Agency Change Order Form Template (2026): Scope, Fees & Approval

A client asks for one more landing page, a new round of revisions, or a different launch date. The request sounds small, so the project manager replies, “Sure, we can do that.” A few weeks later, the agency and client remember the conversation differently: the client thought the change was included, while the agency expected additional fees and time.

A change order gives both sides one written place to confirm what is changing before the team updates the work plan. This guide includes a copy-ready agency change order form, a filled example, and a short process for using it with your existing agreement.

What Is a Change Order?

A change order is a written record of an agreed change to an existing project or contract. For an agency, it can document a new deliverable, a revised timeline, a change in price, or a change to an assumption that shaped the original scope.

It should point back to the original agreement or Statement of Work (SOW) and describe the specific change. It is not a replacement for the original contract, and it should not silently rewrite terms that are unrelated to the request.

The words used in contracts vary. Some agreements call this a change request, work order, or amendment. Follow the terminology and approval process in your signed agreement. For a broader explanation of scope documents, see MSA vs. SOW: what each document does.

When Should an Agency Use a Change Order?

Use a change order when a client request changes the agreed scope, cost, timing, or another project assumption. Examples include:

• Adding a deliverable, channel, audience, or location that was not listed in the original SOW
• Increasing the number of concepts, pages, revisions, or stakeholder review rounds
• Replacing an approved design or campaign direction after work has started
• Moving a milestone because the client adds work or provides required materials late
• Changing the fee structure, payment milestone, or acceptance criteria

Not every clarification needs a new form. If the request is already covered by the agreement, or your contract has a simpler documented process for small adjustments, use that process. A change order is most useful when someone reviewing the project later would reasonably ask: “What was added, what did it cost, and which date changed?”

Before sending one, check the agreement for who can approve changes, how approval must be recorded, and whether work can begin before approval. A form cannot override a different process already written into your contract.

What to Include in an Agency Change Order

A useful form answers six questions:

1. Which project and agreement does this change belong to? Include the agreement or SOW title, date, project name, and change order number.
2. What was requested? Record the request date, requester, and business reason in plain language.
3. What is changing? Name the added, removed, or revised deliverables. State what is out of scope when that boundary matters.
4. What is the impact? Show the added fee or rate, payment timing, and any revised milestones or delivery dates.
5. What assumptions apply? Note dependencies such as client-supplied copy, access, approvals, or materials.
6. How will the change be approved? Identify the authorized representatives and follow the method required by the existing agreement.

If the work is billed hourly, list the applicable rates and any agreed estimate or spending limit instead of presenting an uncertain total as a fixed fee. If the change affects only one milestone, say so; do not leave the client guessing whether the entire project schedule has moved.

Make the scope concrete enough that the delivery team can tell when the added work is complete. “A few extra revisions” leaves room for different expectations. “One additional homepage design revision based on one consolidated set of client comments” gives both sides a clearer boundary. When the price is fixed, show the added amount and revised project total. When the price is time-based, show the rate, estimate, and any agreed limit separately.

Agency Change Order Form Template

Copy the sections below into your document and replace each bracketed field. Remove any section that does not apply, and make sure the completed form matches the approval terms in your original agreement.

AGENCY CHANGE ORDER

Change Order No.: [number]
Project: [project name]
Original Agreement or SOW: [document title and date]
Client: [legal name]
Agency: [legal name]
Request Date: [date]
Requested By: [name and role]

1. REASON FOR THE CHANGE
[Briefly describe the request and why the project needs to change.]

2. SCOPE CHANGE
Added, removed, or revised work:
[Describe each deliverable, quantity, format, and relevant acceptance criteria.]

Work that remains outside this change:
[List any related work that is not included, if needed.]

3. FEE AND PAYMENT
Pricing basis: [fixed fee / hourly / other]
Original agreement amount, if applicable: [amount]
Previously approved change orders, if applicable: [amount or none]
Added fee or rates: [amount and currency, or rates]
Estimate or spending limit, if agreed: [amount or not applicable]
Revised project total, if applicable: [amount]
Payment timing: [invoice date, milestone, or payment terms]
Taxes or approved expenses: [state how they are handled]

4. SCHEDULE AND DEPENDENCIES
Current milestone or delivery date: [date]
Revised milestone or delivery date: [date or no change]
Client inputs or approvals required: [items and due dates]
Other schedule assumptions: [details or none]

5. EFFECT ON THE ORIGINAL AGREEMENT
This change order modifies the original agreement only as described above.
All other terms remain as stated in the original agreement unless this section
identifies another agreed change: [details or none].

Effective date or approval condition: [as required by the original agreement]

6. APPROVAL
Each signer confirms they are authorized to approve this change for the
organization named below, subject to the original agreement.

CLIENT
Name: [name]
Title: [title]
Signature: [signature]
Date: [date]

AGENCY
Name: [name]
Title: [title]
Signature: [signature]
Date: [date]

Example: Adding a Landing Page to a Campaign

This fictional example shows how the form can make a change easy to review:

• Original scope: A campaign package covering one landing page and four email assets
• Client request: Add a separate landing page for a webinar registration campaign
• Added work: One responsive page, one design direction, and one revision round
• Original project fee: $6,000
• Added fee: $1,200 fixed fee, invoiced 50% at approval and 50% at delivery
• Revised project fee: $7,200, assuming there are no other approved changes
• Schedule impact: Delivery moves from October 20 to October 27
• Dependency: The client supplies final webinar copy and speaker details by October 14

The form should make clear whether the existing launch date for the rest of the campaign changes too. If it does not, state that the new date applies only to the added page. It should also say what happens if the client materials arrive after October 14; for example, whether the added page delivery date moves by the same number of business days. The example is fictional and for explanation only; set prices, payment terms, and dates from the actual agreement and project plan.

Common Change Order Mistakes

• Describing effort instead of the deliverable. “Five more hours” explains a billing estimate, but not what the client will receive. State the output and use hours as the pricing basis when relevant.
• Changing the fee without changing the payment schedule. Say when the added fee will be invoiced and whether it follows the original payment terms or a new milestone.
• Leaving client dependencies implicit. Name the copy, access, approvals, or other inputs that affect delivery and give each a due date.
• Using a form that conflicts with the agreement. A template does not establish who can approve a change or which approval method controls. Check the signed agreement first.
• Updating the project plan before approval is complete. Keep proposed dates and fees distinct from the approved baseline so the team knows which version is active.

A Simple Change Order Approval Process

1. Capture the request. Record it in your project system and confirm who made it. Keep the original request for context, but do not leave the scope decision buried in chat.
2. Compare it with the signed scope. Check the agreement and SOW to see whether the work is already included and what approval process applies.
3. Describe the change in deliverable terms. Replace vague phrases such as “a few updates” with the number of assets, review rounds, formats, and completion criteria.
4. Calculate the fee and schedule impact. Show the basis for the price and name any client inputs or decisions that affect the new dates.
5. Send it to the right approvers. Use the approval method and authorized contacts listed in the original agreement. Keep the signed or accepted copy with that agreement.
6. Update the project plan. Once approval is complete under the agreed process, update tasks, milestones, budget, and the version your team uses to deliver the work.

Electronic signing may make approval easier to document. Under the federal E-SIGN Act, a signature or contract generally cannot be denied legal effect solely because it is electronic in a transaction affecting interstate or foreign commerce. The Act also preserves other legal requirements and does not require every party to accept electronic records or signatures. Check your agreement and applicable rules before choosing an approval method. See 15 U.S.C. § 7001.

Frequently Asked Questions

Is a change order the same as a contract amendment?

The terms can overlap, and different agreements use them differently. A change order often records a project-level scope, price, or schedule change. An amendment may cover broader changes to the contract. Use the label and process defined in your agreement. For a comparison, read Contract Amendment vs. Addendum.

Does every client request need a change order?

No. First compare the request with the signed scope and the agreement’s change process. A clarification or in-scope revision may not need a new document. A change to deliverables, fees, or dates should be documented using the process the parties agreed to.

Can we start the extra work while approval is pending?

Follow the original agreement. If it requires approval before changed work begins, wait for that approval. If work has already started, record what happened accurately and ask qualified counsel how to document the situation; do not backdate an approval.

Can we use email instead of a signed form?

The answer depends on the original agreement, who has authority to approve, and applicable law. A dedicated form can make scope, pricing, schedule, and approval easier to find later, but it should follow the agreement’s requirements.

Keep the Change With the Contract

A good change order is specific enough that the client, account lead, and delivery team all understand the same scope, fee, and schedule. Keep the approved copy with the original agreement, update the project plan, and make the revised baseline visible to everyone doing the work.

For more on drafting the clause that governs project changes, see Stop Scope Creep with Change-Order Clauses. If you are changing the underlying contract more broadly, review the agreement’s amendment process before sending a form.

This sample is general information, not legal advice. Have a qualified attorney review the template for your agreement, industry, and jurisdiction before using it.