Commercial roofing projects often encounter unexpected conditions, design changes, owner requests, or additional work that was not included in the original contract. When these situations occur, contractors typically submit a change order request to adjust the project scope, cost, or schedule.
A properly documented change order protects both the property owner and roofing contractor by creating a clear record of why the change is needed, what work will be performed, and how the adjustment was calculated.
A common question among commercial property owners is:
What documentation should accompany every change order request?
Every roofing change order request should include enough supporting documentation to justify the additional cost, describe the revised scope, explain schedule impacts, and allow the owner to make an informed approval decision.
What Is a Change Order?
A change order is a written modification to an existing roofing contract that changes one or more contract requirements.
A change order may involve:
- Additional work
- Deleted work
- Material substitutions
- Design changes
- Schedule extensions
- Unexpected conditions
Examples in commercial roofing include:
- Replacing additional damaged roof decking
- Adding insulation replacement
- Repairing hidden water damage
- Changing roofing materials
- Adding flashing repairs
Why Is Change Order Documentation Important?
Proper documentation helps prevent disputes about:
- Whether the work was necessary
- Who requested the change
- How the price was calculated
- Whether the schedule should be extended
- Whether the contractor completed the additional work
Without supporting documents, change orders may become difficult to verify.
Required Documentation for a Roofing Change Order Request
1. Written Description of the Change
Every change order should clearly explain what is being changed.
The description should include:
- Original contract requirement
- Reason for the change
- New scope of work
- Location of affected work
- Materials involved
- Installation requirements
Example:
“During roof tear-off, damaged metal decking was discovered in the northeast roof section. Replace 2,500 square feet of deteriorated decking with new 22-gauge metal deck.”
A clear description prevents misunderstandings.
2. Reason for the Change
The contractor should explain why the additional work is required.
Common reasons include:
- Hidden existing conditions
- Owner-requested improvements
- Code requirements
- Manufacturer requirements
- Design revisions
- Unforeseen damage
Supporting evidence should be provided whenever possible.
3. Photos and Site Documentation
Photos are one of the most important parts of a roofing change order.
Documentation may include:
- Before photos
- During-work photos
- Location markings
- Close-up images of damaged areas
For example, photographs of deteriorated roof decking help demonstrate why replacement was necessary.
4. Quantity Calculations
The request should identify measurable quantities.
Examples:
- Square feet of additional membrane
- Linear feet of flashing
- Number of drains replaced
- Sheets of decking replaced
- Hours of additional labor
Clear quantities allow owners to verify pricing.
5. Detailed Cost Breakdown
A change order should not include only a single lump-sum amount.
A complete cost breakdown may include:
Materials
Include:
- Product name
- Quantity
- Unit cost
- Supplier information
Labor
Include:
- Labor hours
- Crew size
- Labor rates
Equipment
Include:
- Equipment rental
- Lifting equipment
- Specialized tools
Other Costs
Examples:
- Disposal fees
- Permits
- Testing
- Inspection costs
Transparency helps owners evaluate the request.
6. Unit Price References
If the original contract included unit prices, the change order should reference them.
Example:
Original contract unit price:
“Replace damaged insulation: $4.00 per square foot”
Additional quantity:
3,000 square feet
Change order calculation:
3,000 × $4.00 = $12,000
Using agreed unit prices reduces disputes.
7. Schedule Impact Analysis
If the change affects completion time, the contractor should provide:
- Number of additional days requested
- Reason for delay
- Updated completion date
- Effect on project milestones
Not every change order automatically justifies additional time.
The contractor should demonstrate the impact on the project schedule.
8. Supporting Subcontractor or Supplier Quotes
If additional costs involve subcontractors or suppliers, documentation may include:
- Supplier quotations
- Fabrication quotes
- Subcontractor proposals
- Updated material pricing
This helps verify third-party costs.
9. Contract Reference
The change order should identify:
- Original contract section
- Specification section
- Drawing reference
- Related requirement
This explains how the change relates to the original agreement.
10. Approval Signatures
A change order should include approval sections for:
- Owner representative
- Contractor representative
- Architect or consultant, if applicable
Written approval prevents disputes over unauthorized work.
Common Roofing Change Order Mistakes
Performing Work Before Approval
Contractors should avoid performing additional work without written authorization unless emergency conditions require immediate action.
Submitting Unsupported Costs
A lump-sum request without backup documentation may be rejected.
Combining Multiple Changes
Separate changes should generally have separate documentation for clarity.
Ignoring Schedule Impacts
Cost changes and time changes should both be addressed.
How Property Owners Should Review Change Orders
Before approving a roofing change order, owners should confirm:
- Is the change necessary?
- Was it included in the original scope?
- Are quantities accurate?
- Are costs reasonable?
- Is pricing supported?
- Does it affect the schedule?
- Does it affect warranties?
For large commercial projects, a roofing consultant or project manager may assist with review.
Frequently Asked Question
What documentation should accompany every change order request?
Every roofing change order request should include a detailed description of the change, reason for the additional work, photos, quantity calculations, cost breakdown, labor and material pricing, unit price references, schedule impact analysis, supporting supplier documentation, contract references, and approval signatures. Complete documentation allows commercial property owners to verify costs, understand scope changes, and prevent disputes.
For commercial roofing projects, well-documented change orders create transparency, protect budgets, and help ensure that additional work is completed with clear expectations for both owners and contractors.
Related Questions
- How do you price unforeseen deck replacement fairly?
- How should contract disputes be escalated during a project?
- What if my contractor finds extensive damage not covered in the original contract?
- How do you audit roofing invoices for accuracy and duplication?
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