Change Order Email Template
Use this change order email template to send a practical contractor request that documents changed scope, price, schedule impact, attachments, and client action.
When to use this
Use this email when the contractor needs to send a documented change request without making the message sound like a casual update.
It is useful when the job record needs a clean written request before the client approves or asks for a revision.
What to document
- A subject line that names the job and change order reference.
- The changed scope in plain contractor language.
- Price and schedule impact, including assumptions and attachments.
- The exact client action needed before extra work continues.
- A note that the email is business documentation and not legal advice.
Copy-ready change order email
Copy these fields into an email and replace the blanks with job-specific information.
Subject and context
Change summary
Price and schedule
Client action
Approval boundary
Templates help you write the request. StackQuotes helps you keep the approval record tied to the job.
Email wording example
- Subject
- Change order request for Maple Street bath remodel - tile layout revision
- Request
- The revised tile layout adds a niche, edge trim, and additional labor not included in the original scope.
- Approval line
- Please reply approving the $1,180 added price and two working day schedule impact before we proceed.
CTA
Use StackQuotes when email threads are not enough to keep a clean record behind the changed work.
How to use this
Keep the email short, but make the scope, price, schedule, and requested action explicit.
Attach photos, pricing backup, or a formal change order form when the change needs more detail.
Save the sent email and the client response with the job record instead of relying on inbox search later.
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
- Burying the approval request at the end of a long update.
- Sending price without explaining what scope changed.
- Starting extra work after a question or acknowledgement instead of a clear approval.
- Failing to attach photos or field notes that explain why the change exists.
FAQ
When should a contractor use this email template?
Use this email when the contractor needs to send a documented change request without making the message sound like a casual update.
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.