Change Orders

Best Practices for Managing Change Orders in Commercial Construction

In the world of commercial construction, change orders are not the exception—they’re the rule. Very few projects are completed without adjustments to scope, schedule, or cost. Whether triggered by unforeseen site conditions, evolving client requests, or design modifications, change orders are an essential part of project delivery.

The key is not avoiding them but managing them well. A clear, disciplined process protects both your customer and you, ensuring that work continues smoothly and payments are processed without delay.

What every change order should include

Comprehensive documentation is the foundation of a successful change order process. Each order should clearly identify:

· Project and contact details

· Dates of the change

· A precise description of the revised work

· Adjustments to the schedule

· Cost implications

· Updated contract value

The more detail captured upfront, the less room there is for misunderstandings later.

Protecting your company from unnecessary risk

Documentation is your strongest safeguard. Always record how a change impacts cost and schedule and obtain approval before proceeding whenever possible. Contracts that include “price and proceed” language can complicate this process, but even in those cases, written communication is essential. If verbal instructions are given, immediately confirm them in writing—an email is often enough to establish a record.

Too many contractors have faced the scenario where a project manager authorizes a change verbally, only to later discover that person is no longer with the company and no written approval exists. By consistently following up in writing, you protect your work and your payment.

Staying proactive and organized

Establish a reliable system to track all pending and approved change orders. Document every communication, and if a response is delayed, follow up persistently. Project stakeholders juggle many priorities; ensuring your change order stays visible is part of your responsibility.

The takeaway

Change orders are a fact of life in commercial construction. By treating them with the same professionalism as the original contract—through clear documentation, consistent follow-up, and disciplined processes—you minimize disputes, reduce risk, and secure timely payment for the work you perform.

Our approach

At Giffin Interior, we understand the impact that change orders can have on project outcomes. That’s why we take a proactive, detail-driven approach—ensuring every change is managed transparently, documented thoroughly, and resolved efficiently. Our goal is to keep your project on schedule, on budget, and on track for success.