Change order template
A change order records work outside the signed scope — with a description of the change, price or T&M rates, schedule impact, and signatures before extra work proceeds — so margin and collections survive the “while you’re here” request.
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Change order
Your company · License —
Prepared for: Customer
Site: —
Document #001 · 10/9/2026
Valid for 30 days from date above.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Labor | 1 | $0 | $0.00 |
| Materials | 1 | $0 | $0.00 |
| Total | $0.00 | ||
Document prepared by the trade business named above. True Trade Path does not sell leads or placement.
Not legal advice. Customer signature: _________________________ Date: __________
What this template is for
Change orders are how fixed-price jobs stay profitable after demo opens walls or the customer changes selections. This generator produces a one-page PDF you can attach to email or print on site.
Every change order should reference the original contract or estimate number, describe added or deleted work in measurable terms, and state whether price is lump sum or time-and-materials with a not-to-exceed cap.
Not legal advice — match your master contract’s change-order clause and have an attorney review your template for projects above your risk threshold.
When to stop work
If the customer will not sign before you proceed, decide deliberately: some shops absorb small favors; others never move without ink. Inconsistent policy creates entitlement.
Photo the condition that triggered the change and attach to the PDF file — collections and disputes are won on documentation, not memory.
Required clauses
Missing reference to the base contract or approval signatures are the two fastest ways to eat change-order revenue.
- Reference contract / estimate number and date
- Description of change (added, deleted, substituted)
- Price (lump sum or T&M with cap)
- Schedule impact (days added or none)
- Payment due (with progress bill if applicable)
- Authorization signatures before work proceeds
Copy-ready clause library
Paste and adapt — align with your master agreement.
Scope delta
“Contractor will install [description] in addition to the scope in Agreement #[number]. Work listed in the original scope marked ‘deleted’ will not be performed.”
Added and deleted work in one document prevents scope creep in both directions.
T&M cap
“Change priced time-and-materials at shop rates in Exhibit A, not to exceed $[amount] without further written approval.”
Caps protect the customer and give you a stop point for discovery work.
Schedule
“This change adds [number] working days to substantial completion, weather and material lead times excepted.”
Sets expectation when the customer wanted the job done ‘next Friday.’
Common mistakes
Verbal approvals and lump sums with no photos are where remodel margin goes to die.
- Proceeding without signature on structural or code-driven extras
- Change order with no tie to original contract number
- Lump sum with no schedule impact noted
- Letting many small unsigned changes stack into one big dispute