Free Construction Change Order Form for Word: Scope Change, Cost Breakdown, Contract Sum Adjustment and Schedule Extension Sign-Off

What's inside

The document has 3 pages. Each part below is a heading in the file, so you can jump to it from the Navigation Pane (View > Navigation Pane).

Part	What it covers	What you write
Project block	Which contract and which change	Project, number, owner, contractor, architect, contract date, CO number and date, requester, status
1. Description of change	What changes and why	Scope text, reason, affected drawings and specifications
2–3. Cost and contract sum	What it costs and the new contract total	Quantities, unit costs, markups; original sum, previous changes, new sum
4. Schedule impact	Days added and new completion	Days, completion before and after, reason
5–6. Attachments and approval	Backup and authority	Quotes, drawings, reports; owner, contractor and architect signatures

Before you start

Check the contract’s change clause: who can request changes, the markup allowed on changed work, and how time extensions are claimed.
Get subcontractor quotes or a takeoff before pricing.
Have the current contract sum: the original amount plus every approved change order so far.

Step-by-step guide

Fill in the project block
Type the project, parties and change order number, pick the dates, who requested the change and its status.
Describe the change
Say exactly what work is added, removed or changed, pick the reason from the dropdown and list every drawing and specification section affected.
Price it
One row per item with quantity, unit and unit cost. Apply the overhead, profit and bond rates your contract allows, and check every amount adds up.
Update the contract sum
Carry the original sum and the net of previous change orders, add this change and show the new contract sum.
State the time impact
Enter the days added, pick the completion dates before and after, and say why the work affects the critical path.
Attach backup and sign
Tick the attachments, set the status to Pending approval, and collect the owner, contractor and architect signatures. Then set the status to Approved.

Field and control map

Every content control and field in the document, in the order they appear. Gray-boxed fields in Word are the content controls.

Name	Type	Where	Value in the sample
Change order number	Text	Header	CO-007
Project name header	Text	Header	Elm Street Medical Office Build-Out
Project name	Text	Body	Elm Street Medical Office Build-Out
Project number	Text	Body	2026-031
Owner	Text	Body	Elm Street Health Partners
Contractor	Text	Body	Keystone Builders, Inc.
Architect	Text	Body	Harlow + Fenn Architects
Contract date	Date picker	Body	May 4, 2026
Change order number	Text	Body	CO-007
CO date	Date picker	Body	November 2, 2026
Requested by	Dropdown	Body	Owner (Owner / Contractor / Architect / Engineer)
CO status	Dropdown	Body	Pending approval (Draft / Pending approval / Approved / Rejected / Void)
Change reason	Dropdown	Body	Owner request (Owner request / Design error or omission / Unforeseen site condition / Code or inspector requirement / Value engineering / Allowance adjustment)
Days added	Text	Body	4
Completion before	Date picker	Body	February 19, 2027
Completion after	Date picker	Body	February 23, 2027
Att quote	Checkbox	Body	checked
Att drawings	Checkbox	Body	checked
Att report	Checkbox	Body	checked
Att photos	Checkbox	Body	unchecked
Owner signer	Text	Body	Dr. Nina Park, Managing Partner
Signed date	Date picker	Body	3 fields: Click or tap to enter a date.
Contractor signer	Text	Body	Ray Collins, Project Manager
Architect signer	Text	Body	Leah Harlow, AIA
`{ PAGE }`	Field	Footer	1
`{ NUMPAGES }`	Field	Footer	3
`{ SEQ Table \* ARABIC }`	Field	Body	1

Every field, control and style, explained

The code in each card is read straight from the .docx file (the XML Word stores, or the field code you see with Alt+F9), so it is exactly what the template contains.

Numbered headingsHeading 1 and Heading 2 styles

<w:lvl w:ilvl="0">
  <w:start w:val="1"/>
  <w:numFmt w:val="decimal"/>
  <w:pStyle w:val="Heading1"/>
  <w:lvlText w:val="%1."/>
  <w:lvlJc w:val="left"/>
  <w:pPr>
    <w:ind w:left="440" w:hanging="440"/>
  </w:pPr>
</w:lvl>
<w:lvl w:ilvl="1">
  <w:start w:val="1"/>
  <w:numFmt w:val="decimal"/>
  <w:pStyle w:val="Heading2"/>
  <w:lvlText w:val="%1.%2"/>
  <w:lvlJc w:val="left"/>
  <w:pPr>
    <w:ind w:left="660" w:hanging="660"/>
  </w:pPr>
</w:lvl>

The section numbers (1., 2., 6.1 …) are not typed. A multilevel list is linked to the Heading 1 and Heading 2 styles, so any paragraph you set to Heading 1 gets the next number and the table of contents picks it up.

Piece by piece

<w:pStyle w:val="Heading1"/>: Links list level 1 to the Heading 1 style (level 2 to Heading 2).
<w:lvlText w:val="%1."/>: Level 1 shows its counter and a period: 1., 2., 3.
<w:lvlText w:val="%1.%2"/>: Level 2 shows the parent number, a period and its own counter: 6.1, 6.2.
<w:ind w:left="440" w:hanging="440"/>: Hanging indent so wrapped heading text lines up after the number.

In the sample: 1. Description of change, 1.1 Reason for change, 1.2 Drawings and specifications affected … (8 headings)

How it is used: To add a section, type the heading, then pick Heading 1 (Ctrl+Alt+1) or Heading 2 (Ctrl+Alt+2) on the Home tab. Numbers after it update by themselves.

How to change it: Home > Multilevel List > Define New Multilevel List to change the format (for example "Section 1"). Keep "Link level to style" set to Heading 1 and Heading 2.

Learn this: How to Plan and Structure Long Documents in Word: Outline View and Multilevel Numbering →

Page X of YFooter

Page { PAGE } of { NUMPAGES }

The footer counts pages with two fields: PAGE is the current page and NUMPAGES is the total. Both recalculate when the document is printed, saved as PDF or scrolled in Print Layout.

Piece by piece

PAGE: The number of the page the field sits on.
NUMPAGES: The total number of pages in the document.

In the sample: Page 1 of 3 on the first page

How it is used: Nothing to do: add or delete pages and the numbers follow.

How to change it: Double-click the footer to edit the text around the fields. Insert > Page Number > Format Page Numbers sets the starting number.

Learn this: How to Set Up Pages in Word: Margins, Breaks, Headers, Footers, and Page Numbers →

Numbered table captionsCaptions above tables

{ SEQ Table \* ARABIC }

Each table caption uses a SEQ field that counts tables in order. Insert a new captioned table in the middle and every later caption renumbers.

Piece by piece

SEQ Table: A counter named "Table". Every SEQ Table field adds 1.
\* ARABIC: Show the counter as 1, 2, 3.

In the sample: 1 caption(s): Table 1

How it is used: Captions are what a "see Table 2" cross-reference points to (References > Cross-reference).

How to change it: References > Insert Caption adds a new one. If numbers look stale, press Ctrl+A then F9 to update all fields.

Learn this: How to Add a Table of Contents, Captions, and Cross-References in Word →

Fill-in fields (plain text content controls)Gray-boxed fields

<w:sdtPr>
  <w:alias w:val="Project name"/>
  <w:tag w:val="project_name"/>
  <w:text/>
</w:sdtPr>

Names, numbers and other details people change every time are plain text content controls. Click one and type: the text replaces the sample, keeps the formatting, and the field still shows its name when selected.

Piece by piece

<w:alias w:val="…"/>: The title shown on the control’s tab when you click it.
<w:tag w:val="…"/>: A machine-readable name, useful for mail merge or code.
<w:text/>: Plain text: one line, one format, so pasted text cannot break the layout.
<w:showingPlcHdr/>: Present when the field shows gray placeholder text instead of a value.

In the sample: Project name = Elm Street Medical Office Build-Out

How it is used: 12 in this template: Change order number, Project name header, Project name, Project number, Owner, Contractor, Architect, Days added, Owner signer, Contractor signer, Architect signer. Use Developer > Design Mode to see every control at once, or the Selection Pane to jump between them.

How to change it: Developer > Properties changes the title, tag and placeholder. To show the Developer tab: File > Options > Customize Ribbon > Developer.

Learn this: How to Create Fillable Forms with Content Controls in Word →

Date pickersDate fields

<w:sdtPr>
  <w:alias w:val="Contract date"/>
  <w:tag w:val="contract_date"/>
  <w:date w:fullDate="2026-05-04T00:00:00Z">
    <w:dateFormat w:val="MMMM d, yyyy"/>
    <w:lid w:val="en-US"/>
    <w:storeMappedDataAs w:val="dateTime"/>
    <w:calendar w:val="gregorian"/>
  </w:date>
</w:sdtPr>

Dates are date picker content controls: click the arrow to pick from a calendar, or type a date in any format and Word shows it as "November 2, 2026".

Piece by piece

w:fullDate: The stored date, independent of how it is shown.
<w:dateFormat w:val="MMMM d, yyyy"/>: Display format: full month name, day, four-digit year.
<w:lid w:val="en-US"/>: Language used for month names.
<w:storeMappedDataAs w:val="dateTime"/>: Stores a real date value if the control is mapped to data.

In the sample: Contract date = May 4, 2026

How it is used: 7 in this template: Contract date, CO date, Completion before, Completion after, Signed date. Pick the date from the calendar so every date in the document has the same format.

How to change it: Developer > Properties > Display the date like this, for example d MMMM yyyy or yyyy-MM-dd.

Learn this: How to Create Fillable Forms with Content Controls in Word →

Dropdown listsStatus and choice fields

<w:sdtPr>
  <w:alias w:val="Requested by"/>
  <w:tag w:val="requested_by"/>
  <w:dropDownList>
    <w:listItem w:displayText="Owner" w:value="Owner"/>
    <w:listItem w:displayText="Contractor" w:value="Contractor"/>
    <w:listItem w:displayText="Architect" w:value="Architect"/>
    <w:listItem w:displayText="Engineer" w:value="Engineer"/>
  </w:dropDownList>
</w:sdtPr>

Fields with a fixed set of answers are dropdown list content controls, so everyone uses the same words (useful when you search or count documents later).

Piece by piece

<w:dropDownList>: A list the reader must pick from (no free typing).
<w:listItem w:displayText="…" w:value="…"/>: One choice: the text shown and the value stored.

In the sample: Requested by = Owner (Owner / Contractor / Architect / Engineer)

How it is used: 3 in this template: Requested by, CO status, Change reason. Click the field and choose from the list.

How to change it: Developer > Properties > Add, Modify or Remove choices. Use a Combo Box instead if people need to type their own answer.

Learn this: How to Create Fillable Forms with Content Controls in Word →

CheckboxesChecklists

<w:sdtPr>
  <w:alias w:val="Att quote"/>
  <w:tag w:val="att_quote"/>
  <w14:checkbox>
    <w14:checked w14:val="1"/>
    <w14:checkedState w14:val="2612" w14:font="MS Gothic"/>
    <w14:uncheckedState w14:val="2610" w14:font="MS Gothic"/>
  </w14:checkbox>
</w:sdtPr>

Checklist boxes are checkbox content controls: click to tick or untick. They print as ☒ and ☐.

Piece by piece

<w14:checked w14:val="…"/>: 1 when ticked, 0 when not.
<w14:checkedState w14:val="2612"/>: Symbol for ticked: U+2612 ☒.
<w14:uncheckedState w14:val="2610"/>: Symbol for unticked: U+2610 ☐.

In the sample: 3 of 4 ticked in the sample

How it is used: 4 in this template: Att quote, Att drawings, Att report, Att photos. Click the box. Checkboxes need Word 2010 or later; very old versions show a static symbol.

How to change it: Developer > Properties > Checked symbol > Change, for example to ✓ (Wingdings 2).

Learn this: How to Create Fillable Forms with Content Controls in Word →

Repeating table headersEvery table with a dark header row

<w:trPr>
  <w:cantSplit/>
  <w:tblHeader/>
</w:trPr>

Header rows are marked to repeat at the top of each page when a table breaks, and rows are set not to split across pages, so a long table stays readable when printed.

Piece by piece

<w:tblHeader/>: Repeat this row at the top of each page.
<w:cantSplit/>: Keep each row on one page.

In the sample: 1 of 6 tables repeat their header row

How it is used: Add rows with Tab in the last cell; the header keeps repeating.

How to change it: Click in the header row > Table Layout > Repeat Header Rows. Short tables are also set to keep with the next paragraph so they do not split.

Learn this: How to Build and Format Tables That Read Well in Word →

Guidance notesGray italic notes

<w:style w:type="paragraph" w:styleId="Guidance">
  <w:name w:val="Guidance"/>
  <w:basedOn w:val="Normal"/>
  <w:pPr>
    <w:spacing w:after="100"/>
  </w:pPr>
  <w:rPr>
    <w:i/>
    <w:iCs/>
    <w:color w:val="6B7280"/>
    <w:sz w:val="19"/>
  </w:rPr>
</w:style>

Instructions for whoever fills in the template use a Guidance style (gray italics). Delete them before you send the document; with a style, Find and Replace can remove them all at once.

Piece by piece

<w:i/>: Italic.
<w:color w:val="6B7280"/>: Gray text.

In the sample: One note under the title block.

How it is used: Home > Replace > More > Format > Style > Guidance finds every note.

How to change it: Right-click Guidance in the Styles gallery > Modify.

Learn this: How to Use Styles and the Navigation Pane in Word →

Tips and limits

Price changes before the work starts whenever you can. Work done first and priced later is where most disputes start.
A change with no cost still needs a change order if it changes scope or time.
Keep a change order log: the contract sum line on each new change order should match it.
Markups for overhead, profit and bond are usually set in the contract; use those rates, not new ones.
Industry forms (for example AIA G701) may be required by your contract. This template is not legal advice.

Construction Change Order Request Form for Word

What you can do with it

What's inside

Before you start

Step-by-step guide

Fill in the project block

Describe the change

Price it

Update the contract sum

State the time impact

Attach backup and sign

Field and control map

Every field, control and style, explained

Tips and limits

Learn the skills behind this template