What is a Change Request Form?
A change request form also known as a change order form is a formal proposal commonly used by contractors and stakeholders to make alterations to the project scope. Failure to issue change request forms as soon as problems are identified with the ongoing project can lead to potential legal and cost blowouts.
This article covers: 1) a step by step procedure in issuing a change request form; 2) downloadable change request templates; and 3) technology to help you streamline change request forms.
Click here to download Top 3 Change Request Forms.
Best Practices in Issuing Change Request 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 request form:
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 request form
In drafting the change request 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 request form and quotation to owner
Submit the change request 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 request will be made.
Step 4: Commence works
Once the issued change request 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 request 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 request forms by gathering electronic signatures from all parties involved in the project
To help you get started we have created 3 best change request form templates you can download and customize for free.