Change Orders

Change Order Documentation — What to Keep and Why

Good documentation is the difference between a paid change order and a disputed one. Here's what to track from day one.

5 min read

More change orders are lost due to poor documentation than for any other reason. A GC can't approve what they can't verify, and an owner won't pay what they can't audit. The time you spend documenting changed work is an investment in getting paid for it.

Daily field reports

Keep a daily field report for every day you have workers on site, especially during changed work. Record the date, number of workers, hours worked, work performed, materials used, equipment on site, and any site conditions or issues. Signed by your foreman and ideally countersigned by the GC's superintendent. These are your primary evidence for T&M change orders.

Photographs

Photograph changed conditions before, during, and after the work. Date-stamped photos are the most defensible evidence you have. Take wide shots for context and close-ups for detail. Store photos organized by date and COR number.

Written directives

Get written confirmation before starting any extra work. An email from the GC's project manager saying 'go ahead and do X' is a written directive. A text message counts. A verbal instruction alone does not. If you receive a verbal directive, follow up immediately with a written confirmation: 'Per our conversation today, we'll proceed with X as directed. Please confirm this is authorized as a change order.'

Material invoices

Keep invoices for all materials used on changed work separate from your regular project materials. Mark them clearly. This is your cost basis for material costs on CORs.

Cost breakdown best practices

When preparing your COR cost breakdown: separate labor, materials, equipment, and other costs. Show your labor hours and rates. Include overhead and profit — typically 10–15% OH and 10% profit, but review your contract. Round numbers look estimated — show actual costs with backup.

How long to keep records

Keep all change order documentation for at least 4 years after project completion — longer on public projects. California's statute of limitations for construction disputes can extend up to 10 years in some cases.

This is general educational information, not legal advice. Documentation requirements vary by contract. Consult a construction attorney regarding record retention for your specific situation.

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