A change order is a written amendment to an existing project agreement that documents any changes to the scope of work, timeline, or price. When a client asks for something outside the original proposal, you issue a change order instead of absorbing the extra work. It keeps both sides aligned and ensures you get paid for additional effort.
How it works
A client requests something outside the agreed scope. You evaluate the impact on time and cost. You write up a change order describing the new work, the additional fee, and any timeline adjustment. The client signs it before you begin.
A basic change order includes:
| Section | What it covers |
|---|---|
| Reference | Original project name, contract date, change order number |
| Description of change | Exactly what new work is being requested |
| Reason for change | Why the change is needed |
| Impact on scope | Deliverables being added, modified, or removed |
| Impact on timeline | Additional days or weeks the change adds |
| Impact on price | The additional cost, with breakdown if needed |
| Approval | Signature lines and date for both parties |
Once signed, the change order becomes part of the original contract. Number them sequentially (CO-1, CO-2, CO-3) so there is a clear paper trail. For a ready-to-use template, see our change order template for freelancers.
Why it matters for freelancers
Without change orders, scope creep eats your profit. A client asks for “one small tweak,” then another, then another. Each one is minor on its own, but together they add days of unpaid work. Change orders put a formal checkpoint between the request and the work.
This is especially important for fixed-price projects. If you quoted $8,000 for a website with five pages and the client later asks for three more pages, that is a 60 percent increase in deliverables. A change order makes the additional cost visible and fair.
For a deeper look at preventing scope creep, read our guide on scope creep clauses.
Example
You are a freelance designer hired to create a brand identity for $5,000. The scope includes a logo, color palette, and typography guide. Three weeks in, the client asks you to also design business cards and a letterhead.
Instead of absorbing the extra work, you send a change order:
Change Order #1 Project: Brand Identity for Acme Co.
Requested change: Add business card design (front and back) and letterhead template.
Additional cost: $1,200 Additional timeline: 5 business days after final logo approval New project total: $6,200
Please sign below to approve this change before work begins.
The client signs, you add the deliverables to your project plan, and you invoice the additional $1,200 at the appropriate milestone.
Common mistakes
Doing the work before getting the change order signed. If you complete extra work first, you lose all leverage. The client may refuse to pay, arguing they never formally approved it. Always get the signature first.
Making change orders feel confrontational. Frame them as normal project management. Say “Happy to add that. Let me send a quick change order so we are on the same page about timing and cost.” Most clients respect this.
Not having a change order clause in your original contract. Your contract should state that any work outside the defined scope requires a signed change order. Our freelance contract essentials guide covers this and other must-have clauses.
Underpricing the change. When you add work mid-project, you are disrupting your schedule. Price at your full rate or higher.
FAQ
How small does a change need to be before I skip the change order? If a request takes less than 30 minutes and does not alter any deliverable, you can let it go. Anything that adds a new deliverable, changes one significantly, or takes more than an hour deserves a change order. A quick one takes five minutes to write and can save hours of unpaid work.
What if a client refuses to sign a change order? That means they want extra work without paying for it. Hold your ground. The original price was based on the original scope, and changes to scope require changes to price. If they push back hard, that is a red flag. Review your kill fee options.
Can I use change orders for timeline changes that do not affect price? Yes. If a client delays feedback by three weeks and that pushes your delivery date, document it. This protects you from being blamed for a late delivery caused by the client. GetPaidFirst proposals include built-in change order terms, so you can manage amendments without creating separate documents.