Free Painter Change Order Template
This free painting 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 color changes, prep work additions, and surface discoveries professionally.
What's Included
- Reference to original contract or estimate number
- Sequential change order number for tracking
- Description of painting scope changes with affected surfaces
- Reason for the change (surface condition, color change, additional prep)
- Cost impact with itemized paint, materials, and labor
- Original contract amount and revised total
- Timeline impact and revised completion date
- Updated color selections and paint specifications
- Authorization signatures for contractor and client
- Date of approval
How to Use This Template
- 1
Painting change orders most commonly arise from surface conditions discovered during prep and client-initiated color changes. Number each change order sequentially and reference the original contract. Even if the change seems minor — an extra coat, a color swap — document it formally.
- 2
Specify exactly which surfaces are affected by the change: room names, wall identifiers (north wall, south wall), trim elements, or exterior elevations. "Paint the accent wall a different color" is ambiguous; "Change dining room north wall from SW 7015 Repose Gray to SW 6119 Antique White, two coats" eliminates confusion.
- 3
Surface prep discoveries are the biggest source of painting change orders. When you find peeling lead paint, extensive wood rot, wallpaper that needs removal, or moisture damage, stop and document it before proceeding. Include photos and a clear explanation of why additional prep is required and what it involves.
- 4
For color change requests, note the timing. A color change before painting starts is usually cost-neutral (just a new can of paint). A color change after a room is painted means repainting labor plus additional materials. Document the difference and charge accordingly — your time has value.
Frequently Asked Questions
How should a painter handle lead paint discovery?
If you discover lead paint (common in pre-1978 homes), stop work immediately and issue a change order. Lead paint abatement requires EPA RRP certification, special containment, HEPA equipment, and proper disposal. The cost difference is significant — document the testing results, required abatement procedures, and additional cost. This is a legal and safety requirement, not optional.
Should I charge for color changes on a painting project?
It depends on timing. Before painting begins, a color change typically costs only the price difference in paint (if any). After a surface has been painted, the change order should include the cost of additional paint plus labor to repaint. Be upfront about this policy in your original contract to set expectations.
When does additional prep work warrant a painting change order?
Any prep work beyond what was included in the original estimate warrants a change order. Common scenarios include extensive scraping and sanding of failing paint, wallpaper removal, drywall repair, wood rot replacement on exterior trim, and mold remediation. If your original estimate assumed "normal prep," define what that means so the threshold for a change order is clear.
How do I justify additional coats on a change order?
Document why the extra coat is needed: dramatic color change (dark to light), porous surface absorbing paint, or manufacturer coverage recommendations. Show the client that one coat leaves visible bleed-through or uneven coverage. Most clients understand when they can see the issue. Include the additional paint quantity and labor hours in the change order.
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