A homeowner asks for an extra outlet in the kitchen. The architect swaps a beam size. You open a wall and find rot nobody planned for. Each of these changes costs money and time, and without a signed change order, you may never get paid for it.
This free change order template gives you a simple, professional form to document every change before the work starts. It’s built for general contractors, remodelers and custom home builders, and it comes in three formats:
- Word (.docx) – edit the layout, add your logo, print or email it.
- Excel (.xlsx) – enter line items and the form adds up labor, materials, markup and the new contract total for you.
- Fillable PDF – type straight into the form fields on any device and send it for signature.
Below, you'll find what goes into each section of the form, a filled-out example, and how to price and get changes approved without slowing the job down.
What is a change order?
A change order is a written agreement that changes the original construction contract. It records what work is being added, removed or modified, what it costs, and how it affects the schedule. Once both parties sign it, it becomes part of the contract.
Change orders usually come from four places:
| Source | Example |
|---|---|
| Client request | The homeowner upgrades from laminate to quartz countertops. |
| Design change | The architect revises a window size after framing starts. |
| Unforeseen conditions | Demolition uncovers water damage or outdated wiring. |
| Code or permit requirements | The inspector requires an extra smoke detector or egress window. |
A change order is different from a change order request, which is only a proposal. It is also different from a construction change directive, which tells you to proceed before the price is agreed. This template works for both requests and final change orders: send it as a request, then have it signed once the price and schedule are agreed.
For the full change order process and management tips, see our guide on how to manage construction change orders.
What to include in a change order form
A good change order form answers five questions: what changed, why, how much, how long, and who agreed. Our template is split into eight sections that cover all of them.
| # | Section | What to fill in | Why it matters |
|---|---|---|---|
| 1 | Company and change order details | Your company name, license number, contact info, change order number and date | Numbering each change order in sequence (CO-001, CO-002) makes them easy to track and reference on invoices. |
| 2 | Project information | Project name and address, client name, original contract date and number, project manager | Ties the change order to the right contract so there's no confusion later. |
| 3 | Change details | Type of change, who requested it, a clear description of the work, the reason, and attached drawings or photos | A vague description is the most common cause of change order disputes. |
| 4 | Cost breakdown | Line items for labor, materials, equipment and subcontractors, plus markup and tax | Shows the client how you reached the price, which speeds up approval. |
| 5 | Schedule impact | Days added or removed and the revised completion date | Protects you from delay claims when extra work pushes the finish date. |
| 6 | Contract summary | Original contract sum, previous change orders, this change order, and the new contract sum | Gives both sides a running total so the final bill holds no surprises. |
| 7 | Payment terms | When the change order is billed (on approval, with the next progress invoice, or at completion) | Settles when you get paid before the work starts. |
| 8 | Approval and signatures | Contractor and client names, signatures and dates | Makes the change legally part of the contract. No signature, no work. |
The contract summary in section 6 is the one most free forms leave out. It shows the client how each change adds up, which is often the moment they decide whether the next upgrade is worth it.
How to fill out the change order template (with an example)
Here's how the template looks when it's filled in for a real-world change. In this example, a homeowner on a $68,500 kitchen remodel asks to upgrade from laminate to quartz countertops and add three pendant lights over the island.
- Number and date the change order. This is the second change on the job, so it's CO-002, dated the day you send it.
- Fill in the project information. Copy the project name, address, client and original contract number from your contract.
- Describe the change in plain words. "Replace laminate countertops (42 sq ft) with 3 cm quartz, client-selected color. Supply and install three pendant lights over the island on a new dimmer switch." Mark the type as client request and attach the quartz quote and a lighting sketch.
- Price every line item. List each cost separately, and show credits for work you're no longer doing as negative amounts.
- Add markup and tax. Apply your overhead and profit markup to the subtotal. Add sales tax if your state taxes materials on this type of job.
- State the schedule impact. Countertop fabrication and electrical work add three working days.
- Update the contract summary. Add this change to the running total so the client sees the new contract sum.
- Set payment terms and get signatures. Both parties sign before any of the new work starts.
Example cost breakdown (CO-002)
| Description | Type | Qty | Unit | Unit cost | Amount |
|---|---|---|---|---|---|
| Credit: laminate countertop allowance | Material | 1 | lump sum | -$2,400 | -$2,400 |
| Quartz countertops, fabricated and installed | Subcontractor | 42 | sq ft | $95 | $3,990 |
| Pendant light fixtures | Material | 3 | each | $140 | $420 |
| Electrician: wiring, dimmer, install | Labor | 6 | hours | $85 | $510 |
| Drywall patch and paint | Labor | 4 | hours | $60 | $240 |
| Subtotal | $2,760 | ||||
| Overhead and profit (15%) | $414 | ||||
| Sales tax (0% in this example) | $0 | ||||
| Change order total | $3,174 |
Example contract summary
| Line | Amount |
|---|---|
| Original contract sum | $68,500 |
| Net change from previous change orders (CO-001) | $1,850 |
| Contract sum before this change order | $70,350 |
| This change order (CO-002) | $3,174 |
| New contract sum | $73,524 |
Schedule impact: +3 working days. Original completion: Friday, November 20, 2026. Revised completion: Wednesday, November 25, 2026.
Payment terms: 50% due on approval, balance billed with the next progress invoice.
The Excel version of the template does this math for you: enter quantities and unit costs, set your markup and tax rates, and the totals and new contract sum update on their own.
Tips for using your change order form
The rule that protects your margin is simple: no signed change order, no extra work. Every change follows the same path, and work only starts once the client has signed.
If the client pushes back on price or scope, revise the form and resend it. Work starts only after both signatures are on it.
Do:
- Put the change order process in your contract. Spell out how changes are requested, priced and approved, your markup rate, and that verbal approvals don't count.
- Send it the same day. The longer you wait, the more the details blur and the harder it is to get paid.
- Be specific. Name materials, quantities, brands and locations. "Upgrade countertops" invites a dispute; "42 sq ft of 3 cm quartz, color Calacatta" doesn't.
- Include every cost. Add the hidden ones: extra trips, dumpster fees, permit revisions, supervision time and equipment rental.
- Show credits too. When a change removes work, credit it on the same form. Clients trust a price more when they see what they're no longer paying for.
- Keep a change order log. Track every change order's number, status, amount and invoice status in one place.
Avoid:
- Starting work on a handshake. A text or a quick "go ahead" on site is hard to enforce if the client later disputes the cost.
- Forgetting the schedule. If extra work delays completion and the change order doesn't say so, you may be on the hook for the delay.
- Leaving out markup. Pricing changes at cost means your overhead and profit pay for the extra work.
- Losing track of approved changes at billing time. Approved change orders that never make it onto an invoice are lost revenue.
Manage change orders faster in Buildern
A template works well for a few changes a month. Once you're running several jobs at once, the paperwork adds up: forms to email, signatures to chase, totals to retype into budgets and invoices. Buildern's change order software handles the same steps in one place:
- Create change orders in minutes with pricing, schedule impact and details pulled from your project.
- Get digital approvals. Clients review, approve and e-sign through a secure link, without logging in to Buildern.
- Update the schedule automatically when a change is approved.
- Turn approved changes into POs and subcontracts, and track the related bills.
- See invoicing status for every change order, so approved work never slips through billing.
- Keep a full record of every change order, with timestamps, cost changes and approval logs.
Frequently Asked Questions
What is a change order form?
A change order form is a document that records a change to a construction contract: the work added or removed, its cost, its effect on the schedule, and the signatures of both parties approving it.
Who signs a change order?
At minimum, the contractor and the client (the property owner or the party who signed the original contract). On larger projects, the architect or lender may also need to sign. Check your contract for who has approval authority.
Is a change order legally binding?
Once both parties sign it, a change order generally becomes part of the original contract. Requirements vary by state and contract, so have your contract and change order language reviewed by a construction attorney.
What's the difference between a change order and a change order request?
A change order request proposes a change and its price. It becomes a change order once both parties agree and sign. You can use this template for both.
How much should I mark up a change order?
Many contractors apply the same overhead and profit markup they use on the original bid, often written into the contract. Whatever rate you use, state it in your contract so clients aren't surprised.
Can a change order reduce the contract price?
Yes. When the client removes work or picks a cheaper option, enter the credit as a negative line item. The contract summary will show the lower contract sum.
Should I use a template or software for change orders?
A template is a good fit for a few changes per project. If you manage several projects or many changes, software like Buildern saves time on approvals, budget updates and invoicing.
