as "extras" without lines or prices
- Forgetting to state the effect on the finish date
- Folding the change into the original price
- Sending the change order to someone who cannot approve spending
Change orders in SiteReporta
SiteReporta does not have a separate change-order document. A practical way to work is to build a new estimate for the extra work, with its own number, date and line items, and send the PDF for approval. Once it is accepted you can convert it to an invoice with identical totals.
Frequently asked questions
Do I need a change order for a small change?
Small changes cause the same memory disputes as large ones. A one-line message with the price and the customer's written reply is enough for a small change.
Can the customer refuse a change order?
Yes. If they refuse, the original scope and price stay as agreed, and you should not start the extra work. Note the refusal in the job record.
Should a change order include tax?
Show tax the same way as on the original estimate, either added on top or included in the prices. Tax rules differ by location, so check what applies to your business.
What if the change is urgent for safety reasons?
Make the area safe, photograph the problem and tell the customer in writing as soon as you can. Then price the follow-up work and get approval before you do it. Check your contract and local rules.
Does SiteReporta have a change-order document?
No. Build a new estimate for the extra work, send it as a PDF for approval and convert it to an invoice once it is accepted.
Sources
Official sources for the rules and figures mentioned in this guide. Rules change and differ by place, so check the current text and your local rules.
- FAR 52.243-4: Changes (US federal construction contracts)
- California Business and Professions Code section 7159 (home improvement contracts)
- California CSLB: Learn about home improvement contracts
General guidance, not legal, tax or accounting advice. Rules differ by country and trade.