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Change order template

A change order is a signed amendment to an existing agreement that adds, removes or changes work, and records the new price, the new timeline and both parties’ approval. Unlike a quick change request, it updates the contract itself, so the revised total is what gets invoiced.

Get the templateAll templates
Change order · CO-003Signed
Spanish versions of 12 pagesAdded to the scope$2,400
ScheduleLaunch moves 6 business days+6 days
Revised contract value$18,000 + $2,400$20,400
The template

Copy the change order template

Swap the [bracketed] parts for your details. Paste it into an email, a doc or your contract.

CHANGE ORDER

Change order no.: [CO-003]
Date issued: [date]
Original agreement: [Agreement name or number], dated [date]
Client: [Client company], [contact name]
Agency: [Your company], [contact name]

1. DESCRIPTION OF THE CHANGE
[What is being added, removed or changed, e.g. "Add Spanish versions of the 12 existing site pages."]

2. REASON FOR THE CHANGE
[ ] Client request   [ ] New information   [ ] Dependency outside our control   [ ] Other: ______

3. SCOPE OF THE CHANGE
Included:
- [Deliverable or task 1]
- [Deliverable or task 2]
Not included:
- [What this change does not cover, e.g. "Translating blog posts"]

4. PRICE
Fixed fee for this change: $[amount]
or: [hours] hours × $[rate]/hour = $[amount], capped at $[cap]
Payment terms: [e.g. 50% on approval, 50% on delivery]

5. SCHEDULE
Effect on delivery: [e.g. "+6 business days. Launch moves from 14 March to 22 March."]
Milestones affected: [list, or "None"]

6. CONTRACT VALUE
Original agreement value:            $[amount]
Previously approved change orders:   $[amount]
This change order:                   $[amount]
Revised agreement value:             $[amount]

7. TERMS
All other terms of the original agreement stay the same. Work on this change starts after both parties sign. If this change order and the original agreement conflict, this change order applies to the work described above.

APPROVAL
Client: ____________________   Name and title: ____________   Date: ________
Agency: ____________________   Name and title: ____________   Date: ________

This is a starting point, not legal advice. Have a lawyer review contract wording before you rely on it.

What to include

Change order or change request?

Both price extra work before it starts. The difference is how formal the paper trail is.

Change request

Lightweight. Describes and prices one extra, often approved by email. Best for small additions on a retainer.

Change order

Formal. Amends the contract, keeps a running contract total and is signed by both sides. Best for fixed-price projects and larger changes.

Use both

Many agencies take a change request first, then issue a change order once the client agrees to the price.

Step by step

How to issue a change order

  1. 1

    Confirm it’s outside the agreement

    Check the request against the deliverables and exclusions. If it’s already covered, it isn’t a change.

  2. 2

    Price the new work and the rework

    Include hours for new work plus any rework it causes in finished work, and a rush premium if the date can’t move.

  3. 3

    Show the schedule impact

    Give the new delivery date, or say plainly that existing dates don’t change.

  4. 4

    Update the running total

    Original value, earlier change orders, this change, and the new total. It avoids surprises at the final invoice.

  5. 5

    Sign before you start

    Work begins after both signatures. A signed PDF or e-signature is enough.

  6. 6

    Invoice it and log it

    Bill the change on its own line and keep every change order with the contract.

Skip the paperwork

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Clients send requests through their own private link. Each one is checked against the plan you set and marked included, extra or needs review. Extras get a suggested price and a drafted reply, and the client approves the quote before work starts. Free for 2 clients, no card needed.

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Questions

Change order template, answered

More free templates: see all templates, or read what scope creep is.

What is a change order?

A change order is a signed amendment to an existing agreement that adds, removes or changes work, and records the new price, timeline and both parties’ approval.

What should a change order include?

A reference to the original agreement, a description of the change, what it includes and excludes, the price, the effect on the schedule, the revised contract value, and signatures from both sides.

What is the difference between a change order and a change request?

A change request describes and prices one extra and is often approved by email. A change order formally amends the contract and tracks the new contract total. Small retainer extras usually need only a change request; fixed-price projects benefit from change orders.

Who should sign a change order?

Someone on the client side who can approve spending, normally the person who signed the original agreement, and someone authorised at your agency.

Can I start work before the change order is signed?

You can, but you carry the risk: without a signature there is no agreed price. If the change is urgent, get at least an email approval of the price and dates, then send the change order for signature.

How do I price a change order?

(New work hours + rework hours) × your hourly rate, plus any timeline cost such as a rush premium. Show the hours so the client can see how you got the number.

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