Construction Change Orders: Documentation, Notices and Payment

Updated September 7, 2026. A change-order dispute often starts with work that moved faster than the paperwork. A clear process helps the project team document what changed, who authorized it, and how it affects cost and time.

Before extra work starts

• Read the contract's change procedure, notice deadlines and rules for written authorization.
• Identify who has authority to approve the change. An instruction from someone on site may not satisfy the contract.
• Describe the original scope, the requested change and the reason it is needed.
• State the proposed price and schedule adjustment, with supporting detail.

Keep a record as the work proceeds

Use dated daily reports, photographs, delivery tickets, labor and equipment records, and correspondence. Separate the changed work from the original scope. Track the effect on sequencing and other trades, and identify the documents supporting each claimed adjustment.

What if price or time is disputed?

Check whether the contract permits a written directive before agreement on price or time. A change directive and an agreed change order are different documents. Preserve the required notices and reservations while evaluating the obligation to proceed. Do not assume that an unresolved price automatically permits stopping work.

Our discussion of construction change directives explains issues that can arise under AIA contract language. The signed edition and project amendments control.

Review the release language

A change order may resolve more than its immediate price. Check whether it releases delay, disruption, cumulative-impact or other claims. Identify any properly reserved issues before signing and confirm that the payment application matches the agreement.

Kushnick Pallaci PLLC assists with change-order and delay disputes and construction contract review. Organize the contract, directive, notices and cost records before evaluating a disputed change.

General information only; notice and performance obligations depend on the contract and facts.