How to Protect Your Profit and Avoid Client Disputes + Free Template

If you’ve been in contracting for more than a couple of jobs, you already know the truth: Projects change.

Clients add things. Hidden problems show up. Someone’s cousin has “a better idea” halfway through.

Jobs sometimes tend to go from smooth to nightmare overnight - all because the contractor didn’t have a change order process in place.
A change order template is your safety net. It keeps the project moving, protects your profit, and avoids “But I thought that was included…” conversations.

A change order is a written agreement that documents any modification to the original contract.
It covers:

• Added work
• Reduced work
• Changes in materials or finishes
• Adjustments to cost and schedule

Without it, you’re relying on verbal agreements - and those rarely hold up when the final invoice lands.

Include:

• Project name and job address
• Original contract date and number
• Client’s full name and contact info

Be specific:

• What’s being added, removed, or altered
• Reference drawings, specs, or photos if needed
• Reason for the change (client request, unforeseen issue, code requirement)

• Never start extra work without a signed change order - even if it’s “just a small thing.”
• Use photos to document pre-change conditions.
• Keep it mobile-friendly so you can send and sign on-site.
• Require signatures - Both parties sign and date before work begins.

Bottom line:

****Change orders are not about being difficult - they’re about protecting the relationship and the bottom line. A good change order template keeps everyone on the same page and keeps your project profitable.

A standard change order template helps you:

• Document scope changes so there’s no confusion
• Update project costs without losing profit
• Adjust timelines with client approval
• Avoid disputes at the end of the job

Written change orders are especially important for larger projects - many contracts require them before any extra work begins.

We’ve created a ready-to-use Google Docs change order template that includes:

• Project details section
• Clear scope change description
• Line item adjustments
• Signature lines for approval

MotionOps helps you win jobs with customizable change orders, digital signatures, and more features that make you track project scopes and changes organized in a single place.