How to use a construction change order template
A change order records an agreed change to an existing construction contract. It identifies the original agreement, describes the revised work, and states how the change affects the contract price and schedule. Use the form above to prepare a clear request that the parties can review before the revised scope is treated as approved.
Start with the project name, the contractor and owner or general contractor, and a unique change number. Add the date and describe the original work affected. A reviewer should be able to find the relevant drawings, subcontract, specification, request for information, or written instruction without guessing which job or scope you mean.
Describe exactly what changes
Write the new or removed work in concrete terms. Identify the location, quantities, materials, and relevant drawing revisions. State what is included and what is excluded. For example, a request to add light fixtures should identify their number and location, whether wiring and controls are included, and which party supplies the fixtures. Attach supporting documents through your normal project workflow when needed.
Separate a request for approval from an executed change. A proposal describes the change you want approved; a signed change order documents the agreement reached by the authorized parties. Your contract determines who can approve the work and whether a separate written direction is required before it starts.
Calculate the price adjustment
Enter labor, materials, equipment, and other costs in their respective fields. The template totals those amounts for you. Check whether your contract permits markup, overhead, tax, bond, or insurance costs, and include any applicable amount in the appropriate field. Keep a supporting breakdown so the reviewer can follow the calculation.
Use negative amounts for credits. For a substitution, show the cost of the added scope and the credit for the removed scope separately when that makes the adjustment easier to review. The resulting net change may increase or decrease the contract sum. Confirm the total against the approved price before carrying it into a payment application.
Explain the effect on the schedule
Enter the proposed change in calendar days and explain the reason in the scope description. A change does not automatically extend the completion date: the parties must establish whether it affects the critical work, overlaps existing activities, or can be completed within the current schedule. If no extension is requested, make that clear instead of leaving the reviewer to infer it.
Keep a record of the date the change was requested, any direction to proceed, and the final approval. These details help distinguish the period when a cost was proposed from the period in which it became an approved adjustment.
Review and obtain approval
Before sending, check the project and change numbers, scope, amounts, days, and status. Compare the request with the subcontract and any approval procedure. Send the completed document to the people authorized to approve it and retain their signed or otherwise contractually valid approval with the supporting records.
The status selector in this template is a record of your choice. It does not collect signatures or independently confirm approval. Do not treat a pending request as approved simply because its cost has been calculated or a PDF has been created.
Connect the change order to your pay application
Once approved, include the net change in the revised contract sum and update the schedule of values as appropriate. Depending on the agreement, you may add a separate line for the new work or adjust an existing line. Pending changes should remain identifiable and outside the billable contract until the required approval is obtained.
For a progress-billed project, check that the approved change total in the payment summary agrees with the supporting schedule. You can use the G703-style schedule of values to enter line-item progress and the G702-style payment application to review the resulting summary. If retainage applies to the changed work, use the contract rate and check the amount with the retainage calculator.
Choose PDF, Word, or Excel
Download a PDF for a fixed copy of the current form. If you need to edit the document in another program, register an email address and download the Word or Excel version. The Excel file contains a formula for the total; review the figures again after making changes outside PayAppKit. Keep the approved document and supporting breakdown with the project records.
Common questions
Can a change order reduce the contract price? Yes. A deleted scope or substitution can produce a credit. Show the deduction clearly and confirm the net adjustment with the approving parties.
Should I bill a pending change? Follow your contract and written instructions. The worksheet separates pending from approved changes because a proposed amount is not the same as an approved contract adjustment.
Is this an official AIA document? No. This is PayAppKit’s original construction change order layout. Check whether your customer requires a particular licensed or project-specific form before sending it.