Start with the difference

A change order is easiest to understand when it describes the difference from the work already agreed. ‘Additional labor’ does not tell a homeowner much. ‘Add one exterior outlet beside the rear door, beyond the two outlets in the original scope’ gives both sides something specific to review.

Name the project and the original scope you are changing. Write what you will add, remove or replace. If the reason matters, describe it in plain language: a customer request, a condition uncovered on site or a material substitution.

• Identify the project and customer.
• Describe the new work and where it happens.
• State anything the new price does not include.

Make the price easy to check

Separate the quantity from the rate. For example: 4 labor hours at US$65, plus US$90 in materials, gives an additional price of US$350. That is an illustrative calculation, not a suggested market rate.

If you use a fixed price, say so. A client should not have to guess whether a number is an estimate, a unit rate or the total. Check that your quantities, totals and any applicable tax treatment are consistent with your business arrangements before sending.

Explain the effect on the schedule

Extra work can affect more than the price. Say whether it adds working days, depends on a delivery or needs another trade to finish first. Avoid promising a specific completion date when you only know the amount of added work.

Photographs can explain a location or condition, but they should support the written scope. Caption the relevant detail instead of expecting the customer to interpret an entire site photo.

Review the exact version before work starts

Ask the customer to review the scope, amount and schedule together. Give them a way to ask a question or request a change. Keep the version they reviewed with the project, rather than editing it after approval.

If something changes again, create a new revision and explain the difference. A supplied name and an approval action create a useful project record; they do not independently verify someone's identity or replace advice on local contract requirements.