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Template

Change Order Approval Text + Job Note Format

Change ordersApprovalScope

Short and detailed text templates to get customer approval when scope changes mid-job: state the issue, the extra work, and the cost; ask yes or no. Plus a job note format (original scope, new work, amount, approval method, photo) so you have proof and the invoice matches. Stop work until you get a clear yes; take the photo before you text.

For teams dealing with scope changes and disputes about extra work because approval wasn't in writing or the note was missing.

Next: Use the short text on the next 5 scope changes and the job note format in your system; then decide if you need change order tracking or e-sign in your FSM.

Copy/paste template

Change Order Approval Text + Job Note Format

  • - Approval Text (Short):
  • - Hi [Name], I found [issue] that wasn't in the original scope. To fix it, I need to [work] for an additional $[amount]. Should I proceed?
  • -
  • - Approval Text (Detailed):
  • - Hi [Name], during the [original work], I discovered [issue]. This requires [additional work] at $[amount]. This wasn't included in the original quote because [reason]. Should I proceed?
  • -
  • - Job Note Format:
  • - Change Order: [Date]
  • - Original scope: [what was agreed]
  • - New work: [what's being added]
  • - Additional cost: $[amount]
  • - Customer approval: [Text/Email/Signature]
  • - Photo of issue: [attached]

How to customize

Replace placeholders:

  • [Name] → Customer or tech name
  • [time] → Arrival time (e.g., "2:00 PM" or "in 30 minutes")
  • [link] → Job link or tracking URL

Avoid these mistakes:

  • Don't use overly aggressive language (e.g., "URGENT: Payment due now!")
  • Don't use confusing abbreviations or jargon
  • Don't make promises you can't keep (e.g., "We'll be there in 10 minutes" if it's not realistic)

How to use it

  1. Stop work when you find something outside the original scope; don't do the extra work and then ask.
  2. Take a photo of the issue before you text the customer so you have proof of what you found.
  3. Send the approval text with the issue, the work, and the cost; ask clearly: should I proceed?
  4. Wait for a clear yes (text, email, or signature) before doing the extra work.
  5. Document in job notes: change order date, original scope, new work, amount, how they approved, and attach the photo.
  6. Update the invoice to show original scope and change order line so the customer sees both.

Common tweaks

  • Add urgency if it's a safety issue: 'This needs to be fixed for safety. Cost is $X.'
  • Include time estimate: 'This will add about 30 minutes to the job.'
  • Offer options if there are multiple ways to fix it (e.g. repair now vs schedule later).
  • Set a deadline: 'I can do this today, or we can schedule it for later.'
  • If they say no, note it in the job and complete only the original scope so there's no dispute later.
Back to Too Many Texts hub

Related guides

Guides that help with this pain:

Too Many Texts to Manage? Set Up Simple Customer UpdatesCustomer Updates That Prevent Angry Calls (ETA + Next Step)

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