Free Residential Change Order Template (PDF & Word) + How to Get It Signed

Every remodeler has a version of this story. The homeowner asks for "one small thing" mid-project, you do it, and a month later the final invoice turns into an argument about what was agreed. The work was fine. The paperwork wasn't there.

A change order fixes that, but only if it's clear, priced, and signed before the work happens. Below is a free template you can download, what every change order should include, and how to make signing easy enough that clients actually do it.

What is a change order?

A change order is a written agreement to change the original contract or estimate: adding work, removing work, or swapping materials. It states what's changing, what it costs (or credits), how it affects the schedule, and it's signed by the client. Once signed, it becomes part of the contract, and the project total changes with it.

Change orders protect both sides. Clients see the price before they commit. You get paid for the extra work, and you have proof of what was approved.

Why clients push back on change orders

• The scope is vague. "Electrical updates — $1,500" invites questions. "Install two pendant lights over the peninsula, new wiring and a dimmer switch" doesn't.
• The price is a surprise. If the first time a client sees the number is on the final invoice, it feels like a gotcha, even if you mentioned it on site.
• It's signed after the work. Asking for a signature on work that's already done puts the client in a corner. Get it signed first.
• Credits aren't shown. When something comes out of scope, show the credit. It builds trust, and clients notice.

What every change order should include

1. Project and client: the job name, the client's name and address, and the original estimate or contract it changes.
2. A change order number: numbered per job (Change Order 1, 2, 3…) so everyone can refer to it.
3. The change, in plain language: what's being added, removed, or swapped, specific enough that a stranger could picture it.
4. Line items and price: labor and materials, with quantities where they apply. Credits as negative amounts.
5. The new project total: original amount, plus or minus this change, equals the new contract total.
6. Schedule impact: "Adds 2 working days" or "No change to schedule."
7. Any admin fee: if you charge one for change orders, list it as its own line, not hidden in the price.
8. Signature and date: the client's signature, printed name, and the date, before work starts.

How to fill in the template

1. Add your company name, contact details, and license number at the top (Word version), or write them in (PDF).
2. Number it for this job (Change Order 1, 2, 3…) and note the original estimate it changes.
3. Describe the change in plain language, then list each line: labor or materials, quantity, price, and amount. Credits go in as negative amounts.
4. Fill in the totals: this change order's total, the previous contract total, and the new contract total.
5. Check the schedule impact box, then sign it with your client before the work starts.

Download the PDF  ·  Download the Word version

How to get change orders signed faster

The template only works if the client signs it, and paper is where change orders go to die: printed, left in a truck, signed a week late. Three things help:

• Send it the same day. Price the change while the conversation is fresh, and send it before you leave the site.
• Let them sign on their phone. A link they can open and sign in a minute gets signed. A PDF they have to print, sign, and scan doesn't.
• Bill it with the next draw. Tell the client approved changes will be added to their next scheduled payment. No separate invoice to chase.

Are electronic signatures valid on change orders?

In the U.S., the ESIGN Act and the Uniform Electronic Transactions Act (UETA) treat electronic signatures like handwritten ones, as long as the signer agrees to sign electronically and a record of the signed document is kept. Good e-signature tools record who signed, when, from what device, and a fingerprint of the exact document they saw. This isn't legal advice; for anything specific to your contracts, ask your attorney.

How BuildSuite Invoicing handles change orders

BuildSuite Invoicing builds this whole workflow in:

• Create a change order from the original estimate. It's numbered automatically for that job.
• Add line items (labor, materials, credits, an admin fee), and the price difference is calculated for you.
• Send it from your business name. The client opens a private link, reviews it, types their name, and signs. No account needed.
• The signature is recorded with the time, IP address, device, and a document fingerprint, and the PDF gets a signature certificate page.
• Approved change orders update the job's contract total and are added automatically to the next draw invoice.

BuildSuite Invoicing is in early access and launches at $12.99/month. See how it works.