Change Order Template
A formal change order document for agencies and freelancers. When a client wants to add scope mid-project, this template captures what's changing, why, the cost impact, and gets sign-off before work begins. Two versions included: simple and detailed.
What You'll Get
- Simple change order — One-page format for straightforward scope additions
- Detailed change order — Multi-section format for complex changes with line-item costing
- Cost impact calculator — Additional hours × rate = total cost of the change
- Timeline impact section — How the change affects deadlines and milestones
- Dual approval signatures — Client and project manager sign-off before work starts
Download the Template
Get the change order template in PDF format.
No email required. Free to use and share.
Simple Change Order Preview
Use this version for straightforward scope additions where impact is clear and contained.
Detailed Change Order Preview
Use this version for complex changes that affect multiple deliverables, involve multiple team members, or require line-item budgeting.
| Item | Description | Hours | Rate | Cost |
|---|---|---|---|---|
| 1 | Additional page design | 8 | $150 | $1,200 |
| 2 | Content migration | 4 | $125 | $500 |
| Total | $1,700 | |||
What Is a Change Order?
A change order is a formal document that modifies the original scope of a project after work has begun. It records what's changing, why, how it affects the budget and timeline, and requires approval from both the client and the project manager before additional work starts.
Unlike a casual "can you also do this?" email, a change order creates a paper trail. It protects the freelancer or agency from unpaid work and protects the client from unexpected charges. Both parties agree to the change before anyone lifts a finger.
For agencies and freelancers, change orders are the difference between profitable projects and projects that bleed money through uncaptured scope additions.
When to Use a Change Order vs Absorbing the Request
Not every client request needs a formal change order. Here's how to decide:
Absorb it (no change order needed)
- • Minor clarification within the existing scope
- • Small revision that takes under 30 minutes
- • Bug fix or correction of your own error
- • Included within the revision rounds in your contract
Issue a change order
- • New deliverable not in the original scope
- • Request that adds more than 2 hours of work
- • Change that pushes the deadline
- • Revision beyond the agreed number of rounds
- • Anything that increases cost to the client
Change Order vs Scope Creep
Scope creep is what happens when you don't use change orders. It's the gradual expansion of a project through small, undocumented additions—"can you also...", "while you're at it...", "one more thing..."—until the project is twice the size you quoted and you're working for half your effective rate.
Change orders stop scope creep by making every addition visible and priced. When a client knows that adding a feature means filling out a one-page form and approving an additional cost, they think more carefully about what they actually need versus what would be "nice to have."
The change order workflow: Client submits a change request → You assess impact → You issue a change order with cost and timeline → Client approves → Work begins. The request and the order are two different documents—the request captures what the client wants; the order captures what it will cost.
How to Run This in Corcava
- Add tasks for the change to the project board — Track changed scope alongside original work
- Track time against change order tasks — See exactly how many hours the change consumed
- Generate an invoice line item for the change — Bill the change order separately or add to the project invoice
- Store the signed change order in the project — Keep documentation connected to the work
Maps to: Projects, Time Tracking, Invoicing, Documents
Change orders protect margins.See how scope control fits into the full profitability lifecycle →
Frequently Asked Questions
What is a change order in project management?
A change order is a formal document that modifies the original scope, budget, or timeline of a project. It records what's changing, the reason for the change, the cost and schedule impact, and requires written approval from both the client and the project manager before additional work begins.
How is a change order different from a change request?
A change request is submitted by the client to ask for a modification. A change order is the formal response from the provider that documents the impact (cost, timeline) and serves as the approval document. The request captures what the client wants; the order captures what it will cost and authorizes the work.
When should I use a change order?
Use a change order whenever a client request falls outside the original scope of work and will affect the budget, timeline, or deliverables. If the request adds more than a trivial amount of work (generally 1-2 hours), it warrants a change order. This protects both parties from misunderstandings.
Do freelancers need change orders?
Yes. Freelancers are especially vulnerable to scope creep because the relationship is often less formal. A change order creates a paper trail that protects your time and ensures you get paid for additional work. It also shows professionalism and builds client trust.
How do I number change orders?
Use a simple sequential format tied to the project: CO-001, CO-002, CO-003. For multiple projects, prefix with the project code: PROJ-A-CO-001. This creates a clear audit trail and makes it easy to reference specific changes in invoices and status reports.
What if the client refuses to sign a change order?
If the client wants the work done but won't sign the change order, you have a scope creep problem. Explain that the change order protects both parties. If they still refuse, you have three options: absorb the work (not recommended), decline the additional work, or renegotiate the overall project terms.