When should a contractor use this approval email?
Use this email when the scope and price are ready and the contractor needs clear client approval.
Change Order Approval Email
Use this contractor change order approval email to ask for clear client approval on changed scope, price, schedule impact, and attachments before extra work continues.
When to use this
Use this email when the scope and price are ready and the contractor needs clear client approval.
It is different from a general change order email because the message is built around approval action.
What to document
- Change order reference and project name in the subject line.
- Changed scope, total price, schedule impact, and attachments reviewed.
- Exact approval wording requested from the client.
- What happens if the client wants a revision or rejects the request.
- Where the approval response will be stored in the job record.
Copy-ready approval email
Use this email when the change order is ready for a yes, rejection, or revision request.
Subject and opening
Subject: Approval needed - Change Order [number] for [project]
Hi [client name],
Please review the change order summary below for [project/job address].
Approval summary
Changed scope: _____________________________
Total price: $______________________________
Schedule impact: ___________________________
Attachments: _______________________________
Approval request
Please reply: I approve Change Order [number] for $[amount].
If you want revisions, reply with the changes you want reviewed before approval.
We will not proceed with this changed work until approval is received.
Approval boundary
Templates help you write the request. StackQuotes helps you keep the approval record tied to the job.
Approval email example
- Subject
- Approval needed - Change Order 006 for Oak Avenue kitchen
- Approval wording
- Please reply: I approve Change Order 006 for $2,240.
- Boundary
- Questions or revisions are not approval to proceed with changed work.
CTA
Use StackQuotes when approvals need to be easier to find than old email threads.
How to use this
Send the approval email only after the changed scope and price are ready.
Make the requested approval wording easy for the client to understand and respond to.
Save the approval email and the client response with the job record.
Approval boundary
Templates help you write the request. StackQuotes helps you keep the approval record tied to the job.
StackQuotes does not guarantee payment or prevent every dispute. It helps contractors preserve the request, pricing context, client action, and job record in one place.
This is general business documentation guidance, not legal advice. For legal disputes, lien rights, or contract enforcement questions, talk with a qualified construction attorney in your state.
Common mistakes
- Asking for approval before the price or scope is final.
- Using vague language like 'let me know' instead of clear approval wording.
- Proceeding after the client asks a question.
- Not saving the approval response with the change order record.
FAQ
What does it help document?
It helps document changed scope, price or schedule impact, supporting facts, and the client action needed before work continues.
What goes wrong if this is not documented?
The contractor may be left reconstructing scope, price, timing, or approval from memory, messages, and invoices after the job has already moved on.
Is this legal advice?
This is general business documentation guidance, not legal advice. For legal disputes, lien rights, or contract enforcement questions, talk with a qualified construction attorney in your state.
Related resources
Change Order Email TemplateUse the broader email template when the change request still needs context and explanation.Construction Change Order TemplateUse the broader change order template when the request needs scope, price, schedule, and approval fields together.Contractor Change Order FormUse a simple contractor form when the change needs a client-facing approval artifact.Contractor Change OrdersReview how contractors should separate changed scope from the original proposal and approval record.Run Better resourcesSee how StackQuotes keeps job records, change requests, and approval actions organized around the job.Change Order Risk CheckerCheck whether scope, price, schedule, and client-action details are missing before work continues.