Change Order Request Form Template

Protect your project and your margins with a formal change order process. This form captures the change description, reason, additional cost, and schedule impact in one structured record — so every scope change is documented, priced, and approved in writing before work begins.

Use this template

Last updated 21 August 2026

Fields in this template

Project Namerequired
Client / Owner Namerequired
Date of Requestrequired
Original Contract Numberrequired
Description of Changerequired
Reason for Changerequired
Additional Cost ($)required
Additional Calendar Days Neededrequired
Approval and Acknowledgment
I acknowledge that work on this change order will not begin until written approval is received · This change order affects the substantial completion date · This change order has been reviewed with the project superintendent

Who uses this template

General contractorsProject managers on construction projectsSubcontractors requesting owner-initiated changesConstruction owners and developersOwner's representativesConstruction managers

About this template

Change orders are one of the most contentious aspects of construction contracts, and the disputes that arise from them almost always trace back to poor documentation. A change order request form creates a clear, written record of what changed, why it changed, how much it costs, and how many days it adds — before the work is done. That record is the difference between a smooth negotiation and a costly arbitration.

The discipline of requiring a formal change order for every scope deviation — even small ones — protects both contractors and owners. Contractors get paid for work outside the original scope. Owners understand the full budget and schedule impact before approving. When every change is documented and signed off, project financials stay predictable and relationships remain professional even when surprises occur.

formformform gives project teams a lightweight, mobile-accessible change order request tool that requires no specialty software. Field superintendents can submit a change order request from their phone when they encounter an unforeseen condition. Project managers receive an instant notification and can begin the approval process immediately. The resulting submission record serves as the paper trail that protects everyone involved.

14 form ideas you can build with this template

Owner-Requested Design Change Order

Documents a client-initiated scope revision such as upgrading finishes or relocating a wall after framing has started, capturing the cost and schedule impact before any redesign work begins.

Unforeseen Conditions Change Order

Records unexpected subsurface conditions like rock, contaminated soil, or uncharted utilities that require additional excavation or remediation scope.

Subcontractor Change Order to GC

Used by a trade contractor to formally request additional compensation for work added by the GC beyond the original subcontract scope.

Design Error Change Order Request

Documents scope additions required to correct design conflicts or omissions discovered during construction, assigning responsibility and capturing pricing.

Value Engineering Change Order

Records an approved substitution of a specified material or system for a less expensive equivalent, capturing the credit back to the owner and any associated time savings.

Code-Required Change Order

Documents scope additions mandated by an authority having jurisdiction (AHJ) during plan review or inspection that were not included in the original bid documents.

Emergency Repair Change Order

Captures work performed on an emergency basis (storm damage, burst pipe, fire suppression activation) before a formal change order could be pre-approved, establishing a retroactive payment record.

Allowance Reconciliation Change Order

Records the adjustment between an originally specified allowance amount and the actual cost of the allowance item once a final selection or price is confirmed.

Schedule Acceleration Change Order

Documents overtime, weekend work, or additional crew costs required to recover lost schedule or meet an owner-imposed acceleration directive.

Utility Relocation Change Order

Captures the additional scope and cost of relocating existing utilities discovered during demolition that conflict with new construction elements.

Permit Change Order Request

Records the cost and delay associated with re-permitting when a mid-project design change requires resubmission to the building department.

Tenant Improvement Change Order Form

Documents scope modifications requested by a new tenant after the original TI buildout contract was executed, with clear cost-per-change accounting.

Warranty Repair Change Order

Formalizes out-of-warranty repair work requested by an owner after the project warranty period has expired, establishing a new pricing and approval baseline.

Weather Delay Schedule Change Order

Captures the calendar days lost to weather events beyond the contract's allowed weather days and establishes the revised substantial completion date.

What's included

Contract number field to link each change order to the original agreement

Separate description and reason fields for clear change documentation

Additional cost field for straightforward pricing of scope additions

Additional days field to capture schedule impact alongside cost impact

Acknowledgment checkboxes to confirm no-work-before-approval policy

Timestamped digital record that protects all parties in any dispute

How to create a change order request form

1
Click 'Use this template' to open the change order request form in formformform with all fields pre-configured.
2
Add a dropdown field for change order classification if your company uses categories like 'Owner-Initiated', 'Unforeseen Conditions', or 'Design Error'.
3
Include a field for the submitting party's name and company if subcontractors will also use the form to submit changes up to the GC.
4
Set up email notifications to go to the project manager, project executive, and accounting team simultaneously.
5
Add a paragraph explaining your approval process — who approves, how long approval takes, and what happens after approval is received.
6
Share the form with all project team members and specify in your project execution plan that no out-of-scope work may proceed without a submitted and approved change order.

Best practices for your change order request form

Submit change orders in real time

don't batch them at the end of a month; costs and schedule impacts compound when changes pile up undocumented, and memories of exactly what was requested become fuzzy.

Separate cost from schedule impact

always capture both the dollar amount and the additional calendar days needed as distinct fields; owners often approve cost changes without realizing they've also approved a schedule extension.

Describe the original scope being changed

a change order that simply says 'add framing' is ambiguous; always reference the specific contract section, drawing number, or specification that is being modified.

Get approval before proceeding

the acknowledgment checkbox in this form reinforces the principle, but make it policy: no verbal approvals, no 'we'll get it signed later'. Unsigned change orders frequently become payment disputes.

Assign sequential numbers

maintain a change order log with a consistent numbering system so both parties can reference specific changes easily in meetings and correspondence.

Capture reason codes

documenting whether a change stems from owner request, unforeseen conditions, design error, or code changes helps analyze project risk patterns across your portfolio.

Frequently asked questions

What should a change order request include?

At minimum: the original contract reference, a clear description of what is changing, the reason for the change, the additional cost, and the schedule impact in days. Both parties should acknowledge and approve in writing before work begins.

Can subcontractors use this form to submit changes to a general contractor?

Yes. The form can be used by any party in the contract chain — a sub submitting to a GC, a GC submitting to an owner, or an owner's rep initiating a design change. Customize the fields to reflect the relationship.

What happens if a change order isn't approved in writing before work is done?

Verbal approvals and handshake agreements for out-of-scope work are extremely difficult to enforce. If the client disputes the work later, you may have no legal basis for additional payment. Always get written approval before proceeding.

Is this form free to use?

Yes, completely free. formformform lets you create the form, collect unlimited change order submissions, and receive email notifications at no cost.

How do I track all change orders for a project?

Export your formformform submissions to CSV monthly and maintain a change order log in a spreadsheet, tracking each change order number, submission date, approval status, cost, and days added. This log becomes essential for any schedule delay or payment dispute.