A change order is the bridge between the original agreement and the work the client now wants. It should be short enough to approve, but specific enough that both sides can see what changes. Adapt this sample to your project and have qualified counsel review contract language for your situation.
Copy this freelance change order template
Project: [project name]
Original agreement: [proposal or contract name and date]
Change requested: [plain-language description of the request]
Reason for the change: [client request, new information, changed dependency, or other cause]
Scope impact: [deliverables or tasks added, removed, replaced, or reopened]
Fee impact: [added fee, credit, or no fee change, with calculation basis]
Schedule impact: [new milestone or delivery dates, or no schedule change]
Responsibilities and dependencies: [inputs, access, feedback, and decision dates required]
Approval: By approving this change order, both parties agree that it amends the original agreement only as described above. All other terms remain unchanged. Changed work begins after written approval.
Client approval: [name, approval method, and date]
Freelancer approval: [name, approval method, and date]
Calculate the impact before you send it
Use the extra-work pricing guide to include coordination, displaced capacity, schedule pressure, dependencies, and rework instead of quoting only the visible production time.
- Compare the request with the exact approved deliverable or assumption.
- List added work and any work that will be removed or traded.
- Estimate production, review, coordination, and rework time.
- Check whether dependencies move the schedule or create idle time.
- State one recommended option and any workable alternatives.
Send the change order with a decision-ready message
I mapped this request against the approved scope. The attached change order shows the added work, fee, and schedule effect. Please approve it in writing before I schedule the change. If you prefer, we can instead trade [included item] or keep the current scope unchanged.
If you need to establish the rule earlier, use the scope creep clause. For the first client reply, adapt an out-of-scope work email. You can also use the broader change request workflowwhen the request still needs discovery.
Need a reply before you prepare the change order?
Get seven free responses for common extra requests. They help you pause the work, name the scope difference, and offer a clear next step without making promises before you calculate the impact.
Frequently asked questions
What is a freelance change order?
A freelance change order is a written amendment that records a requested change to the approved scope, its effect on deliverables, fees, timing, and responsibilities, and the client approval required before the work begins.
When should a freelancer use a change order?
Use one when a request adds, replaces, reopens, or materially changes a deliverable, assumption, deadline, quantity, format, or revision round in the approved scope of work.
Can a change order reduce the project scope?
Yes. A change order can document a scope trade or removal as well as added work. Record any fee or schedule effect instead of assuming the change is neutral.