Construction Change Order Template for Trade Contractors

Verbal change approvals are the most common source of payment disputes in construction. A signed change order prevents the conversation where the GC says the change was included in scope and you say it was not.

Use this template to document every scope change before work starts, with a pricing breakdown the GC can approve and a signature line that closes the dispute before it opens.

What problem this template solves

A change order is a written amendment to the original contract scope and price. It documents what changed, why it changed, how much it costs, and who approved it. In specialty trade work, changes are frequent: a designer changes a cabinet layout mid-install, the GC adds a room, material costs increase between bid and order. Without a signed change order for each one, the cost either gets absorbed or becomes a dispute.

Why this document matters

Unsigned changes are the most common reason trade contractors finish a project and cannot collect the full amount they are owed. The GC has already moved on; the owner says it was included. A signed change order is the only documentation that gives you a contractual right to the additional payment. It also protects the GC from the owner disputing the cost at project close.

Common mistakes without a standard template

How to use this template

1. Identify the change as soon as it is requested

   When a designer, GC, or owner asks for something outside the original scope, document it immediately. Note the date, who requested it, and what was asked for.
2. Estimate the cost with a breakdown

   Break out labor hours and rate, materials at cost or with markup per your contract, any equipment or subcontractor costs. Total the change and document the basis for each number.
3. Note the schedule impact

   If the change adds time to your work, document the days needed and note any downstream impact on other trades.
4. Submit the change order for signature before starting work

   Do not start the changed work until you have a signed change order. If the GC says they need it done immediately, get written approval by email and follow up with a formal change order.
5. Add the approved change to the SOV and billing system

   Once approved, add the change order line to your SOV so it can be billed on the next pay application. Track it separately from the original scope.

Where Scaftra automates this

Scaftra tracks change orders against the project SOV. Each approved change adds a line item to the schedule of values automatically, so the cost is captured for billing without manual re-entry. Change order history is part of the project record for the life of the job.

What's in the template

• Change order tracking: Change orders are tracked against the project from request through approval, with the approved amount added to the SOV for billing.
• SOV integration: Approved change orders add line items to the pay application automatically, so changed scope gets billed on the next draw.
• Project budget impact: The project budget and job costing views show the original contract value plus approved changes, so you always know the current contract total.

What a standardized template delivers

• Signed documentation before work starts: no more he-said disputes about what was included.
• Itemized cost breakdown: easier to get approved and harder to dispute than a lump sum.
• Schedule impact on record: no exposure to delay claims for documented time extensions.
• Automatic SOV update: changed scope gets billed, not forgotten.

Who uses this template

• Trade contractors working commercial projects.AIA-style pay applications and formal change orders are standard on commercial work. A template keeps the format consistent across every project.
• Project managers handling scope changes frequently.In active renovation and installation projects, a change a week is not unusual. A standard template makes the documentation fast enough that it actually gets done.
• Owners who have absorbed uncollected changes before.If you have finished a project and left money on the table because you could not document a change, a standard template is the habit that prevents the next one.

Related on Scaftra

Go deeper