Quick answer: A useful change record states what changed, why, where, which original scope it affects, the proposed cost and timing effect, and the approval status. Document the finding before the memory fades and distinguish proposed additional work from authorized work.

On restoration and remodel projects, changes can come from a customer selection or a newly visible condition. Those are different reasons. A clear record explains the change without making the original proposal look as though it always covered the new task.

Start with the trigger

Record whether the change came from a customer request, a selection, a discovered condition, a quantity correction or another documented reason. Name the date and location. Identify the original estimate or approved scope version affected.

For a new finding, capture safe contextual and detail photos and the appropriate assessment notes. Separate what is visible from conclusions that still need verification.

Use a change record with explicit status

Change reference: [identifier]
Original scope: [document and revision]
Trigger: [request or finding]
Location and evidence: [area, date, photos or note]
Proposed work: [added, removed or revised tasks]
Quantity and price basis: [verified values and cost sources]
Timing effect: [confirmed effect or pending assessment]
Approval status: [proposed, under review or appropriately approved]
Crew instruction: [next permitted action]

This is a documentation aid, not a jurisdiction-specific contract form. Follow the applicable agreement, authorization and legal requirements for your work.

Price the net change rather than adding a vague amount

Identify removed work as well as added work. A different fixture may replace an allowance and change associated installation tasks. A larger repair boundary may change removal, finishing and disposal together.

Check quantities, supplier quotes and labor assumptions. Keep the explanation connected to the actual change. Do not use an unexplained lump sum that makes the customer reconstruct what is different.

Change pricing review
Check	Question
Original task	Is work being replaced or retained?
Added scope	Which actions and quantities are new?
Shared work	Does access, protection or disposal change?
Selection	Is the model and supply responsibility confirmed?
Timing	Has the schedule effect been checked rather than assumed?

Make the approval boundary clear to the crew

A proposed change can be discussed without being authorized. Tell the crew which scope is current and which additions are still under review. Keep the customer communication and status record accessible to the person directing work.

“Current scope remains [version]. Change [reference] is proposed for [area] and awaiting the required review. Supporting photos are in [group]. Do not treat the proposed additions as authorized work.”

Preserve the sequence for later review

Retain the original scope, change record, supporting evidence and resulting version. Use that sequence in the final job-cost review so added work is not counted as an unexplained overrun on the original estimate.

SnapDamage's current public Pro and Business offerings include change orders on signed contracts. Verify the actual feature and plan before relying on it; your project still needs appropriate scope and approval decisions. Use version control and the completed-job review.

Frequently asked questions

Is every new finding a customer change?

No. Record the actual trigger. A customer-requested selection and a discovered concealed condition should not be described as the same event.

Can the crew proceed after I draft the change?

A draft alone does not establish authorization. Follow the project's applicable approval and work-direction process.

Should the original estimate be edited to include the change?

Preserve the original record and identify the resulting revision or change document clearly. Keep the history understandable.