A change order is a short document that records a change to a job after the price was agreed. Write one every time the work grows or shrinks, and get your client to approve it **before** you do the extra work.
1What a change order needs
- The job it changes, with the estimate number. - What is added or taken away, one line each, with the price. - The change to the total (for example + $600.00 or − $100.00). - The new total, and any change to the finish date. - A date, a change order number, and your client's approval.
The change order generator puts these in the right order and makes a PDF.
2A filled-in example
Job: kitchen remodel, EST-0033, agreed at $12,000.00.
| Line | Amount |
|---|---|
| Add: two extra under-cabinet lights, installed | + $420.00 |
| Add: move the sink drain 6 inches | + $380.00 |
| Take off: skip the backsplash tile | − $300.00 |
| Change to the total | + $500.00 |
| New agreed total | $12,500.00 |
Finish date moves from Nov 20 2026 to Nov 24 2026. The number is CO-1, and your client approves it before the lights go in.
3How to get it approved
Send the change order the same day the change comes up, while it is fresh. Ask for a yes in writing: a signature on the page, or a clear reply on a message you keep. Do not start the extra work on a spoken yes.
4Keep a pending change out of the total
Until your client approves, the change is a request. Do not add it to what the job costs. When it is approved, add it once, and show it on the final invoice as its own line.
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Questions people ask
Do I need a change order for a tiny change?
If it changes the price or the date, yes. A one-line change order takes a minute and ends arguments later.
What if the client declines?
Then the price stays as it was. Keep the declined change order with the job, so you can show what was asked and what was agreed.
Can a change make the job cheaper?
Yes. A change order can take work off. Show the amount with a minus sign and the lower total.
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