Free Construction Change Order Template (PDF, Word & Excel)
Download a blank change order template as PDF, Word, or Excel (with a change order log), or use the generator below to build a filled-in change order PDF with itemized costs, contract summary, and signature lines. No signup. No watermark.
This template is for documentation purposes only and does not constitute legal advice. Consult a construction attorney for your specific situation.
Download the blank change order template
All three downloads carry the same sections: CO number and date, project and contract reference, description of change, reason for change, itemized cost table, contract summary, terms, and signature lines for the contractor and owner. Pick the format that matches how you work:
- PDF. Print a stack for the truck and fill them in by hand on site. One page, ruled write-in lines, ready for a clipboard.
- Word (.docx). Type into it, add your logo and letterhead, and save a copy per project. Opens in Microsoft Word, Google Docs, and LibreOffice.
- Excel (.xlsx). A change order form plus a change order log in one workbook. The cost table and contract summary calculate totals for you.
Change order log template (Excel)
The second sheet in the Excel download is a change order log: one row per change order with CO number, date, description, status, and amount. Enter the original contract amount once at the top and the log keeps a running revised contract total as each change order is added. On any project with more than a couple of changes, the log is what tells you (and the owner) where the contract actually stands. The change order log template page covers the log in detail: the columns, the statuses, and how the running total works.
Track status as Pending, Approved, Rejected, or Void. Only count approved change orders in the revised total you bill against; the running total column fills in as soon as an amount is entered, so keep unapproved changes at the bottom or leave the amount blank until they are signed.
Word template vs the online generator
The downloads are blank forms: fill them in by hand or in Word, project by project. The generator at the top of this page does the arithmetic for you: it totals the cost line items, computes the revised contract amount from the original contract and previous changes, remembers your company info and logo in your browser, and auto-increments the CO number for the next one. If you write more than a few change orders a month, the generator is faster and eliminates math errors on the contract summary.
Either way, the output is the same kind of document: a complete, signable change order that ties the change to a specific contract.
What goes on a change order
A change order is a written agreement to modify the original contract scope, cost, or schedule. It protects both the contractor and the owner by documenting exactly what changed, why, and how much it costs. Without a signed change order, extra work becomes a he-said-she-said dispute.
- CO number and date. Sequential numbering prevents confusion when multiple changes happen on the same project.
- Project and contract reference. Ties the change order to a specific contract so there is no ambiguity about which agreement is being modified.
- Description of change. What is changing. Be specific enough that a third party can understand the scope without visiting the site.
- Reason for change. Why the change is needed. Unforeseen conditions, owner requests, and design errors have different cost-sharing implications.
- Itemized cost breakdown. Labor, material, equipment, and subcontractor costs listed separately. Lump-sum change orders invite disputes.
- Contract summary. Original amount, previous changes, this change, and the new revised total. Both parties see the running total at a glance.
- Signature lines. Both the contractor and owner have a clear place to review and approve the changed scope.
When to write a change order
Write the change order before starting the extra work. Getting approval after the fact is harder, and some contracts void unapproved extras entirely. Common triggers for change orders on excavation projects:
- Unforeseen site conditions. Rock, unsuitable soil, high water table, or unmarked utilities that were not shown on the plans.
- Design changes. The engineer revises grades, pipe sizes, or building locations after the contract is signed.
- Owner requests. The owner wants additional work not in the original scope. A new retaining wall, extended driveway, or deeper foundation.
- Regulatory requirements. An inspector requires dewatering, soil stabilization, or additional erosion control not shown in the plans.
- Quantity overruns. Actual excavation quantities exceed the estimated amounts in the contract.
- Credit changes. Scope is removed or simplified. The change order documents the deduction so the revised total reflects the actual work.
Frequently asked questions
What belongs on a construction change order?
A proper change order includes: CO number, date, project reference, description of the changed scope, reason for the change, itemized cost breakdown by category, revised contract total, and signature lines for both the contractor and owner. This template includes all of them.
Do I need a change order for every small change?
Yes. Even no-cost changes should be documented. A verbal agreement to move a pipe 6 inches becomes a $10,000 dispute 3 months later when the owner claims the original location was correct. Written change orders protect both parties. If the scope changed, write it down.
Can I use negative amounts for credits?
Yes. Enter a negative dollar amount for any line item that reduces the contract price. The net change and revised contract total reflect credits automatically. This is standard practice for deductive change orders.
Is this template legally binding?
This is a documentation template, not legal advice. It follows the standard AIA-style format used across the construction industry. The document becomes binding when both parties sign it, subject to the terms of your original contract. Have your attorney review your change order process.
Why does the CO number go up automatically?
Each time you download a change order, the CO number increments by one in your browser. Sequential numbering prevents duplicate CO numbers and makes it easy to reference a specific change order later. You can override the number manually if needed.
Is there a free change order template in Word?
Yes. Download the Word (.docx) version above. It mirrors the PDF layout with the same sections: CO number, project reference, description, reason, cost table, contract summary, terms, and signature blocks. It opens in Microsoft Word, Google Docs, and LibreOffice, and you can drop in your own logo and letterhead.
Is there a change order log template in Excel?
Yes. The Excel (.xlsx) download has two sheets: a change order form and a change order log. The log tracks CO number, date, description, status, and amount per change, and calculates the running revised contract total automatically from the original contract amount you enter at the top.
What is the difference between a change order form and a change order log?
A change order form documents one change: what changed, why, and what it costs. A change order log is the running index of every change order on the project, with its status and amount, so you can see the revised contract total at a glance. You need both on any project with more than one or two changes.
Does this follow the AIA change order format?
It follows the same AIA-style structure (CO number, contract reference, description, cost breakdown, contract sum summary, and signatures), but it is not the copyrighted AIA G701 form. If your contract specifically requires the G701 document, license it from AIA. For most residential and small commercial work, a complete change order like this one is what matters.
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