Change orders happen. You’re halfway through a job, the customer spots something they want done differently, and suddenly you’re talking about extra time, labor, and materials. If you don’t handle that the right way, you could end up eating the cost—or worse, fighting for payment later.
Here’s how to protect yourself when a change comes up on the job site.
1. Get It in Writing — Even if You’re Standing in the Yard
It doesn’t matter if the customer is standing right there and says, “Yeah, go ahead and do it.” Verbal agreements don’t mean much when it comes to money. The best move is to confirm the details in writing before you touch a tool.
If the change is small and you can price it on the spot, send a quick email to the customer saying something like:
“Per our conversation on-site today, I can handle [describe the work] for approximately $___.”
Then ask the customer to reply confirming they agree to that price and scope.
Once you have that email back, you’ve got a legally binding agreement that will hold up if there’s ever a dispute.
2. No Email? Go Old School — but Cover Yourself
If the customer doesn’t have email access or can’t confirm electronically, you can write it out on paper and have them sign. Just make sure you also have a third-party witness over 18 who’s not family or an employee.
That small step can save you big headaches later if things end up in arbitration or a lien situation.
3. Always Include a Price
A scope of work alone doesn’t mean much without a number attached. If you say, “Yeah, I’ll take care of it,” but never mention what it’ll cost, the customer can easily argue that they didn’t agree to pay extra.
Always give at least a rough estimate and get agreement on that.
Pro tip: Estimate slightly high. If you quote $1,000 and it ends up costing $785, the customer feels like they got a break – and you look professional for being transparent.
4. Keep a Hard Copy and a Digital Copy
As soon as you get that signed email or document, save it in two places:
- Hard copy – Print it and stick it in your project file.
- Digital copy Save it in your project folder on your computer or cloud storage.
That way you’ve got backups in case anything ever goes missing or a client disputes something down the road.
5. Don’t Guess on Big Changes
If the customer wants something major done – something that changes materials, labor hours, or the whole schedule – don’t wing it. Take time to go back to the office, estimate properly, and send an official change order.
It’s always better to delay a day than to get caught in a costly mess because you rushed a big change.
Handling change orders the right way keeps you paid, professional, and protected. It also builds trust with your clients because they see you’re organized and honest about the cost of doing business.
When in doubt, write it out.