Change Order Form Template

Document and track project changes with precision. This template helps you capture scope modifications, track cost adjustments, and maintain approval records in one organized form.

Change Order Form Template

A change order form is a crucial document used to formally request, document, and approve modifications to an existing project or contract. This comprehensive template ensures all project changes are properly documented, evaluated, and approved, helping maintain clear communication and prevent scope creep.

What This Template Is For

This change order form template provides a structured format for documenting project modifications. It helps project managers, contractors, and clients track changes in scope, cost, and timeline. The form includes sections for describing the proposed changes, justifying their necessity, detailing cost implications, and securing necessary approvals from all stakeholders.

When To Use This Template

Use this change order form when:

  • Project scope needs modification
  • Additional work is requested beyond the original contract
  • Material or labor costs change significantly
  • Project timeline requires adjustment
  • Technical specifications need updating
  • Unforeseen conditions require contract modification

How To Customize It

Follow these steps to customize your change order form:

  1. Start with the project identification section, including project name and contract details
  2. Clearly describe the proposed changes in the scope modification section
  3. Detail cost implications, breaking down labor, materials, and overhead
  4. Specify schedule impacts and revised completion dates
  5. Add your company branding and logo
  6. Modify approval workflow based on your organization's requirements
  7. Adjust terms and conditions to match your contract language

Common Use Cases

Change order forms are essential in various industries:

  • Construction projects requiring material or design changes
  • IT implementations needing scope adjustments
  • Manufacturing contracts with specification updates
  • Service agreements requiring additional work
  • Renovation projects encountering unexpected conditions

Best Practices

  • Number each change order sequentially
  • Include detailed descriptions of modifications
  • Attach supporting documentation (drawings, specifications)
  • Clearly state cost and schedule impacts
  • Obtain all required signatures before proceeding
  • Maintain a change order log
  • Archive all approved changes with project documentation

Template Variations

Different versions of the change order form are available for:

  • Simple residential projects
  • Complex commercial construction
  • IT service contracts
  • Professional service agreements
  • Government contracts

Success Stories

Our change order template has helped numerous projects maintain clear documentation and control. A recent commercial construction project used this template to track 47 changes while staying within budget and maintaining transparent communication with stakeholders.

Frequently Asked Questions

What should be included in a change order form?

A complete change order form should include project details, description of changes, cost impact, schedule modifications, and approval signatures.

When is a change order form required?

Change order forms are required whenever there's a modification to the original scope, cost, or timeline of a project.

Who needs to approve a change order?

Typically, change orders require approval from the project manager, client representative, and contractor or service provider.

Can a change order be rejected?

Yes, clients or project managers can reject change orders if they disagree with the proposed modifications or cost implications.

How do you calculate change order costs?

Change order costs should include direct costs (labor, materials), indirect costs (overhead), and any time-related expenses or savings.