How to write a residential change order clients can understand

01

Connect the change to the original scope

Identify the project, original agreement or scope item, request date, requester, and reason for change. Describe the current condition and proposed change separately so the client can see what is different.

Avoid vague phrases such as 'upgrade exterior.' State the affected canopy, posts, finish, fixture, or other assembly.

02

Make the affected area visible

Place a colour markup over the supplied exterior image or rendering and highlight only the affected work. Pair it with product or material references that correspond to the markup rather than decorative samples unrelated to the change.

The visual should help a homeowner locate the change quickly; the written item list remains the controlling description to review.

• — One marked-up project view
• — Matching material or product references
• — Short itemized description
• — No unrelated plan or detail imagery

03

State price and schedule effects

List added work, omitted work, labour, material, equipment, subcontractor, permit, and tax effects. State the net change to contract price and the expected schedule effect, including unknowns that require confirmation.

04

Separate draft from authorization

Include a clear approval state and signature or acknowledgement area appropriate to the contractor's process. Confirm who may authorize the change and do not represent a draft as approved until the required acceptance is recorded.