Change Order Template for Contractors: What to Include
Direct answer: what should a contractor change order include?
Direct answer: A contractor change order should record the original job, the requested scope change, added or removed labor and materials, price impact, schedule impact, payment terms, customer approval and signature date. Use it before extra work starts so the customer understands what changed and the contractor is not relying on a verbal agreement.
What is a change order?
A change order is a written update to an accepted estimate, bid or contract. It explains how the scope, price or timeline has changed after the original work was approved. For remodelers, HVAC contractors, roofers, painters and other home service businesses, it is the document that turns a customer request into an approved billable item.
Change orders are common when hidden conditions appear, the customer upgrades materials, the design changes, or a code requirement adds work. The key is to document the change before labor or materials are committed.
Change order vs original estimate
| Document | When it is used | What it should prove |
|---|---|---|
| Original estimate or bid | Before the job is accepted | The agreed starting scope, price assumptions and payment terms |
| Change order | After the job has started or after the customer requests a change | The exact scope change, price adjustment, schedule impact and customer approval |
| Final invoice | When payment is due | The approved original work plus any approved change orders |
Change order template fields
| Field | What to write | Why it matters |
|---|---|---|
| Project and customer details | Customer name, site address, original estimate number and contractor contact details | Connects the change to the right job |
| Original scope reference | The accepted work item, room, system or phase being changed | Prevents confusion about what was already included |
| Requested change | A plain-English description of the added, removed or substituted work | Makes the customer request easy to review later |
| Price impact | Labor, materials, subcontractor costs, markup, tax and the new total | Shows why the final invoice changed |
| Schedule impact | Extra days, delayed materials or revised milestone dates | Protects the contractor when changes affect completion |
| Approval | Customer name, signature or online acceptance, date and payment terms | Confirms the change was authorized before work continued |
When contractors should use a change order
- Customer upgrades: the homeowner chooses a higher-spec fixture, finish, appliance, roofing material or paint system.
- Hidden conditions: demolition reveals damaged framing, old wiring, plumbing issues, rot, mold or code problems.
- Design changes: the customer moves a wall, adds a room, changes layout, or asks for extra built-ins.
- Quantity changes: the measured area, number of fixtures or amount of material is different from the original estimate.
- Schedule changes: the customer pauses access, asks for out-of-hours work, or delays decisions that affect the crew.
How to price a change order
Price a change order the same way you would price a new job item: break out labor, materials, subcontractor costs, equipment, disposal, permit-related costs, sales tax where applicable and margin. Avoid only writing a single lump sum unless the customer already understands what is included.
If the change removes work, show the credit clearly. If it adds work, show whether payment is due immediately, at the next milestone, or on the final invoice. Larger changes often need a deposit before materials are ordered.
Example wording contractors can adapt
Scope change: Customer requested replacement of the originally specified standard vanity with a custom double vanity. This change includes additional cabinet cost, revised plumbing labor, delivery coordination and installation time.
Price and schedule impact: Added cost: $1,240. Revised completion date: two business days after vanity delivery. Work will proceed after customer approval and deposit payment.
Approval wording: By approving this change order, the customer agrees that the scope, price and schedule above amend the original accepted estimate.
How Jobnix helps with change orders
Jobnix helps contractors keep estimates, customer notes, photos, deposits and invoices in one workflow. When scope changes, you can create a clear revised estimate or added line item, send it for customer acceptance, collect payment where needed, and keep the final invoice aligned with the approved work.
For US contractors, see the Jobnix contractor estimating page. You can also compare plans on Jobnix pricing, read the scope of work guide, or compare estimates, quotes and bids.
Bottom line
A change order is not just admin. It is how a contractor protects margin, avoids disputes and gives the customer a fair record of what changed. The safest rule is simple: if the scope, price or schedule changes, document it and get approval before doing the extra work.