Construction Change Order Request Template
Download a construction change order request template to document proposed scope changes, pricing, schedule impacts, supporting records, and approval status before work begins.
Submit Proposed Construction Changes for Review
A construction change order request gives contractors and subcontractors a structured way to propose changes before they are formally approved. It documents the reason for the request, the revised scope, estimated cost, schedule impact, supporting records, and the approvals required before the work proceeds.
This Construction Change Order Request Template is designed for subcontractors, specialty contractors, general contractors, project managers, estimators, quantity surveyors, contract administrators, and commercial teams. It can be used for additional work, deductive changes, design revisions, unforeseen site conditions, material substitutions, quantity changes, acceleration requests, and time-extension proposals.
What Is a Construction Change Order Request?
A construction change order request is a formal proposal to modify an existing contract, subcontract, purchase order, or work order. It explains what is changing, why the change is required, how much it is expected to cost, and whether it affects the project schedule.
The request is not the same as an approved change order. It records a proposed adjustment for review. Once accepted by the authorised parties, it may be converted into an approved change order and incorporated into the revised contract value, schedule of values, payment applications, invoices, and project records.
When to Use This Template
- Requesting approval for work outside the original scope
- Pricing a revised drawing or specification
- Documenting unforeseen site conditions
- Proposing a material or equipment substitution
- Submitting a deductive change
- Requesting a contract-time extension
- Pricing acceleration, resequencing, or disruption
- Recording quantity changes or remeasurement
- Submitting value-engineering alternatives
- Creating a review record before formal change approval
Who Should Use This Template?
This template is suitable for subcontractors, specialty contractors, general contractors, project managers, estimators, quantity surveyors, contract administrators, commercial managers, and site teams responsible for identifying, pricing, reviewing, or approving proposed changes.
It can be adapted for electrical, plumbing, HVAC, fire protection, roofing, concrete, structural steel, framing, drywall, painting, flooring, glazing, waterproofing, masonry, demolition, excavation, landscaping, civil works, and other construction trades.
What a Construction Change Order Request Should Include
| Request Section | Purpose |
|---|---|
| Project and Contract Details | Links the request to the correct project, contract, subcontract, purchase order, work package, and responsible parties. |
| Request Identification | Records the request number, revision, submission date, required response date, and current status. |
| Reason for Change | Explains the event, instruction, design issue, site condition, or customer request that created the proposed change. |
| Revised Scope | Defines the work to be added, omitted, substituted, resequenced, or remeasured. |
| Cost Breakdown | Shows labour, materials, equipment, subcontractors, other direct costs, overhead, profit, tax, and the proposed adjustment. |
| Schedule Impact | Records additional days, affected milestones, disruption, acceleration, or a revised completion date. |
| Supporting References | Links the request to drawings, specifications, RFIs, site instructions, photographs, quotations, and correspondence. |
| Review and Approval | Tracks comments, requested revisions, approval status, response dates, and conversion to an approved change order. |
How to Use the Template
- Assign a unique request number and enter the project, customer, contractor, and contract references.
- Record the instruction, condition, drawing revision, or event that created the proposed change.
- Describe the original scope and the requested revision in specific construction terms.
- Reference the affected drawings, specifications, RFIs, site instructions, photographs, and correspondence.
- Prepare a detailed estimate for labour, materials, equipment, subcontractors, and other direct costs.
- Apply contractually permitted overhead, profit, tax, and other markups.
- Assess the effect on sequencing, milestones, productivity, and completion dates.
- State how long the pricing remains valid and identify any assumptions or exclusions.
- Submit the request to the authorised reviewer and track comments, revisions, and approval status.
- Convert an approved request into a formal change order and update the contract and billing records.
A drywall subcontractor is issued a revised partition layout after framing has started. The request identifies 85 additional linear metres of metal stud wall, revised acoustic insulation, extra door openings, 64 labour hours, additional access equipment, and a four-day schedule effect. The proposed change is priced at £12,680 before tax and submitted with the revised drawing, marked-up plan, labour calculation, and supplier quotation.
Best Practices for Change Order Requests
- Issue the request promptly after identifying the change.
- Use sequential request numbers and retain every revision.
- Distinguish clearly between proposed, approved, rejected, and withdrawn requests.
- Describe the revised scope in measurable terms.
- Separate labour, materials, equipment, subcontractors, and markups.
- Document schedule and productivity impacts instead of pricing cost alone.
- List assumptions, exclusions, quotation validity, and access requirements.
- Attach records that show why the change is necessary.
- Do not update the approved contract value while the request remains pending.
- Link approved requests to change orders, payment applications, invoices, and final account records.
Common Change Order Request Mistakes
- Submitting a request without identifying the triggering instruction or condition
- Using vague descriptions such as “extra work”
- Combining several unrelated changes into one request
- Omitting schedule, disruption, or productivity impacts
- Failing to include supplier quotations or cost support
- Applying markups that do not follow the contract
- Starting work before receiving the required authorisation
- Treating a pending request as an approved contract adjustment
- Overwriting previous pricing revisions
- Failing to update related billing and project records after approval
Frequently Asked Questions
What is the difference between a change order request and a change order?
A change order request proposes a contract adjustment for review. A change order records the approved adjustment and formally modifies the contract scope, value, time, or other terms.
Should work begin after a request is submitted?
Usually not unless written authorisation has been provided or the contract permits emergency or directed work to proceed. Follow the notice and approval requirements in the applicable agreement.
What costs should be included?
Include relevant labour, materials, equipment, subcontractors, supervision, access, delivery, testing, disposal, overhead, profit, tax, and other allowable costs. The breakdown should follow the contract’s pricing rules.
How should deductive changes be shown?
Identify the omitted work, calculate the associated credit, account for any cancellation or restocking costs where permitted, and show the net proposed reduction separately from additive work.
Can a request include additional time without additional cost?
Yes. A change may affect the programme without changing the contract value, or it may affect cost without changing the completion date. Record cost and time impacts independently.
What happens after the request is approved?
Convert the approved request into the required formal change record, update the revised contract value and schedule, and carry the approved amount into the schedule of values, payment application, invoice, budget, and final account.
Create a Clear Record Before the Contract Changes
A structured construction change order request helps project teams review proposed scope, cost, and schedule adjustments before they become approved contract changes. It also preserves the supporting records needed for pricing review, authorisation, billing, and final account reconciliation.
An XLSX workbook provides a practical way to prepare requests, compare revisions, track approval status, and maintain a register of proposed changes. SimplySub can help subcontractors organise estimates, jobs, change orders, purchase orders, time records, expenses, invoices, documents, and job-cost information.