What is a Change Order Form?
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.
Change Order Form Request Best Practices
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
To help you get started we have created 3 best change order form templates you can download and customize for free.