Direct Answer
A change order is a formal document that modifies an existing construction contract by adding, removing, or changing the agreed work, contract price, project schedule, or other specified terms. In commercial roofing, a change order is commonly used when unexpected roof damage is discovered, the property owner requests an upgrade, material specifications change, or additional work becomes necessary beyond the original scope.
For example, a commercial roofing contractor may submit a quote to replace a roof membrane and specified insulation. After the existing roof is removed, the contractor discovers deteriorated roof decking that was not visible during the initial inspection. If repairing the decking falls outside the original contract, the additional work may require a change order describing the repairs, added cost, and schedule impact.
A properly documented change order helps the property owner and contractor agree on what is changing before the additional work proceeds. It reduces misunderstandings about costs, responsibilities, and completion dates and provides a written record of the revised agreement.
Florida Statutes Section 713.01 defines “extras or change orders” in the construction-lien context as labor, services, or materials authorized by the owner and added to or deleted from work covered by a previous contract. The exact requirements for approving a change depend on the contract, project type, and applicable law. See the Florida Statutes definition of extras or change orders.
Who This Applies To
- Commercial property owners and real estate investors
- Facility and property managers overseeing roofing projects
- Businesses planning roof repairs, restoration, or replacement
- General contractors coordinating roofing subcontractors
- Owners comparing commercial roofing bids and contracts
- Florida property managers handling unexpected roofing conditions
1. What Does a Change Order Include?
A change order should clearly identify the original contract and explain the proposed modification. It should be detailed enough for both parties to understand the additional or revised work, its financial impact, and any effect on the project schedule.
A well-prepared roofing change order typically includes:
- Project identification: The property, project name, contract date, and original contract reference.
- Description of the change: The additional, deleted, or modified work.
- Reason for the change: The condition or request that makes the modification necessary.
- Materials and labor: The products, quantities, installation methods, and labor involved.
- Price adjustment: The added cost, credit, or other adjustment to the contract price.
- Schedule impact: Any additional days, revised milestones, or changes to the completion date.
- Supporting documentation: Relevant photographs, inspection findings, drawings, specifications, or itemized pricing.
- Approval: The signatures or other written authorization required by the contract.
For significant changes, the document should also explain whether the modification affects warranties, permits, inspections, material availability, or other contract requirements.
A change order should not simply state “additional work required” without explaining what the contractor will do and how the amount was calculated.
2. When Might a Change Order Occur in Commercial Roofing?
Change orders can arise from unexpected site conditions, owner-requested changes, design revisions, material substitutions, or other circumstances that alter the original agreement.
Unexpected Roof Deck Damage
One common reason for a roofing change order is concealed damage discovered after the existing roof covering is removed. The contractor may find corroded metal decking, deteriorated wood decking, damaged concrete, or other conditions that were not reasonably visible during the initial assessment.
If the original contract excludes these repairs or includes only a limited allowance, the contractor may need to document the additional work and its cost before proceeding.
Wet or Damaged Insulation
During a roof replacement, contractors may discover insulation that is wet, compressed, deteriorated, or otherwise unsuitable for reuse. Replacing the affected insulation may require additional materials and labor beyond the original scope.
The change order should identify the affected area, the proposed replacement materials, the pricing method, and any relevant implications for the roof assembly.
Additional Flashing or Penetration Repairs
Once work begins, the contractor may identify damaged flashing, deteriorated curbs, improperly detailed penetrations, or other conditions that require more extensive repairs than anticipated.
If these tasks are not included in the original scope, the owner should receive a clear description of the proposed corrective work and any additional cost before authorizing it.
Owner-Requested Upgrades
A property owner may decide to change the original specifications after the contract is signed. Examples include:
- Selecting a different roofing membrane or product specification
- Increasing insulation thickness or changing the insulation system
- Adding approved walkway protection around rooftop equipment
- Changing the scope of flashing or edge-metal replacement
- Adding work to another roof section or building area
- Requesting additional documentation or inspection services
These changes may increase or decrease the contract price and can affect the project schedule, material lead times, or warranty requirements.
Changes to Drainage or Roof Design
During a project, an owner or design professional may determine that drainage details, tapered insulation, or other roof-system components need to be modified. Such changes can affect material quantities, installation methods, and coordination with other building systems.
Changes affecting roof slope, drainage capacity, structural loading, or other design-sensitive elements may require review by the appropriate design professional and approval under applicable permitting or code requirements.
Material Availability or Approved Substitutions
If a specified roofing product becomes unavailable or has an unacceptable lead time, the contractor may propose an alternative. A substitution can affect price, performance, installation details, compatibility, and warranty eligibility.
The owner should not assume that a different product is equivalent simply because it serves the same general purpose. The proposed substitution should be reviewed against the project specifications, applicable approvals, and manufacturer requirements before authorization.
Changes in Project Conditions or Access
Unexpected access restrictions, additional protection requirements, changes to working hours, or coordination issues with other trades can sometimes affect the cost or duration of a roofing project.
Whether these circumstances justify a change order depends on the original contract, the allocation of risk, and the facts of the situation. The contractor should explain the cause and document the resulting cost or schedule impact.
3. Example: A Change Order for Hidden Roof Damage
Suppose a commercial property owner signs a roof replacement contract for $120,000. The agreed scope includes removing the existing roof system, replacing specified insulation, installing a new membrane, and completing defined flashing details.
During tear-off, the contractor discovers deteriorated decking in an area that was concealed by the existing roof. The original contract excludes extensive deck replacement and provides no allowance sufficient to cover the full repair.
The contractor documents the affected area and proposes the following illustrative change order:
| Item | Illustrative Amount |
|---|---|
| Original roofing contract | $120,000 |
| Additional deck repair and replacement | $8,000 |
| Revised contract price | $128,000 |
The $8,000 amount is an example, not a typical or guaranteed price. Actual costs depend on the quantity and type of decking, labor, access, project conditions, and the agreed pricing method.
Before the additional work proceeds, the property owner should review the documented condition, proposed repair method, itemized cost, and schedule impact. If the change is approved in accordance with the contract, the revised contract price becomes $128,000.
If the parties disagree about the necessity or price of the work, they should follow the contract’s dispute and authorization procedures rather than assume the contractor can unilaterally add the charge.
4. How Does a Change Order Affect the Roofing Contract Price?
A change order can increase or decrease the original contract price. The amount depends on the work being added or removed, the pricing terms in the original agreement, and any applicable adjustments for labor, materials, equipment, overhead, and profit.
Common pricing methods include:
- Lump-sum pricing: The parties agree on one price for the defined change.
- Unit pricing: The cost is based on agreed rates for measurable quantities, such as a specified price per square foot of decking replacement.
- Cost-plus pricing: The contract permits reimbursement of defined costs plus an agreed markup or fee.
- Credit for deleted work: The contract price is reduced when previously included work is removed, subject to the agreed pricing terms.
For clarity, the change order should explain the calculation rather than simply list a new total. Depending on the circumstances, supporting information may include material quantities, labor hours, equipment costs, subcontractor quotations, and the agreed markup.
Owners should also check whether the original contract already includes allowances or unit prices for common unforeseen conditions. If it does, the change should be priced according to the applicable contract terms rather than charging again for work already included.
5. How Can a Change Order Affect the Project Schedule?
Additional work can extend a roofing project’s completion date, but the schedule impact should be explained rather than assumed.
A change may affect the schedule because it requires:
- Additional labor or equipment
- Special-order materials or revised delivery dates
- Further inspections or design review
- Coordination with HVAC, electrical, plumbing, or other contractors
- Additional roof preparation or temporary weather protection
- Revised installation sequencing or access arrangements
A clear change order should state the additional time requested, the reason for it, and any revised milestone or completion date. If the change will not affect the schedule, that should also be documented when relevant.
In Florida, contract and project-specific rules can affect how schedule adjustments are handled. Public construction contracts may have statutory and administrative procedures that differ from private commercial roofing agreements.
6. Why Should a Change Order Be Approved in Writing?
Written approval creates a record of what the owner authorized, what the contractor agreed to perform, and how the price and schedule will change. It helps prevent disagreements about whether additional work was requested, whether the amount was approved, or who was responsible for the extra expense.
The Florida Bar’s construction-contract guidance recommends that changes to the work be put in writing and signed by the owner and contractor before the change-order work is performed. The document should describe the work, the price adjustment, and the effect on the project duration.
See The Florida Bar’s construction contract guidance.
Before approving a change order, confirm:
- The additional work is clearly described.
- The reason for the change is documented.
- The price or credit is stated and understandable.
- The schedule impact is identified.
- Any material substitutions or warranty implications are explained.
- The person approving the change has authority to do so.
- The document follows the approval procedure in the original contract.
Do not rely solely on a verbal conversation or an informal text message when the contract requires a signed change order. Whether an informal approval has legal effect depends on the agreement and applicable law, so significant changes should be documented using the required process.
7. What Should a Property Owner Do Before Approving a Change Order?
A property owner should evaluate the proposed change as carefully as the original roofing quote. The goal is to confirm that the extra work is necessary, reasonably priced, and consistent with the building’s requirements.
- Request a clear explanation: Ask what changed and why the original scope does not cover the work.
- Review supporting evidence: Request photographs, inspection findings, measurements, or other documentation where appropriate.
- Check the original contract: Review the scope, exclusions, allowances, unit prices, and change-order clause.
- Evaluate the price: Request an itemized breakdown or the pricing calculation required by the contract.
- Confirm the schedule impact: Understand whether the change affects milestones, material delivery, or project completion.
- Review technical implications: Confirm compatibility with the roof system, specifications, code requirements, and warranties.
- Obtain the necessary approval: Follow the written authorization process in the contract.
- Keep the records: Retain the approved change order with the original agreement, invoices, photographs, and project reports.
For a large or technically complex change, the owner may also want a roofing consultant, design professional, construction manager, or attorney to review the proposal before approval.
8. What Are Common Change Order Red Flags?
Change orders are a normal part of many construction projects, but unclear or poorly documented changes can create disputes.
Pay attention if a proposed change order:
- Describes the work vaguely without identifying the affected roof area
- Provides a lump-sum price without explaining what is included
- Does not explain why the work falls outside the original scope
- Charges for work that may already be included in the contract
- Does not identify the impact on the completion date
- Introduces an unapproved product substitution
- Requests immediate approval without reasonable supporting information
- Is submitted after the work has been completed without explaining the circumstances
- Conflicts with the original contract’s written approval requirements
These issues do not automatically mean the proposed change is improper. They indicate that the owner should request clarification and follow the contract’s procedures before authorizing payment or additional work.
9. Are Change Orders Different for Public and Private Roofing Projects?
Yes. The process can differ depending on whether the project is a private commercial roofing contract, a public construction project, or part of a larger construction agreement.
For private commercial projects, the written contract usually establishes the procedure for proposing, pricing, approving, and documenting changes. Owners and contractors should review the specific agreement rather than assume that one universal change-order rule applies to every project.
For certain Florida local-government construction contracts entered into on or after July 1, 2025, Florida Statutes Section 218.755 establishes a process for responding to qualifying change-order price quotes. Under the statute, the local governmental entity generally must approve or deny a compliant quote and provide written notice within 35 days after receipt. The statute contains specific conditions and consequences, so it should not be treated as a rule for every private commercial roofing contract.
Read Florida Statutes Section 218.755 for the applicable statutory language.
Public projects may also have specific procurement, authorization, funding, and approval requirements. Contractors and owners should follow the governing contract documents and obtain professional advice when necessary.
10. How Change Orders Fit Into the Roofing Project Lifecycle
Change orders should be managed alongside the original scope of work, payment schedule, project schedule, and closeout documentation. A consistent process helps property owners maintain control of the project as conditions change.
A practical process looks like this:
- Establish the original agreement: Define the work, materials, price, exclusions, and completion requirements.
- Identify the change: Document the unexpected condition or requested modification.
- Prepare the proposal: Describe the work, pricing, and schedule impact.
- Review and approve: Confirm the technical and financial implications and obtain the required written authorization.
- Perform the revised work: Complete the approved change and document the work performed.
- Update project records: Revise the contract value, payment schedule, schedule milestones, and relevant closeout records as necessary.
Keeping all approved change orders organized helps the owner track the current contract value and understand how the project evolved from the original plan.
Bottom Line
A change order is a formal modification to a roofing contract that documents additional, deleted, or revised work and any resulting adjustment to the price or schedule. In commercial roofing, it may occur when hidden roof damage is discovered, the owner requests an upgrade, drainage or flashing details need to change, or a material substitution is proposed.
Before approving a change order, confirm the reason for the work, review supporting evidence, understand the cost and schedule impact, and follow the contract’s written authorization procedure. A clear record helps protect both the property owner and contractor and reduces the risk of unexpected charges or disagreements during the roofing project.
Related Questions
- What is a change order in commercial roofing?
- When should a roofing contractor submit a change order?
- Should a commercial roofing change order be approved in writing?
- Can a contractor charge extra for hidden roof damage?
- How does a change order affect the roofing contract price?
- Can a change order delay a commercial roof replacement?
- What should be included in a roofing change order?
- What should Florida property owners know about construction change orders?
Sources
- The Florida Bar — Construction Contracts and Change Orders
- Florida Statutes Section 713.01 — Definition of Extras or Change Orders
- Florida Statutes Section 218.755 — Prompt Processing of Certain Change Orders
- Florida Administrative Code Rule 60D-5.0092 — Changes in the Contract
Last Reviewed
October 13, 2026
Related Resources
- What Does “Scope of Work” Mean in a Roofing Quote?
- How Do Payment Terms Typically Work for Commercial Roofing?
- Commercial Roof Repair in Florida
- Commercial Roof Installation
- Commercial Roof Replacement and Re-Roofing
Need Commercial Roofing Help?
ShieldLine Roofing helps commercial property owners plan roof repairs, installation, restoration, and replacement projects. Understanding the original scope and documenting changes clearly can help keep roofing work organized and reduce confusion about project costs and responsibilities.
Explore ShieldLine Roofing’s commercial roofing services in Florida or contact the team to discuss your property’s roofing needs.
Disclaimer: This article provides general educational information and is not legal or construction-contract advice. Change-order requirements depend on the contract, project type, and applicable law. For significant disputes or high-value changes, consult a qualified construction attorney or other appropriate professional.
