Free HVAC Change Order Template
This free HVAC change order template includes fields for the original contract reference, description of system modifications, reason for the change, cost impact with itemized equipment, materials, and labor, timeline adjustments, revised contract total, and authorization signatures. Download the PDF to document duct changes, equipment upgrades, and zoning additions professionally.
What's Included
- Reference to original contract or estimate number
- Sequential change order number for tracking
- Description of HVAC system modifications
- Reason for the change (ductwork condition, load calculation, client upgrade)
- Cost impact with itemized equipment, materials, and labor
- Original contract amount and revised total
- Timeline impact including equipment lead times
- Updated equipment specifications and model numbers
- Energy efficiency impact (SEER/AFUE ratings)
- Authorization signatures for contractor and client
How to Use This Template
- 1
HVAC change orders typically arise from ductwork conditions discovered during installation, load calculations that reveal undersized equipment, or client requests for additional zones or upgraded units. Number each change order sequentially and reference the original contract for traceability.
- 2
Specify equipment changes with full model numbers, capacity (tons/BTU), and efficiency ratings (SEER2/HSPF2/AFUE). "Upgrade to a larger unit" is meaningless; "Change from Carrier 24ACC636 (3-ton, 16 SEER2) to Carrier 24ACC648 (4-ton, 16 SEER2) based on revised Manual J load calculation showing 45,000 BTU cooling requirement" provides complete clarity.
- 3
Ductwork modifications are the most common HVAC change order. When existing ducts are undersized, damaged, or poorly routed, document the specific sections affected, the current size, the required size, and the linear feet of new ductwork. Include any additional registers, returns, or dampers needed to balance the system.
- 4
If an equipment change affects electrical requirements (larger disconnect, new circuit, upgraded breaker), include those costs in the change order rather than surprising the client with a separate electrical charge. Coordinate with the electrician and present a complete picture of the change.
Frequently Asked Questions
When should an HVAC contractor issue a change order?
Issue a change order when existing ductwork needs modification or replacement, when a load calculation reveals the specified equipment is undersized or oversized, when the client requests additional zones or a higher-efficiency unit, when code requirements mandate changes (e.g., combustion air, clearances, condensate routing), or when asbestos is found on existing duct insulation.
How do I handle duct modification change orders?
Document the existing duct condition (size, material, insulation, leakage), the required modifications, and the materials needed. Include the linear feet of new ductwork, fittings, hangers, insulation, and mastic. If the modification requires cutting into finished ceilings or walls, note the drywall repair cost or coordinate with another trade.
Should I charge more when a client upgrades HVAC equipment mid-project?
Charge the difference in equipment cost plus any additional labor or materials required. A higher-efficiency unit may need different refrigerant line sizes, a larger electrical circuit, or a different condensate pump. Price the full impact of the upgrade, not just the equipment price difference. Document the energy savings to help justify the cost.
What if the existing ductwork can’t support the new HVAC system?
This is a common scenario, especially in older homes. Document the Manual D duct calculation results showing the deficiency, outline the ductwork modifications needed (larger trunk lines, additional returns, modified plenums), and price the complete modification. Present it as a system requirement, not an upsell — undersized ducts will cause comfort issues, high utility bills, and premature equipment failure.
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