How to write a change order a client can understand and approve.

1. Identify the project and original agreement

Name the client, project, original quote or contract, and the part of the agreement affected by the request. This keeps the change from becoming a disconnected document.

2. Describe the requested change precisely

List the added or changed deliverables in plain language. Include quantities, revision limits, responsibilities, exclusions, or acceptance criteria when they prevent future confusion.

3. Show the commercial and schedule impact

State the price, tax treatment where relevant, deposit percentage, payment timing, and the number of days added or the new delivery date. If another deliverable is being removed, record that too.

• Fixed change price or hourly estimate
• Requested deposit
• Tax and payment terms
• Deadline or milestone movement

4. Collect a clear approval

The approval should identify who accepted the change and when. Keep the approved version with the project so the delivery team, owner, and client refer to the same record.

5. Carry the change into delivery and billing

Update tasks, owners, deadlines, budget, and invoice value after approval. A change order is complete only when the project plan and billing record reflect the decision.