Change Order Form Template

A change order form documents a change to the original scope of a project, along with its impact on cost and schedule, and records the client’s approval before the extra work begins. It protects contractors from unpaid work and protects clients from surprise invoices.

This guide covers the fields every change order form needs, how a good change order process works and how to get change orders approved and signed in hours instead of days.

What is a change order?

A change order is a written amendment to an existing contract. It is most common in construction, but professional services firms, IT implementers and manufacturers use the same concept when a client asks for something outside the agreed scope.

Typical reasons for a change order include:

• The client requests added or different work.
• Site conditions differ from what was expected.
• Design changes or errors are discovered.
• Materials become unavailable and substitutes are needed.
• Regulations or permit requirements change.

What to include in a change order form

Example cost breakdown

The figures above are illustrative. Show the math clearly so the client can approve without a long back-and-forth.

The change order process, step by step

1. Identify the change. A client request, field condition or design issue is raised.
2. Document it. Fill out the change order form with a description and reason.
3. Price it. Estimate labor, materials and schedule impact.
4. Review internally. The project manager confirms pricing and feasibility.
5. Submit to the client with supporting documents.
6. Negotiate if needed and revise the change order.
7. Approve and sign. Both parties sign before work starts.
8. Update the project. Budget, schedule and invoices reflect the approved change.

Common change order mistakes

• Starting work before approval. This is the most common reason contractors do not get paid for extras.
• Verbal approvals that are later disputed.
• Vague descriptions such as “additional work in kitchen.”
• No schedule impact, which leads to disputes about delays.
• Not tracking the running contract total.
• Slow paper approvals that stall the job site.

Paper vs digital change orders

On a busy project, a paper change order can sit in a truck or inbox for a week. Digital change orders move faster:

• The project manager creates the change order on a tablet in the field.
• Photos and drawings attach directly.
• Pricing pulls from your cost database or ERP.
• The client approves and signs on a phone.
• The approved change updates the budget and the next invoice automatically.

How to automate change orders

A simple automated flow looks like this:

1. A field form captures the change, photos and quantities.
2. Pricing rules calculate cost and markup.
3. Large changes route to an internal approver first.
4. A branded change order PDF is generated from your template.
5. The client receives it for e-signature.
6. On signature, the project budget, schedule and billing system update, and the team is notified in Slack or Teams.

How Noca helps

Noca combines a mobile change order form, approval workflows, document generation and e-signatures in one platform, then syncs approved changes to your ERP, CRM or project tools. Learn more about Noca approval workflows.

Related guides

• Work Order Form Template
• Consent Form Template

Frequently Asked Questions

What should a change order include?

A change order should include a unique number, project and contract reference, who requested the change and when, a clear description, the reason, cost impact with a breakdown, schedule impact, the revised contract total, supporting documents, a statement that other terms are unchanged, and signatures from both parties.

Who signs a change order?

Typically the contractor or service provider and the client or owner sign the change order. On construction projects, the architect or owner’s representative may also sign. The signers should be people with authority to approve changes under the original contract.

Should work start before a change order is signed?

Generally, no. Starting work before the change order is signed puts the contractor at risk of not being paid for the extra work and can cause disputes. Many contracts require written approval of changes before work begins, except in emergencies.

What is the difference between a change order and a change request?

A change request is a proposal to change the scope, often submitted by the client or project team. A change order is the formal, priced and approved amendment to the contract that results from the request. Not every change request becomes a change order.

Can change orders be signed electronically?

Yes. Change orders can be signed electronically, which is valid in the US under the ESIGN Act and state UETA laws, provided the contract does not require a different method. E-signatures speed up approvals and create a clear audit trail of who approved what and when.

How do you price a change order?

Price a change order by estimating additional labor, materials, equipment, subcontractor costs and any permit fees, then applying the overhead and profit markup allowed in the contract. Include schedule impact and any credits for work removed, and show the calculation clearly.