How to record a change to a job so everyone agrees

How to record a change to a job

Almost every job changes. The customer picks different tile, or a wall opens up and there is something behind it. Changes are normal. What causes trouble is a change that was only spoken about. A short written record, made before the work starts, keeps the job friendly and the invoice easy to explain.

What to put in a change record

1. The job name and the date, matching your quote.
2. The original scope, in one line.
3. What is changing, in specific words. "Add a second row of tile above the window" is better than "extra tile".
4. Why: a customer request, or something found during the work.
5. The effect on price, as an addition or reduction with the same breakdown as the quote. If you cannot price it yet, say so.
6. The effect on the schedule, in plain words, without promising a date you are unsure of.
7. The new total: original price, plus or minus this change.
8. Agreement: the customer replies "agreed" in writing, or signs. Follow whatever rules apply to your work and contracts.

Worked example: a bathroom repaint (made-up figures)

The original quote is $2,400 before Tax A and Tax B. After opening the ceiling you find a patch that needs repair and primer first.

Your extra costs are $200 of labour and $100 of materials, so $300. At a 20% margin the price calculator gives $375. You write: "Change 1: repair and prime ceiling patch, $375. New total $2,775 before Tax A and Tax B. Reason: damage found behind old fixture." You send it and wait for "agreed" before you continue.

On the final invoice, the original job is one line and Change 1 is another line. Each line matches a note the customer already agreed to.

Mistakes to avoid

1. Agreeing by phone and writing it down days later.
2. Writing "extras as discussed" without saying what they are.
3. Rolling several small changes into one vague line.
4. Forgetting the tax lines on the new work.

Price the extra work in the price, margin and markup calculator, and log the extra hours in the timesheet so the final invoice matches your notes.