Scope change guide
Change orders and revised estimates
A written change record protects the project history by showing what changed, why it changed and how the adjustment affects price and timing.
Describe the change before pricing it
Identify the original scope, the requested or discovered change and the reason for it. Separate added, removed and substituted work so the customer can see the difference.
- Original scope reference
- Added or removed work
- Changed quantities or selections
- Relevant site condition or customer request
Show the price and schedule effect
Itemize the adjustment instead of presenting only a new unexplained total. State added cost, credits, taxes you determined apply, added time and any effect on upcoming milestones.
Obtain approval before extra work
Give the customer a chance to review the description, amount and schedule effect. Preserve the approval with the job record before performing work outside the existing agreement, except where a genuine emergency requires a different documented process.
Keep one current project baseline
After approval, update the working scope and projected total while preserving the original document and change history. Future progress invoices and the final invoice should reflect the same approved changes.
Frequently asked questions
Is a revised estimate the same as a change order?
A revised estimate updates a projection, while a change order commonly records an adjustment to already approved work. The exact effect depends on the agreement and local requirements.
Should credits be included?
Yes. Removed or less expensive work should be shown as clearly as additions so the net change can be verified.
Can verbal approval be enough?
Requirements vary, but written approval creates a much clearer record of scope, price and timing. Confirm the rules that apply to the work.
Revise the work before the extra cost becomes a surprise
Document the changed scope, quantities, assumptions and price in an updated estimate.
Revise an estimate