Build · free template

Change Order Request

Site change order tied to a job number, phase and cost code: what changed on the drawings, who asked, the cost and time effect, and approval to proceed.

A ready-to-use construction form for small teams who need a reliable intake process: 24 questions, 2 pages, 4 conditional rules.

Questions
24
Pages
2
Layouts
classic
Time to complete
≈ 8 min
Conditional rules
4
Preview it in the gallery

Searches this template answers

Also filed under

Live preview and test console

This is the real form. Answer it to test the flow — nothing is sent or stored.

Page 1 of 2 — The change

Which job, phase and drawing?

Is a revised drawing available?
How was the change instructed?

This template runs as a straight sequence — no branching rules.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Legal text not required — passingThis template collects neither health nor regulated financial information.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Change Order Request is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

  • Small teams who need a reliable intake process working in construction.
  • Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
  • Anyone replacing chasing missing details over email with one structured record per enquiry.
  • Respondents are the people you send it to — the form asks them 24 questions across 2 screens.

Why this form is useful

It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.

  • 14 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It accepts a document or photo upload as evidence.
  • It records a signature you can keep as proof of agreement.
  • It pins the request to a specific date.
  • It captures a numeric value you can filter and sort on.
  • Conditional logic hides 4 questions until they are relevant — shorter forms convert better than long ones.
  • Splitting the form across 2 pages keeps each screen short and shows respondents how much is left.
  • Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Change Order Request lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Check the upload limits on the file question so respondents can attach what you actually need.
  5. 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  6. 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 4 conditional rules ship with it.

  • Features conditional validation: if “Does this change affect the completion date?” is Yes, “Extra days needed” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Has any of this work already started?” is Yes, “Who instructed the early start, and when” becomes mandatory before the form can be sent.
  • Features conditional validation: if “How was the change instructed?” is Verbally on site, “Who gave the instruction” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Is a revised drawing available?” is Yes, “Revised drawing number and revision” becomes mandatory before the form can be sent.
  • All 4 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Most construction disputes are arguments about changes that were agreed verbally and priced afterwards. This form closes that gap while the work is still in front of the crew. The first page anchors the change to the job: project and job number, the phase and area, the trade affected, the cost code it will be charged to, and the drawing or specification revision that shows the change against what was originally priced. It records who instructed it, how the instruction arrived and the date, because a change instructed by a consultant on a call needs a different paper trail than one shown on a revised drawing. The second page prices it: labour hours and rate, materials, plant, subcontractor cost, the total, and whether the change moves the completion date and by how many days. A question asks whether work has already started, which is the honest way to handle site reality rather than pretending nothing moves before paperwork. Approval is a signature with a date. Whether a change is contractually valid depends on the contract in place, so this records the facts for the commercial team to apply.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — The change

  • Project namerequired
  • Job numberrequired
  • Phase or arearequired
  • Trade affectedrequired
  • Cost code to chargerequired
  • What is changing, and whyrequired
  • Is a revised drawing available?required
  • Revised drawing number and revision
  • How was the change instructed?required
  • Who gave the instruction
  • Date instructedrequired

Page 2 — Cost and time

  • Labour hours
  • Labour rate per hour
  • Materials cost
  • Plant and equipment cost
  • Subcontractor cost
  • Total change valuerequired
  • Does this change affect the completion date?required
  • Extra days needed
  • Has any of this work already started?required
  • Who instructed the early start, and when
  • Attach markup, photos or supplier quote
  • Approved to proceedrequired
  • Approval daterequired

24 questions in total.

Example of a completed change order request form

Shows how a site team might record and price a variation before work proceeds.

Project name
Elm Street Retail Fit-out
Job number
J-4410
Phase or area
Ground floor, unit 3
What is changing, and why
Additional socket circuits added to match the revised shopfitting layout
Total change value
2150
Does this change affect the completion date?
Yes
Extra days needed
3
Who gave the instruction
Priya Desai, project architect

Sample data — no real people, addresses or records are shown.

How the form changes as it's filled in

This template ships with 4 conditional rules, grouped into 4 behaviours driven by 4 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Does this change affect the completion date?”

  • Makes answers required

    If “Does this change affect the completion date?” is Yes, “Extra days needed” becomes required before the form can be submitted.

Driven by “Has any of this work already started?”

  • Makes answers required

    If “Has any of this work already started?” is Yes, “Who instructed the early start, and when” becomes required before the form can be submitted.

Driven by “How was the change instructed?”

  • Makes answers required

    If “How was the change instructed?” is Verbally on site, “Who gave the instruction” becomes required before the form can be submitted.

Driven by “Is a revised drawing available?”

  • Makes answers required

    If “Is a revised drawing available?” is Yes, “Revised drawing number and revision” becomes required before the form can be submitted.

Set it up step by step

  1. 1

    Number them as they arrive

    Let the form's own reference be the change order number so site and commercial refer to the same thing in every conversation.

  2. 2

    Route by value

    Send changes above your sign-off threshold straight to the commercial manager and everything below it to the site manager.

  3. 3

    Insist on the cost code

    A change with no cost code lands in a general pot and disappears from the final account, which is where money is lost.

  4. 4

    Photograph the condition first

    Attach a photo of what was there before the change; it settles most later arguments in one image.

Mistakes to avoid

  • Recording a change with no drawing revision, so nobody can prove it differed from the priced scope.
  • Leaving the time effect blank because the cost was small, then losing an extension of time claim.
  • Pricing changes weekly in batches, by which point the crew has moved on and the hours are guesses.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Keep a live change log per job number, total the approved values against the original bid, and carry any date effect into the programme before the next site meeting.

Works in this layout

Browse classic templates

Forms that overlap this one

These pages cover the same subject ground as the change order request, matched on the words people actually search for.

Privacy & compliance

This form takes money. Card details are handled by the payment provider and never stored in your response data — you keep the order details, not the card number.

Frequently asked questions

How does this differ from a contract change request?

The contract version amends an agreement between two companies. This one lives on site: job number, phase, trade, cost code and drawing revision, priced in labour hours.

And a scope change request?

That is a project-management form about deliverables. A change order is construction work with a value and a programme effect, approved before or during the work.

Work already started — should we still raise one?

Yes, and the form asks who instructed the early start rather than hiding it. An unpriced started change is the hardest kind to recover.

Who signs it?

Whoever holds financial authority for that job. Set the routing by value so nothing waits on one person for a small change.

Is the Change Order Request template free to use?

Yes. You can preview and test Change Order Request on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Change Order Request template ask for?

It asks 24 questions across 2 pages, 14 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Change Order Request form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic layout, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this construction form work?

4 conditional rules ship with the template: Features conditional validation: if “Does this change affect the completion date?” is Yes, “Extra days needed” becomes mandatory before the form can be sent. Features conditional validation: if “Has any of this work already started?” is Yes, “Who instructed the early start, and when” becomes mandatory before the form can be sent. Features conditional validation: if “How was the change instructed?” is Verbally on site, “Who gave the instruction” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Change Order Request form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Change Order Request form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Can respondents upload files?

Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.

Is the signature on this form legally usable?

The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.

Related templates

More forms teams pair with the change order request.

Related categories

All Construction templates