A change order template should make the decision easy to understand. It needs the originating condition or instruction, a defined scope, pricing detail, schedule impact, exclusions, status, and authorization. Missing any of those elements can slow review or create disagreement later.
Project and reference information
Include the project, contract, parties, change number, date, related drawing or instruction, and the field event or notice that supports the request.
Scope and reason
Describe what is added, deleted, or revised. Identify the location and the reason for the change without relying on unexplained abbreviations.
When labor and material pricing must be supported by daily detail, use Time and materials records.
Price and schedule
Separate labor, materials, equipment, subcontracted work, taxes, markup, credits, and total. State any requested time extension or schedule effect.
Authorization
Provide printed names, company, role, signature, and date. Make the effect of the signature clear and follow contract requirements before proceeding.
Change-order pricing table
A useful pricing section separates direct cost and markup so the reviewer can follow the calculation. Depending on the contract, include labor classification, hours, rate, burden, material quantity, unit cost, equipment, subcontractor quotes, tax, overhead, profit, bond, credits, and total. State assumptions and exclusions next to the price.
Scope-writing example
Weak scope: “Additional conduit per field changes.” Strong scope: “Provide and install 180 linear feet of 1-inch EMT from Panel LP-2 to Rooms 214 through 218 due to revised equipment locations shown in SK-E-17 dated June 4, 2026. Includes supports, fittings, wire pull, and testing. Excludes patching and after-hours work.”
Before using the template
Confirm who has authority to request, price, review, and sign changes. Match the template to contract notice and markup requirements. Number changes consistently and keep rejected, revised, voided, pending, and approved versions distinguishable.
Change-order status and version control
A change request may move through several prices and scope revisions. Put the revision number and date on every version. Retain the history and identify which version is currently under review. Never let an old PDF and a current spreadsheet circulate with the same change number and no revision marker.
Use distinct statuses such as Draft, Submitted, Revision Requested, Pending Authorization, Approved, Rejected, and Void. Define who can change status and what supporting document is required.
Common template mistakes
Do not omit schedule impact simply because the price is known. Do not combine unrelated changes into one vague scope. Avoid unexplained lump sums when the contract requires detail. State credits and exclusions. Confirm that the signer has the necessary authority and that the signature block makes clear what is being accepted.
Move from a blank form to an authorized change
Use the process, pricing, and field-documentation guidance to complete the record around the template:
Common questions
Frequently asked questions
What must a change order include?
Include project identity, change number, scope, basis, price, schedule effect, assumptions, exclusions, authorization, and signatures required by the contract.
Is a signature always final authorization?
Not necessarily. The document should identify the signer, authority, and meaning of the signature. Follow the contract.
Should credits appear in the change order?
Yes. Show credits and deductions clearly so the net adjustment can be followed.
Connect the requested amount to the dated event, location, scope, labor, materials, photos, schedule effect, and approval status. Keep revisions identifiable so reviewers know which version controls.