Contractor Resources
Contractor Change Order Template (Free)
Copy the manual form, enter the actual scope, price and schedule change, then record authorization under the applicable agreement. Review any available account workflow and billing records separately.
Reviewed October 19, 2026. Use actual job records and confirm applicable requirements.
TL;DR – Quick Summary
Prepare the job reference, changed scope, itemized price, schedule impact and intended authorization record. Ask who may approve, what the contract and jurisdiction require, and how to retain the actual decision before proceeding.
Why Change Orders Matter
Every experienced contractor knows the scene: you’re mid-job when the homeowner asks “while you’re here, can you also…” or you open a wall and find something unexpected. Without a written change order, these moments become profit killers.
Three records to keep for review:
- Margin protection: Document additional costs before doing additional work
- Documentation: Keep the requested change, price and actual authorization together for review.
- Requirements to ask about: Ask an appropriate adviser which contract, jurisdiction, notice and lien requirements apply to the actual project.
Confirm authorization requirements
Ask the responsible person who is authorized to approve this change, which method is required and what must happen before changed work starts. Retain the actual approval or unresolved question.
Free Change Order Template
Copy this template into your own document. Fill in the bracketed fields for each change order.
Records to prepare for review
Use these five record groups as prompts; confirm the actual agreement, authorization and project requirements before using the completed form.
- Job identification: Original contract date, property address, and original contract amount. This links the change order to a specific job.
- Clear scope description: Exactly what work is being added, removed, or modified. Include material specs, quantities, and boundaries of work.
- Itemized pricing: Break down materials, labor, equipment, and overhead. Show your math so customers understand the cost.
- Schedule impact: How many days (if any) this adds to the project. Some changes can be absorbed; others extend the timeline.
- Authorized signatories: Confirm who may approve, which method is required and how the actual decision will be retained under the applicable agreement.
Example Wording for Common Scenarios
These invented examples illustrate the records and arithmetic only. Verify actual quantities, rates, terms, tax and schedule requirements before copying them into a job document.
Scenario 1: Material Upgrade Request
Example: Roofing Shingle Upgrade
Reason: Customer requested upgrade from 3-tab shingles to architectural shingles after seeing neighbor’s roof.
Scope: Replace 28 squares of 3-tab asphalt shingles (per original contract) with GAF Timberline HDZ architectural shingles in Charcoal. All underlayment, flashing, and installation specs remain per original contract.
Cost Impact: Materials +$1,680, Labor +$420. Total: +$2,100
Scenario 2: Hidden Condition Discovery
Example: Rotten Decking Found
Reason: Upon removal of existing roofing, approximately 3 sheets (96 sq ft) of roof decking discovered to be water-damaged and structurally compromised. Replacement required before new roofing installation.
Scope: Remove and dispose of damaged 7/16″ OSB decking. Install new 7/16″ OSB to match existing. Re-install ice & water shield at affected area.
Cost Impact: Materials $245, Labor $380, Disposal $75. Total: +$700
Scenario 3: Scope Addition
Example: Additional HVAC Zone
Reason: Customer requested addition of mini-split unit for home office (not included in original scope).
Scope: Install Mitsubishi 12,000 BTU wall-mounted mini-split in home office. Includes indoor head, outdoor condenser, line set, electrical connection to existing panel, and commissioning.
Cost Impact: Equipment $1,850, Materials $320, Labor $680, Permit $85. Total: +$2,935
Schedule Impact: +2 days
Review accepted change orders and billing separately
If you use an available change-order function, review the accepted scope and selected price. Accepted selected-tier change orders can update linked-job items and contract subtotal, tax and total. Check the actual job record; invoice creation, payment setup and accounting are separate checks.
Review scope and accepted job totals
Review scope, quantities, rates and the selected accepted price. For an accepted change order linked to a job, check the added items and updated contract subtotal, tax and total against your records.
Confirm actual approval and communication
If you share an available customer approval link, confirm the recipient, actual approval record and any response. Check the available action and communication result before treating the change as authorized.
Review actual costs and billing records
Keep the accepted contract amount separate from actual costs and payments. Compare job and accounting records yourself, and check any cost or margin function available to your account.
Review the actual invoice
Check accepted change-order items against the actual invoice and reconcile records. Any new invoice or payment link depends on enabled functions, a linked job, accepted amount and eligible payment setup. Do not assume signing revised a previous invoice.
Check the workflow you actually need
Compare the actual entry, approval, linked-job totals, invoice and accounting records you need. Verify each available function and each provider’s current documentation separately.
Template vs. Software: Quick Comparison
| Capability | Template (Manual) | BuildFolio |
|---|---|---|
| Create change order | Copy/paste, fill fields | Review available entry steps and accepted line items |
| Customer approval | Print, sign, scan | Confirm the actual approval record and recipient response |
| Cost tracking | Manual spreadsheet | Accepted selected-tier changes can update linked-job items and totals |
| Final invoicing | Manually add change orders | Review any new invoice and reconcile accepted changes separately |
| Profit visibility | Compare verified contract and actual cost records | Check actual cost, contract and payment records |
Frequently Asked Questions
Is this change order template really free?
Yes. Copy and paste the form into your own document, review every field, then use your document tool’s actual print function if needed. No signup is required to use the manual text. This page does not supply a separate PDF download.
Can I use this template for insurance restoration work?
Record the actual claim number, scope of loss, requested change and supporting evidence. Ask the carrier or adjuster which format, authorization and documentation they require; this template does not establish carrier acceptance.
Should I have a lawyer review my change order template?
Ask an appropriate adviser which contract, jurisdiction, notice, authorization and project requirements apply to your actual job. Bring the original agreement and proposed scope, price, schedule and approval record for review.
How does BuildFolio automate change orders?
If the available workflow accepts a selected-tier change order linked to a job, check its items and updated contract subtotal, tax and total. Verify any new invoice or payment link and reconcile billing separately; signing is not proof that an earlier invoice was revised.
What’s the difference between a change order and an addendum?
Clarify what the document is intended to change or record under the original agreement. Ask an appropriate adviser how its label, wording, authorization and notice requirements should reflect the actual scope, price, schedule or administrative change.
Are You Actually Profitable?
Use your own job figures with the Profit Score calculator, then compare its output with the records and assumptions you entered.
Related Contractor Resources
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