When should a change order be used?
Use it to record a proposed addition, removal or substitution against an existing estimate or approved scope.
Change order form: free printable template
A change order records any change to an approved job so both sides agree on the work and price before it happens.
Fictional filled example — no prices or real customer details
This sample uses clearly fictional, non-contact example data to show how the form might read. It is not a real job, a price recommendation or legal advice.
- Company name
- Fictional Service Shop
- Customer name
- Sample customer
- Job address
- Example project address
- Original estimate or proposal number
- Example original proposal
- Description of change
- Relocate the proposed outdoor equipment to an approved accessible location.
- Reason for change
- The original location is obstructed.
- Price effect
- Complete with your reviewed calculation before approval.
- Schedule effect
- Confirm after material and access review.
Connect it to the approved job
Enter the original estimate, proposal or work-order reference so the requested change can be read beside the work already approved. Identify the job location and date, and assign the change its own reference according to your recordkeeping practice. Do not overwrite the first agreement; the change form should supplement it and preserve the original scope.
Explain why the scope changes
Describe the new finding, customer request or coordination issue that requires a revision. Separate the observed condition from the proposed response. Include enough detail to explain what will be added, removed or substituted and who raised the issue. Avoid treating an unverified condition as fact or claiming that a change is required by code without confirming the rule.
Show the effect before work continues
Write how the change affects price and schedule using your own calculations. State whether the total is an increase, decrease or no-cost clarification and whether a payment milestone changes. Leave no arithmetic implied. If you cannot price the change yet, mark it for review and do not use this blank form to imply customer acceptance of an unknown amount.
Describe the new boundary
Update the scope and exclusions so both the original work and revised work can be understood together. Note any materials, access, testing, cleanup or follow-up that changes. If the revision replaces an earlier selection, identify the option that is no longer proceeding. This makes the job file useful to the technician as well as the customer.
Get approval at the right time
Present the completed change and obtain approval from an authorized customer before doing the changed work, except where your contract and applicable law permit a different process. Record the signer's name, date and communication record. Give both parties a copy and attach it to the original agreement so the final job history stays complete.
Fictional completion example
A fictional service shop could connect a sample change order to an earlier estimate, describe moving a planned outdoor unit because the approved location is blocked, and note that a revised amount and schedule need customer approval. The example deliberately leaves those amounts and dates blank.
FAQ
Should the price effect be blank?
Enter your reviewed calculation before approval. Do not imply acceptance of an unknown amount or unapproved work.
Does the form replace the original estimate?
No. Keep the change with the original proposal so the complete job scope and approval history remain clear.
Can I download an editable copy?
Yes. Choose the blank or filled PDF, Word document or spreadsheet; review all terms before sharing.
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