What is a Change Order Form?
A Change Order Form is a formal document that captures any alterations to the original scope of work, budget, or schedule of a project. It includes details about the changes, reasons for the changes, cost implications, and any adjustments to the project timeline. The form is used to obtain necessary approvals from the project owner, project manager, and other stakeholders before implementing the changes.
About Change Order Forms
Change order forms are critical for maintaining control over project changes and ensuring that all adjustments are properly evaluated, documented, and approved. They help prevent scope creep, manage budget overruns, and maintain clear communication among project stakeholders. By using change order forms, project managers can ensure that all changes are systematically reviewed and agreed upon, minimizing disruptions and disputes.
Read our construction change order guide to learn how to manage contract changes effectively and avoid project delays.
Best Practices for Using Change Order Forms
The best practices for using a change order form include providing clear details, documenting cost and time impacts, securing approvals, and keeping organized records. These steps help prevent delays, miscommunication, and disputes.
- Use a Clear and Standardized Format: Ensure all change orders follow a consistent structure for easy approval.
- Describe Changes in Detail: Clearly explain what is being modified and why the change is necessary.
- Attach Supporting Documents: Include drawings, photos, or other proof to justify the change.
- Specify Cost and Schedule Adjustments: Outline additional costs, savings, and any new deadlines.
- Submit Requests Promptly: Issue change orders as soon as changes arise to avoid project delays.
- Obtain Required Signatures: Ensure approvals from the owner, contractor, and key stakeholders before starting work.
- Keep Records Organized: Store both digital and physical copies for future reference and contract compliance.
Using change order forms correctly ensures that project modifications are documented, approved, and implemented smoothly, keeping everything on track.
Components of a Change Order Form
A change order form must include essential details to ensure changes are clearly documented, approved, and implemented without confusion. The key components cover project details, change descriptions, cost adjustments, and approvals.
- Project Information: Includes project name, contract number, and location for clear identification.
- Change Order Number: A unique tracking number to differentiate it from other change orders.
- Description of Change: A clear explanation of what is changing, why it’s needed, and any supporting details.
- Cost Adjustments: A breakdown of additional costs, savings, or deductions related to the change.
- Schedule Impact: Specifies whether the change affects project deadlines and includes revised completion dates.
- Supporting Documents: Attachments such as updated drawings, photos, or written justifications for the change.
- Approval Signatures: Signatures from the project owner, contractor, and other relevant parties to authorize the change.
A well-structured change order form ensures that all modifications are properly recorded, preventing disputes and keeping the project on track.
Types of Change Order Forms
The main types of change order forms are additive, deductive, time extension, and combination. Each type addresses different modifications to a project's scope, cost, or timeline.
- Additive Change Order: Used when extra work or materials are added, increasing project costs and scope.
- Deductive Change Order: Applied when work or materials are removed, lowering project costs and reducing scope.
- Time Extension Change Order: Issued when more time is needed to complete the project without changing the budget.
- Combination Change Order: Includes both additions and deductions, adjusting the project scope, cost, and schedule in one form.
Using the correct change order form ensures all modifications are clearly documented, approved, and implemented without confusion or disputes.
Change Order Form vs. Change Request Form
A change order form is a finalized document that legally updates a project’s contract, while a change request form is used to propose changes before they are approved. Both forms help manage project modifications, but they serve different purposes.
| Aspect |
Change Order |
Change Request |
| Definition |
A legal contract modification that updates work, cost, or schedule |
A request for a change that needs approval before becoming official |
| Timing |
Happens after the contract is signed and work has begun |
Happens before approval, often during planning or execution |
| Approval |
Requires signatures from the owner, contractor, and architect/engineer |
Reviewed internally before approval or rejection |
| Impact |
Directly affects contract terms, budget, and schedule |
May not always lead to a change order |
| Documentation |
Must be recorded in writing as part of the contract |
May be informal or documented for review |
A change request form is the first step in making a project modification, while a change order form finalizes and enforces the approved change. Proper use of both forms helps keep projects organized and prevents miscommunication.
Change Order Reporting Dashboard Example
By leveraging Mastt, Project Owners and Project Managers can enhance decision making, leading to more efficient project execution, increased quality and more successful outcomes.
Mastt showing Change Order against a General Contractor Contract
