Free Construction Change Order Templates (2026) | Projul

The $50,000 Conversation That Never Happened

The homeowner said, “While you’re at it, can you move that wall about three feet?” Your foreman nodded, and the crew got to work.

No paper. No signature. No record of the conversation.

Six weeks later, the final invoice lands. The homeowner disputes the extra $12,000. “I never approved that,” they say. Now you’re stuck. You did the work. You bought the materials. You paid the labor. But you have zero proof that anyone agreed to pay for it.

This story plays out on job sites every single day. According to industry surveys, change orders that go undocumented are one of the top reasons contractors lose money on projects.

The fix is simple. Put it in writing. Every time.

That’s why we put together this free construction change order template. Below, you’ll find a ready-to-use change order form for construction projects, plus a full breakdown of the change order process. You’ll also learn how to stop giving away profit on scope changes.

What Is a Construction Change Order?

A change order is a written agreement that modifies the original construction contract. It can change the scope of work, the project cost, the schedule, or all three.

Think of the original contract as your GPS route. A change order is a detour. Both parties need to agree on the new route before you take it.

Change orders are normal. Almost every project has at least one. The problem is not change orders themselves. The problem is when they don’t get documented.

If you want a deeper look at how change orders work, check out our construction change order guide.

The Four Types of Change Orders

Not all change orders come from the same place. Knowing the type helps you fill out your change order request template correctly and price it right.

1. Owner-Initiated Changes

This is the most common type. The owner decides they want something different from the original plan.

Examples:

• Upgrading from laminate to hardwood floors
• Adding a second bathroom to the project
• Changing the kitchen layout after framing is done

Owner-initiated changes are the easiest to justify. The owner asked for it. You price it. They approve it. Work begins.

2. Contractor-Initiated Changes

Sometimes you spot a better way to do the work. Maybe a different material saves time. Maybe a design detail won’t work in the field.

Examples:

• Swapping a specified product for one that’s actually available
• Suggesting a different framing approach to meet code
• Recommending additional waterproofing in a problem area

These changes still need owner approval. Even if the change saves them money, get a signature.

3. Unforeseen Conditions

This is the one that catches everyone off guard. You open up a wall and find mold. You dig and hit rock. The existing electrical is not up to code.

Examples:

• Hidden water damage behind drywall
• Soil conditions that require deeper footings
• Asbestos discovered during demolition

Unforeseen conditions are nobody’s fault. But they still change the scope and cost. Document them fast with photos and a written change order.

4. Allowance Adjustments

Many contracts include allowances for items the owner hasn’t selected yet. Think light fixtures, tile, or appliances. When the owner makes their final selection, the actual cost often differs from the allowance.

Examples:

• Tile allowance was $5/sq ft, owner picked $12/sq ft tile
• Appliance allowance was $3,000, owner selected $5,500 worth
• Light fixture allowance was $2,000, actual selections came to $1,400

Allowance adjustments are technically change orders. Treat them that way. It keeps everyone honest and the accounting clean.

Free Construction Change Order Template

Below is a complete construction change order form template you can copy and use on your next project. Fill in the fields for each change, get signatures, and keep a copy in your project file.

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CONSTRUCTION CHANGE ORDER

Project Information

Field	Details
Project Name	______________________
Project Address	______________________
Owner Name	______________________
Contractor Name	______________________
Original Contract Date	______________________
Change Order Number	______________________
Change Order Date	______________________

Type of Change (check one)

• Owner-Initiated Change
• Contractor-Initiated Change
• Unforeseen Conditions
• Allowance Adjustment

Description of Change

Provide a clear description of the work being added, removed, or modified:

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Reason for Change

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Cost Breakdown

Item	Amount
Labor	$__________
Materials	$__________
Equipment	$__________
Subcontractor Costs	$__________
Subtotal	$__________
Overhead & Profit (___%)	$__________
Total Change Order Amount	$__________

Schedule Impact

• No impact to project schedule
• Project completion extended by _____ calendar days
• Project completion accelerated by _____ calendar days

New Contract Summary

Item	Amount
Original Contract Amount	$__________
Previous Approved Change Orders	$__________
This Change Order	$__________
New Contract Total	$__________

Authorization

By signing below, both parties agree to the changes described above. This change order becomes part of the original contract.

Role	Signature	Printed Name	Date
Owner	____________	____________	________
Contractor	____________	____________	________

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Example Language for the Description Field

Not sure what to write? Here’s an example:

“Per owner’s request on 3/5/2026, remove existing tile flooring in master bathroom (approx. 120 sq ft) and install owner-selected porcelain tile (Daltile Perpetuo, color: Brilliant White). Includes removal and disposal of existing tile, surface prep, new underlayment, tile installation, and grouting. Owner selected tile exceeds original allowance by $1,840.”

Be specific. Include dates, measurements, product names, and colors. The more detail you include, the less room there is for a dispute later.

The Change Order Process: Step by Step

Having a free construction change order template is great. But a template alone won’t protect you. You need a process your team follows every single time.

Step 1: Request

Someone identifies the change. It could be the owner, architect, foreman, or a subcontractor.

Write it down immediately. Even a quick note on your phone is better than trusting your memory. Include what changed and why.

Step 2: Price It

Before anyone agrees to the change, put a number on it. Break down the cost into labor, materials, equipment, and subs. Add your overhead and profit markup.

If you need help building accurate change order pricing, Projul’s construction estimating tools can pull from your cost catalog so you’re not guessing.

Don’t forget to include the schedule impact. Extra work takes extra time. Be upfront about it.

Step 3: Review and Approve

Send the completed change order form to the owner (and architect, if there is one) for review. Give them a deadline to respond. Something like, “Please review and sign within 5 business days.”

This is the critical step that most contractors skip. They start the work before getting the signature. Don’t do that. No signature means no agreement.

Step 4: Execute the Work

Once you have a signed change order in hand, then you start the work. Update your project schedule and budget. Make sure the crew knows the new scope.

Keep the signed change order in your project file. If you’re using paper, take a photo as backup. If you’re using software like Projul, it’s already stored and linked to the project.

Common Change Order Mistakes (and How to Avoid Them)

Starting Work Before Getting Approval

This is the number one mistake. The owner says “go ahead” verbally. You start the work. Then the owner disputes the cost. Always get the signature first.

Not Tracking the Running Total

Every change order shifts the total contract amount. If you lose track, you might not realize you’ve added $30,000 to a $200,000 project. Your construction change order form template includes a “New Contract Summary” section for exactly this reason.

Using Vague Descriptions

“Extra work in bathroom” tells you nothing. Be specific about what, where, and why. Name the materials. Include measurements. Reference the original plan if possible.

Forgetting Schedule Impact

Owners often push back on timeline extensions. But extra work takes extra time. If you don’t document the schedule impact on the change order, you could face liquidated damages for a “late” project that was actually on time for the expanded scope.

Not Tracking Change Orders by Number

Number every change order sequentially. CO-001, CO-002, CO-003. This makes it easy to reference specific changes and keeps your records organized.

For more on how change orders eat into your margins, read Change Orders: Stop Giving Away Profit.

Paper Templates vs. Software: What Works Better?

A free construction change order template on paper is a good starting point. It’s better than nothing. Way better than a handshake.

But paper has limits. Forms get lost on the job site. They sit in truck consoles for weeks. Signatures get delayed because the owner isn’t on site.

Construction management software fixes these problems. With Projul, you can:

• Create change orders from your phone, tablet, or computer
• Pull pricing from your estimate so the numbers are accurate
• Send for digital signature so the owner can approve from anywhere
• Track every change order tied to the project with a running total
• See the cost impact on your project budget in real time

It’s the difference between a filing cabinet and a system that actually keeps your projects on track.

If you want to see the full set of features, check out Projul’s pricing page. Plans start at Core for $4,788/year ($4,788/yr with annual billing), Core+ at $7,188/year ($7,188/yr), and Pro at $14,388/year ($14,388/yr).

How to Build a Change Order Culture on Your Team

Templates and software only work if your team actually uses them. Here’s how to make change orders part of your daily workflow.

Train Every Foreman

Your foremen are the front line. They hear owner requests before anyone else. Train them to say: “That sounds great. Let me write it up as a change order and get you a price.”

This one sentence can save you thousands of dollars a year.

Set the Expectation Early

During the first meeting with a new client, explain your change order process. Tell them: “Any changes to the original scope will be documented with a change order. We’ll send you the form with the cost and schedule impact before we start any new work.”

Owners respect this. It shows you run a professional operation.

Make It Easy

If the process is hard, people skip it. That’s human nature. Keep blank change order forms in every foreman’s truck. Or better yet, use software so they can create one from their phone in two minutes.

Review Change Orders Weekly

During your weekly project meetings, review all open and pending change orders. Which ones are approved? Which ones are waiting? Which ones are overdue?

This keeps nothing from falling through the cracks.

Protecting Your Contracts

A change order template works hand in hand with your original contract. Make sure your contract includes a changes clause that spells out:

• All changes must be in writing and signed by both parties
• No work on changes begins until the change order is approved
• The contractor has the right to adjust the schedule for approved changes
• Payment terms for change order work (same as original contract or different)

If you need help with your base contracts, we’ve got you covered with our free construction contract templates.

The Bottom Line

Every undocumented change order is money walking out the door. A simple one-page form can save you thousands on a single project.

Use the free construction change order template above as your starting point. Follow the four-step process: request, price, review, execute. Train your team. Set expectations with your clients.

And when you’re ready to move beyond paper forms, Projul gives you the tools to manage change orders, estimates, schedules, and your entire project in one place.