Guide · Extra-work approval
How to write a change order that holds up.
Most small jobs go sideways not because of the work, but because the extra work was never written down clearly. Here is what a change order needs, how to document it, and the mistakes that turn a quick change into a payment dispute.
01The basics
A change order is permission, in writing.
A change order is a short record that modifies the original contract. It says what is different, what it costs, and that the customer agreed to it — before the work happens. It is not extra paperwork; it is the thing that gets you paid for extra work.
The distinction that matters: extra work is the task, the change order is the agreement. Doing the task without the agreement is the single most common reason contractors eat the cost of a change they actually completed.
02The anatomy
Six things every change order needs.
What changed
The specific work that is different from the original contract — in plain language a customer can picture.
Why it changed
The reason the change is needed: a site condition, a customer request, or something missed in the original scope.
Itemized cost
Labor, materials, and any equipment or subcontractor cost, broken out so the number is not a surprise.
Schedule impact
Whether the change adds days to the timeline, so there is no argument about delays later.
Reference to the original contract
A line tying the change back to the agreement it modifies, so it reads as an amendment, not a new deal.
Approval and date
A clear yes from the customer — signature, written reply, or a recorded verbal approval — with the date it was given.
03Step by step
From site note to signed-off record.
- 1
Capture it the moment it comes up on site, while the change is fresh and the customer is present.
- 2
Write the raw note in plain language first — what changed and why — before worrying about formatting.
- 3
Price it honestly: labor hours, materials, and anything outside the original quote, itemized.
- 4
Get approval before the extra work starts, not after. A yes before is an agreement; a yes after is a negotiation.
- 5
Keep evidence with the ticket: a site photo, a material receipt, the customer's text reply.
- 6
Hand off a clean record — a PDF or a short customer text — and keep a copy for your invoice.
04What to avoid
The four mistakes that cause disputes.
Relying on a verbal yes alone
Memories drift by invoice day. Record the approval in writing, even if it is just a screenshot of a text.
Vague scope
“Some extra electrical” invites a dispute. Name the quantities, locations, and materials.
Documenting after the work is done
Approval loses its power once the work is finished. The order has to come before the labor.
Bundling changes into the final invoice
A surprise line item at the end reads like padding. Each change should be its own approved record.
05Questions
Common questions.
What is the difference between a change order and extra work?
Extra work is any task outside the original contract. A change order is the document that prices that extra work and records the customer's approval before it is done. Extra work without a change order is the most common reason contractors do not get paid for it.
Does a change order need a signature to be valid?
A signature is the strongest form of approval, but a clear written yes — a text reply, an email, or a recorded verbal approval with a date — is usually enough to show the customer agreed. The key is that the approval is documented and dated before the work begins.
How detailed does the cost breakdown need to be?
Detailed enough that the number is not a surprise. Separating labor, materials, and any subcontractor or equipment cost is usually enough for a small change. The goal is for the customer to understand what they are approving.
When should I write the change order?
As close to when the change comes up as possible, and always before the extra work starts. Approval given before the work is an agreement; approval asked for after the work is a negotiation you can lose.
Skip the blank page.
Start from a copy-ready change order template, or let SiteTicket AI turn a rough site note into a clean approval record you can send in seconds.