When should a contractor use this approval form?
Use this form when the changed work has already been described and the next step is client approval.
Change Order Approval Form
Use this change order approval form when a contractor needs clear client action on changed scope, price impact, and schedule impact before extra work continues.
When to use this
Use this form when the changed work has already been described and the next step is client approval.
It helps keep the approval decision separate from earlier conversation, pricing notes, or informal field messages.
What to document
- Project name, job address, client name, contractor contact, and approval date.
- Change order number or request reference so the form connects to the right scope change.
- Summary of changed work, total price impact, schedule impact, and expiration date if applicable.
- The exact client action requested: approve, reject, or request revision.
- Name, signature, email approval, or other approval method used for the job record.
Printable approval form
Use these fields when the request is ready for the client to approve or send back for revision.
Approval summary
Project name: ______________________________
Client name: _______________________________
Job address: _______________________________
Change order reference: ____________________
Approval deadline: _________________________
Change being approved
Changed scope summary: _____________________
Reason for change: _________________________
Total approved price: $_____________________
Schedule impact: ___________________________
Attachments reviewed: ______________________
Client action
Approve change as written: ________________
Reject change: _____________________________
Request revision: __________________________
Client name and date: ______________________
Contractor record notes: ___________________
Approval boundary
Templates help you write the request. StackQuotes helps you keep the approval record tied to the job.
Approval form example
- Changed work
- Add two owner-selected exterior outlets on the patio wall after framing review.
- Price impact
- $640 including labor, materials, permit coordination, and markup.
- Client action
- Client must approve the added work before the electrician returns to rough-in the outlet locations.
CTA
Use StackQuotes when the change needs to stay connected to the quote, scope, client response, and final job record.
How to use this
Attach the change description and pricing backup before asking for approval.
Send the form through the same channel used for project decisions, then save the client action with the job record.
Do not treat a discussion, question, or pricing estimate as approval unless the client action is clear.
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 without attaching the actual changed scope.
- Leaving price or schedule impact blank because it was discussed verbally.
- Using approval language before the client has taken a clear approval action.
- Storing the approval apart from the job record and later invoice.
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
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.Proposal Scope ScannerScan proposal scope for unclear language that can turn into change order disputes later.