Free Landscaper Change Order Template
This free landscaping 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 drainage discoveries, soil issues, plant substitutions, and design changes professionally.
What's Included
- Reference to original contract or estimate number
- Sequential change order number for tracking
- Description of landscaping scope changes
- Reason for the change (site conditions, plant availability, client request)
- Cost impact with itemized plants, materials, equipment, and labor
- Original contract amount and revised total
- Timeline impact including seasonal considerations
- Plant substitution details with comparable species
- Authorization signatures for contractor and client
- Date of approval
How to Use This Template
- 1
Landscaping change orders commonly arise from site conditions you couldn’t assess before digging: buried debris, poor soil, drainage problems, underground utilities, or root systems. Number each change order sequentially and reference the original contract to maintain a clear project history.
- 2
Describe the change with specifics that a homeowner can understand. Instead of "soil remediation required," write "Remove 6 inches of clay soil across 200 sq ft planting bed and replace with amended topsoil blend (60% topsoil, 20% compost, 20% perlite) to support root growth for the specified plantings."
- 3
When plants specified in the original design are unavailable, present substitutions on a change order even if the cost is the same. Document the original species, the substitute, why it’s comparable (size, color, hardiness zone, sun requirements), and any price difference. This protects you if the client later says "that’s not what I picked."
- 4
Weather and seasonal timing affect landscaping more than most trades. If a change order pushes sod installation past the optimal planting window, or if unexpected rain delays grading work, document the timeline impact and any cost implications (e.g., temporary erosion control measures).
Frequently Asked Questions
What are common reasons for landscaping change orders?
The most frequent triggers are poor soil conditions requiring amendment or removal, drainage problems discovered during grading, buried concrete or debris from previous construction, root systems from existing trees that conflict with the design, plant unavailability requiring substitutions, and client-requested design changes after seeing the project take shape.
How do I handle plant substitutions on a change order?
Document the original plant (species, size, quantity), the substitution, and the reason for the change (nursery stock unavailable, seasonal timing, better suited to site conditions). Note any price difference. If the substitute is more expensive, the client pays the difference. If it’s cheaper, credit them. Always get written approval before planting substitutes.
Should I issue a change order for drainage issues found during landscaping?
Absolutely. Drainage problems discovered during grading or excavation can significantly change the scope and cost. Document what you found (standing water, clay hardpan, incorrect grading toward the foundation), what needs to be done (French drain, regrading, catch basins), and the additional cost. Ignoring drainage to avoid a change order leads to failed plantings and callbacks.
How do weather delays affect landscaping change orders?
Weather delays may trigger change orders if they require additional work: re-grading after heavy rain, replacing washout materials, or installing temporary erosion control. The delay itself may not be a change order, but the additional work and materials caused by weather should be documented and approved by the client.
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Landscaper Estimating Guide
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