Write a change order for the homeowner

When to use it

When the crew finds something on install day that changes scope.

The prompt

Copy this, then replace everything in [brackets].

Write a change order explanation for the homeowner.
Original scope: [summary]
What we found: [e.g. damaged duct, undersized gas line, panel can't handle new load, rotted platform]
Change: [work needed]
Price: [from price book]
Impact: [time]
Options: [do now / do later / alternative]

Plain English, photos referenced, clear options. Nothing proceeds without their written approval.

Before / after

Before: A surprise charge on the invoice and a 1-star review.

After (example output):

When we opened the attic, we found the return duct is crushed and leaking (photos 1-2). It will make the new system work harder and won’t fix the upstairs comfort. Replacing that section adds $640 and about 2 hours. Want us to do it today, or leave it as is? We need your approval in writing before we start.

Tips

• Approval in writing, every time.
• Use job numbers and first names. Keep codes and addresses in the FSM.
• Confirm crew and equipment availability before sending anything to a customer.
• Review every draft before you send it. You’re accountable for what goes out.