Connect the change to the original agreement
A useful change order identifies the project, parties, original contract, change number, and date. It describes the difference between contracted work and revised work so that the price is tied to a clear scope.
Core checklist
- Project and contract identifiers.
- Detailed description of added, removed, or revised work.
- Materials, labor, equipment, subcontractor, and other cost support.
- Overhead, profit, tax, bond, or permitted markup treatment.
- Revised contract amount, including prior approved changes.
- Schedule impact stated as days, dates, or milestones.
- Exclusions, allowances, and conditions.
- Payment timing and authorization signatures.
Approval authority matters
A field conversation can help coordinate work, but it may not satisfy the contract’s written notice or authorization requirements. Identify who has authority to approve cost and time before added work begins. Keep email, photos, daily reports, supplier quotes, and time records with the change documentation.
After approval
Update the job budget and schedule rather than storing the change only as a separate PDF. At closeout, compare the change-order estimate with actual cost so future pricing reflects real production.
Contract language and local law control. This checklist does not create or amend a contract and is not a substitute for legal review.