Change Orders in Construction: How to Write One Your Client Approves Fast

A job changes. Maybe the wall is hiding a damaged pipe, the customer wants another outlet, or the roofer finds more rotten decking than the estimate allowed for. Before your crew does the extra work, get the change, and its cost and schedule impact, in writing.

A construction change order is a written update to the original construction agreement that records a change to the work, price, schedule, or some combination of the three. It gives the contractor and client a clear record of what is changing and what they have agreed to.

When do you need a change order, and when is a text enough?

Use a change order when the request changes the agreed scope, cost, or timing. It’s the clearest way to confirm what the client approved before extra work begins.

A quick text can be enough to confirm a minor detail that has no effect on price, schedule, materials, or the agreed work, for example, which of two already-approved paint colors the client prefers. Keep that confirmation in the project record, and check your contract’s requirements.

If a text message is being used to approve extra work, make the message specific: identify the work, price, and schedule impact, and ask the authorized client to confirm all three. A formal change order is usually a better record, especially when the change is substantial or could be misunderstood later.

Examples that typically call for a change order:

• HVAC: The client adds a return vent for an additional $425 and one extra workday.
• Roofing: The crew finds 120 square feet of damaged decking, adding $780 and half a day.
• Plumbing: A homeowner requests a different fixture that adds $310 to the material cost.
• Electrical: The client adds two outlets for $260, with no change to the completion date.
• Remodeling: A hidden condition requires added work before the next scheduled trade can start.

If a concealed condition or urgent safety issue comes up, document what you found with notes and photos. Contact the client about the next step and record any authorization before proceeding with changed work, when practical.

What should go in a construction change order?

A useful construction change order template answers six questions clearly: which job, why it’s changing, what work is changing, what it costs, how it affects time, and who approved it. Keep the numbers consistent with the original agreement, and attach a photo or estimate if it helps explain the change.

Field	What to include
1. Project and parties	Project address, client and contractor names, change-order number, date, and original estimate or contract reference
2. Reason and scope	What prompted the change; exactly what is being added, removed, or revised, and where
3. Price	Add or credit amount, pricing basis, and revised contract total
4. Schedule	Days added or removed and any revised completion date, or “no change”
5. Assumptions and backup	Relevant photos, estimates, material choices, exclusions, or other supporting details
6. Approval	A clear approval statement, plus the name and dated signature or written confirmation of the authorized person

Make the scope specific enough that someone who wasn’t at the jobsite can understand it. “Repair wall” is vague. “Remove and replace approximately 120 square feet of water-damaged drywall in the upstairs hallway; tape, finish, and prime” gives both sides a clearer picture.

For the price, state whether it’s an added charge or a credit. If helpful, show the math: 4 labor hours × $75 = $300; materials = $125; total addition = $425. Also show the revised contract amount so the client can see the full impact. For example: original contract $8,400 + prior approved changes $600 + this change $425 = revised total $9,425.

For time, say how the change affects the job: “Adds one working day; revised completion date is June 18,” or “No change to schedule.” Avoid leaving the client to guess.

These details align with common change-order guidance, including AIA’s overview of change orders and Caltrans’ guidance on documenting changed work.

How do you write a change order the client can approve quickly?

Put the decision up front. Clients generally need to know four things before they can say yes: What’s changing? Why? How much? How long?

• Use everyday words and describe the work in a sentence or two.
• Separate the price impact from the time impact.
• Show whether the amount is an addition or a credit.
• Include a revised total and an actual completion date when they change.
• Attach only the backup that helps explain or verify the request.
• Give the client one clear approval action: sign, or reply with a specific approval.
• Send it to the person authorized to approve changes under your agreement.

A client shouldn’t have to call you to figure out whether “$780” is a new total or an additional charge. Make it explicit: “Additional cost: $780. Revised contract total: $9,180.” If price and schedule are still being worked out, say so and ask the client to approve the known part or wait to begin the changed work until the terms are clear.

What does a vague change order look like next to a clear one?

Vague: “We found bad decking. Extra work is $780. Let us know.”

This leaves the client with basic questions: How much decking? Where is it? What work does the price cover? Does it delay the job? Is $780 an addition or the new total?

Clear: “While removing shingles, we found approximately 120 square feet of damaged roof decking on the north slope. We’ll remove and replace that section before installing the new underlayment and shingles. Additional cost: $780. Schedule impact: half a working day; revised completion date: June 18. Revised contract total: $9,180. Please approve Change Order #03 by replying ‘Approved: CO #03’ or signing below. Photos of the damaged area are attached.”

The clear version tells the client what was found, what the crew will do, what it costs, and whether the schedule changes. It gives them one obvious next step.

What can you copy and send today?

Use this as a starting point for an email, text, or change-order form. Adjust it to match your contract and the approval process you use.

Subject: Approval requested, Change Order #[number], [project name]

Hi [client name],

Reason: [What prompted the change.]
Changed work: [What we’ll add, remove, or revise, and where.]
Price impact: [Add or credit] $[amount]. Revised contract total: $[amount].
Schedule impact: [Add/remove] [number] working days. Revised completion date: [date] / No schedule change.
Backup: [Photo, estimate, or other attachment, if useful.]

Please approve Change Order #[number] by [date] by [signing the attached change order / replying “Approved: CO #[number]”]. We’ll proceed with the changed work after written approval.

Thanks,
[Your name and company]

Before sending, run through this checklist:

• The change order identifies the project and original agreement.
• The reason and work are specific, with a location or quantity where useful.
• The price is labeled as an addition or credit, and the revised total adds up.
• The schedule states the number of days and a revised date, or says there’s no impact.
• Helpful photos or estimates are attached.
• The approval request names one clear action and goes to the right person.
• The client has approved the change before the crew starts it, when practical.

How can you cut down on approval bottlenecks?

The request is only part of the job. You may still need to chase a signature, explain the price over the phone, resend photos, or remind the client what they’re being asked to approve. A clear written update that puts the change details and relevant job context together can reduce those extra steps.

RafterNod helps contractors turn field voice notes and site photos into polished customer updates and share them through a branded progress link. That gives the client a clearer view of what happened and what needs attention, without making them install an app. See how RafterNod works.

One important note: no-login change-order approval and e-signature are coming soon, not available yet. RafterNod also has no built-in payments; crews can share their own payment link. Texting is not available yet, either. For now, send the change order and collect approval through the method you already use, and use a RafterNod update to keep the job context clear.

What’s the next step?

A prompt, specific change order helps your client make a decision, and gives your crew a clearer record of what was agreed. Try the RafterNod 14-day trial if you’d like an easier way to turn jobsite notes into clear customer updates.