Change Order Template
By BRIX Editorial Team · Updated
A change order template is a one-page form for changing a signed contract's scope, price or schedule. It identifies the original contract, the reason for the change, exactly what work is added or removed, the price of the change, the new contract total, the effect on the completion date and payments, and signatures from both sides before the work starts.
Key takeaways
- The full form is below, plus a printable version you can fill in and save as a PDF.
- Get it signed before the changed work starts. A verbal "go ahead" is the most common way contractors end up doing extra work for free.
- Always show the running contract total: original price, prior change orders, this change, new total.
- This is a starting point, not legal advice. Some states set specific change order rules for home improvement work.
The free change order template
Copy the form or download the printable version. Fill one out every time the scope changes, number them in order (CO #1, #2, #3) and keep the signed copies with the job file.
CHANGE ORDER
Contract
Change order #: ____ Date: ________
Contractor: ____________________ License #: ________
Owner: ____________________ Project address: ____________________
Original contract date: ________ Job / contract #: ________
Reason for change (check one)
☐ Owner request ☐ Hidden or unforeseen condition ☐ Code or inspector requirement ☐ Design change ☐ Other: ________
Description of change
Work added, removed or changed (location, materials, quantities): ______________________________
Price of change
Labor: ___ hrs × $___ = $_____
Materials: $_____
Equipment / subcontractor: $_____
Other (disposal, permit): $_____
This change order: + / − $_____
Contract total
Original contract price: $_____
Previous change orders (net): $_____
This change order: $_____
New contract total: $_____
Schedule and payment
Schedule impact: + / − ___ working days. New completion date: ________
Payment for this change: due with next progress payment / on completion / before work starts
Agreement
This change order becomes part of the contract named above. All other terms stay the same. The work described here will not begin until both parties sign.
Owner: ____________________ Printed name: ____________ Date: ________
Contractor: ____________________ Printed name: ____________ Date: ________
Download the template
What does a change order need to include?
A change order needs to tie back to the original contract, describe the change precisely, price it, show the new contract total, state the schedule and payment impact, and carry both signatures. Leave any of those out and you've written a note, not an amendment the customer agreed to. For the full background on pricing and tracking, see what is a change order.
| Field | Why it's there |
|---|---|
| Change order number | Sequential numbers make it easy to see if one is missing and to reference it on the invoice. |
| Original contract reference | Shows this amends a specific signed contract, not a separate deal. |
| Reason for change | Owner requests, hidden conditions and inspector calls are priced and argued differently. Record which one it was. |
| Description | Specific enough that someone who wasn't there could check the work was done: what, where, how many. |
| Price breakdown | Labor, materials and other costs shown separately make the number easier to accept. |
| Running contract total | Prevents final-invoice surprises. The customer signs off on the new total every time. |
| Schedule impact | If the change adds days, say so now. Otherwise you own the delay. |
| Payment timing | Small changes can ride on the next progress payment; big material orders may need payment upfront. |
| Signatures before work | The whole point. Unsigned change orders are the main source of unpaid extra work. |
Filled example: rotten subfloor found during a bathroom remodel
A remodeler pulls the old toilet and vanity and finds the subfloor soft and rotted from a long-running leak. Here's the change order they write before laying the new tile. Prices are illustrative.
| Item | Detail | Amount |
|---|---|---|
| Reason | Hidden condition: water-damaged subfloor under toilet and vanity, found during demo | |
| Description | Remove and replace approx. 24 sq ft of subfloor with 3/4" plywood; sister two damaged joists; treat area | |
| Labor | 6 hrs × $95 | $570.00 |
| Materials | Plywood, joist lumber, adhesive, fasteners, treatment | $260.00 |
| Disposal | Rotted material haul-off | $45.00 |
| This change order | +$875.00 | |
| Original contract price | Signed March 3 | $18,400.00 |
| Previous change orders | CO #1, upgraded exhaust fan | +$650.00 |
| New contract total | $19,925.00 | |
| Schedule impact | +2 working days; completion moves from April 11 to April 15 | |
| Payment | Added to the next progress payment |
How do change orders differ by trade?
| Trade | Typical changes | What to note on the form |
|---|---|---|
| Remodeling / GC | Owner upgrades, hidden rot or framing issues, layout changes | Allowance overages and selection changes separately from hidden conditions |
| Roofing | Extra decking beyond the allowance, extra layers, added flashing or vents | Sheet count and per-sheet price that match the original estimate |
| Electrical | Inspector-required upgrades, added circuits or fixtures, panel capacity issues | Inspection reference and which code item triggered the change |
| Plumbing | Corroded lines found behind walls, relocated fixtures, code-required valves | Access and wall repair responsibility |
| HVAC | Duct modifications, electrical upgrades, line set replacement | Whether the change affects equipment sizing or warranty registration |
| Landscaping / hardscape | Added square footage, rock or poor soil found when digging, drainage | Quantities in yards, square feet or linear feet |
| Painting | Extra drywall repair, added rooms, color changes after work starts | Number of coats and surfaces affected |
Common change order mistakes
- Doing the work first. Even a text saying "go ahead" is weak proof. Get a signature (paper or electronic) first.
- Pricing at bare cost. A change order should carry your normal overhead and profit, plus a little for the disruption.
- No running total. Customers who see the total climb one signed step at a time don't get shocked by the final invoice.
- Vague descriptions. "Extra electrical work: $1,200" invites a dispute. Say what, where and how many.
- Ignoring schedule impact. If you don't add days on the form, a late finish can become your problem.
- Not carrying it to the invoice. List each approved change order on your invoice and in your job costing so revenue and costs match.
Frequently asked questions
Does a change order have to be signed by both parties?
It should be. A change order signed by both the owner and the contractor is clear proof the customer agreed to the new scope and price. Some states require signatures for home improvement change orders, so check your state's rules.
Can a change order be done by text or email?
Electronic signatures are generally valid under federal and state e-signature laws, so an emailed form signed electronically can work. A plain text reply saying "OK" is weaker proof. Send the full form with the price and new total, and get a signature on it.
Who pays for hidden conditions found during a job?
Usually whatever your contract says. Many residential contracts say hidden conditions, such as rot behind a wall, will be priced as a change order. That's why the estimate template includes a hidden-conditions clause. Without one, expect a harder conversation.
Can a change order reduce the contract price?
Yes. A deductive change order removes work and lowers the price, for example when an owner decides to supply their own fixtures. Use the same form, mark the amount as a credit and update the running total.
What's the difference between a change order and a change directive?
A change order is agreed and signed by both sides, including the price. A change directive, used mostly on commercial and public contracts, orders the contractor to proceed before the price is agreed, with the cost settled later under the contract's terms.
How should I price a change order?
Price it like the original job: labor, materials, equipment and subcontractors, plus your overhead and profit. Our change order guide shows the formula, and the job pricing calculator can help you check the number.
Related
- What Is a Change Order?What a change order is, what it must include, how to price one with overhead and profit, and how to track change orders so extra work gets paid.
- What Is a Scope of Work?What a scope of work is, the sections every contractor SOW needs, a filled-in example, and the exclusions that prevent disputes and unpaid extra work.
- Contractor Estimate TemplateFree contractor estimate template with scope, price breakdown, options, exclusions and a signature line. Filled HVAC example and trade tips.
- Contractor Invoice TemplateFree contractor invoice template you can print or edit: every field explained, a filled plumbing example, trade variations and mistakes that delay pay.
- What Is Progress Billing?Progress billing explained: milestone, percent-complete and schedule-of-values methods, worked examples, QuickBooks progress invoicing steps and pitfalls.
- What Is Job Costing?Job costing tracks what each job really cost vs. the estimate. What to track, a sample job cost report with variances, and a simple system for small crews.
- What Is a Mechanic's Lien?How a mechanic's lien works for contractors, with notice, filing and enforcement deadlines from six state statutes and a worked example.
- Job Pricing Calculator for ContractorsPrice any job for profit: enter labor hours, burdened rate, materials, overhead and target profit to get the price to quote, your margin and markup.
- What Is a Lien Waiver?What a lien waiver is, conditional vs. unconditional and progress vs. final waivers, and which states require statutory forms, with sources.
- What Is a Contractor License?What a contractor license is, when you need one, and how six states set dollar thresholds, bonds and insurance, with links to each licensing board.
Sources
- California Business and Professions Code § 7159.6 (extra work and change orders) (checked October 12, 2026)
- CSLB, Contracting for Success (home improvement contract requirements) (checked October 12, 2026)