Free download
Change Order Template for Builders
A printable change order form for residential builders and GCs. Captures scope description, cost impact, schedule impact, and owner approval with signature lines.
Operational template, not legal advice. This is a practical starting point for documenting scope changes. It is not a substitute for a reviewed construction contract or legal counsel. Consult an attorney familiar with construction law in your jurisdiction.
Why this matters
Verbal approvals are how disputes start. Written change orders are how they're prevented.
The scenario is familiar: a client asks for an upgrade on the job site. You both agree. The work gets done. The invoice reflects a number the client doesn't remember approving. Now it's a dispute.
A signed change order, presented before the work starts and approved in writing, answers the question before it becomes a conflict. It also gives lenders the documentation they need when a line item doesn't match the original budget.
Lenders need a paper trail
When a draw package shows a cost variance from the approved budget, most lenders require a signed change order as supporting documentation before releasing funds.
Verbal approval is hard to prove
Texts say "sounds good." Phone calls go unrecorded. Email threads get ambiguous. A signed change order with a cost figure and scope description leaves nothing to interpretation.
One process for every change
Using the same form every time, whether it's a $200 hardware upgrade or a $30,000 room addition, builds a consistent record and makes the budget easier to audit at any point in the project.
Template contents
What this change order form includes.
Project & client information
Project address, owner name, GC name, original contract date, project phase, and subcontractor if the change originates from a sub.
Description of scope change
What is changing: original scope and new scope described specifically. Reason for change with checkbox options. Attachments list for drawings, photos, or quotes.
Cost impact
Line-item breakdown: labor, materials, subcontractor cost, overhead and profit, total change order amount. Running totals showing original contract, prior COs, and revised contract amount. Allowance impact field.
Schedule impact
No-impact checkbox plus fields for original completion date, days added or removed, revised completion date, and schedule impact notes.
Owner approval with signature lines
Approved / Declined / Approved with modifications. Owner notes or conditions field. Signature and date lines for both owner and GC.
How to use this template
Recommended workflow for a custom home project.
Number every change order
Start at CO #1 for each project and increment sequentially. Reference the CO number in all project correspondence and in your draw package. This makes the audit trail easy to follow.
Fill it out before the work starts
The approval signature should exist before the subcontractor does the work, not after. Presenting the change order first is the habit that prevents disputes.
Be specific about scope
"Client requested kitchen upgrade" is not specific enough. "Remove standard overhead cabinets and replace with custom box cabinets with glass fronts, per spec in CO attachment A" is specific enough.
Get the client's signature
Email, text, or verbal confirmation is not a signed change order. The form requires a dated signature. Even on small changes, the signature is the point.
Include it in the next draw package
Every approved change order should travel with the draw documentation for the phase it affected. The lender should see the CO, the client's approval, and the cost reflected in the budget reconciliation.
Keep a project CO log
Track change orders by number: amount, date submitted, date approved, and cumulative impact on contract value and schedule. Use this when assembling draw packages or if a dispute arises later.
Download
Get the template. No sign-up required.
Open the downloaded file in any browser, fill in the fields, then File → Print → "Save as PDF" to create a signed copy. Works in Chrome, Safari, Firefox, and Edge.
This template is provided for operational use only and is not legal advice. Have a qualified attorney review your contract documents and change order procedures for your jurisdiction.
Automate this workflow
Builtly routes change orders through a structured approval pipeline, automatically.
Draft the CO in Builtly, get internal sign-off, then send the client a link to their portal where they approve or decline in writing, timestamped. The budget updates automatically when they approve.
See change order management