By Stefanie Herring 
Managing changes in construction projects is inevitable, and a change order template is an essential tool to handle these adjustments efficiently. However, no single change order template fits every project perfectly. Different construction projects have unique requirements based on size, complexity, stakeholders, and contractual terms. Customizing your change order template ensures it aligns with the specific needs of each project, promoting clearer communication, better tracking, and smoother approvals.
This article will guide you through how to tailor your change order template effectively to suit various project demands, helping you maintain control over scope changes and avoid costly misunderstandings.
Understand the Unique Requirements of Your Project
Before customizing a change order template, the first step is to thoroughly understand the nature of your project. Large-scale commercial projects may involve multiple subcontractors, complex cost structures, and extensive regulatory compliance. On the other hand, smaller residential projects often require simpler documentation and faster turnaround times.
Knowing your project’s size, complexity, and contractual expectations helps you determine which sections of the change order template need more detail and which can be streamlined. For example, commercial projects might require more elaborate cost breakdowns and legal disclaimers, while residential jobs could focus more on clear scope descriptions and cost approvals.
Adjust the Level of Detail in Descriptions
The clarity of scope changes depends largely on how descriptive the change order template is. For projects with multiple stakeholders or complicated modifications, the template should allow for detailed descriptions of what exactly is changing, including materials, methods, and specifications.
In simpler projects, a more concise description might suffice, but it still needs to be clear enough to avoid confusion. Customizing your template to include expandable sections or notes can accommodate different levels of detail depending on the change’s complexity.
Include Relevant Legal Clauses and Terms
Some projects require specific contractual clauses to be referenced or included within the change order. For example, projects governed by particular regulatory standards or union rules may mandate explicit language about compliance or liability.
When customizing your change order template, consider adding a section for legal terms tailored to your project’s contractual framework. This helps ensure that all changes comply with the agreed-upon terms and reduce the risk of disputes later.
Tailor Cost and Schedule Impact Sections
Not all projects calculate cost and schedule impacts the same way. Complex projects may require itemized cost lists broken down by labor, materials, equipment, and overheads. They may also need a detailed timeline impact analysis showing how each change affects critical milestones.
Simpler projects might only need a total cost adjustment and estimated delay or acceleration period. Your template can be customized to include tables, formulas, or checklists that reflect how your project team estimates costs and time impacts, making it easier to generate accurate change orders quickly.
Adapt Approval and Signature Processes
The number and roles of people who must approve a change order can vary widely. Some projects require signatures from multiple levels of management, clients, architects, and subcontractors. Others may only need contractor and client signatures.
Customizing the signature section of your change order template to match your project’s approval workflow prevents delays. You can design the template with optional signature blocks, electronic signature fields, or approval checklists to suit your project’s communication style.
Integrate Project-Specific Identifiers and Tracking
Change orders are easier to manage when they include project-specific tracking information. Customizing your template to incorporate fields like project codes, change order numbers, or phase identifiers helps organize multiple changes over the life of a project.
For large projects, you might want to include dropdown menus or automated numbering systems linked to your project management software. Smaller projects may simply benefit from a clear and consistent numbering format that fits your internal filing system.
Choose the Right Format: Digital or Paper
Depending on your project management style, you may prefer a digital or paper-based change order template. Digital templates can be customized with interactive fields, drop-downs, and automatic calculations. They also facilitate quicker distribution and approval, especially if integrated with project management software.
For projects where paper documentation is still preferred, customize your template with clear print layouts, adequate spacing for handwritten notes, and sections for physical stamps or signatures.
Test and Refine Your Customized Template
Once you have customized your change order template, it’s important to test it on a real or simulated project scenario. Gather feedback from team members who will use the template regularly to identify any missing fields, confusing sections, or usability issues.
Refining your template based on this input ensures it meets the practical needs of your project team and stakeholders. Over time, continue to update your template to reflect lessons learned from previous projects and evolving contractual or regulatory requirements.
Conclusion
Customizing your change order template is a strategic step to effectively manage project scope changes tailored to the specific demands of each construction project. By understanding your project’s unique requirements, adjusting the level of detail, including relevant legal terms, and adapting cost, schedule, and approval sections, you create a tool that enhances clarity, efficiency, and control.
Whether you work on large commercial ventures or small residential builds, a well-customized change order template helps minimize disputes, keeps your project documentation organized, and supports timely approvals. Investing time upfront to tailor this document will pay dividends throughout the project lifecycle.