Identify the agreement and the reason for change
Reference the customer, project and original agreement so the change cannot be mistaken for a separate job. Describe what triggered the request: a customer selection, concealed condition, added task, removed task or other project decision.
Use neutral, factual wording. Photographs can help document visible conditions, but a picture does not replace a written description of the proposed change.
State what is added, removed or left unchanged
Describe the changed scope with the same care used in the original quote. List new work and materials, identify removed work and state when the remaining original terms continue unchanged.
Avoid vague language such as extra work. Name the area, deliverable, quantity or phase affected so the customer can understand the boundary of the revision.
Show price and schedule effects
Present additions and deductions clearly, including applicable tax treatment where configured for the business. Show the resulting adjustment and revised total when those figures are part of the change.
If the change affects sequencing or a target date, record that effect without promising a date that depends on unresolved selections, access or third-party work.
Obtain acceptance before treating it as approved
Give the customer a chance to review the complete change and request a signature or initials according to the business process. Preserve the accepted record and its timestamp with the project history.
InvoiceXpress keeps change orders separate from the issued contract, allowing the original agreement and selected active changes to be shared together as an organized package.
This practical information is general and is not legal, accounting or tax advice. Review requirements that apply to your business and location.