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How to handle extra work with a change order

The job grows once you are on site: rot behind the wall, a request for one more room. A change order turns that surprise into an agreement both of you have seen.

Why use a change order

Disagreements about the final bill usually trace back to extra work nobody wrote down. A change order is a short document that records what changed, what it costs and that the customer agreed. It protects you, and it protects them from a surprise.

When you need one

  • You find something you could not see when you quoted, such as damage behind a wall or a floor in worse shape than it looked.
  • The customer asks for something new: another room, a different material, an upgrade.
  • The scope changes in any way that affects the price or the schedule.

The steps

  1. Stop before you do the extra work, and show the customer what you found, with a photo if you can.
  2. Explain what is needed and why, in plain words.
  3. Price the change on its own, separate from the original quote.
  4. Write it up, with the old total, the change and the new total, and any effect on the schedule.
  5. Get the customer's agreement in writing before you start.
  6. Add the approved change to the final invoice.

What to say

Be calm and specific. You are solving a problem with them, not springing a charge.

When you find something unexpected
While opening the wall I found water damage behind the tile. I don't want to cover it up. I'll write up the extra work and what it costs, and once you've approved it I'll go ahead.

What to write on it

  • The job it belongs to, the date and a change order number
  • A description of what is being added, removed or changed, and why
  • Itemized lines with quantities and units, like the original quote
  • The original total, this change and the new total
  • Any change to the start or finish dates
  • A place for the customer to approve, with their name and the date

If the customer says no

That is their right. Explain the consequence honestly: if the problem is left, what might happen. If you cannot do the original work properly without the change, say so and agree what to do before you continue. Note the conversation in writing either way.

Free template to go with this

Or let QuoteDash do it

QuoteDash writes up a change order from the quote page, texts it to your customer, gets it approved with their typed name, and adds it to the invoice. The original quote stays as it was.

Create your account

Free for 14 days, no card needed. Then $29/month.

Questions

Does a change order need a signature?
A recorded approval is what protects you. A signature, or a typed name on an online change order, shows the customer agreed to the change and its price.
Should I do small extras without one?
Small extras are a judgment call, but the habit of writing them down avoids arguments. At minimum, send a message confirming what you are adding and what it costs.
What if the extra work is an emergency?
Get the customer's agreement as quickly as you can, even by message, and write the change order straight afterwards while it is fresh.

This guide is general information for tradespeople, not legal or financial advice. Rules differ by state and by trade, so check what applies where you work.

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