The home-project change-order checklist: what to approve before work continues

A change order is not merely permission to “do the extra.” It is a written amendment to the project. Before additional work begins, it should explain what changed, why it changed, what it costs, how it affects time, and who approved it.

That protects both sides. A homeowner can distinguish a genuine hidden condition from vague price drift. A contractor can document owner-requested work and avoid financing extra labor or materials on a handshake.

First classify the change

Most changes fit one of four categories:

1. Owner-requested: different material, added room, upgraded fixture, or expanded scope.
2. Concealed condition: rot, unsafe wiring, damaged substrate, or another condition that could not reasonably be confirmed before opening the work.
3. Code or permit requirement: an authority or inspector requires additional compliant work.
4. Correction: work must be corrected because it did not match the contract or applicable standard.

The category matters. A legitimate new scope is different from charging the owner to correct the contractor's own nonconforming work.

The evidence packet

Before pricing the change, attach:

• dated photos or video;
• the exact location;
• the relevant original scope and exclusion;
• inspector, engineer, or manufacturer direction when applicable;
• measurements and quantities;
• alternatives considered.

For concealed work, pause at a safe point long enough for the owner to understand what was found. “We already did it” should not be the ordinary approval process.

The written change order

A complete change order should state:

• project and change-order number;
• date and requesting party;
• original contract provision affected;
• added work, deleted work, and unchanged work;
• itemized labor, materials, equipment, permit, tax, and fee effects;
• net price increase or decrease;
• payment milestone affected;
• added or removed calendar days;
• permit or inspection consequences;
• warranty effect;
• required signatures and approval timestamp.

If the final amount cannot be known yet, define a written allowance, unit price, or not-to-exceed limit and the evidence required to reconcile it.

Questions to answer before approval

• Is the condition truly outside the original scope?
• Could the contractor reasonably have identified it earlier?
• Is repair mandatory, optional, or one of several compliant approaches?
• Is the price supported by quantities and rates?
• Does a credit apply for work or materials being removed?
• Does the change affect another phase?
• Will it extend rentals, temporary housing, or financing?
• Does the permit or inspection path change?

For a substantial or disputed change, independent technical or legal advice may be worth obtaining before authorizing work.

Payment should follow the revised work

Do not hide a change inside an unrelated invoice. Connect it to the milestone where the added work occurs. The project total, funded amount, remaining balance, and schedule should all reconcile after approval.

No-change work can continue if it is safe and practical; affected work should wait for written authorization except in a documented emergency needed to prevent immediate damage or danger.

Closeout

At project completion, reconcile the original contract plus every approved increase and decrease. Save the signed changes, supporting evidence, invoices, permit records, warranties, and final total with the property record.

Where Completa fits

Completa keeps the original scope, contractor review, milestones, evidence, and change history connected. The goal is not to prevent every change. It is to make every necessary change understandable before the price and schedule move.