Change orders convert new asks into documented scope before work starts.
11 min readWhen you need one
- New task type not in scope
- Hours go past cap
- New deadline inside 48 hours
- New stakeholder assigns work
- Reopened "approved" deliverable with new direction
If it changes what, how much, who, or when without rate talk, change order.
Three-line change order email
Change order: [task description] Estimate: [X hours] at [rate] = [total] (or included if swapping priority) Delivery: [date] Reply approve to proceed.
Attach or link original scope date.
Swap instead of bill (sometimes)
I can add [new task] this week if we defer [lower priority task] to next week. Reply approve swap or approve change order at [rate].
Still written OK.
CHANGE steps
Compare to scope Have client choose Ask approve Note in log Go after yes Execute tracked
Linked: VA scope creep guide.
Change log
| Date | CO # | Ask | $ | Approved |
|---|---|---|---|---|
| 3/10 | 1 | Extra inbox | $200 | Yes |
Shows pattern if client fights payment later.
Common mistakes
| Mistake | Fix |
|---|---|
| Work first, email later | Email first |
| Verbal OK in meeting | Same-day recap |
| No price on CO | Always number |
| Skipping log | Spreadsheet row |
How Salag helps
- Agreement Builder: change clause in scope.
- Rate Calculator: CO pricing fast.
- Scope Creep Detector: catch CO-worthy asks.
Move safer. Not faster.
In short
A change order is a short written OK for extra work: what, how much, when, price.
Send it before you start. Client replies "approved." You log hours. No more free "can you also."
Common questions
A change order is a short written OK for extra work: what, how much, when, price. Send it before you start. Client replies "approved." You log hours. No more free "can you also."
Compare new ask to written scope. If outside, send change order email before any work.
Three-line email: task, hours/rate, date. Reply approve to proceed. Normal in US/UK business.
Scope should say "changes need written approval." Makes change order expected.
Offer priority swap instead of new fee if small. Still confirm in writing.
Compare scope, Have client pick option, Ask approve in reply, Note in log, Go after yes, Execute tracked hours.
Client refuses to approve but demands work. Pause extras. Document.
Yes. Change order is usually email. That is enough for most VA jobs.
Scope creep detector flags asks needing change order.
Email template, time log, scope doc link.
Three minutes to send change order email.
Retainers: swap priority or add hours to cap. Projects: fee and timeline shift.
Do not start extra. Original scope only.