A construction change order form is a formal document used to request and authorize modifications to an active construction contract. These changes may affect cost, project duration, scope of work, or materials. The form serves as a legal record that documents what is changing, why the change is needed, and how it alters the original agreement. It is used to reduce disputes, keep both parties aligned, and to make sure that all changes are properly approved before work proceeds.
This form is commonly used by general contractors, subcontractors, project managers, or site administrators when design updates, client requests, or unforeseen site issues arise. It’s typically submitted to and signed by the project owner before any work is updated or billed.
The construction change order form below is available in Word, Google Docs, and fillable PDF, and includes all the essential sections—pricing adjustments, time extensions, impacted scope, labor and material breakdowns, and final approvals. It’s designed for real-world construction teams working on residential, commercial, or infrastructure projects.
Construction Change Order Form
How to Use This Form
This form is created in a step-by-step format for accurate documentation throughout the change process. It begins with basic project identifiers and progresses through financial adjustments, scope impact, material or labor details, and sections for approvals and signatures. Here’s a section-by-section breakdown to use this form:
Date of Request
This is the date when the change request is first documented. Enter it at the time the form is initiated, even if approvals or further steps happen later. It will establish the official starting point of the change order process and can be useful for tracking timeline adjustments or correlating with other project events.
Project Information
Fill in the “Project Name” exactly as it appears in the original contract to avoid discrepancies in documentation. Specify the Location of Work by noting the site address or project zone identifier. Add the “Contract Number” to reference the agreement being modified—this is important when a project involves multiple contracts or phases. The “Change Order Number” should follow a simple, consistent sequence (like CO-01, CO-02) to make tracking easier as additional change orders are submitted during the project.
Managerial and Requesting Details
Enter the name of the “Project Manager” responsible for supervising the overall project or the specific portion affected by the change. Record the “Change Order Date,” which is the date this form is being filled out—not necessarily when the change was first proposed. List the “Owner Name,” referring to the individual or organization that owns the project and holds the main contract. The “Requesting Party” is the person or entity proposing the change—this may be a contractor, subcontractor, architect, or representative of the owner, depending on the context.
Overview – Contract Price and Duration
Use this section to record how the proposed change affects the contract’s cost and timeline. Start by entering the “Original Price” and “Original Time” based on the values in the signed agreement. Then calculate the “Net Change in Price” and indicate whether it’s an addition (+) or reduction (–). Do the same for “Added/Reduced Days” if the schedule is affected. Finally, update the “New Contract Price” and “New Contract Duration” to reflect the revised totals after applying the change.
Proposed Changes
Use this space to briefly describe what is being added, removed, or revised in the original contract. The explanation should focus on what is changing—not why. Be specific about the nature of the change, such as material substitutions, added work, design updates, or removal of certain tasks. If the change involves technical items or specifications, summarize them and attach detailed documents separately (if necessary).
Reason for Changes
Explain why the change is being requested. Common reasons include unexpected site conditions, design modifications, client instructions, regulatory updates, or coordination issues. Keep the explanation concise but informative, focusing on the cause rather than the outcome. If the reason is tied to a discussion, inspection, or external requirement, it’s helpful to reference it here or attach supporting documentation.
Scope of Work Affected
Describe which part of the original contract is impacted by the proposed change. This could include specific trades, areas of the site, types of work (e.g., electrical, framing), or project phases. Be as precise as possible to help teams understand which tasks need to be adjusted or reassigned. If multiple areas are affected, list each to avoid confusion during implementation.
Impact Assessment
This table is used to mention how the proposed change affects different aspects of the project and who is responsible for each response. For each row, enter the relevant “Category” (such as permits, safety, schedule), provide a short “Description” of the impact, specify the “Action Required” to address it, and note the “Person Responsible” for carrying it out. Use additional rows if multiple impacts need to be tracked. This section is especially useful for coordination between teams and for assigning accountability.
Details – Material, Labor, Equipment
Use this section to break down the cost implications of the change. In the “Material” table, list each item being added or modified, along with its description, quantity, unit price, and total amount. In the “Labor” section, record the number of hours, applicable rate, and resulting amount—separating regular and overtime if needed. The “Equipment” section works the same way: enter the number of hours, hourly rate, and total amount for any equipment usage tied to the change. Once all rows are filled, total each section individually and then calculate the overall “Total Change in Cost” in the last table.
Approvals
This final section is where the change order is formally submitted and approved. Enter the name, title, and date for the person submitting the form in the “Submitted By” fields. In the “Approved By” section, fill in the name, title, and date of the individual or party authorizing the change—typically the owner or a senior project authority. Both parties must sign in the spaces provided to confirm agreement. The change should not be implemented until all signatures are completed.
FAQs
Typically, the contractor, project manager, or subcontractor initiating the change fills out the form. It should be reviewed and signed by the appropriate authority—usually the project owner or client—before the change is implemented.
Not always. If the change does not involve material, labor, or equipment adjustments, you may leave those sections blank. However, all changes affecting cost must still be reflected in the “Net Change in Price” and “Total Change in Cost” fields.
If your agreement permits it, indirect costs (like supervision or administrative time) can be factored into unit rates or listed as separate line items. Be transparent and consistent. Some clients require a fixed markup or specific format for these charges, so review the original contract terms before including them.
A field order typically authorizes minor changes to the work that do not affect cost or duration, often used for urgent adjustments in the field. A change order, by contrast, involves formal contract changes and requires written approval—especially when pricing or schedules are impacted.
Pro tip
If the change involves technical revisions, multiple cost components, or coordination with external parties, attach relevant documents such as updated drawings, supplier estimates, inspection reports, or written client instructions. Including this material will provide context for decision-makers, reduce the risk of misinterpretation, and create a more complete project record for future reference or dispute resolution.