Free Construction Change Order Form

A construction change order is a written update to an existing construction agreement. It documents changes to the scope of work, price, timeline, or all three after a project has already started.

Change orders protect both sides by putting updates in writing and confirming that everyone agrees before moving forward. Once signed, the change becomes part of the original construction contract.

There are two common types of change orders:

• Additive changes: Add work or increase the contract price, such as upgrading materials or adding features.
• Deductive changes: Remove work or reduce the price, like canceling a task or switching to lower-cost materials.

Most construction contracts include a clause explaining how changes must be handled. Using a written change order helps avoid disputes later.

When Change Orders Should Be Limited

Change orders should improve the project, not rewrite it entirely. A change order should not:

• Go far beyond the original project scope.
• Undermine the main purpose of the contract.

Clear limits help prevent scope creep and keep the project aligned with its original goals.

Use a construction change order whenever the original agreement needs updating after work begins.

This often happens when:

• A client requests new or different work.
• Site conditions require unexpected changes.
• Material costs increase or availability shifts.
• Plans need correction or clarification.
• Timelines must be adjusted due to delays.

Change orders also help when reducing scope to cut costs. By documenting changes clearly, both parties stay aligned, and updates remain enforceable.

Contract type can affect how changes are handled:

• Fixed-price contracts usually require written approval before extra work begins.
• Cost-plus contracts adjust more easily since actual costs are billed.
• Time and materials contracts are flexible, but changes should still be documented in writing.

Clear documentation matters. Vague or unsigned change orders can lead to payment disputes or delays. Follow these steps to create a clean, accurate change order.

1. Start With a Written Form

While some courts may recognize verbal changes if both parties act on them, relying on oral agreements creates risk. Most construction contracts require changes to be documented in writing. A written form helps show exactly what was agreed to.

2. Identify the Contractor and Client

List the full legal names of the contractor and the client. This makes it clear who is responsible for the work and who is approving the change.

3. Add Project Details

Include enough information to tie the change to the correct project:

• Project name.
• Contract number, if available.
• Full job site address, including city, state, and ZIP code.

Accurate project details help prevent mix-ups and costly mistakes.

4. Describe the Change Clearly

Explain exactly what is changing using clear, specific language.

Good example:
Replace single-pane windows with energy-efficient windows.

Poor example:
Window update.

Specific descriptions reduce confusion and help prevent future disputes. If you attach a detailed breakdown or supporting document, note that clearly.

5. Document Price Changes

State whether the change affects the contract price. If it does, list the updated amount and explain any new payment terms.

Clear pricing updates help both sides agree on the revised budget and reduce billing issues later.

6. Record Timeline Changes

Note whether the change affects the project schedule. If so, specify how many days are added or removed.

Clear timeline updates help keep crews, vendors, andindependent contractors aligned with the revised schedule.

7. Choose the Governing State Law

Select the state law that applies to the change order. Construction rules vary by state, and choosing the correct law helps determine how the change is enforced.

For example, some states require change orders to be signed before work begins for the contractor to collect payment. Always check state-specific requirements through official government or court sources.

8. Sign and Finalize the Change Order

Add the date the change was approved, then have both the contractor and the client sign.

Once signed, the change order becomes part of the original agreement and serves as a binding record of the updated work, cost, and timeline.

Written change orders help avoid disputes by creating a clear paper trail. Courts often enforce the terms of a construction contract as written, including notice and approval requirements. Skipping required steps can result in denied payment or legal costs.