How to write a remodel change order (kitchen or bath)

Kitchens and bathrooms are where change orders pile up. Old plumbing, soft subfloors, out-of-square walls and the client who sees the tile in person and wants the other one. Here is a way to write each change so it gets approved quickly and holds up later.

1. Stop and write it before you do it

The moment you find something or the client asks for something, pause that part of the job. Take photos. A change order written after the work is a bill, not an agreement.

2. Name the change in the homeowner’s words

“Upgrade to 12x24 porcelain on shower walls” beats “Tile spec revision.” If the client can’t picture it, they will call you to ask, and that call is where approvals stall.

3. Split the cost

Break the price into labor, materials and other costs like dumpster fees or permit revisions. For an upgrade, show the credit for what you are no longer installing as its own negative line, so the client sees the difference and not just a bigger number.

• Hidden damage (rot, mold, bad wiring): labor hours, materials, any specialist sub.
• Client upgrades (fixtures, tile, cabinets): new material cost, credit for the original material, labor difference if any.
• Code items (GFCI, venting, egress): what the inspector or code requires, and the cost to meet it.

4. Add your markup

Change orders take time to price, schedule and manage, and that time is real. Apply the markup your contract allows and show it as its own line. Hiding it inside the material price tends to backfire when a client compares receipts.

5. Say what it does to the schedule

Special-order tile can add two weeks. Sistering joists can add two days. Put the number of days on the change order. If there is no impact, say “none” so it is on the record.

6. Show the new total

Original contract, approved changes so far, this change, new total. Clients approve faster when they can see where they stand.

7. Get a signature the client can give from anywhere

Most homeowners are at work when you find the problem. Send them something they can read on a phone and approve on the spot. Keep a record of who approved, when, and what exactly they saw.

Wording that works

“When we removed the old vanity we found the drain line is cracked and leaking into the subfloor. We recommend replacing 6 feet of drain line and the damaged subfloor section before the new vanity goes in. This adds 1 day.” Plain, specific, and it tells the client what happens next.

Want the client’s yes on record without printing anything? SignedChangeOrders is free for 3 change orders a month, or grab the free printable change order template.