Send a change order for extra work

Changes mid-project are normal, but doing them without agreement leads to fee arguments. A short change order turns it into a simple "yes". Writing down the change, the fee and the effect on the timeline, and waiting for written approval, gives you both a record.

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

1. Note the change as the client asked for it, the date, and which part of the agreed scope it changes.
2. Work out the extra fee (fixed, or hours at your rate), any extra product or contractor cost, and the effect on the timeline, using your own rates.
3. Example (made up, for illustration only): halfway through a living-room project, the client asks to add the hallway. The change order describes the hallway work, adds the extra design hours at the designer’s rate and two weeks to the install date, and asks the client to reply “approved” before work starts.
4. Run the prompt below with client names and the address left out.
5. Send it, and do not start the extra work until the client has replied approved in writing.
6. Number the change order, file the approval with the contract, and add it to the next invoice.

The exact prompt

Write a short change order (under 150 words) for an interior design project, as an email.
Change order number: [NUMBER]. Date requested: [DATE].
Change requested: [CHANGE, NO NAMES].
Effect on scope: [WHAT IS ADDED OR REMOVED].
Extra fee: [FIXED £ / HOURS x RATE]. Extra costs: [PRODUCTS OR CONTRACTORS, OR NONE]. Timeline impact: [NEW DATE OR NONE].
End by asking the client to reply "approved" to go ahead, and say no extra work starts until then.
Use only my figures. Do not add terms, discounts or legal wording.