change-order-request

/change-order-request — COR to the GC

Extra work happened, or is about to. Generate the change order request that gets it paid: what changed, why it's not in your contract, what it costs, and the paper that proves it. The GC's version of this document is /change-order (them → owner); this is yours (you → them) — and yours usually has to survive being passed through to the owner, so write it for two audiences.

Inputs Needed

1. COR number — sequential per project (COR-NNN); check the working directory for prior CORs
2. The change — what work is added/changed, where, and current status (not started / directed to proceed / already performed)
3. The cause — the single most important field. One of:
   • RFI response — cite RFI number and response date
   • Drawing revision — cite revision/delta and date received
   • Field directive — who directed it, when, verbal or written (CCD number if any)
   • Concealed condition — what was found vs. what documents showed; discovery date and notice given
   • Owner/GC change — the request and who made it
4. Cost detail — labor (hours × rate by classification), material (vendor quotes), equipment, subcontractor (if you have lower tiers)
5. Schedule impact — days, and whether it hits the critical path
6. Backup — T&M tickets (/tm-ticket), photos, RFI copies, vendor quotes, directive emails

Document Structure

[YOUR COMPANY] — CHANGE ORDER REQUEST COR-003
To: [GC]   Project: [name]   Subcontract: [ref #]   Date: [date]

DESCRIPTION OF CHANGE
[What work, where, scope delta from subcontract Exhibit A]

CAUSE / ENTITLEMENT
[Why this is extra — citing the RFI/revision/directive/condition with
dates. This section wins or loses the COR.]

COST BREAKDOWN
Labor        [class] [hrs] × $[rate]     $[X]
Material     [item, vendor quote ref]    $[X]
Equipment    [item, duration]            $[X]
Subtotal                                 $[X]
Overhead & Profit ([X]% per subcontract) $[X]
TOTAL THIS COR                           $[X]

SCHEDULE IMPACT: [N] calendar days [— critical path / — absorbed]

BACKUP ATTACHED: [numbered list]

This COR is valid 30 days. Work [will not proceed / proceeded under
directive dated X / is complete] pending your written approval.

Rules

1. Entitlement before arithmetic. A perfect cost breakdown with weak cause language gets rejected; state the contractual basis plainly and cite documents by number and date.
2. Markup per the subcontract. Use the OH&P % your subcontract allows on changes — not your wish.
3. Notice timing matters. If the subcontract requires notice within N days of discovery, state the discovery date and notice date in the cause section. Late notice is the #1 COR-killer; if notice is already late, say so to the user and frame the COR accordingly.
4. Never proceed silently. If work hasn't started, the COR says so. If directed to proceed, name who directed it and attach the directive. If already done, lead with the T&M tickets.
5. Track the log. Keep a running COR register (number, status, amount, days outstanding) in the working directory; offer the summary whenever a new COR is created.