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.
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
Subject: Change order request for [project] - [short change]
Hi [client name],
This email documents a requested change to [project name/job address].
Change summary
Original scope item: _______________________
Requested or required change: ______________
Reason for change: _________________________
Attachments included: ______________________
Price and schedule
Added price: $______________________________
Schedule impact: ___________________________
Assumptions or exclusions: _________________
Approval needed by: ________________________
Client action
Please reply with approval before we proceed with this changed work.
If you want revisions, reply with the requested changes before approval.
Thanks, [contractor name]
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
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 Approval EmailUse a separate approval email when the request is ready for a clear yes or revision.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.