Change Order Checklist
Change Order Checklist
Quick Summary
A change order checklist helps contractors properly document project changes before additional work begins. A clear process helps prevent billing disputes, schedule conflicts, and misunderstandings about revised project requirements. This checklist is useful for project managers, foremen, estimators, office staff, and business owners managing construction change requests.
When to Use This Checklist
- When a customer requests additional work.
- When project conditions differ from original assumptions.
- When plans, specifications, or materials change.
- Before performing work outside the original scope.
- When schedule adjustments are required.
- Before submitting revised pricing for approval.
- Any time project costs or scope are modified.
Before You Start
- Review the original contract and project scope.
- Identify the specific change being requested.
- Gather supporting drawings, sketches, or specifications.
- Review current project status and progress.
- Determine who has authority to approve changes.
- Review customer communications related to the request.
- Confirm the requested change is clearly defined.
Safety Checks
- Determine whether the change affects work methods or site conditions.
- Review any new equipment requirements.
- Evaluate access, staging, or work area impacts.
- Identify additional crew training or planning needs.
- Review any schedule changes that could affect safe work sequencing.
- Communicate safety impacts to affected crews.
Tools, Equipment, and Materials
- Original contract and scope documents.
- Change order form or template.
- Updated drawings or sketches.
- Material pricing and supplier quotes.
- Labor and equipment cost information.
- Project schedule and milestone information.
- Customer communication records.
Change Order Checklist
- Document the requested change in writing.
- Assign a change order number for tracking.
- Describe the revised scope of work.
- Identify work being added, removed, or modified.
- Review material requirements and pricing impacts.
- Calculate labor cost impacts.
- Calculate equipment and subcontractor cost impacts.
- Determine schedule impacts and additional project days if needed.
- Verify updated quantities and measurements.
- Attach supporting documents, sketches, or photos.
- Review pricing accuracy before submission.
- Submit the change order for approval.
- Receive written approval before starting additional work.
- Update project budget and schedule.
- Communicate approved changes to crews and stakeholders.
- Track change order work separately if required.
- File all approved documents with project records.
Documentation Needed
- Completed change order form.
- Updated scope description.
- Pricing calculations and supporting estimates.
- Material quotes and supplier information.
- Customer approval and signatures.
- Related emails, photos, and project correspondence.
Common Mistakes to Avoid
- Starting extra work before approval is received.
- Providing verbal pricing without documentation.
- Failing to account for schedule impacts.
- Using vague descriptions of the requested change.
- Not attaching supporting photos or drawings.
- Forgetting to update project budgets and records.
End-of-Day / Final Review
- Change order has been fully documented.
- Pricing and schedule impacts have been reviewed.
- Required approvals have been obtained.
- Project records have been updated.
- Affected team members have been notified.
- All change order documents have been filed.
Checklist Completion
Project / Job Name
Jobsite / Location
Completed By
Role / Title
Completed Date
Completed Time
Signature
Reviewed / Approved By, if needed
Notes / Follow-Up Items
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