Construction Additional Work Order Template

A construction additional work order is a written record of work that falls outside the agreed scope of a construction project. Use the printable template below to describe the added work, its price and schedule effects, and the approvals needed before it starts.

What an Additional Work Order Does

An additional work order documents a proposed change to the work already described in a contract, estimate, or original work order. It gives the client and contractor a shared record of what is being added or changed, who will do it, how the cost will be calculated, and whether the completion date may move. The document is useful for small jobs as well as larger projects, provided its level of detail suits the work.

The name is not used consistently across the construction industry. A contractor may call the document an extra work order, work authorization, change request, or change order. The label alone does not determine its effect. The contract and the parties’ approval process matter, so check how the project documents define and authorize changes.

An additional work order is not simply a note that something happened on site. It is clearest when it is prepared before the added work begins and signed or otherwise approved by the people authorized under the project agreement. A written record can help prevent different expectations about scope, payment, or timing, but it cannot resolve every disagreement by itself.

When to Use One

Use an additional work order when a requested task is not included in the original agreed scope, or when the parties agree to revise that scope. For example, a homeowner might request extra shelving after a renovation estimate has been accepted. A property manager might ask a contractor to replace a second section of damaged fencing after the original work was priced for one section only.

Changes can also arise from site conditions or coordination. A concealed pipe may require a reroute, a selected finish may be unavailable, or a client-approved layout change may require additional framing. Describe the known facts without presenting an assumption as a confirmed cause. If the extent of work is not yet clear, the order can identify what is authorized now and explain how any further work will be proposed and approved.

Not every adjustment needs a separate document. A correction that is already required by the original scope, a task included in the agreed price, or routine sequencing within the contractor’s responsibility may not be additional work. If the parties are unsure whether a task is already included, compare the request with the contract, drawings, specifications, and approved selections before treating it as extra.

Construction Additional Work Order Template

What to Include for a Clear Scope

The description should let someone who was not part of the conversation understand what the contractor is expected to do. State the location, quantity, relevant dimensions, finish or material, and any installation or removal work. If the change modifies existing work, identify what is to be removed, retained, or replaced. “Add shelves” is vague; “install three painted wood shelves, each 900 mm wide, on the pantry wall shown in the attached sketch” is more specific, if those details reflect the actual agreement.

Also identify boundaries. A useful scope says what is excluded when a reader could reasonably assume it is included. For example, a shelf installation might exclude repainting the full room, repairing hidden wall damage, or relocating electrical wiring. Do not list exclusions merely as boilerplate: tailor them to the actual work and explain any uncertain condition that could affect the price.

• Reference the relevant drawing, room, elevation, or original contract section.
• Describe materials by type, finish, size, or agreed selection where known.
• State quantities and units, such as metres, square metres, fixtures, or hours.
• Identify access, removal, disposal, protection, or making-good work when applicable.
• Attach marked-up plans, photographs, specifications, or a separate itemized estimate.

For work that cannot be fully defined until opening up a wall or completing an inspection, separate confirmed tasks from possible follow-up tasks. The order can authorize a limited investigation, for example, while stating that repair work beyond the stated allowance requires a separate written approval. This avoids treating an unknown future task as though its scope and price were already settled.

How Approval and Work Usually Proceed

Each project agreement sets its own process, but a practical sequence is to document the request, assess its effect, present the proposed order, obtain approval, and keep a copy with the project records. The contractor should not assume that a verbal conversation from someone on site is approval from the person authorized to change the contract. The client should likewise check who is permitted to approve work on their behalf.

1. Record the request or condition. Note who raised it, when, where, and what is known. Add photographs or a site note if they clarify the issue.
2. Define the proposed work. Confirm scope, materials, exclusions, access needs, and any assumptions that affect the estimate.
3. Assess cost and timing. Explain the pricing basis and state whether the completion date, sequence, or another activity may be affected.
4. Send the written order for review. Include supporting documents and allow the other party to ask questions before authorizing it.
5. Record approval and distribute copies. Use the approval method required by the agreement, then give the relevant project team members the current version.
6. Track completion and close it out. Record the work performed, any agreed adjustment, and related invoice or payment milestone.

If urgent work is needed to protect people or property, follow the project’s emergency procedures and communicate promptly. Document what was necessary, what was done, and why. Whether urgent action changes payment or contract obligations depends on the agreement and applicable rules; a later form should accurately record events rather than imply approval that was never given.

Pricing and Schedule Details

The order should make the price understandable, not merely state a total without context. A fixed price can suit a well-defined task. A unit price can work when the quantity may vary, provided the unit and how quantities will be measured are clear. Time-and-materials pricing can be appropriate when the final scope is uncertain, but the parties should specify the rates, material charges, any agreed markup, and how hours or quantities will be recorded. These are common approaches, not a universal ranking; the contract may restrict or define them.

Show whether the amount is an addition to or a credit against the original contract price. Identify any stated tax treatment or allowance assumptions according to the project documents and local requirements; do not guess at tax rules. If the final amount depends on an inspection or measured quantity, describe the calculation method and who will verify it. A price marked “estimate” should not be presented as a guaranteed fixed total.

State the schedule effect separately from the price. Give a number of added workdays or revised milestone date when it can be reasonably determined, and mention dependencies such as delivery, access, inspection, or another trade’s work. If the effect is not yet known, say that it will be assessed once a stated condition is confirmed. Do not promise a revised completion date without considering the project sequence.

Common Problems to Avoid

A frequent problem is beginning extra work based only on an informal conversation. People may remember the request, price, or deadline differently later. Another is using a vague scope that leaves out preparation, disposal, finish matching, or repair of affected surfaces. The solution is not a longer form for every job; it is enough project-specific detail to make the agreement understandable.

• Unclear authority: Confirm who can approve changes and use the agreed approval channel.
• Unstated assumptions: Write down what the price depends on, such as access or a verified quantity.
• Scope creep: Distinguish the approved task from related work that has not been authorized.
• Conflicting documents: Identify the version of a drawing or specification being changed and keep superseded versions marked or filed.
• Missing schedule information: Record whether the change has no known effect, a defined effect, or an effect still to be assessed.
• Unsigned or incomplete records: Keep the approved copy and supporting attachments together with the original project documents.

A template is a starting point, not a substitute for the project’s contract terms. If a requested change could affect permits, inspections, safety controls, or work by other trades, identify the issue and coordinate it before proceeding. For a dispute or a contract-specific legal question, ask a qualified professional.

Additional Work Order vs. Change Order

In everyday use, “additional work order” often emphasizes an added task, while “change order” may refer more broadly to adding, deleting, or revising contract work. Some organizations use the terms differently or treat them as equivalent. There is no safe assumption that a document has a particular effect just because its title says “work order.” Read the project agreement for its definitions, required form, approval process, and rules for adjusting price or time.

For a small, discrete extra task, a one-page additional work order may be convenient. A larger change affecting drawings, multiple trades, milestones, or the overall contract value may need a more formal change document and supporting detail. The useful distinction is practical: choose a record that captures all affected scope and terms while following the contract, rather than relying on the label.

Keeping a Useful Project Record

Give each order a unique number and date it consistently. Save the request, estimate, approval, attachments, and completion record together. If the scope changes again, issue a revised or new document that clearly refers to the earlier one instead of silently overwriting the approved version. This makes it easier to trace why a quantity or schedule changed.

At closeout, compare approved orders with work completed and invoices submitted. Note any agreed credits, unused allowances, or unresolved items rather than assuming that an estimate and final bill match. A clear file helps the client, contractor, and project administrator understand the history, particularly if staff or site supervisors change during the job.

Frequently Asked Questions

Is an additional work order the same as a change order?
Sometimes the terms are used interchangeably, but not always. The project contract may define them differently, so check its language and required approval procedure rather than relying on the title alone.

Should an additional work order be signed before work starts?
When feasible, get approval before starting so scope, price, and timing are clear. Follow the agreement’s process. If an urgent situation requires action first, document the circumstances and communications accurately and promptly.

Can I use this template for a small repair?
Yes. For a small job, complete the fields that apply and keep the description proportionate to the work. Include enough detail to identify the task, agreed price or pricing method, schedule effect, and approval; mark irrelevant fields as not applicable.

What if the final cost is not known yet?
State the pricing method, rates or measurement basis, assumptions, and how actual quantities or time will be documented. If the amount is only an estimate, label it clearly and explain what additional approval is needed if the scope or cost changes.

Does signing the form automatically extend the project deadline?
Not necessarily. The form should state any agreed schedule effect, and the contract may set rules for changing dates. If the timing is uncertain, record that it remains to be assessed rather than implying that a specific extension has been approved.

What should I attach to the order?
Attach material selections, marked-up drawings, photographs, itemized estimates, or measurements when they help define the agreed work. Identify each attachment by name or date so the parties can tell which version belongs with the approved order.

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