# Change order process

> Does anyone have a flow chart that they use for change orders on their project? Looking to establish a workflow for some of my projects.

- URL: https://essential.construction/exchange/question/change-order-process/
- Publisher: Essential Construction (https://essential.construction/)
- Last updated: 2023-04-25

---

Does anyone have a flow chart that they use for change orders on their project? Looking to establish a workflow for some of my projects.

## Answers

### Answer 1

Here's a simple change order workflow that works on most projects:

1. **Identify the change.** It comes from a design change, site condition, owner request or RFI response.
2. **Issue a site instruction or change notice.** Describe the scope and ask for pricing. Say clearly whether work should proceed now or wait for approval.
3. **Contractor prices it.** Labour, material, equipment, markup and any schedule impact, with backup.
4. **Review and negotiate.** The consultant or PM checks quantities and rates against the contract.
5. **Owner approval.** In writing, before or as close as possible to the work starting.
6. **Issue the change order.** Signed by all parties, updating the contract sum and time.
7. **Update the log, budget and schedule.** Track pending, approved and rejected changes in one register.

Most disputes come from steps 2 and 5 being skipped. Get it in writing before the work is done wherever you can.

Templates that help: [Site Instruction Form](https://essential.construction/files/construction/administration/site-instruction-form/), [Variation Order Template](https://essential.construction/files/construction/administration/variation-order-template/) and the [Variation Order Register](https://essential.construction/files/business-operations/finance/variation-order-vao-register/) for tracking.