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What is a change order? Scope, price and timing in writing

A change order is a short written agreement to change work the customer already accepted: what is added or removed, the new price and any new date, approved before the extra work starts. Adding the ceiling to a walls-only bedroom repaint is a typical one. Bold Coat's Chicago example prices the walls at about $770 and walls plus ceiling at about $1,070, so the change adds about $300.

When does a small job need a change order?

Any time the work, the price or the date moves after the customer said yes. The customer asks for the ceiling too. The roofer finds rotten decking under the old shingles. The cleaner is asked to do the inside of the oven on a regular visit. Write it down before you start the extra, even if it takes thirty seconds.

In California, the Contractors State License Board requires changes to a home improvement contract to be in writing, legible and easy to understand. Even where nothing requires it, a written change is what gets the extra paid without an argument. The ones that cause trouble are the "while you're here" requests said in passing and never priced.

What should the written change include?

Five things: which quote it changes, the work added or removed, the price difference, the new total, and whether the finish date moves. Then the customer's approval, by signature or a reply to your text or email. If one item replaces another, say what comes out as well as what goes in, or the customer will assume they are getting both.

  • Change 1 to quote [number], [date]
  • Added: [work, location, materials or finish]
  • Removed or credited: [work] (or "none")
  • Price change: +[amount] or −[amount]
  • New total: [amount]
  • Finish date: [new date] or "no change"
  • Approved by: [name], [date]

What does a filled-in change order look like?

Change 1 to quote 1047. Added: paint the bedroom ceiling, flat white, two coats, including cutting in at the crown. Price change: +$300. New total: $1,070. Finish date: no change. Approved by: the homeowner, by text reply. That is the whole document for a job this size.

If the customer also wants the closet door done, add it as change 2 and leave change 1 as approved. HomeGuide puts an interior door at $75–$150, depending on how many sides, the frame and the prep. Number the changes in order so the final invoice can list the quote and each change on its own line.

What if the customer asks for extra work while I'm on site?

Tell them the price and whether it changes the finish date, then get a yes in writing before you start. A text works: "Adding the bedroom ceiling for $300, same finish date. Reply YES to approve." Make sure the person approving is the one paying. A tenant or a neighbor can't approve extra work on the owner's bill.

For hidden damage, take a photo before you say anything, then explain the repair in plain words and give the price. Separate what you need to finish the job you were hired for from improvements you would recommend. If the customer says no, write down that the original scope stands, so nobody remembers it differently later.

Frequently asked questions

Can a change order lower the price?

Yes. If the customer drops part of the work or picks a cheaper material, write the credit and the new total the same way you would write an addition.

Is sending a bigger invoice enough?

No. An invoice asks for payment; it doesn't show the customer agreed to the extra work. Get the change approved first and reference it on the invoice.

Do I need an AIA form for a small job?

No. AIA forms are built for construction projects with architects. For a repaint or a gutter job, a numbered note with the five details above and the customer's approval does the same job.

Sources

Write the change and the new total

Say what changed on the job. Get the change order and the updated quote, ready to send for approval.

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