Start with the change from the agreed scope
Compare the field condition or request with the contract documents and approved scope of work. Describe the difference in plain language: what was expected, what was discovered or requested, and why the added work appears to be outside the original scope. Keep the record factual; do not label a change compensable until the contract and responsible parties have been reviewed.
Record when the issue was found, who raised it, who gave direction, and who was present. If direction came by text, email, drawing revision, RFI, or meeting, identify that source and keep the original record with the project file.
- Date and location of the condition or request
- Requested or directing party and the source of the direction
- Original-scope reference and a concise description of the difference
- Current work status and any notice or approval deadline in the contract
Capture labor, materials, equipment, and evidence
Make field notes while the people and details are available. Separate estimated impact from actual time and quantities, and identify the workers, materials, equipment, subcontractors, and site access conditions involved. Attach dated photos with captions that explain what each image shows.
Include schedule effects and constraints as their own facts. A photo of a condition can support the record, but it does not explain who directed the work or how it affected labor, cost, or sequence.
- Crew or role, time period, and work performed
- Materials used or expected, with quantity and source when known
- Equipment, subcontractor, access, and rework impacts
- Photo captions, drawing references, and related daily report entries
Keep notice, pricing, and approval records connected
Follow the notice and change-order process in the governing contract. Send a written notice or request through the required channel and retain the submission date and response. If work must proceed before price is agreed, document the direction and the unresolved commercial terms rather than treating silence as approval.
Link the field record, supporting documents, estimate, submitted change order, revisions, decision, and payment status. This gives the office and project team one traceable record instead of separate notes that are difficult to reconcile later.
Use a repeatable review before sending
Before a change order is sent, check that the scope, basis, cost components, schedule effects, attachments, and approval request are understandable to someone who was not at the site. Correct missing facts; do not fill gaps with assumptions.
Contract terms and notice requirements vary. Use this checklist as a documentation aid, not as legal or payment advice, and ask the appropriate professional when a contract interpretation is needed.