How do I handle change orders during a commercial roofing project?

Direct Answer

Handle change orders during a commercial roofing project by requiring every proposed change to be documented, priced, reviewed, and approved by the authorized parties before the additional or revised work begins, except when the contract provides a specific process for urgent or directed work. A proper change order should explain exactly what is changing, why it is necessary, how much it will cost, and whether it will affect the project schedule or warranty.

For commercial roofing projects in Florida, change orders commonly arise when contractors uncover wet insulation, deteriorated roof decking, damaged flashing, unexpected structural conditions, or additional work required to complete the roof system properly. Other changes may result from owner requests, material substitutions, code-related requirements, or revised project details.

The key is to avoid approving vague costs or relying on verbal agreements. Use a written process, keep a change-order log, verify that the proposed work is not already included in the original contract, and retain the supporting records.

Who This Applies To

This guide is intended for commercial property owners, facility managers, asset managers, general contractors, developers, construction managers, and property management teams overseeing commercial roof repairs, replacements, restorations, or new roof installations.

1. Understand What a Roofing Change Order Is

A change order is a written modification to the original construction contract. Depending on the contract, it may change the work scope, contract price, completion date, or other agreed project terms.

For example, a commercial roofing contract might include removing an existing membrane and installing a new TPO system over an approved substrate. After tear-off, the contractor discovers deteriorated roof decking that must be replaced before the new system can be installed. If this work falls outside the original scope and contract terms, it may require a change order.

A change order is not simply a request for additional payment. It should identify the contractual change and document the parties’ agreement about the cost and schedule implications.

The American Institute of Architects explains that a change order typically records the agreed change in work and any corresponding adjustment to the contract sum or contract time. The exact approval process depends on the governing construction contract.

2. Identify Why the Change Is Necessary

Before reviewing the price, determine the reason for the proposed change. A clear explanation helps the owner decide whether the work is necessary, optional, or already included in the contractor’s obligations.

Common Roofing Change-Order Scenarios

• Wet insulation: Tear-off reveals saturated insulation that was not included in the original replacement quantities.
• Deteriorated decking: Existing metal, wood, or concrete roof components require additional repairs or replacement.
• Hidden damage: Concealed conditions around drains, curbs, parapets, or roof edges become visible during demolition.
• Drainage improvements: Additional tapered insulation, drain modifications, or related work is proposed to address drainage conditions.
• Design revisions: The owner, architect, or engineer changes details, materials, or system requirements.
• Material substitutions: A specified product is unavailable or an alternative product is proposed.
• Additional penetrations: New HVAC equipment, pipes, conduits, or other rooftop installations require added flashing and waterproofing work.
• Code or permitting requirements: Additional work is identified as necessary to satisfy applicable project requirements.
• Weather or sequencing impacts: A proposed change affects protection measures, access, sequencing, or the planned completion date.

Not every unexpected condition automatically qualifies for extra payment. Compare the proposed work with the original contract, drawings, specifications, allowances, unit prices, and risk-allocation clauses before accepting the change.

3. Require a Written Change-Order Request

Ask the contractor to submit a written request before proceeding with changed work whenever the contract permits. A phone call, text message, or verbal statement may help explain the issue, but it should not replace the required approval documentation.

A useful change-order request should include:

• Project name, property address, and contract reference.
• Change-order number and submission date.
• A detailed description of the proposed work.
• The reason for the change and the condition that triggered it.
• Photographs, inspection notes, measurements, or other supporting evidence.
• Materials, labor, equipment, disposal, and other cost components.
• Applicable contract unit prices, allowances, or agreed markups.
• The proposed adjustment to the contract price.
• The effect on the project schedule and completion date.
• Any effect on roof-system specifications, manufacturer approval, or warranty eligibility.
• The names and signatures of the parties required by the contract.

The request should be specific enough that someone who was not present when the issue arose can understand the problem, proposed solution, cost, and schedule implications.

4. Verify Whether the Work Is Already Included in the Contract

One of the most important steps is determining whether the proposed work is genuinely outside the original scope.

For example, a contractor may request additional payment for flashing details, fasteners, perimeter work, or installation steps that the original specifications already require. If the work is part of the agreed contract, it may not qualify as extra work merely because it takes more effort than anticipated.

Before approving a change order, compare it with:

• The signed roofing contract and scope of work.
• Project drawings and technical specifications.
• Bid clarifications, exclusions, and allowances.
• Existing unit prices and agreed rates.
• Manufacturer installation requirements included in the project documents.
• Previous change orders covering related work.

If the responsibility is unclear, ask the contractor to identify the relevant contract provision and explain why the work is outside the original scope. For technically complex issues, the owner’s architect, roofing consultant, or engineer may need to review the proposed change.

5. Review the Change-Order Price in Detail

Do not approve a lump-sum amount without understanding what it includes. Request a breakdown appropriate to the size and complexity of the change.

Cost component	What to review
Materials	Product type, quantity, unit price, waste allowance, and delivery costs
Labor	Hours, crew size, labor rates, and whether the work overlaps with existing scope
Equipment	Rental duration, lifting equipment, access needs, and other justified charges
Demolition and disposal	Additional tear-off, removal, transport, and disposal quantities
Subcontractors	Supporting quotes, scope details, and any applicable markup
Overhead and profit	Whether the markup complies with the contract and is calculated without duplicate charges
Schedule-related costs	Documented impacts, such as justified extended equipment rental or additional mobilization

Compare the requested price with the contract’s established unit rates or pricing method. For example, if the original agreement specifies a price per square foot for approved decking replacement, check whether that rate applies to the newly identified work.

Also confirm that the contractor is not charging twice for labor, supervision, mobilization, overhead, or other costs already included elsewhere in the contract. A fair review protects the owner’s budget while allowing the contractor to be paid for legitimate additional work.

6. Evaluate the Schedule Impact

A change order can affect the completion date even when the added work appears small. Roofing work depends on weather conditions, material availability, crew scheduling, building access, and coordination with other trades.

Ask the contractor to explain:

• How many additional working days are required.
• Whether the change affects the project’s critical path.
• Whether the existing schedule can be maintained by resequencing other activities.
• Whether material lead times or equipment availability create additional delays.
• Whether temporary weather protection or other interim measures are needed.
• Whether the proposed completion-date extension is consistent with the contract.

Do not accept a general statement that the project will be delayed without a reasonable explanation. The contractor should identify the actual schedule effect and distinguish it from delays that were already occurring.

For Florida roofing projects, weather-related impacts may require special attention. If a change exposes the building or delays dry-in, clarify what temporary protection will be provided, who is responsible for it, and whether its cost is included in the proposal.

7. Obtain Approval From the Right People Before Work Proceeds

Establish who has authority to approve scope, price, and schedule changes before construction begins. A property manager or on-site representative may be authorized to coordinate the work but may not have authority to commit the owner to additional costs.

Depending on the contract, approval may require the owner or authorized representative, contractor, and architect or construction manager. Do not assume that an architect, consultant, or field inspector can approve a price change unless the contract grants that authority.

Use the approval procedure stated in the signed agreement. Where a standard form such as an AIA change-order document is used, follow its requirements and the related contract conditions.

Best practice: Do not allow ordinary extra work to proceed on the strength of an unsigned proposal. Obtain the required written authorization first. If an urgent safety or weather-protection issue cannot wait, follow the contract’s emergency or construction-directive procedure and document the authorization, scope, cost-tracking method, and follow-up approval.

8. Handle Emergency or Time-Sensitive Roofing Changes Carefully

Some roofing conditions require immediate action to protect occupants, equipment, inventory, or the building interior. Examples include active water intrusion, exposed insulation after tear-off, unstable roof components, or a sudden weather threat.

When time does not permit the normal approval process, take these steps:

1. Notify the owner or authorized representative promptly.
2. Document the condition with photographs, field notes, and available measurements.
3. Identify the minimum work needed to address the immediate risk.
4. Confirm who is authorizing the work and under what contractual authority.
5. Track labor, materials, equipment, and time separately.
6. Submit the formal change-order documentation as required by the contract.
7. Confirm the final cost and schedule adjustment in writing.

Do not treat an emergency as automatic permission to perform unrelated upgrades or expanded work. Keep emergency protection distinct from permanent repairs when the scope and pricing differ.

Construction contracts may provide for a construction change directive or similar mechanism when work must proceed before the parties have fully agreed on price or time. This is contract-dependent and should not be treated as a universal substitute for an approved change order.

9. Understand the Difference Between a Change Order, RFI, and Field Directive

These documents serve different purposes, and confusing them can create disputes over payment and authorization.

Document	Primary purpose	Does it automatically approve extra cost?
Request for Information (RFI)	Clarifies drawings, specifications, or site conditions	No. A response may reveal a change, but pricing and authorization may still be needed.
Change-order proposal	Requests approval for a proposed scope, cost, or schedule change	No. It is a proposal until approved under the contract.
Executed change order	Records an agreed contract modification	It establishes the agreed adjustment according to its terms.
Construction change directive or field directive	Directs or authorizes work under a procedure established by the contract	Not necessarily. The contractual process determines how price and time are resolved.

An RFI response should not automatically be treated as approval for additional payment. If the response changes the scope, identify the contractual effect and obtain the required authorization.

10. Maintain a Change-Order Log

For commercial roofing projects with multiple changes, maintain a central log rather than relying on scattered emails or individual spreadsheets.

At a minimum, track:

• Change-order number and description.
• Date identified and date submitted.
• Reason for the change.
• Requested amount and final approved amount.
• Requested schedule extension and approved extension.
• Current status: draft, submitted, under review, approved, rejected, or completed.
• Approver and approval date.
• Supporting photographs, estimates, drawings, and correspondence.
• Related invoices, payment applications, and closeout records.

Update the log whenever a proposal changes status. Review open items during regular project meetings so that unapproved work, unresolved pricing, and schedule risks are visible before they affect project closeout.

11. Monitor the Cumulative Effect on the Project Budget

A series of small change orders can create a significant cost increase. Review each request individually and track the cumulative financial effect against the original contract value and the approved contingency.

For each proposed change, calculate:

• The original contract amount.
• The total value of approved change orders.
• The revised contract amount.
• The remaining contingency budget.
• Any pending change-order exposure.
• The revised expected final project cost.

Keep approved changes separate from pending proposals. A proposed amount should not be treated as an approved contract adjustment until it has been authorized under the applicable agreement.

When reviewing contingency use, distinguish necessary work arising from concealed conditions from owner-requested upgrades or discretionary additions. This helps decision-makers understand why the budget is changing and how much financial flexibility remains.

12. Protect Roofing-System Performance and Warranty Coverage

A change that appears minor can affect the performance of the roof assembly. This is especially important when a proposed substitution or field modification changes the membrane, insulation, fasteners, flashing, drainage details, or attachment method.

Before approving a technical change, verify that:

• The proposed product is compatible with the specified roofing system.
• The change satisfies the project’s design and applicable code requirements.
• Required architect, engineer, building official, or manufacturer approvals are obtained.
• The revised details preserve drainage, flashing continuity, and system attachment requirements.
• The manufacturer confirms any necessary warranty implications in writing.
• Revised drawings, submittals, and installation records are maintained.

Do not assume that a contractor’s proposed substitute will automatically qualify for the original manufacturer’s warranty. Obtain the necessary technical approvals before the change is incorporated into the roof.

13. What Should You Do if You Disagree With a Change Order?

If the proposed cost, scope, or schedule adjustment appears unreasonable, respond promptly in writing rather than allowing the disagreement to remain unresolved.

1. Identify the disputed item. Explain which part of the scope, pricing, or schedule you do not accept.
2. Request supporting evidence. Ask for quantities, labor details, material quotes, photographs, or relevant contract provisions.
3. Compare alternatives. Determine whether a different repair method or material can meet the project requirements at a lower cost.
4. Consult the project team. Ask the architect, roofing consultant, engineer, or construction manager to assess technical questions within their role.
5. Record the decision. Document whether the proposal is rejected, revised, partially accepted, or escalated under the contract’s dispute procedure.
6. Follow the contract’s notice requirements. Observe any deadlines for claims, notices, objections, or dispute resolution.

Do not assume that refusing to sign a proposal resolves the issue or removes all potential contractual liability. The parties’ rights and obligations depend on the signed contract, applicable law, and the facts surrounding the disputed work. Seek qualified legal advice when a material dispute arises.

14. Florida-Specific Considerations

For Florida commercial roofing projects, review change orders with attention to the applicable building code, permit conditions, project specifications, and any required inspections or approvals. A proposed change to the roof assembly, structural components, drainage, or other regulated work may require review beyond the owner’s and contractor’s commercial agreement.

Where public-sector construction is involved, special statutory and contract procedures may apply. For example, Florida Statutes Section 218.755 addresses prompt processing of certain change-order price quotes for qualifying local-government construction-services contracts entered into on or after July 1, 2025. It is not a universal rule for private commercial roofing projects; applicability depends on the statute and contract circumstances.

For private projects, follow the executed agreement’s notice, pricing, approval, and dispute provisions. If the change affects permitted work, consult the appropriate design professional and local building department when required.

Bottom Line

Handle commercial roofing change orders through a consistent written process: identify the reason for the change, compare it with the original scope, verify the price, assess the schedule impact, obtain approval from the authorized parties, and record the final decision.

For Florida roofing projects, also verify that changes preserve the roof system’s technical requirements, applicable approvals, and warranty eligibility. A well-managed change-order process helps prevent unexpected cost increases, delays, duplicate charges, and disputes while keeping the project documented and accountable.

Related Questions

• What does scope of work mean in a roofing quote?
• What is the typical timeline for a commercial roofing RFP process?
• What documentation should I keep for my commercial roof warranty?
• What should I know about commercial roof installation?
• What should I know about commercial roof replacement?

Sources

• AIA Contract Documents — Construction Change Orders: Fundamentals Every Party Should Know
• American Institute of Architects — A No-Drama Approach to Changes and Change Orders
• Florida Senate — 2026 Florida Statutes, Section 218.755: Prompt Processing of Change Orders

Last Reviewed

October 13, 2026

Need Commercial Roofing Help?

ShieldLine Roofing supports commercial property owners with roofing installation, replacement, repair, and maintenance planning. To discuss a commercial roofing project in Florida, contact ShieldLine Roofing.

Disclaimer: This article is for general educational purposes and is not legal, engineering, or contract-specific advice. Change-order rights and procedures depend on the signed contract, project requirements, and applicable law. Consult qualified professionals for project-specific decisions.