How to Make Sure Your Change Orders Always Get Approved
- Gil Rosa
- Jun 11
- 2 min read
Why "do the work and ask later" will bankrupt you and what to do instead.
We've all seen it.
You submit a change order and hear… nothing.
Or worse, "We're not approving this because it wasn't in writing."
Now you're stuck. Work is already done. Labor spent. Materials installed.
And your cash? Held hostage.
The Real Problem:
Your change orders aren't denied because GCs or clients are evil.
They're denied because they're unclear, late, or unjustified.
And that's on you.
The Solution: Submit Like a Pro
Here's how to make sure your change orders don't end up in limbo:
1. Use a Standard Format
Clarity is your best weapon.
Your change order should tell a complete story:
What changed
Why it changed
What it will cost
How you'll do it
How long it will take
One of my former colleagues used to say:
"Tell the story. Lay out what happened, what you're doing about it, and why it's fair.”
It worked like a charm.
This isn't just paperwork; it's persuasion. Make it easy to say yes.
2. Submit Early (Before You Swing the Hammer)
This one's simple:
If the work is already done, the leverage is already gone.
Always submit the change order before executing the work.
Not during. Not after.
Before.
3. Confirm Approvals in Writing Always
Verbal approvals vanish faster than jobsite coffee.
If it's not in writing, it doesn't exist.
Use email, a signed CO form, or even a text with confirmation.
But don't move until the green light is documented.
Pro Tip:
Make it easy for the GC or PM to approve.
Include photos, markup drawings, a one-line justification, and a clean format.
Think "legal exhibit meets elevator pitch."
Takeaway:
Change orders get approved when they're:
Clear
Justified
Timely
Documented
If any one of those is missing, you're gambling with your paycheck.
Stop waiting weeks for CO approvals.
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