What a general contractor change order is for
Change orders are the heart of GC paperwork. Every hidden condition, owner request and allowance overage should be written, priced, scheduled and signed before the work. Clear change orders protect your margin and the relationship, and they make the final invoice a list of things the owner already agreed to.
What to put on a general contractor change order
- Change order number and original contract.
- Reason: hidden condition, owner request or code.
- Added and credited lines.
- New contract total.
- Days added.
- Signatures before the work.
A worked example
Excavation finds an old buried oil tank. The owner upgrades the windows and drops the built-in bookcase.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Oil tank removal and soil testing, by licensed subcontractor | 1 | each | Your price |
| Window upgrade difference | 5 | each | Your price |
| Credit: built-in bookcase removed | -1 | each | Your price |
Separate the reasons in the notes: found, chosen, removed. The original contract amount and the days added each have their own box, so the new total and the new finish date are both on the page.
Line items general contractors use
| Line item | Unit | How to write it |
|---|---|---|
| General conditions | month | Supervision, temporary facilities, insurance and site costs for the job's duration. |
| Site work and excavation | each | Clearing, digging and grading. |
| Foundation | each | Footings, walls or slab per plan. |
| Framing | each | Walls, floors and roof structure. |
| Roofing | square | By subcontractor; material and warranty. |
| Windows and exterior doors | each | Allowance or specified models. |
| Plumbing, by licensed subcontractor | each | Rough and finish. |
| Electrical, by licensed subcontractor | each | Rough and finish. |
| HVAC, by licensed subcontractor | each | Equipment and ductwork. |
| Insulation and drywall | sq ft | R-values per code; finish level. |
| Interior finishes allowance | each | Flooring, trim, paint, fixtures. |
| Permits, plans and inspections | each | Building department fees and any engineering. |
| Dumpster and final cleaning | each | Debris removal and a clean handover. |
| Overhead and profit | each | Shown separately or built into the lines. |
Terms and deposit language for general contractor
- Deposit. A deposit at signing secures the schedule and covers early costs such as permits and engineering. Many states limit deposits and set contract requirements for home improvement work, so check yours.
- Payment. Progress payments tied to milestones or a schedule of values, with retainage if agreed, and final payment at substantial completion and punch list.
- Warranty. State your workmanship warranty period and how claims are made; subcontractor and product warranties pass through to the owner.
- Allowances: selections above the allowance are billed by change order.
- Hidden conditions and owner changes are priced by written change order before the work.
- Schedule depends on permits, inspections, weather and material lead times.
How to fill it in
- Put in the original estimate number and amount.
- Write what changed in the reason box, plainly.
- Add the new work; type a minus quantity for any credit.
- Fill in the days added.
- Print it for a signature on site, or send it from Koira to sign by phone.
Free tools for general contractor
- Markup calculator
- Profit margin calculator
- Demolition cost calculator
- Foundation repair cost calculator
- Deck cost calculator
The same change order for other trades: appliance repair, auto detailing, carpet cleaning, chimney, house cleaning, commercial cleaning, concrete, drywall, electrical, fence, flooring, garage door, gutter, handyman, hvac, irrigation, junk removal, landscaping, lawn care, locksmith, moving, painting, pest control, plumbing, pool service, pressure washing, remodeling, roofing, septic, snow removal, solar, tree service, waterproofing, window cleaning.