Free Change Order Template

A change is proposed until properly approved. Reference the original agreement, describe the revised scope precisely, and follow its notice and signature requirements before changed work begins.

Create a clear change order PDF

A change order records a proposed adjustment to an existing project or service agreement. It connects the change to the original contract, explains why it is needed, identifies added and deducted work, shows cost and schedule effects, and provides approval lines.

DraftFort calculates the figures and creates a selectable-text PDF entirely in your browser. It does not receive project addresses, contract values, scope, customer details or the completed document.

Start from the original agreement

The template requires an original contract or reference number because a change cannot be understood in isolation. Before using it, check the original agreement for:

• who may request and approve a change;
• required written notice and response periods;
• pricing methods, markups and supporting records;
• time-extension and delay procedures;
• treatment of tax, allowances and contingencies;
• effect of beginning work before written approval;
• signatures, electronic acceptance and record retention.

This generator cannot interpret those clauses. Rewrite the default terms so they match the actual approval process.

Describe what changes—and what does not

The Changed scope should identify revised deliverables, quantities, materials, specifications, locations or methods. Use Exclusions or unchanged work to prevent an addition from being read more broadly than intended.

Avoid descriptions such as “extra work” without location, quantity or outcome. Reference relevant drawings, specifications or request numbers in the text, but keep those source records in the proper project system.

Additions, deductions and revised contract amount

Each line is an Addition or Deduction. The tool calculates:

1. total additions;
2. total deductions;
3. net change before tax;
4. tax using the rate you enter;
5. net change including tax; and
6. original contract amount + prior approved changes + this net change.

Prior approved changes may be positive or negative. Quantities and rates on individual lines cannot be negative; use the Deduction type instead. Tax on a negative net change is shown as a negative adjustment, but you must verify that this matches the transaction and jurisdiction.

Schedule impact needs explanation

Enter a positive number to add calendar days or a negative number to reduce them. Days alone may not explain the effect: identify milestones, access, procurement, dependencies and whether the adjustment begins only after approval.

Do not mark an effective date merely because the PDF was generated. Use the date the parties’ actual process makes the change effective.

Change order versus estimate, work order and invoice

• An estimate proposes expected scope and pricing.
• A work order authorizes and records work.
• A change order adjusts an existing approved arrangement.
• An invoice requests payment under the applicable arrangement.

These documents can reference one another but are not substitutes.

How to make the change order

1. Enter both parties, project and original contract reference.
2. Assign a unique change-order number and request date.
3. Explain the reason and exact changed scope.
4. Add every cost addition and deduction.
5. Enter original value, prior changes and applicable tax.
6. Explain the schedule impact and approval condition.
7. Compare the PDF with supporting records and obtain required approvals.

Privacy and legal boundary

Private draft saving is off by default and, when enabled, remains in this browser. Reset removes DraftFort’s saved change-order draft. Local generation does not protect a shared device or a PDF sent to the wrong person. This is a document tool, not legal, tax, engineering or construction advice.