Request for Change Orders: Adjusting the Contract Scope

By

Chris Poché

Last Updated Jul 24, 2026

By

Chris Poché

A change order is an agreement made during the course of a job that alters one of three things: the cost, the scope, or the schedule. But before a change order request can be issued, the terms must be sorted out. The parties who will carry out the changes need to agree to revisions. These agreements require a request for change orders that will be reviewed, negotiated, and ultimately included in the contract.

What does a change order actually change?

A change order formally modifies the original construction agreement, not just the scope of work. It legally alters the contract terms, including scope, cost, or schedule, by adding, omitting, or altering a specific element of the work.

For example, let’s say an architect is walking on a job site and asks the carpenter if he can replace the shoe molding. 

If the carpenter agrees, the work has changed. The carpenter has now promised to carefully remove 80 feet of shoe molding, haul it to the landfill, buy new shoe molding, prime it, paint it, cut it to fit, nail it down, patch and prime the heads, touch up the paint, clean up the mess, and throw out the waste. 

But the carpenter won’t get paid for any of this extra work unless the contract is changed to reflect it. Until the contract is changed, the shoe molding won’t show up on the schedule of values, so it can’t be included on the pay application. 

Not only will this create payment issues, but there are plenty of other questions raised if the work changes without a change to the contract:

• Is your team insured while doing that work? 
• If it takes longer to finish the job because of this work, are you vulnerable to liquidated damages? 
• Can you include the payment for that work if you have to file a mechanics lien? 

The only way to make sure you’re protected and that you’ll be paid is to make the work part of the contract. The issuance of a change order is how you amend it.

The importance of the change order

Change orders are a critical part of every construction project, because they ensure that contractors are paid for additional work or for the cost to omit work. They can also alter the contract period for the project, which is important specifically on contracts that include penalties for late completion. They legally document and approve modifications to the contract, which may include any combination of changes to project scope, cost, or timeline.

In short, a change order is the main legal way a construction contract can be amended. 

So, when the architect or project manager asks for that extra shoe molding — or for any change in the scope of work — the best response is, “Sure. I’ll get you a price for that.” 

Because if the scope of work is going to change, you want the contract to change accordingly — or you might not be paid for it. Also, by saying you’ll price the change, you’re telling the the other party a few things. 

First, you’re establishing that you understand the process. You know that you should submit a price for the additional work so it can be added to the contract. 

Second, it signals that you’re a professional. You value your time and your skills and expect to be paid for what you do. 

Third, it puts the other party on notice that you expect to be paid for everything you do. Plus, it can put them at ease, knowing they don’t have to wonder how you might try and make that money back. 

So now you’ve established the rules and everyone can move forward, knowing that things are going to be done by the book.

Next, someone has to initiate the change order process. 

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How a request for a change order works

The change order process begins with a request for a change order, also sometimes known as a change order request or COR. This is a formal notification to the client that a change to the cost, scope, or timeline for the project is required, and the reason it is required. Most requests for change orders will include the cost or time implication, but sometimes, it may state that these cannot be quantified, and the reason why. Once the client or their representative receives the request for a change order, they might accept it, ask additional questions, or negotiate the cost or time required to do the work. If the request is accepted with or without negotiation, a change order is issued, and the contract is amended accordingly.

A request for a change order can be “top-down” or  “bottom-up.”

Top-down requests

A top-down change order request means it originates from the “top” — the architect or owner (or the GC, if you’re a subcontractor on a project). This could be a change adding or subtracting parts of the work for any reason at all. Asking you to replace that shoe molding, for instance, is a top-down request. 

Bottom-up requests

A change order request that goes “bottom-up” originates with a worker in the field, and heads “up” the chain to the owner. For instance, if you discover that the existing conditions on site are not as they were called out in the drawings and additional work on your part is required, you can issue a request for a change order and send it “up” the chain.

Projects that use value engineering are prime candidates for bottom-up change orders, since the architect, engineers, or project owners actively invite viable alternatives from the contractors on the job. On federal highway projects, these Value Engineering Change Proposals (VECP) are an important factor in recognizing cost savings without impacting the quality or environmental impact of the construction.

Responding to a request for change order

When a request for a change order is received, parties must review the proposed modifications, assess their impact, and formally accept, reject, or negotiate the terms. This response often involves using standard forms and communicating decisions to all stakeholders. Sometimes, particularly when the work involved is on the critical path, the response may be time sensitive, in which case the contractor submitting the request will usually indicate this in writing on the change order request.

If the architect or GC wants to instigate the change order (top-down), they’ll likely use a standard form — like the AIA G709 — and send it to all parties. 

This is not the change order itself, but a request for proposal (RFP) asking you to propose your terms for carrying out the work. It should be treated like a separate little contract, with all the standard information required — cost, scope, and time.

Cost

The price of the new work, obviously, will be the first consideration. You’ll propose a cost add/deduct for your portion of the work. Note that this should include taxes, labor burden overhead, and profit, just like a free-standing quote. 

Scope

Spelling out in detail what you intend to do is critical. Again, an approved change order becomes part of the contract, and you will be held to fulfill whatever you’re proposing here. The more clearly you define the exact limits of this work, the less trouble you’ll have making sure it’s signed off on — and you’re getting paid for it.

Time

The job schedule is often impacted by change orders, so you’ll need to propose any change to the date of substantial completion for your portion of the work. 

Simply adding days of work won’t mean you’ll get approval for them to be added to the general contract. That will require demonstrating how the additional work impacts the critical path of the schedule that the GC submitted at the beginning of the job. However, you may receive additional days on your subcontract even if the general contract schedule remains unchanged.

One other thing to keep in mind about getting an RFP is speed. If you can be shown to have delayed the change order process by not responding to the RFP in a timely manner, you might be held liable for a project delay. 

Just as importantly, you can’t get paid for the work until the paperwork process is completed — so the sooner you respond, the sooner you can get your money.

Submitting a request for change order

To submit a request for a change order, contractors or subcontractors must formally document the proposed change, including its scope, cost, and impact on the schedule. Often, the contract documents will set out the formal process, provide a change order request template, and nominate how and to whom the request must be submitted.

Typically, that process starts with sending a request for information (RFI) to the GC or architect. This is a form you submit alerting them to the fact that you think a change is needed. 

Much like the RFP, you’ll need to propose work that you will do to remedy the situation. It will also come down to cost, scope, and time, just as above. 

Then, you attach any supporting documents, send it up the chain, and wait. This can be frustrating because you’re getting some pressure to put that shoe molding in and this is the best time to do it — but it isn’t officially a part of your work (yet). 

Issuing a change order

Issuing a change order means formally creating and distributing the document that legally modifies the construction contract. This process typically involves detailing the agreed-upon changes to scope, cost, or schedule and obtaining signatures from all involved parties. Most change orders will be chronologically numbered and dated, and will be distributed to the contractor as well as to the professional project team.

Any party to a construction contract may instigate a change order. 

If you find there’s a change that needs to be made to keep the work moving and time is getting short, you can move past the request for information and simply submit a change order. 

If you’re a subcontractor, your change order goes to the CG, since that’s who your contract is with. Otherwise, it goes straight to the owner (via the architect, if there is one) for approval. 

First, you need to check the contract. The requirements can differ slightly depending on the details of Division 1 of your contract documents, but a method will be spelled out for issuing change orders. 

Regardless of the specific requirements, the information needed is essentially the same as always — scope, cost, and time. These are the only things that can be changed in a construction contract.

Getting change order approval

Getting change order approval can be a complex and time-consuming process, which may include providing a written specification for the proposed change, drawings, and other documentation, as well as detailed motivation outlining the need for the change. Once submitted, it can take some time for a change order request to be reviewed by all stakeholders, so it’s always important to submit these kinds of requests as soon as it becomes clear the change is needed. Some contract documents may even include a clause stipulating how long contractors have to submit a change order request once they are aware the change is needed.

It's important not to start work before the change order is approved, to ensure that all negotiation of price and timeline is completed, and that the contract is amended. Like any business agreement, some negotiation is usually required to get a change order approved. 

Everyone wants everything a little cheaper and a little faster, and sometimes you can accommodate them and still make the profit you need. 

Each situation will be different and affected by your efficiency, your relationships, and your willingness to make a little more or a little less for your efforts. But one thing will remain true no matter what — documentation wins.

Document everything

Change order requests and all communications and negotiations related to them should always be done in writing. Even when verbal communication happens, whether it’s a phone call or a meeting, a follow-up email or meeting minutes should be prepared to formalize all discussions. As the process progresses, maintain detailed records of all communications, site conditions, proposed changes, costs, and approvals. Thorough documentation provides clear evidence and justification for any contract modifications.

Material quantities, materials costs, labor rates, trash-hauling, for example, are all inarguable costs that, if spelled out clearly, are likely to be accepted as part of the new work. 

The more detailed you can be, the easier you make it for the other person to approve changes. 

Don’t forget to document dates: Many, many disputes about change orders are about the time, not the cost. Make sure all the dates are documented, including when:

• You were asked to do the work
• Any RFI was submitted 
• The change order was first distributed
• The change order was approved 
• Based on the change order approval, when the work can begin

The change order is part of the construction contract

Once the change order is approved, it is as much a part of the contract as any other page, drawing, or spec.  

Attach the change order, physically if possible, to the rest of the contract documents. This is why you often see change orders literally cut out and taped into the record set of drawings on the job. 

Just as the owner is responsible for paying for that work, you are legally responsible for doing it — so incorporate it into the contract documents. In addition to making it part of your set, the approved change order (and any others), plus all attachments, should be included with the application for payment and with any lien waiver that covers that portion of the work.

Again, the change order is now part of the contract, and will even be part of any claim you make if you should ever have to file a mechanic’s lien. So, now you should be ready whenever anyone asks you to add anything to the work, no matter how casually they might make their request.

Written by

Chris Poché

Chris Poché is a licensed architect, filmmaker, and long-time New Orleanian. He has worked on conception, design, and construction of over $100M worth of projects locally, nationally, and internationally. He has extensive experience with highly technical and complex projects, leading teams of designers, engineers and consultants from concept through completion with a history of bringing projects in on-time and in budget.

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