Change order template (and change request form)
A change order is a short document that records a change to an agreed project: what is changing, why, what it does to the price and the timeline, and the client's approval. It turns "can you just add…" into a clear decision. Used consistently, change orders let you say yes to new requests without quietly absorbing the cost.
What is the difference between a change request and a change order?
A change request is the ask, from the client or the team, to change the agreed work; a change order is the approved record of that change, with its cost, its effect on the schedule and a signature or written OK.
In practice, one form can do both: it starts as a request and becomes the change order once it is priced and approved.
The template
| Field | What to write |
|---|---|
| Project and reference | Project name, the original agreement (proposal or statement of work) and its date |
| Change number and date | CO-01, CO-02 and so on, and the date raised |
| Requested by | Who asked for the change |
| Description | What is being added, removed or changed, in plain words |
| Reason | Why the change is needed |
| Effect on cost | Added or removed cost, and the new project total |
| Effect on timeline | Days added or saved, and any milestone that moves |
| Effect on other work | Anything that stops, changes or depends on this |
| Approval | Client approver's name, written OK or signature, and date |
Number change orders in sequence, and never start the extra work before the approval line is filled in.
What does a completed change order look like?
A completed change order describes the change in one or two sentences, states its cost and schedule effect, and carries the client's dated approval.
Fieldwork Studio is building Northwind Bakery's website. Names are invented.
- Project and reference: Northwind website, statement of work dated 28 October 2026.
- Change number and date: CO-01, 9 November 2026.
- Requested by: Dana Cole, Northwind.
- Description: add online gift cards: a gift card page, purchase flow through the existing payment provider, and a redemption field at checkout.
- Reason: the bakery wants to sell gift cards for the holiday season.
- Effect on cost: plus $1,800. New project total $13,800.
- Effect on timeline: plus 3 working days for build and testing. Launch stays on 4 December because the work runs in parallel with content entry.
- Effect on other work: none, provided the payment provider supports gift cards by 16 November.
- Approval: Dana Cole, approved by email, 9 November 2026.
How do I handle change requests without upsetting clients?
Handle change requests by agreeing the process at kickoff, pricing each change quickly, and offering a choice rather than a refusal.
- Agree the process up front. Put one line in the statement of work: changes are quoted in writing and start once approved.
- Reply within a day with the change order, even for small asks. Speed keeps it routine rather than awkward.
- Offer options. "We can add it now for $1,800, or schedule it after launch" is easier to hear than "that's out of scope".
- Swap instead of add when the budget is fixed: name what could come out to make room.
- Keep a running log of all change orders, approved and declined, so the final invoice has no surprises.
The scope creep guide has short scripts for saying this to a client.
When do you not need a change order?
You do not need a change order for work already in the agreed scope, for small fixes covered by included revision rounds, or for changes that cost nothing and move no dates, but write them down anyway so the record is complete.
How can I track change orders in Flori?
In Flori, each change order can be a doc on the client's project, and once approved, the added work becomes tasks on the same project, so the record of what was promised and what was added stays together.
Flori is a CRM with project management for freelancers, agencies and small teams. The deal, the agreed scope and the project live in one workspace, which makes it easier to see when a request falls outside what was sold. An assistant such as Claude or ChatGPT connected to your workspace can compare a new request with the saved scope and draft the change order for you to send. Flori does not do e-signatures, so collect approval by email or your usual signing tool.
FAQ
What is a change order in project management? A change order is a formal record of a change to a project's agreed scope, cost or schedule. It describes the change, states its effect on price and timeline, and is approved by the client before the work starts.
Who approves a change order? The client's named approver, usually the same person who signed the original agreement. On your side, the project lead prepares and sends it.
Does a change order need a signature? A written approval is enough for most small projects, such as a reply email saying "approved". For larger contracts, follow whatever the original agreement says about amendments.
Can a change order reduce the price? Yes. Change orders can remove work as well as add it. Record the reduced scope and the new total the same way.
What if the client refuses to pay for a change? Then the change is not made, or it is swapped for something of equal effort that is in scope. Having the process in the statement of work from the start makes this a routine conversation.
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