Change Orders for Contractors: How to Handle Extras and Get Paid for Them

Scope creep is one of the biggest quiet profit killers in contracting. "Can you just also..." turns into two days of unpaid work. A change order process fixes it without making you sound difficult.

What is a change order?

A change order is a short written agreement that changes the scope, price or schedule of an accepted job. It records what changed, what it costs and how it affects the end date.

Why extras go unpaid

• The request was verbal and memories differ later.
• You did not want to bring up money in the moment.
• The original scope was vague, so nobody agrees what counts as extra.
• The price was only calculated at the end.

A simple process

1. Pause: "Happy to do that, let me send you a quick price."
2. Price it: labour, materials, markup and any schedule impact.
3. Send it in writing: text, email or PDF with a clear description and total including tax.
4. Get approval: a reply, signature or electronic acceptance.
5. Do the work, then invoice it: as its own line or on the next progress invoice.

Sample wording

"Change order #2: Add two pot lights in the hallway, including drywall patching and paint touch-up. Additional cost: $640 plus tax. Adds one day to the schedule. Approved by: ______ Date: ______"

Price extras properly

Extras are often interrupted work with setup time, so apply at least the same markup as the original job, and often more. For the arithmetic, see markup vs margin and how to price a job.

Put the rule in your contract and quote

One sentence handles most arguments: "Work outside the scope described will be quoted separately and approved in writing before it begins." Painters, renovators and electricians can generate change quotes in seconds using quoting software for painters and similar tools, then keep everything in one history. See also how to write a contractor contract.