Top 3 Change Order Forms

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A change order form is used by contractors and stakeholders to agree on alterations to the project scope. Failure to issue change order forms as soon as problems arise can lead to potential legal disputes and cost blowouts.

This article covers: 1) a step by step procedure in issuing a change order form; 2) downloadable change order form templates; and 3) technology to help you streamline change order forms.

Click here to download Top 3 Change Order Forms.

Modifications to the original work scope may be necessary in the event of unexpected site conditions, poorly defined project scope, or drawing/plan errors. In such cases, change order forms can help quantify potential costs and ensure that concerned parties are in agreement. Here is the ideal sequence to follow in the issuance, approval, and documentation of a change order form request:

Step 1: Communicate with the owner

Notify the owner and determine whether he/ she is considering to make adjustments beyond the original work scope provided in the contract.

Step 2: Create a change order form

In drafting the change order form, describe the planned work in detail. This involves providing new design documents, drawings and/ or specifications to illustrate the changes clearly. Estimated costings for labor, materials, and equipment should be indicated together with the new project schedule.

Step 3: Submit change order form and quotation to owner

Submit the change order form and supporting documents required (i.e., original contract, revised drawings, construction daily reports etc.) along with the quotation prepared by the contractor. During this step, negotiations will most likely occur regarding the quotation. Once all parties involved in the project agree on the potential work to be done, everyone will sign off and proceed to do the work. Otherwise, a rewrite of the change order will be made.

Step 4: Commence works

Once the issued change order has been signed off, planned works should be carried out according to the revised project schedule.

Step 5: Do a quality check

After conducting the modifications on the project, contractors should conduct an inspection to ensure that conditions stated in the issued change order form have been successfully met. Document the inspection by taking photos to reduce chances of liability to problems found after work completion.

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✔ Take photos of drawings, specifications, and forms supporting the potential work

✔ Authorize change order forms by gathering electronic signatures from all parties involved in the project

✔ Securely save form online in the cloud

To help you get started we have created 3 best change order form templates you can download and customize for free.

Top 3 Change Order Form Templates

1. Change Order Template

A change order template is used as a formal authorization to make changes to the original scope of work. You can customize this template accordingly to your business needs. You can utilize this template by following the points below:

  1. Describe the planned work in detail and provide estimated costings
  2. Take or attach photo evidence of drawings, and specification needed to support the planned work
  3. Specify reasons for changing project scope and provide photos or drawings of item/ area concerned.
  4. Provide the revised project schedule (if any)
  5. Sign-off with a digital signature from all parties involved

2. Construction Change Order Template

A construction change order template is used by contractors or engineers as formal authorization to make project modifications. Use this template to specify planned works. Add photos of drawings and specifications to support planned work. Provide estimated costings, and new project schedule (if any). Gather digital signatures from parties involved to authorize the change. Conduct an inspection and document it by adding comments and taking photos of work done as evidence of work completion.

3. Construction Daily Report Checklist

A construction daily report is used to record the project’s activities for the day. Construction workers can use this template to document risks or incidents that occurred during the project timeline and include photos. This report is also a necessary document in issuing a change order form.

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