Change Order Review Readiness Checklist
Answer 15 questions about the change order package you have in hand. Get a readiness score and specific guidance on the gaps to address before approving.
Review Readiness Assessment
Answer each question based on the change order package you currently have. Select Yes, Partial, or No for each item.
1. Do you have the contractor's detailed cost breakdown?
2. Are labour hours specified with crew size and trade classifications?
3. Are wage rates stated explicitly?
4. Are material costs supported by invoices or quotes?
5. Are subcontractor costs supported by the sub's own breakdown?
6. Are equipment costs supported by rental invoices or rate schedule references?
7. Are markup percentages stated explicitly for each category?
8. Have you verified that markup rates comply with your contract?
9. Is the markup applied to the correct cost base?
10. Is the claimed work outside the original contract scope?
11. Was timely written notice provided as required by the contract?
12. Is any claimed schedule extension supported by a schedule analysis?
13. Have you checked for costs that may appear in other change orders?
14. Does the change order address schedule impact explicitly (even if zero)?
15. Have you logged this change order in your project register?
0 of 15 answered
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Try ChangeGuard FreeWhy a structured review matters before approving
Construction change orders are frequently approved under time pressure without adequate review. The cumulative cost of approving change orders without verifying entitlement, costs, and markup compliance can be substantial — especially on projects with many changes. A structured review process, even a brief one, catches the most common issues before they become signed commitments.
The 15 items in this checklist cover the key review areas: entitlement (is the work actually extra?), cost documentation (is the backup adequate?), markup compliance (do the rates match the contract?), and schedule impact (is any time extension substantiated?). A readiness score above 70% indicates you have the information needed for a meaningful review; below 40% suggests significant gaps that should be addressed before approval.
What the readiness score measures
Critical documentation is missing. Approving at this stage means accepting the contractor's stated cost without independent verification.
Partial documentation received. Review what you have, but address the gaps before approving significant amounts.
Core documentation is present. Focus your review on the specific missing items before finalizing approval.
The four areas this checklist covers
- →Entitlement review: Is the claimed work genuinely outside the original contract scope? Was proper notice given? These threshold questions determine whether additional compensation is warranted at all.
- →Cost documentation: Is the cost breakdown detailed? Are labour hours, material invoices, subcontractor quotes, and equipment records present? Without documentation, costs cannot be independently verified.
- →Markup compliance: Are the applied overhead, profit, bond, and insurance rates stated explicitly and within the contract allowances? Rates above contract limits are a basis for adjustment.
- →Schedule and process: Is any claimed time extension supported by schedule analysis? Is the change order logged in your project register? Process completeness protects the owner at project closeout.
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ChangeGuard processes your actual change order submission — extracting costs, checking markup against your contract, and identifying documentation gaps automatically.
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