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Free change order form template (Word)

Reviewed by Clausery editors · · 3 min read

A written form used on construction, freelance and other project work to document a change to scope, price or timeline — signed by both client and contractor before the extra work proceeds.

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A change order form (or variation order) documents an agreed change to a project — extra work, changed specifications, schedule adjustments, or price changes. Signed by both parties, it amends the original contract and keeps scope creep from turning into payment disputes.

Always get change orders signed before doing the extra work. Verbal change orders are a top cause of contractor-client disputes.

What to include#

  • Project and parties. Client and contractor names; project name/address; original contract date; change order number.
  • Description of change. Specific description of the changed work, which original contract clause/drawing/SOW it amends, and why the change is needed.
  • Cost impact. Added/deducted cost broken down (labour, materials, subcontractor, overhead/markup); net change in contract price; revised total contract value.
  • Schedule impact. Number of days added/deducted; revised substantial completion date; any delay costs.
  • Signatures. Authorised signatories for both client and contractor; date of signature; statement that this change order amends the contract.

How to fill it in#

  1. Step 1: Describe the change precisely

    Reference the original drawings/spec and explain exactly what is changing — vague change orders create later disputes.

  2. Step 2: Price the work

    Break down labour, materials, markup and taxes; show the new total contract price.

  3. Step 3: Calculate schedule impact

    State how many days the job is extended (or shortened) and the new completion date.

  4. Step 4: Sign before work starts

    Do not start changed work without a signed change order; if urgent, confirm by email and follow with signature.

  5. Step 5: Attach supporting docs

    Attach new drawings, specs, quotes or photos as exhibits to the change order.

Statement of work

Original scope document this change order amends.

Consulting agreement

Master agreement that usually requires change orders for scope changes.

Contract termination letter

Used when a project is terminated instead of changed.

Credit note

For price reductions after invoicing.

Free contract templates

Full contract template library.

Questions

Is a change order binding?

Once signed by both authorised parties, yes — it amends the original contract.

Can the contractor do extra work without one?

Technically yes, but they may not get paid if the client disputes the scope was agreed; always get one signed.

Who signs?

Representatives with authority to change the contract — typically the project owner and a principal/PM of the contractor.

What if I need a change urgently?

Proceed on a written email approval documenting cost and schedule impact, then convert to a signed change order within days.

Do change orders affect warranty?

Changed work is typically warranted the same way as the original unless the CO specifies otherwise.

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These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.

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