Free Flooring Change Order Template
This free flooring change order template includes fields for the original contract reference, description of scope changes, reason for the modification, cost impact with itemized materials and labor, timeline adjustments, revised contract total, and authorization signatures. Download the PDF to document subfloor discoveries, material changes, and additional prep work professionally.
What's Included
- Reference to original contract or estimate number
- Sequential change order number for tracking
- Description of flooring scope changes with affected areas
- Reason for the change (subfloor condition, material upgrade, additional rooms)
- Cost impact with itemized flooring materials, underlayment, and labor
- Original contract amount and revised total
- Timeline impact including material lead times
- Subfloor repair specifications if applicable
- Authorization signatures for contractor and client
- Date of approval
How to Use This Template
- 1
Flooring change orders most often surface during demolition of existing flooring, when subfloor conditions are finally visible. Number each change order sequentially and reference the original contract. Document what was found, what needs to be done, and what it will cost before proceeding with repairs.
- 2
Be precise about affected areas. "Subfloor repair in the kitchen" is vague; "Replace 64 sq ft of 3/4-inch plywood subfloor along the north wall of the kitchen where water damage from the dishwasher has caused delamination and soft spots" tells the client exactly what’s happening and why.
- 3
Material changes — whether client-requested upgrades or availability issues — should specify the original product and the replacement: brand, style, color, thickness, and price per square foot. Show the math: (new price − old price) × total square footage = cost difference. Clear math gets faster approvals.
- 4
If demolition reveals asbestos in old vinyl tiles or mastic, stop work and issue a change order immediately. Asbestos abatement requires licensed professionals, containment, and proper disposal. Document the discovery, include abatement costs, and explain that this is a legal requirement. Never disturb suspected asbestos-containing materials without proper testing.
Frequently Asked Questions
What are the most common flooring change order triggers?
Damaged or uneven subfloor is the number one trigger — you can’t see it until the old flooring comes up. Other common triggers include: moisture readings that exceed the flooring manufacturer’s specifications, asbestos discovery in old tile or mastic, client-requested material upgrades after seeing samples in their space, and additional rooms added to the scope.
How do I price subfloor repair on a flooring change order?
Price subfloor repair by the square foot or by the sheet of plywood. Include the cost of removing the damaged section, leveling compound if needed, new plywood or OSB, fasteners, and labor. Some flooring contractors include a pre-approved per-square-foot rate for subfloor repair in their original contracts to speed up the process.
Should I issue a change order when a client upgrades flooring material?
Yes, always. Even if the client casually says "let’s go with the nicer one," document the upgrade formally. Note the original material, the upgrade, the price difference per square foot, the total cost impact, and any timeline change due to material availability. A signed change order prevents disputes when the final invoice is higher than the original estimate.
What if moisture levels are too high for the flooring to be installed?
Issue a change order for moisture mitigation. Options include moisture barrier application, additional acclimation time, or a different product rated for higher moisture. Document the moisture readings, the manufacturer’s maximum specification, and the recommended solution. Installing flooring over excessive moisture will void the warranty and lead to failure.
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Flooring Estimating Guide
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