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Change Order to Contract for Construction or Repairs

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USLF Construction Form 9

http://www.uslegalforms.com

CHANGE ORDER TO CONTRACT
FOR CONSTRUCTION OR REPAIRS

1. CHANGE ORDER. The parties intend this change order to alter and amend the contract for construction, improvements or repairs accepted on by these parties, involving the same real properly improved and intended that this be a legal amendment to that contract, with their mutual promises to one another as consideration for this change order and with terms set forth hereafter.

2. PAYMENT OR CREDIT FOR CHANGE. In event that this change order reduces the cost of the work, then Owner is given a credit of $ as of this date. In the event that this change order requires additional costs to Contractor, then Owner shall pay to Contractor over and above the Total Bid an additional amount of $ on the following date or stage of construction:

3. ADDITIONAL TERMS. In addition to the terms of this change order the parties incorporate the terms of the offer and contract described in paragraph one or this change order, and any additional terms written on the reverse side AND initialed by both parties.

4. DESCRIPTION OF CHANGE. Contractor shall provide labor and materials, if any are needed, to perform the work hereafter described; or if the change order involves no additional work, but involves only deletions of work, then Contractor merely acknowledges the alteration hereafter described:

Acceptance, by Subcontractor

Acceptance by Contractor

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What a Change Order to Contract for Construction or Repairs Is

A Change Order to Contract for Construction or Repairs documents a mutually agreed amendment to an existing construction or repair contract, describing added, deleted, or modified work and any resulting adjustments to price, schedule, or scope. It creates a written record of changes that were not part of the original contract, and when signed by authorized parties becomes part of the controlling agreement. Properly executed change orders reduce disputes by specifying new deliverables, payment terms, and completion dates while preserving original contract references and numbering for clarity.

Why a Formal Change Order Matters

A formal change order provides a clear, signed record of scope, cost, and schedule adjustments that protects both owner and contractor and minimizes downstream disputes.

Why a Formal Change Order Matters

Who Typically Prepares and Signs Change Orders

Parties involved in construction and repair change management are usually the contractor, project manager, subcontractors, and the owner or owner’s representative.

  • General Contractors: Prepare technical scope, cost estimate, and impact on schedule; coordinate subcontractor pricing and acceptance.
  • Owners / Owners' Reps: Review cost and schedule impact, confirm budget availability, and provide final approval or rejection.
  • Subcontractors / Suppliers: Provide pricing and lead-time changes for affected work, and sign when required to confirm acceptance.

Essential Components of a Professional Change Order

A complete change order contains precise identifiers, a clear description of work, cost and schedule impacts, approvals, and references to the original contract to ensure enforceability and traceability.

Document ID

Unique change order number and original contract reference to maintain traceability across project records and accounting systems.

Scope Description

Concise but specific description of added or omitted work, including drawings, specifications, and any materials or methods changed.

Price Adjustment

Detailed cost breakdown: labor, materials, equipment, markups, allowances, and net total with currency and payment terms.

Schedule Impact

Revised completion dates, milestones, and any liquidated damages or extension-of-time provisions tied to the change.

Approvals

Signature blocks for authorized representatives, with printed name, title, company, and signed date to evidence acceptance.

Attachments

Supporting documents such as revised drawings, vendor quotes, time-impact analyses, and updated submittals necessary to implement the change.

Step-by-Step: Filling Out a Change Order

Follow these sequential steps to create a clear, auditable change order that aligns with contract requirements and expedites approval.

  • 01
    Identify Contract: Reference original agreement and change order number.
  • 02
    Describe Change: Write detailed scope and reference documents.
  • 03
    Calculate Costs: Provide line-item pricing and totals.
  • 04
    Obtain Signatures: Secure authorized signatures and dates.

How to Configure an Online Change Order Workflow

Set up a digital workflow that enforces required fields, routes to stakeholders, and captures an audit trail for every approval step.

Field Configuration
Required Fields Make Effective Date, Scope, and Price required before routing.
Routing Order Set owner approval then contractor sign-off in sequence.
Notifications Enable email/SMS reminders and overdue escalation.
Audit Trail Capture signer IP, timestamp, and action history.

Digital Signing and Distribution Considerations

Choose a platform that supports required authentication, audit trails, and file formats used by your project stakeholders and systems.

  • Authentication: Email, SMS code, or stronger ID verification
  • File Formats: PDF, DOCX import and signed PDF/A export
  • Integrations: Connectors for Procore, NetSuite, or ERP

Where to Send or File a Signed Change Order

Use established distribution paths and central repositories to ensure all stakeholders receive executed copies and accounting receives billing changes.

  • Owner/Rep: Email signed copy to owner and rep
  • Contractor File: Store in contractor project folder
  • Accounting: Send cost change to accounting team
  • Project Management: Attach to project schedule and logs

Typical Timelines and Approval Deadlines

Establish clear internal deadlines for review and approval to prevent work starting without an executed change order or disputes over compensability.

Request to Submit:

Submit change documentation within 7–14 days of recognizing change

Review Period:

Allow owner 5–10 business days to review pricing and schedule impact

Emergency Work:

Document emergency authorization immediately; execute formal change order within 3–7 days

Retain Originals:

Keep executed copies for project record until retention period ends

Billing Cycle:

Submit invoice adjustments with the next billing period after execution

Key Milestones in a Change Order Lifecycle

Track change order progress from initiation through closeout with clear milestone names and responsibilities to manage cost and schedule impacts.

01

Initiation

Change identified and documented by field or office staff

02

Estimate

Contractor prepares price and time impact estimate

03

Approval

Owner or authorized rep signs or rejects change order

04

Implementation

Work proceeds and records updated after execution

Common Mistakes to Avoid When Preparing Change Orders

  • Vague scope descriptions that leave work and measurement methods undefined, leading to later disputes and claims.
  • Missing or unauthorized signatures; absent authority can render a change unenforceable and delay payment or work.
  • Failing to document schedule impacts or extensions, which can trigger liquidated damages or contractor claims.
  • Not attaching supporting quotes or drawings, making it hard to validate price increases or material substitutions.

Risks and Consequences of Incorrect or Missing Change Orders

Nonpayment Risk: Owner may deny payment without executed order
Delay Claims: Unrecorded extensions can lead to liquidated damages
Dispute Exposure: Ambiguity increases litigation or arbitration risk
Lien Issues: Subcontractor unpaid status can trigger lien filings
Audit Problems: Poor records complicate financial audits and compliance
Warranty Gaps: Work done without amendment may lack agreed warranties

Required Information to Include for Validity and Tracking

Project Identifier: Project name or number
Parties: Owner and contractor names
Change Summary: Concise scope description
Cost Details: Line-item adjustments
Schedule Dates: Revised milestones
Signatures: Authorized signer and date

Who Can Sign a Change Order

Contractor — Authorized Rep

A company officer, project manager, or other individual designated in the contract with explicit authority to bind the contractor must sign; include printed name and title for verification.

Owner — Authorized Signatory

The owner or owner’s authorized representative as named in the contract or delegation document must sign; verify limits of authority to avoid later repudiation.

Real-World Change Order Examples

These short examples illustrate common change-order scenarios and the documentation used to resolve them in practice.

Field Repair Adjustment

A contractor identifies additional corrosion during repair and documents necessary extra work with photos and vendor quotes

  • Owner requests a time-and-materials estimate
  • The executed change order includes the scope, line-item costs, and a seven-day notice for mobilization to ensure prompt payment and schedule alignment.

Design Clarification

Architect issues a clarification that modifies finish materials after procurement

  • Contractor submits cost and lead-time delta
  • The change order references revised drawings, updates the contract sum, and extends completion by ten calendar days with adjusted milestone payments to reflect material lead times.

eSignature Vendor Comparison for Change Order Execution

Compare common platform features relevant to change order workflows, with signNow listed first for easy reference. Feature availability and pricing vary by plan.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day trial Free trial varies Free trial varies Free trial varies Free trial varies
Bulk Send Yes (Business Premium) Yes (select plans) Yes Yes Limited
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA available) Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/yr Varies by plan Varies by plan Varies by plan

FAQs and Troubleshooting for Change Orders

Answers to common questions about preparing, signing, and storing change orders, and resolving typical problems during execution.


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