Draft a change order for client approval to keep contract changes clear and fair

Outline (brief skeleton)

• Opening note: Changes happen on every job, and handling them the right way protects everyone.

• What a change order is and why it matters

• The key move when a significant change is in play: drafting a change order for the client’s approval

• What to include in a change order (scope, costs, schedule, drawings, etc.)

• Step-by-step process to implement a change order

• Florida-specific considerations that matter on real projects

• Common pitfalls to avoid

• A relatable analogy or mini-story to anchor the idea

• Quick recap and practical takeaway

Change orders: why they matter in the field

Picture this: you’re mid-project, and the client asks for a tweak—maybe a larger tile, a different door, or a revision to a wall layout. It happens all the time. When changes pop up, the instinct to keep things moving is strong. Yet, rushing a tweak can lead to cost overruns, schedule delays, and disagreements that schmear the final product with friction. That’s why a formal change order isn’t just paperwork; it’s the contract’s safety valve. It clarifies what’s changing, why it’s changing, and who pays for it. Think of it as a pause button that you both press with consent.

What exactly is a change order?

Here’s the thing: a change order is a formal document that records a modification to the original contract. It spells out the new scope, the adjusted price, and any change to the timeline. Without it, you’re left with verbal assurances and scattered notes, which are easy to misread or misremember later. A well-crafted change order creates a clear trail—handy if questions pop up months down the road or if someone’s trying to reconcile punch lists with invoices.

Drafting a change order for the client’s approval

When a significant change is on the table, the right move is simple: draft a change order and get the client’s approval in writing. This isn’t about questioning the client’s judgment; it’s about protecting both sides and keeping the project on track. A change order serves as a formal agreement that both you and the client can reference. It prevents sidelong amendments and keeps the project’s backbone—scope, price, and schedule—transparent.

What to include in a change order

A good change order is thorough, not vague. Here’s what it should cover:

• Description of the change: what’s being added, removed, or altered, with precise references to drawings or specs.

• Reason for the change: a brief note on why this modification is needed.

• Cost impact: itemized prices for labor, materials, permits, subcontractors, and any contingency.

• Schedule impact: new completion date or updated milestones.

• New or revised drawings/specs: attachments or references to updated plans.

• Payment terms: when the client pays for the change (upfront, monthly, or on completion).

• Authorization details: change order number, date, client signature, and contractor representative signature.

• Impact on other parts of the contract: any adjustments to warranty, scope boundaries, or inspections.

• Notes about exposure: who bears risk for price fluctuations or delays if the change affects critical path items.

The process in practice (a simple, reliable flow)

• Step 1: Identify the change. Confirm the request, its scope, and its implications with your crew and foreman.

• Step 2: Draft the change order. Be precise and avoid vague language. Attach updated drawings if needed.

• Step 3: Share with the client. Present the change order, explain the rationale, and answer questions.

• Step 4: Get written approval. A signed document is what keeps everyone aligned; emails can help, but a signed form is best.

• Step 5: Update project records. Link the change order to the contract, adjust the budget, and revise the schedule.

• Step 6: Execute and monitor. Begin work per the new terms, track progress, and keep communication open.

Florida-specific notes that matter on real jobs

• Written changes are expected. Florida contracts rely on clear, documented variations. Verbal changes tend to create confusion, delays, and potential disputes.

• Lien and notice realities. Florida has strong lien rights for contractors and subcontractors, so accurate, timely change orders can help preserve those rights. Keep everything well-documented to support any future claims.

• Public vs. private projects. Public work often carries stricter notice and approval requirements. Private residential or commercial projects still benefit from written change orders that spell out costs and timelines.

• Standard forms and practices. Some Florida jobs use standardized forms (AIA forms, owner-contractor forms, or state-rated templates). If you use a form, customize it to reflect the actual change and the specifics of the project.

• Compliance and risk management. Changes can shift risk. A signed change order helps limit ambiguity about who bears risk for delays, rework, or material fluctuations.

Common pitfalls to avoid (keep the project smooth)

• Skipping the document. It’s tempting to rely on a quick note, but that can backfire if a dispute arises later.

• Vague scope statements. “Some remodeling” isn’t enough. Be exact about what’s changing, with references to drawings or specs.

• Unclear cost and schedule impacts. If the price goes up or the timeline shifts, spell it out clearly.

• Not updating related contracts. A change in scope often requires tweaks to warranties, payment schedules, or contingency plans.

• Backdating or uncertain dates. Always use current dates and signatures; don’t imply retroactive changes.

• Overcomplicating the form. A clear, concise change order is more effective than a page-long document.

A practical analogy to keep it grounded

Think of a change order like adjusting a recipe mid-cook. Suppose you realize you need a spoonful more of vanilla or you want to switch to a different spice. You wouldn’t just dump in the new ingredient and hope the dish works out. You’d pause, note the exact change, adjust the cost if you’re at a restaurant, and confirm with everyone tasting the dish that they’re good with the alteration. In construction, the same logic applies. The change order is the tasting note—ensuring everyone agrees before the next course hits the plate.

A quick story from the field

I once walked a site where the client requested moving a closet door to a different wall. The crew nodded, and the clock started ticking. We drafted a change order, attached updated elevations, and ran the numbers. The client reviewed, clarified a few details, signed, and we rolled with the new plan. The original deadline shifted by a week, but the project stayed on track because we’d captured the modification in a formal document. The team avoided questions like “what exactly changed?” at a critical moment, and the client appreciated the transparency. That simple step—written approval—made all the difference between smooth sailing and a potential budget tangle.

Maintaining momentum without losing sight of the big picture

A change order isn’t a hurdle to gatekeeping; it’s a practical tool that helps you steer the project responsibly. It preserves the integrity of the contract, protects your interests, and respects the client’s expectations. When changes come, you don’t have to pause forever; you just pause long enough to document the change properly and secure consent. It’s a small step that yields outsized peace of mind.

A few closing thoughts you can carry forward

• Make change orders a standard practice, not a rookie afterthought. Consistency builds trust and reduces drama.

• Keep the language precise but accessible. You want the client to understand what’s changing and why, without wading through legalese.

• Attach the evidence. Updated drawings, specifications, and schedule traces help everyone stay aligned.

• Be transparent about costs and timelines. Clients respond to clarity more than complexity.

• Protect the record. File the change order with the project documents, so there’s a clear trail if questions arise later.

Bottom line

When a contractor faces a significant shift in a project, the smart move is to draft a change order for the client’s approval. It formalizes the modification, clarifies price and schedule impacts, and creates a dependable record. In Florida, where the stakes include clear documentation and strong lien rights, this approach isn’t just good practice—it’s essential for professional integrity and successful project delivery.

If you’re out there on the job site, remember: a thoughtful change order keeps you moving forward with clarity, confidence, and respect for everyone involved. And that, my friend, is how you build not just structures, but trust.