How to Get a Change Order Approved

By BRENDAN O’CONNOR

Every job has extra work buried in it, and every day project managers face the same dilemma: flag it, do it for free to build goodwill or charge for it and risk friction.

It’s always a balance of give-and-take. When the decision is made to charge for the work, here is the bare minimum needed to give unforeseen work – or any extra you don’t believe you own – the best chance of being approved and paid.

A proper change order should clearly outline the what, where, when and who was associated with the added work.

Specifically, describe what unexpected condition was discovered and the exact work required to address it as well as where it occurred (room numbers, grid lines, elevations, drawing references, pictures, mark ups, etc.…the more the better). Be certain to include when the condition was identified and how it impacted your progress or the progress of other trades.

Finally, always include the names of who directed or authorized the work to proceed (owner, architect, construction manager, engineer, inspector, project manager or superintendent). Providing this level of clarity ensures the owner understands the origin, necessity, timing and authorization of the change. This will greatly increase the likelihood of a timely approval or help remember the circumstance when review time happens.

Brendan O’Connor is senior estimator and project manager at Target Fire Protection, Inc.