Change Order (Scope of Work Change)

Change Order (Scope of Work Change): a practical guide

A Change Order (Scope of Work Change) is a written record of an agreed change to work already covered by a contract or statement of work. It identifies the original contract, describes the change, and records any adjustment to price and schedule.

What it's for

Clients and contractors use a change order when the work needs to grow, shrink, or shift after the project has started. It is used together with the original agreement, such as a freelance statement of work, a software or web development agreement, an independent contractor master services agreement, a subcontractor agreement, or a creative or photography contract. The change order records what changed so that both sides work from the same updated plan.

Use it for a defined change to an existing project, such as an added feature, a removed deliverable, or a revised deadline. If the change is so large that it amounts to a new project, a new statement of work may be clearer. If the parties want to end the work entirely, a termination notice or mutual termination document may fit better.

Check the original contract for a change procedure before using this form. Some contracts require changes to be signed by named people, numbered in sequence, or approved before work starts. Rules on written amendments differ between countries and regions, so check local requirements when the change is significant.

Who uses it

• A client asking a freelancer or agency to add, remove, or modify deliverables.
• A web or software developer documenting extra features requested mid-project.
• A contractor recording a revised timeline after a delay or change in requirements.
• A main contractor agreeing a scope change with a subcontractor.
• A photographer or creative professional recording additional shoots, edits, or usage.

Terms to decide on

Contract or statement of work

Identify the agreement being changed by title and date, and include any statement of work number. This links the change order to the right document when a client has several projects with the same contractor.

Change order number

Give each change order a unique number, such as CO-01, CO-02, and so on. Sequential numbering makes it easier to track the full history of changes and the current total price.

Description of the change

Describe exactly what is being added, removed, or modified, in terms specific enough that both sides could later check whether it was delivered. Mention anything the change replaces in the original scope.

Price adjustment

State the amount and currency of the increase or decrease, and make clear whether it is a fixed sum or an estimate. If useful, note the revised total contract price in “Additional Terms & Provisions.”

Schedule adjustment

Record any change to deadlines, milestones, or the final delivery date. If the schedule does not change, say so, so neither side assumes extra time was granted.

Effect on the rest of the contract

A change order usually leaves all other terms of the original agreement in place. If payment timing, acceptance criteria, or other terms also change, describe that in “Additional Terms & Provisions.”

Common mistakes

• Starting the extra work before the change order is signed. Agreeing the scope, price, and timing first reduces later disagreement about what was approved.
• Describing the change in vague terms such as “minor updates.” List the specific features, pages, deliverables, or tasks involved.
• Leaving the price adjustment blank or writing it without a currency. State the amount, the currency, and whether it adds to or reduces the contract price.
• Forgetting to address the schedule. Even a small change can affect later milestones, so record the new dates or confirm that none change.
• Using inconsistent or duplicate change order numbers. Keep a simple log of each change order and its status.
• Having the form signed by someone who cannot approve changes. Check the original contract for who is authorized to agree changes on each side.

Before you sign

• Confirm the contract or statement of work title, date, and number against the signed original.
• Check that the change order number follows the sequence of earlier changes.
• Read the description of the change and confirm it matches what both sides discussed.
• Verify the price adjustment, currency, and the updated total if you track it.
• Review the schedule adjustment and its effect on later milestones.
• Check the original contract’s change procedure and confirm that each signer is authorized to approve the change.