Change order template — 42 copy-paste forms and examples
A change order is the written record that the job changed after the client approved it: what changed, why, what it costs, how it moves the schedule, and the new total. This page gives you a full change order form, a short version, a change order clients can approve by text, a cover email, a running change order log, credit and time-and-materials versions, wording for the most common reasons, filled-in examples for 8 trades, subcontractor change orders, and the messages to send around them. 42 copy-paste blocks in all. No account, no download, nothing to buy.
Sample forms only, not legal advice. Home improvement and contractor rules differ by state; check your state contractor licensing board.
A number and a date. Number changes in order (#1, #2, #3) for each job. The number ties the change to the invoice later.
A link to the original agreement: the estimate or contract number, date, and original price.
The reason: client request, hidden condition, code requirement, material substitution. Clients accept changes much more easily when the reason is written down, with photos for anything found.
A plain description of the work, specific enough that a stranger would know what was added or removed.
The price (add or credit), with labor and materials split out if that’s how your estimate was written.
The running total: original, previous changes, this change, new total. This line prevents most end-of-job billing arguments.
The schedule effect, even if it’s “no change.”
When it’s paid, and a line saying all other terms stay the same.
Approval: signatures, or a clear written approval by text or email, before the work is done.
When you need a written change order
Any time the price, the scope, or the finish date changes after the client approved the estimate. That includes credits and “no cost” schedule changes. If a change costs a few dollars and the client is standing next to you, a text with the price and a “yes” reply is enough for many small service jobs, but write it down the same day. The extra work messages page has the quick texts for that moment; this page is for the written record.
Do the paperwork before the work. A change order written after the job looks like a surprise bill, even when the client agreed out loud. If something must be done right away for safety (a leak, live wiring), make it safe, take photos, tell the client what you did and why, and write the change order the same day.
Some states’ home improvement laws require changes to a home improvement contract to be in writing and signed, and some list what a change order must include. Check your state contractor licensing board before relying on a text approval for remodeling work. This is general information, not legal advice.
How to price a change order
Use the same rates as your original estimate so the client can see the change is priced fairly: your hourly labor rate, materials at cost plus your usual markup, and any unit prices the estimate already listed (for example, $85 per sheet of roof decking). See the markup and labor-rate guide on the estimate page.
Add what the change really costs you, not just the materials: an extra trip to the supplier, a return visit, disposal, permit revisions, and time spent on paperwork. If the change pushes other work back, say so in the schedule line.
When you can’t know the price until you open things up, use a time-and-materials change order with a not-to-exceed amount, and promise an update before you reach a set number. That keeps the client in control and keeps you from working for free.
Price credits honestly. Subtract what you will no longer spend, minus anything already bought or done. Clients remember a fair credit as much as a fair charge.
Mistakes to avoid
Doing the work first and asking later. Even when the client said yes on the phone, send the written version before you start.
No running total. Five separate small changes add up to a big surprise if the client never sees the new total.
Vague descriptions like “extra work in bathroom, $460.” Say what, where, and why.
Mixing several unrelated changes into one change order. One change, one number, one signature is easier to approve and to defend.
Not recording a declined change. If you recommended fixing something and the client said no, write it down, especially for hidden damage.
Forgetting the schedule. If the finish date moves, put it in writing, or you may be blamed for the delay.
A worked example
A contractor is two days into a $9,200 bathroom remodel. When the old tile comes up, the subfloor under the tub is rotted. She stops work in that area, takes three photos, and texts the client: “found rotted subfloor under the tub, paused that area, change order coming within the hour.”
She writes change order #3 using the form above: reason “hidden condition,” 6 ft of subfloor replaced with 3/4" plywood, labor $320 and materials $140, +1 day. The running total shows the original $9,200, two earlier changes (+$860), this change (+$460) and the new total ($10,520). Her estimate had said hidden damage would be priced separately, so she quotes that line.
The client signs on her phone that evening. The final invoice lists each change order on its own line with the signed copies attached, and the client pays without a single question about the extra $1,200.
Change order templates to copy
A full form, a short version, a text you can approve by reply, a cover email, a log, and credit and time-and-materials versions.
Full change order form (plain text)
Paste into a document or your estimating app. One change order per change, numbered in order.
CHANGE ORDER #[3]
[Business name] · [phone] · [email] · License #[ ] (if required)
Project: [Bathroom remodel]
Client: [Jordan Lee] · Address: [412 Pine St]
Original contract/estimate: #[1182], dated [Oct 2, 2026], $[9,200]
Date of this change order: [Oct 30, 2026]
REASON FOR CHANGE
☐ Client request ☐ Hidden condition found ☐ Code/inspector requirement
☐ Material unavailable/substitution ☐ Other: ________
DESCRIPTION OF CHANGE
[Replace 6 ft of rotted subfloor under the tub area with 3/4" plywood, including removal and disposal.]
PRICE
Labor: $[320]
Materials: $[140]
Total for this change: $[460] ☐ Add ☐ Credit
CONTRACT TOTALS
Original contract: $[9,200]
Previous change orders: $[+860]
This change order: $[+460]
New contract total: $[10,520]
SCHEDULE
Time added: [1 working day] · New expected finish: [Nov 13, 2026]
PAYMENT
[Due with the next progress payment / due on completion]
All other terms of the original agreement stay the same.
Client signature: ____________ Date: ______
Contractor signature: ____________ Date: ______
Short change order (one small change)
For small jobs where a full form is overkill. Still numbered and signed.
CHANGE ORDER #[1] — [Business name]
Job: [Fence repair, 18 Birch Ct] · Original price: $[1,450]
Change: [Replace 2 rotted posts (not in original scope)]
Cost: +$[240] · Time: +[half a day]
New total: $[1,690]
Approved by: ____________ Date: ______
Change order by text (approve by reply)
When the client isn’t on site. Ask for the exact reply word so the approval is clear.
Change order #2 — 412 Pine St
Add: replace corroded drain line under tub (found when floor opened)
Price: +$480 (labor $310, parts $170)
Time: +1 day, finish moves to Fri Nov 13
New total: $9,580 + $480 = $10,060
Reply APPROVE CO2 to go ahead, or call me with questions. I’ve paused that area until I hear from you.
Change order cover email
Send the signed-ready change order as a PDF or e-sign link.
Subject: Change order #3 for your bathroom — please review and sign
Hi Jordan,
When we pulled up the old floor today, we found rotted subfloor under the tub (photos attached). Change order #3 covers replacing it:
• Work: replace 6 ft of subfloor with 3/4" plywood
• Price: +$460
• Time: +1 working day (new finish Nov 13)
• New contract total: $10,520
You can sign here: [link]. We’ll keep working on the vanity wall while you look it over, but we won’t close up the floor until it’s signed.
Thanks,
[Name]
[Business name] · [phone]
Change order log (running list for the job)
Keep one per job. Paste it into your notes and update it with every change.
CHANGE ORDER LOG — [412 Pine St bathroom] · Original contract $[9,200]
# | Date | Description | Amount | Days | Status
1 | Oct 22 | Cabinet hardware upgrade | +$380 | 0 | Signed Oct 22
2 | Oct 28 | Drain line replacement | +$480 | +1 | Approved by text Oct 28
3 | Oct 30 | Subfloor under tub | +$460 | +1 | Sent, awaiting signature
4 | Oct 31 | Client supplies own mirror | −$120 | 0 | Signed Oct 31
Current total (signed/approved): $9,940 · Pending: +$460 (#3)
Credit (deductive) change order
When scope is removed or the client supplies something. Credits need paperwork too.
CHANGE ORDER #[4] — CREDIT
Project: [412 Pine St bathroom]
Change: [Client will supply and hang their own mirror. Remove mirror and install from contract.]
Credit: −$[120] (mirror allowance $90 + install labor $30)
New contract total: $[10,400] (after change orders #1–3)
Note: Contractor is not responsible for client-supplied items, including fit or defects.
Client: ____________ Date: ______ Contractor: ____________ Date: ______
Time-and-materials change order (not-to-exceed)
When you can’t price the change until you open things up.
CHANGE ORDER #[5] — TIME AND MATERIALS
Project: [Kitchen, 22 Elm]
Change: [Repair water damage behind the sink wall. Extent unknown until the wall is opened.]
Rate: $[85]/hour per worker + materials at cost + [15]%
Not to exceed: $[900] without a new written approval
We will send photos and an update when the wall is open, and before reaching $[600].
Client: ____________ Date: ______
Change order with two options
Lets the client pick. Sign next to the option chosen.
CHANGE ORDER #[6] — CHOOSE ONE
Project: [Hall bath, 9 Cedar Ln]
Issue: Soft subfloor (2 × 3 ft) near the toilet flange.
☐ Option A — Patch the soft area only: +$[180], +0 days
☐ Option B — Replace the full bathroom subfloor: +$[640], +1 day (recommended; the rest tested soft in two spots)
Client choice and signature: ____________ Date: ______
Change order wording by reason
The “description” and “reason” lines for the most common changes. Paste into the form above.
Hidden condition found
The most common reason, and the one clients question most. Say why it couldn’t be seen.
Reason: Hidden condition. When the existing tile was removed on [Oct 30], we found [rotted subfloor, about 6 sq ft] under the tub. This was not visible during the estimate because it was under the finished floor. Photos attached. The original estimate (line 7) noted that hidden damage would be priced separately if found.
Client-requested upgrade
Client asks for something better or extra.
Reason: Client request. Client asked on [Oct 29] to upgrade the vanity faucet from the included [brushed nickel standard, $120 allowance] to [Model ___, $285]. Change covers the price difference ($165) and no extra labor.
Code or inspector requirement
Something the inspector or code requires that wasn’t in the original scope.
Reason: Code requirement. At the rough-in inspection on [Nov 2], the inspector required [a GFCI-protected circuit for the new bathroom outlet / an added smoke detector in the hallway]. This was not part of the original scope. Inspection note attached.
Material unavailable — substitution
When the chosen product is backordered or discontinued.
Reason: Material unavailable. The [Ivory 3×6 tile] selected is backordered until [January]. Client chose substitute [Bright White 3×6, same size] on [Oct 30]. Price difference: −$[45]. No schedule change if approved by [Nov 1].
Schedule change only (no cost)
Some changes only move the finish date. Record them anyway.
Reason: Schedule change. Finish date moves from [Nov 10] to [Nov 13] because [the cabinet delivery was delayed by the supplier]. No change to price. All other terms stay the same.
Allowance overage
When the client’s selection costs more than the allowance in the estimate.
Reason: Allowance overage. The estimate included a tile allowance of $[8]/sq ft for [60] sq ft ($480). Client selected [tile] at $[12]/sq ft. Difference: [60] × $4 = $[240] plus [10]% handling = $[264].
Client-supplied materials
Covers who is responsible for what the client buys.
Reason: Client-supplied item. Client will supply the [light fixture]. Contractor will install it for $[75]. Contractor is not responsible for defects, missing parts, or fit problems with client-supplied items. If the item arrives damaged or incomplete, a return trip is billed at $[__].
Work removed from scope
When the client drops part of the job. Pairs with the credit change order.
Reason: Scope removed. Client decided on [Oct 31] not to paint the hallway (estimate line 4, $[380]). Credit: −$[340] ($380 minus $40 for paint already purchased, which will be left with the client).
Change order examples by trade
Filled-in description and price lines for common service trades.
Remodel or general contractor
Usually several changes per job. Number them and keep the log.
CO #2 — Add recessed lights: Install 4 additional 6" LED recessed lights in kitchen ceiling (client request), including wiring from existing switch. Labor $[360], materials $[180]. +$[540], +1 day.
Electrician
Panel and code surprises are common.
CO #1 — Panel space: Existing panel has no open slots for the new EV charger circuit. Install a [tandem breaker where allowed / subpanel]. +$[420]. Requires permit revision; inspection may add [2–3] days.
Plumber
Old shutoffs and drain lines.
CO #1 — Seized shutoff: The kitchen supply shutoffs won’t close. Replace 2 angle stops (1/4-turn) before installing the new faucet. +$[110] parts and labor, +30 minutes.
Painter
Surface prep beyond what the estimate assumed.
CO #1 — Extra prep: After scraping, the south-side trim has more peeling and soft wood than visible at the estimate (about 20 linear ft). Add epoxy repair and spot prime. +$[260], +half a day. Photos attached.
Roofer
Decking is the classic hidden-condition change.
CO #1 — Decking replacement: With shingles removed, [4] sheets of roof decking are soft. Replace at $[85]/sheet installed, as listed in the estimate’s unit prices. +$[340]. No schedule change.
Landscaper
Roots, rock, and irrigation.
CO #1 — Buried debris: Found buried concrete and a large root in the new bed area. Remove and haul away. +$[300]. Also relocate 2 irrigation heads in the bed area: +$[90].
Flooring installer
Subfloor and leveling.
CO #1 — Floor leveling: Subfloor in the living room is out of level by more than [3/16" over 10 ft], beyond the manufacturer’s spec for the new LVP. Add self-leveling compound to [120] sq ft. +$[420], +1 day (drying time).
Recurring service (cleaning, lawn, pool) — scope change addendum
Service businesses don’t call it a change order, but a written scope change works the same way.
SERVICE CHANGE — [Alex Kim], [22 Elm St]
Starting [Nov 16, 2026], add [inside-fridge cleaning every visit / leaf cleanup through Dec 15].
Price per visit changes from $[165] to $[185].
All other terms of our service agreement stay the same.
OK by text or signature: ____________
Change orders between contractors and subcontractors
The same idea one level up: a sub asking the general contractor for a change, and the GC directing one.
Subcontractor change order request to the GC
Ask in writing before doing the work, not on the final bill.
CHANGE ORDER REQUEST #[2] — [Your company] to [GC name]
Project: [412 Pine St] · Subcontract: [Electrical, $6,800]
Reason: [Owner added 4 recessed lights on Nov 2, per GC’s text]
Scope: [Wire and install 4 additional 6" LED cans, switch on existing circuit]
Price: +$[540] · Time: +[1] day
Please confirm by signed change order before we install. We can do the work Nov 5 if approved by Nov 4.
GC change directive to a subcontractor
For when work must proceed before the price is final.
CHANGE DIRECTIVE #[3] — [GC name] to [Sub name]
Project: [412 Pine St]
Proceed with: [Replacing 6 ft of subfloor at the tub before tile install on Nov 6]
Pricing: [Time and materials per subcontract rates, not to exceed $600], to be finalized on a change order within [7] days.
Authorized by: ____________ Date: ______
Passing a sub’s change order through to the client
How the change looks on your change order to the homeowner.
CHANGE ORDER #[2] — to client
Add 4 recessed lights in the kitchen (electrical subcontractor’s price $540 + [10]% coordination/overhead = $[594]).
Time: +1 day.
New contract total: $[____].
Client: ____________ Date: ______
Messages to send with a change order
Sending, reminding, confirming, recording a no, and closing out.
Stop-and-ask before writing it up
The first text, before any paperwork.
Hi Jordan, quick stop: when we opened the floor we found rotted subfloor under the tub (photo attached). I’ve paused that area. I’m writing up a change order with the price, about $450–$500 and one extra day. It’ll be in your email within the hour.
Reminder: unsigned change order
Polite, but clear that the work waits.
Hi Jordan, just a reminder that change order #3 (subfloor, +$460) is waiting for your signature: [link]. We’ve finished the vanity wall, but we can’t tile that area until it’s signed. If it’s easier, reply APPROVE CO3 here and I’ll attach your text to the change order.
Approved — confirmation and record
Repeat the key numbers back so both sides have the same record.
Thanks, Jordan. Change order #3 is approved: subfloor replacement, +$460, one extra day. New contract total $10,520, new finish date Fri Nov 13. Signed copy attached for your records.
Client declined — record it
A “no” needs a written record too, especially for hidden damage.
Understood, Jordan, we won’t replace the subfloor under the tub. Just so we have it in writing: we found soft subfloor there (photos attached) and recommended replacing it; you’ve chosen to leave it. We’ll tile over the existing floor as planned, and our workmanship warranty won’t cover problems caused by that area.
Summary of all changes at the end of the job
Send before the final invoice so there are no surprises.
Hi Jordan, here’s the final summary before your invoice:
Original contract: $9,200
CO #1 cabinet hardware: +$380
CO #2 drain line: +$480
CO #3 subfloor: +$460
CO #4 client-supplied mirror: −$120
Final contract total: $10,400
Paid so far: $6,000 · Balance due: $4,400
Invoice to follow today.
Change order on the invoice email
Point to the change order numbers so the client can match them.
Subject: Final invoice #1182 — 412 Pine St (includes change orders #1–4)
Hi Jordan,
Attached is your final invoice. It shows the original contract and each signed change order (#1–4) on its own line, with copies of the change orders attached. Balance due: $4,400, payable by [Nov 20].
Thanks again for the project!
[Name]
Verbal approvals, disputes and the contract total
A “yes” on the phone is not a change order yet. If a client approves extra work by voice, text or in person, send a written confirmation within the hour with the price and the new total, and ask for a reply of “approved.” If something goes wrong later, a text thread with the price and their reply is far better evidence than your memory of a conversation in a driveway.
Number every change order and keep a running total. CO #1, CO #2 and so on, each showing the original contract sum, the changes approved so far, this change and the new contract sum. When the final invoice arrives, the client has already seen every number on it. That is the single best way to avoid “the bill is higher than I expected.”
Price it before you do it, except for real emergencies. If you stop work for a safety problem (live wiring, active leak, rotten structure), make the area safe, take photos, tell the client what you found and what you need from them, and price the fix before you go further. Many states’ home-improvement rules require written change orders for residential jobs; this page is not legal advice, so check your state contractor board’s rules.
When a client disputes a change, go back to the record: the photo, the message where they approved it, the change order number. Stay calm and specific. If there was no written approval, consider meeting them partway rather than losing the client and the review.
Change orders in the field: approvals, photos, pricing and totals
For the moment you find something on site and need a fast, clear yes or no.
Confirming a verbal approval in writing
Send right after the conversation.
Hi [Sam], confirming what we just agreed on site: replace the [rotted subfloor under the tub, about 30 sq ft] for $[640]. That brings the contract total from $[18,400] to $[19,040]. Please reply “approved” and we’ll keep going; I’ll send the signed change order #[3] with today’s invoice.
Hidden damage found, with photos
Stop, show, price, ask.
Hi [Sam], when we pulled the old tile we found [water damage to the wall studs behind the shower] (photos attached). It needs to be fixed before we waterproof. The cost is $[480] (labor $[300], materials $[180]) and adds about [one day]. Reply “approved” to go ahead, or call me if you want to see it first. We’ve paused that wall until we hear from you.
Emergency or safety stop notice
When you can’t continue safely.
Hi [Sam], we stopped work in the [kitchen] this morning: we found [ungrounded, scorched wiring in the wall we opened]. It isn’t safe to cover up. We’ve shut off that circuit and made it safe for now. The fix is $[350] by our electrician, who can do it [tomorrow]. Please call or reply so we can decide together; nothing else in that room will be closed up until it’s done.
Change order price breakdown
Show how you got the number.
Change order #[4], price breakdown
Labor: [6] hours × $[75] = $[450]
Materials: [2 sheets 3/4” plywood, fasteners, adhesive] = $[128]
Disposal: $[40]
Subtotal: $[618]
Overhead & profit ([10]%): $[62]
Total for this change: $[680]
Contract sum summary (put on every change order)
The running total that keeps the final bill free of surprises.
CONTRACT SUM SUMMARY
Original contract sum: $[18,400.00]
Net change by previous change orders (#1–#3): +$[1,120.00]
This change order (#4): +$[680.00]
New contract sum: $[20,200.00]
Contract time: original [15] working days; changed by [+2] days; new completion [Feb 3, 2027]
Change order that adds days to the schedule
Time is part of the deal too.
Change order #[5]: client-selected tile is backordered until [Jan 20]. No cost change. Contract time extended by [4] working days; new completion date [Feb 9, 2027]. All other terms unchanged.
Client: ______________ Date: ______ Contractor: ______________ Date: ______
Client asks “why is this extra?”
Point to the scope and the record, calmly.
Good question, [Sam]. The original scope (page 1 of the proposal) covers [tile on the shower walls up to 7 ft]. Taking it to the ceiling, which you asked about on [Jan 12], adds about [24] sq ft of tile and labor, so it’s a change. Here’s change order #[6] with the price. If you’d rather keep it at 7 ft, no problem at all, and there’s no charge.
Disputed change with no written approval
Meet partway to keep the client.
Hi [Sam], I understand you don’t remember approving the [extra outlet in the pantry], and I should have sent a written change order at the time. That’s on me. I’ve taken it off at full price and will charge only the materials, $[38]. From here on, every change will be in writing before we do it.
Insurance-claim job: supplement change order
When an adjuster approves more work mid-job.
Change order #[2] (insurance supplement): adjuster [name] approved additional [drywall and insulation replacement in the hall closet] on [date], claim #[000000]. Amount: $[1,240] per the revised estimate (attached). Homeowner’s share: $[0] beyond the deductible already paid. Work starts after this is signed.
Common questions
Is a text message approval enough? For small service jobs, a clear written “yes” to a specific price is a lot better than nothing, and many contractors use it. For remodeling and larger jobs, get a signature (e-signatures generally count under the federal E-SIGN Act), and check your state’s home improvement rules. Not legal advice.
What’s the difference between a change order and a revised estimate? A revised estimate replaces the price before the client says yes. A change order adds to or subtracts from an agreement the client already approved. See revised quote messages for the first case.
Can I charge for writing a change order? Some contractors add a small admin fee per change order, especially for client-requested changes. If you do, say so in your original estimate or contract so it isn’t a surprise.
What if the client won’t sign but wants the work? Don’t do it. Explain that you need the approval in writing to protect both of you, and offer the simplest way to give it: a reply word by text, or a one-tap e-sign link.
How do change orders show up on the invoice? As separate lines with their numbers, after the original contract amount. The invoice template has a final invoice after change orders.
Do I need a change order for a recurring service client? Not usually by that name, but any change to what’s included or the price should be confirmed in writing. Use the scope change addendum above with your service agreement.
How to use this template
Copy the full change order form into a document or your estimating app and save it as your starter. For each change, fill in the reason line from the “by reason” section, add your trade’s description, and update the running total.
Send it with the cover email or the approve-by-reply text, keep the change order log for the job, and send the end-of-job summary before the final invoice.
More job paperwork templates
The other free documents in the same group. Every business document on the site is listed on the home page.