A change order form is an essential document in the realm of construction, project management, and contractual work. Whether you’re modifying the scope, cost, or timeline of a project, a well-crafted form protects all parties involved and ensures a smooth transition from the original plan.
In this guide, we’ll walk you through how to draft change order forms that are both precise and legally sound.
Table of Contents
How To Write Change Order Form
The complexity of writing a change order form can often be alleviated by breaking down the process into crucial elements. Below are key steps that should always be included:
Download an authorized form
It’s advisable to download a template from a reputable source to ensure legal compliance and standardization.
Fill in project details
Be meticulous when inputting the project’s name, the parties involved, and contact details. Precise information here serves as the bedrock for the entire form.
Specify the changes
Clearly describe the changes proposed, whether they involve costs, materials, or timelines. The more detailed, the better, to eliminate potential misunderstandings.
Calculate costs
Be specific. A complete financial breakdown should accompany each proposed change. This could range from new costs, reduced costs, or null costs.
Get approvals
Obtain all requisite signatures to legitimize the document. Change orders usually necessitate validation from multiple stakeholders. This is most commonly the client and the contractor.
Review and submit
Before you submit the Change Order Form, make sure all entries are accurate and coherent. Any errors can lead to delays or even legal complications.
Free Change Order Form Template
Why reinvent the wheel when you can use our free change order form template? Designed by experts, this template includes all the necessary sections and is compliant with standard industry practices.
Change Order Form
What to Include When Writing a Change Order Form
Writing a change order form is not just about filling in blanks; it’s a critical step to ensure that project adjustments are documented, agreed upon, and legally enforceable. When composing a change order form, certain fundamental components must always be included, regardless of the project’s size or complexity.
Contract context
The initial section should establish the framework by listing the original contract number, project’s official title, and its start date. By including these elements, you create an immediate link between the change order and the primary contractual agreement.
Identifying stakeholders
In this section, comprehensively list the names and full contact information of all parties involved—both the contractor and the client. Define the roles and responsibilities of each, thereby reducing potential for future disputes or misunderstandings.
Scope of changes
This part should offer a meticulous account of what aspects of the project will undergo changes. It could relate to material substitutions, design modifications, or adjustments in project deadlines. Clarity and specificity here are key to preventing future conflict.
Cost implications
This section should provide a thorough financial outline that correlates with the changes detailed above. New expenses, potential savings, or any other financial adjustments should be itemized to minimize ambiguity and room for disagreement.
Legal endorsements
The document should close with a section allocated for signature authentication. Signatures from all implicated parties are more than formalities; they are prerequisites for the change order to gain the status of a legally binding modification to the original contract.
By ensuring each of these elements is carefully detailed in your change order form creation, you will be setting a strong foundation for a transparent and effective change management process.
Utilizing Fill For Your Change Order Form
Drafting change order form becomes exponentially easier with Fill’s platform. Here’s why you should consider using Fill:
- Ease of use. Fill’s interface is straightforward, making it accessible for even those without technical expertise.
- Up-to-date templates. Our templates are continually updated to reflect any changes in regulations or industry standards.
- Secure. With advanced encryption methods, your data is kept safe and secure.
- Customer support. Have questions while filling out your form? Fill offers real-time customer support to guide you.
By following this guide and utilizing Fill’s free template, you’re not just filling out a form; you’re ensuring a more transparent and legally secure way of making project changes. Both your clients and contractors will thank you for your diligence.
