Change Order Template for Countertop Fabrication Shops
What Is a Change Order Template?
A change order template is a standardized document that fabrication shops use to record, price, and approve any modifications to the original countertop project scope. It captures what changed, why it changed, the cost impact, and the sign-off from both the shop and the customer - all before any saw touches stone.
TL;DR
- Change orders protect your margins by documenting every mid-project modification in writing
- The average countertop remake costs $1,500-$4,000 - a proper change order process prevents most of these
- Every change order should include the original spec, the new spec, cost adjustments, and customer approval
- Digital change orders cut processing time from 20+ minutes to under 5 minutes
- Shops without a formal change order process lose an estimated 3-7% of annual revenue to undocumented scope creep
- Use the template below to standardize your process starting today
- Pair change orders with digital project management tools to close the communication loop
Why Fabrication Shops Need a Formal Change Order Process
If you've been in the countertop business for more than a month, you already know the drill. A customer calls mid-project: "Actually, can we add a waterfall edge?" or "We changed our mind on the edge profile." Without a formal change order, these requests get scribbled on sticky notes, relayed through a game of telephone between sales and production, and - too often - done at no charge because nobody documented the extra work.
The numbers tell the story:
| Problem | Cost to Your Shop |
|---|---|
| Undocumented material upgrades | $200-$800 per occurrence |
| Edge profile changes not billed | $150-$400 per occurrence |
| Layout changes causing rework | $500-$2,000 per occurrence |
| Full remakes from miscommunication | $1,500-$4,000 per occurrence |
| Annual revenue leakage (no change order process) | 3-7% of gross revenue |
For a shop doing $1M in annual revenue, that's $30,000-$70,000 walking out the door every year.
What to Include in Your Change Order Template
Section 1: Project Identification
Every change order needs to tie back to the original job. Include:
- Job number / Project ID - your internal tracking reference
- Customer name and contact information
- Original order date
- Change order number (CO-001, CO-002, etc. for sequential tracking)
- Date of change request
- Who requested the change (customer, designer, contractor, or internal)
Section 2: Original Specification
Document exactly what was agreed upon in the original scope:
- Material type and color (e.g., Cambria Brittanicca, 3cm)
- Edge profile (e.g., eased, bullnose, ogee)
- Layout dimensions and cutout specifications
- Sink and cooktop details
- Backsplash specifications
- Original quoted price
Section 3: Revised Specification
Now document the requested change with the same level of detail:
- What specifically is changing
- New material, edge, dimension, or layout details
- Reason for the change
- Impact on timeline (additional days needed)
Section 4: Cost Adjustment
This is where shops most often drop the ball. Be explicit:
- Added material cost - including waste factor
- Added labor cost - extra fabrication, polishing, or installation time
- Removed items credit (if applicable)
- Net change to project total
- New project total
- Payment terms for the change (due before fabrication begins, added to final invoice, etc.)
Section 5: Approval Signatures
No change order is valid without sign-off:
- Customer signature and date
- Shop representative signature and date
- Notes field for any verbal agreements or special conditions
Step-by-Step: How to Process a Change Order
- Receive the change request - Log it immediately, whether it comes by phone, email, text, or in person
- Document the current spec - Pull the original job details before anything gets muddled
- Price the change - Calculate material, labor, and timeline impacts; do not estimate from memory
- Fill out the change order form - Use your template every single time, no exceptions
- Present to the customer - Show the original vs. revised spec side by side with the cost difference
- Get written approval - Digital signature, signed PDF, or at minimum a confirmed email reply
- Update production schedule - Notify the shop floor and update your job management system
- File the change order - Attach it to the original job record so it's accessible to everyone on the team
Common Change Order Scenarios in Fabrication
Material Change After Templating
The customer picked Colonial White granite at the showroom, but after seeing it in their kitchen lighting, they want to switch to a quartz. Your change order captures the material cost difference, any slab availability delays, and the revised fabrication timeline.
Edge Profile Upgrade
Original quote was for a standard eased edge. Now they want a full bullnose or a mitered edge. The change order documents the added labor (mitered edges can add 2-4 hours per project), any additional material needed, and the updated price.
Adding or Moving Cutouts
A plumber moves the faucet location after templating. An electrician adds an outlet that needs a notch. These require re-programming the CNC, potential re-templating, and always add risk. Your change order documents every cutout modification with exact measurements.
Scope Addition
The customer decides to add a bathroom vanity top or a laundry room counter to the original kitchen job. This is essentially a new mini-project that should be documented as a change order addendum with its own line items.
Digital vs. Paper Change Orders
| Feature | Paper Change Orders | Digital Change Orders |
|---|---|---|
| Processing time | 15-25 minutes | 3-5 minutes |
| Lost/misfiled rate | 10-15% | Near zero |
| Customer approval speed | Days (mail/fax) | Minutes (email/portal) |
| Production notification | Manual handoff | Automatic |
| Searchability | File cabinet dig | Instant search |
| Audit trail | Inconsistent | Complete |
Shops that move to digital change order management typically see a 60-70% reduction in change-order-related disputes. When the customer can see their approved changes in a portal - with timestamps and signatures - "I never agreed to that" conversations mostly disappear.
Tools like SlabWise's Customer Portal let fabrication shops send change orders digitally, collect e-signatures, and automatically update the production queue. The result: 70% fewer phone calls and a paper trail that protects your bottom line.
Tips for Reducing Change Orders in the First Place
Change orders aren't inherently bad - they're a sign that your shop is flexible and customer-focused. But too many change orders per project usually points to problems earlier in your process:
- Improve your initial consultation - Spend more time upfront walking customers through material samples, edge options, and layout decisions
- Use digital templating verification - A 3-layer template check catches discrepancies before they become change orders
- Send visual confirmations - Share layout renderings or slab photos with the customer before cutting
- Standardize your quote process - When your initial quote is detailed and accurate, there's less room for "I thought that was included"
- Set expectations about timing - Let customers know that changes after templating cost more and take longer
Frequently Asked Questions
Should I charge for change orders?
Yes. The change order itself (the paperwork) shouldn't cost extra, but the work described in the change order absolutely should be priced and billed. Never absorb scope changes - it trains customers to keep requesting free modifications.
What if the customer refuses to sign the change order?
Then the change doesn't happen. This is the entire point of having a formal process. If a customer wants a modification but won't agree to the cost or timeline adjustment in writing, proceed with the original scope.
How do I handle verbal change requests from contractors?
Treat them the same as any other change request: document it, price it, and get written approval from whoever is paying the bill (usually the homeowner or GC). Verbal agreements are a leading cause of fabrication disputes.
Can I use a change order template for warranty work?
Warranty work should have its own documentation process. However, if warranty-related work reveals additional changes the customer wants, those extras should absolutely go through a change order.
How many change orders per project is normal?
For residential kitchen countertops, 0-2 change orders per project is typical. If you're consistently seeing 3+ per project, your initial consultation and quoting process likely needs work.
Should change orders delay my production schedule?
They should pause the affected portion until approval is received. Don't fabricate based on the new spec until the customer has signed off - and don't fabricate the old spec if you know a change is coming.
What's the best way to track change orders across multiple jobs?
A digital job management platform that links change orders to specific projects. Spreadsheets work for small volumes, but once you're running 20+ jobs per month, you need a system that keeps everything connected.
Do I need a lawyer to create my change order template?
For a basic template, no. However, if you want to include specific legal clauses about liability, warranty limitations, or dispute resolution, a quick review by a business attorney familiar with construction contracts is a smart $200-$500 investment.
How should I handle change orders for commercial projects?
Commercial change orders typically need additional layers: GC approval, architect sign-off, and sometimes owner authorization. Your template should have space for multiple approval signatures on commercial jobs.
Can digital tools automate part of the change order process?
Absolutely. Platforms built for fabrication shops can auto-populate job details, calculate cost adjustments based on your pricing tables, send the change order to the customer for e-signature, and update your production schedule - all from one screen.
Take Control of Your Change Order Process
Every undocumented change is money off your bottom line. Whether you start with a paper template or go straight to digital, the important thing is to standardize your process today.
SlabWise helps fabrication shops manage change orders, customer communication, and production scheduling from a single platform. The Customer Portal cuts phone calls by 70%, and every change gets documented with timestamps and e-signatures.
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Sources
- National Kitchen & Bath Association - Project Management Best Practices for Countertop Fabrication (2024)
- Marble Institute of America - Recommended Change Order Procedures for Stone Fabricators
- Fabricators Alliance - Annual Survey on Revenue Leakage in Stone Fabrication Shops (2024)
- Construction Financial Management Association - Change Order Management in Specialty Trades
- Stone World Magazine - "Why Fabrication Shops Lose Money on Change Orders" (2023)
- Associated General Contractors of America - Change Order Documentation Standards