Change Order Readiness Checklist — Free PDF for Trade Contractors
27 practical checks to help organize extra-work records before submitting, billing or following up.
Before you submit that change order, check your paperwork.
Extra work can start with a quick conversation in the field. A superintendent asks you to move a conduit run. A plumbing crew runs into an unexpected condition. An HVAC installation needs a revised route. A drywall contractor gets a direction that changes the original scope.
The work may be straightforward. Keeping the supporting records together isn't always. Field instructions, daily T&M tickets, photos, receipts, pricing, approvals and billing records end up in different folders, emails and conversations.
The Change Orders Nailed Down Readiness Checklist gives small trade contractors a practical way to check their documentation before submitting a request, preparing a bill or following up.
What's included
One 2-page printable PDF with 27 checklist items in six steps:
It also includes a simple Readiness Score (items checked ÷ items that apply). Mark an item N/A if it doesn't apply. The score measures how complete your documentation is, not legal validity or the likelihood of payment.
Who it's for
Especially useful for small teams that manage change orders with paper, email, spreadsheets and shared folders.
How to use it
Use a separate checklist for each change request.
What you receive
One PDF file · 2 pages · 27 checklist items · 6 documentation stages · manual readiness score. No subscription or account needed to use it. This is a printable checklist, not a fillable form or automated tracking system.
Price: Free. Pay $0 or contribute an optional amount.
About Change Orders Nailed Down
Created by Ric Rivera, a U.S. Army veteran with more than 20 years of experience in acquisition logistics and project coordination, including work supporting an Army acquisition program office.
Document it. Get it approved. Get it paid. · changeordersnaileddown.com
Important information
This checklist is a general organizational aid, not legal, accounting or contract advice. Change-order procedures, notice requirements, payment terms, retainage and lien or bond deadlines vary by contract and state. Review your contract and confirm applicable deadlines with a qualified professional. The checklist does not determine contractual authorization or guarantee approval or payment.
© 2026 Change Orders Nailed Down. Free to print and share in full with attribution.