Handle a change order before the extra work starts

Identify why the change is proposed

Describe whether the change comes from an owner preference, a product substitution, a concealed condition, a design revision or an authority comment. Attach the relevant drawing, photo or product information. Keep the observed facts separate from the proposed solution.

For a technical discovery, identify the professional responsible for assessing it. The owner should not be asked to approve an improvised structural, electrical or other safety-critical remedy merely because a crew is waiting.

Write the difference from the current scope

Reference the accepted scope or drawing revision, then state what will be added, deleted, replaced or left unchanged. Include the effect on adjoining work and the intended finished result. A description such as “upgrade bathroom” is too vague to reconcile later.

If the change substitutes one product for another, confirm compatibility, dimensions, appearance, availability and warranty implications with the appropriate parties. A similar name or photo does not establish equivalence.

Evaluate the full cost and timing effect

Request a net adjustment that accounts for both additional work and any applicable credits for omitted work. Ask about related design, ordering, restocking, delivery, rework and owner-paid costs. Use the contract’s agreed pricing and approval process.

• What is the net change to the contract amount?
• Are any costs still allowances or unresolved?
• Does the change affect another trade or owner purchase?
• What happens to decision, delivery and completion dates?
• Does a drawing, permit or other approval need revision?
• Who has authority to accept the change for each party?

Handle urgent protection separately

A newly discovered condition may require immediate professional measures to protect people or property. The agreement should explain how urgent situations are communicated and authorized. Do not confuse necessary temporary protection with approval of every permanent repair or upgrade.

Record the event, the responsible professional’s recommendation and the next decision. Follow the actual agreement and obtain qualified advice if responsibilities are disputed. This guide does not create a right to withhold payment or instruct anyone to continue unsafe work while paperwork is discussed.

Update the project after approval

Add the accepted change to the budget register, current drawings, selection record and schedule. Give affected parties the same version. Retain declined or superseded proposals separately so they cannot be mistaken for approved work.

During closeout, reconcile the completed project to the original scope plus accepted changes. The point of a change order is a shared understanding of the new commitment, including consequences that may be less visible than the added item itself.