Contractor Change Orders: What to Document Before Work Changes

October 3, 2026 · Homeowner guide · 2 min read

Renovation scope can change when you choose a different finish, uncover a hidden condition, or decide to add work. A quick verbal agreement can leave everyone remembering a different price or schedule. Set up a written change process before the first day on site.

Describe the exact change

Identify the original item and the new work in plain language. Include locations, dimensions, quantities, material specifications, finish, and what will be removed or restored. If a drawing, photo, or product selection clarifies the request, attach it and label its date or revision.

Separate cost components

Ask for the added or credited labor, materials, delivery, disposal, taxes, and any affected allowance. If the final amount depends on discovery or selection, request the calculation method and a not-to-exceed amount where appropriate. Do not treat a vague “time and materials” estimate as a final price unless the contract explains how it is tracked and capped.

Record schedule and downstream effects

Ask whether the change affects ordering, inspections, access to another trade, or the planned completion date. Capture revised milestones and any work that cannot proceed until you make another choice. This makes a small finish decision less likely to surprise you later in the schedule.

Confirm approval and keep one record

Before changed work begins, document who requested it, who priced it, who approved it, the approval date, and the revised total. Keep the signed change with the original agreement, estimate, and invoices. If there is a disagreement, pause and compare the written records rather than relying on memory.

The FTC's contractor guide describes a change order as written authorization that can affect cost and schedule, and recommends clear written contract terms. Local contract rules vary. Use our contractor directory to find firms to interview and ask how they document changes.