Every contractor has done it: the homeowner asks for “one more thing,” you say yes, you do the work… and three weeks later you’re arguing about whether it was included. The fix isn’t working harder. It’s writing a proper change order before the extra work starts.
This guide walks through what a change order is, the fields you can’t skip, a step-by-step on writing one, and a real example. There’s a free change order template you can use right now at the end — no Word doc required.
What is a change order?
A change order is a written document that records a change to an existing construction contract and updates the agreed price and schedule. It covers added scope, removed scope, a price adjustment, or a timeline shift — anything that moves the contract away from what was originally signed.
The key word is written. A change order only protects you if it’s documented and signed by both parties before the work happens. A verbal “yeah, go ahead” is not a change order. It’s a future dispute.
What every change order must include
Skip any of these and you’ve got a note, not a contract. A complete change order has:
- A unique change order number — CO-001, CO-002, and so on. Numbering keeps your paper trail clean.
- Project and client details — project name, site address, and who’s approving it.
- The original contract reference — so it’s clear what’s being amended.
- A clear description of the change — what’s different, and why. Plain language beats legalese.
- Itemized cost — labor, materials, and equipment broken out, not a single lump sum.
- Schedule impact — how many days this adds (or removes).
- The revised contract total — original amount, the change amount, and the new total.
- Signature and date lines for both you and the client.
How to write a change order, step by step
1. Number it and reference the contract
Give it the next number in sequence and reference the original contract or proposal. This single habit ends most “which version are we talking about” arguments.
2. Describe the change in plain English
Write what changed the way you’d explain it standing in the kitchen: “Upgrade kitchen cabinets from stock to custom millwork per the homeowner’s selection on Tuesday.” Specific, dated, and tied to a decision.
3. Itemize the cost
Break out labor, materials, and any equipment or subs. Itemized pricing builds trust and makes the number defensible. A lump sum invites pushback; a line-item breakdown answers the question before it’s asked.
4. State the schedule impact
If the change adds five working days, say so. Cost and time are the two things clients care about — surfacing both up front is what makes you look like a pro instead of someone padding a bill.
5. Show the revised contract total
Always show the math: original contract value, the change order amount, and the new contract total. Your client should never have to do arithmetic to understand what they’re agreeing to.
6. Get it signed before you start
This is the whole point. Get written, signed approval before the extra work begins. A signed change order — including a compliant e-signature — is your evidence if the job is ever questioned.
A real change order example
Here’s what a clean, itemized change order looks like for a kitchen remodel:
Notice what it does: each line is specific, the total is obvious, and there’s no ambiguity about scope. Add the schedule impact (“+5 working days”) and the revised contract total, get a signature, and that’s a document that holds up.
Change order mistakes that cost you money
- Starting work before it’s signed. The single most expensive habit in construction. Always get the signature first.
- Vague descriptions. “Extra kitchen work” means nothing in a dispute. Be specific and date the decision.
- Lump-sum pricing. One big number invites a fight. Itemize.
- Forgetting the schedule. Clients accept delays they agreed to in writing. They fight delays that surprise them.
- No running contract total. If the client can’t see the new total, they feel ambushed at invoice time.
Skip the Word doc. Send it in 30 seconds.
ChangeOrdersPro turns this whole process into a 30-second job — fill in the change, hit send, and your client signs from their phone. The contract total updates itself. It’s 100% free.
Create a free change order →The faster way to write a change order
You can do all of this in a Word template — download it, fill it in by hand, save as PDF, attach to an email, and chase a signature. It works, but it takes 10 to 15 minutes every time, and you’re still doing the contract math yourself.
Or you use the free change order tool. You type the change, hit send, and your homeowner or GC reviews and signs from their phone. Both of you get the signed PDF, and the contract total updates automatically. Same document, 30 seconds, and a full audit trail of when it was viewed and signed. Here’s why it’s completely free.
Grab the free Excel change order template
A professional, auto-calculating change order spreadsheet — line items, markup, tax and your revised contract value all worked out for you, plus a log to track every change order on the job. Free to download and use on any project.
Download the free Excel template →Frequently asked questions
What should a change order include?
Every change order should have a unique number, the project and client details, a clear description of the work that changed, an itemized cost (labor, materials, equipment), the schedule impact in days, the revised contract total, and a place for both parties to sign and date. Anything less and you've got a note, not a contract.
Does a change order have to be signed to be valid?
To be enforceable, yes — you want written, signed agreement before the extra work starts. Verbal change orders and "I'll sort it out later" handshakes are exactly what cause payment disputes. A signed change order (including a compliant e-signature) is your paper trail if the job is ever questioned.
What's the difference between a change order and a work order?
A work order authorizes scheduled or routine work. A change order documents a change to an existing contract — added scope, a price adjustment, or a schedule shift — and revises the agreed contract total. If the contract value moves, it's a change order.
Can I write a change order on my phone?
Yes. With ChangeOrdersPro you fill in the change, hit send, and your homeowner or GC reviews and signs from their phone — no app, no login, no printing. The signed PDF lands in both inboxes and the contract total updates automatically.
Daisy writes about the unglamorous side of running a build — the paperwork, the change orders, and the conversations that keep a job profitable. ChangeOrdersPro is the free tool her team built so contractors can send a professional change order and get it signed from a phone in about 30 seconds.