Change order form template

A change order form that leaves nothing to argue about later: what changed and why, an itemized cost breakdown, the running contract total, the schedule impact in calendar days — and signatures before the work is buried.

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Change order form template
Template from Planium — planium.com
Project name
Project number
Change order number
Date
To (owner / GC)
From (contractor)
Contract / subcontract reference

How to use this form

One change order per change, numbered sequentially, with the scope described precisely — including what is added, what is deleted, and which drawings, RFIs or directives the change stems from. Vague scope descriptions are where change order disputes start.

Get signatures before performing the work whenever the contract allows. Work performed on a verbal "go ahead" is the classic unpaid change order — if you must proceed, at minimum confirm the direction in writing the same day and follow your contract’s notice provisions.

Description of change

Describe the change in scope (what is added / deleted, with drawing, RFI or directive references)

+ 6 blank rows to fill in in the Word document

Reason for change

  • Owner-requested change
  • Design change / clarification (revised drawings, RFI response)
  • Unforeseen / differing site condition
  • Code or authority-having-jurisdiction requirement
  • Correction of error or omission in the documents
  • Schedule acceleration or resequencing directed by owner
  • Other (describe in the description of change)

Cost breakdown

Itemize the pricing so it can be reviewed line by line. Markup percentages for overhead and profit are typically set by the contract — enter yours.

DescriptionLaborMaterialEquipmentSubcontractTotal
Subtotal
Overhead & profit ( ___ %)
Bond / insurance ( ___ %)
TOTAL — this change order

Contract summary & schedule impact

ItemAmount / days
Original contract amount$
Net change by previously approved change orders$
Contract amount prior to this change order$
This change order — add / (deduct)$
New contract amount including this change order$
Contract time change — add / (deduct), calendar days
Revised substantial completion date

Approvals

When signed by both parties, this change order amends the contract for the scope, price and time stated above.

RoleNameSignatureDate
Contractor
Owner / owner’s representative
Architect / engineer (where required)

Common questions

What is a change order in construction?
A written amendment to the construction contract, signed by both parties, that changes the scope of work, the contract price, the contract time, or all three. Once executed, it has the same force as the original contract — which is why the description of scope and the numbers on it need to be precise.
Do I need a signed change order before doing the work?
As a rule of practice: yes, whenever possible. Work performed on verbal direction is the most common source of unpaid changes. If the schedule forces you to proceed first, confirm the direction in writing the same day, follow your contract’s notice requirements, and track the costs from day one — but treat that as the exception, not the workflow.
What is the difference between a change order and a construction change directive?
A change order is a signed agreement on scope, price and time. A construction change directive (or field directive) is a mechanism in many contracts letting the owner direct a change before price and time are agreed — the work proceeds while the numbers are settled, often ending in a change order. Check your contract for the exact mechanism and its notice rules.
What should the cost breakdown include?
Itemized labor, material, equipment and subcontractor costs, then markups — overhead and profit, and bond/insurance where applicable — at the percentages your contract allows. An itemized breakdown gets reviewed and approved; a single lump-sum number gets questioned, cut or parked.
How should schedule impact be handled in a change order?
In calendar days, stated on the change order itself — including zero if there is genuinely no impact. Signing a change order that is silent on time can be argued as a waiver of the delay. If the impact is not yet known, say so explicitly and reserve the time claim in writing rather than leaving the field blank.

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