Confirm the request and the approval path
Identify who can request, direct, review, and approve a change under the project’s contract and delegation rules. Record the request source and the relevant scope or drawing reference, then check required notice periods and submission channels.
Do not treat a field conversation, a review comment, or permission to protect the schedule as equivalent to approval of price and time unless the governing agreement says so. Capture exactly what was authorized and what remains open.
Prepare a complete submission
Describe the original scope and the proposed change, explain why it is needed, and include the cost breakdown and schedule effect. Attach relevant field reports, photos, directives, drawings, quotes, and calculations. Mark assumptions and exclusions so reviewers can identify what is unresolved.
Use the required form and identify the requested response date when a contract deadline applies. Keep a copy of what was submitted and the date and method of delivery.
- Scope description and supporting directive or field record
- Cost components, backup, assumptions, and exclusions
- Schedule effect and stated basis
- Requested decision, authorized reviewer, and submission record
Track review, revisions, and decision separately
Maintain a dated history of submission, questions, revised documents, and the final decision. If the scope or price changes, identify the revision and replace or supersede the prior version without losing the audit trail.
Record approval status, approved value or terms, conditions, and the approving party only when supported by the written decision. Keep rejected, withdrawn, and pending requests distinguishable from approved work.
Close the loop after approval
Connect the approved change to field execution, schedule updates, billing, and payment follow-up. Compare performed work with the approved scope and promptly document any further change through the agreed process.
Approval requirements differ by contract and jurisdiction. This workflow is an organizational aid, not legal advice; follow the project documents and obtain professional review when needed.