Change Order Process Manual for Construction Projects
What this document is
A change order process manual is the definitive reference document that governs how scope, schedule, and price changes are handled on a construction project. It defines who can initiate a change, how changes must be documented, approval thresholds, pricing procedures, turnaround time requirements, and what happens when changes are disputed. Every project manager, superintendent, and subcontractor on the project should know this document.
Who it's for
- Construction companies formalizing their change order process for the first time
- Project managers who have experienced scope or payment disputes
- Builders expanding from one or two projects to multiple concurrent projects
- General contractors whose subcontractors and owners frequently disagree about scope
Why this document matters
Unapproved change orders are the most common source of payment disputes in residential construction. A well-defined change order process prevents unauthorized work, ensures owners are informed and approve changes before they happen, creates a paper trail for dispute resolution, and protects the builder's margin by ensuring all out-of-scope work is properly captured and priced.
Document sections
Purpose and scope
What this manual covers, which projects it applies to, and who is responsible for enforcing it.
Change order definitions
What constitutes a change (scope addition, deletion, substitution, acceleration), what does not constitute a change, and examples.
Initiating a change order
Who can initiate — owner requests, field conditions, design changes, code requirements. Process for each type.
Pricing a change order
How labor, materials, subcontractor costs, and markup are calculated. Approval thresholds for different pricing levels.
Approval requirements
Who must sign off at each tier (field lead, project manager, owner). Maximum turnaround times. What happens when approval is delayed.
Documentation requirements
Required form fields, photo documentation, supporting materials (quotes, invoices), and where executed change orders are stored.
Disputed change orders
Process for resolving disagreements. Escalation path. Work-in-place provisions for emergency scope changes.
Forms and templates
Blank change order request form, change order log template, and example completed change orders.
How it works in River
Tell the AI about your company, your current change order challenges, and how your projects typically run. The AI drafts a complete, professional change order process manual. Export to PDF and distribute to your project team and subcontractors at project kickoff.
