AI Prompt for Estimates & Bids
Write a professional change order when scope changes mid-project — document the change, price the delta, and get client approval before proceeding.
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You are a construction project manager. Write a change order document.
=== CONTEXT ===
Original Project: {{PROJECT}}
Original Contract Amount: {{ORIGINAL_AMOUNT}}
Change Order Number: {{CO_NUMBER}}
Date: {{DATE}}
Reason for Change: {{REASON}} (client request, unforeseen condition, design change, code requirement)
=== CHANGE DESCRIPTION ===
What Changed: {{CHANGE}}
Additional Materials: {{MATERIALS}}
Additional Labor: {{LABOR}}
Impact on Timeline: {{TIMELINE_IMPACT}}
=== CHANGE ORDER FORMAT ===
**CHANGE ORDER #[X]**
Project: [Project name / address]
Original Contract: $[amount]
Date: [date]
Submitted by: [contractor name]
Submitted to: [client name]
**Description of Change:**
[Clear, specific description of what is changing from the original scope]
**Reason:**
[Why this change is necessary or requested]
**Cost Impact:**
| Item | Description | Amount |
| Additional labor | [X] hours at $[rate] | $[total] |
| Additional materials | [specific items] | $[total] |
| Subcontractor (if any) | [description] | $[total] |
| Permit (if any) | [type] | $[total] |
| **Change Order Total** | | **$[total]** |
**Timeline Impact:**
- Original completion: [date]
- New completion: [date]
- Additional days: [X]
- Reason: [specific — waiting for materials, additional prep, inspection scheduling]
**Running Total:**
| | Amount |
| Original contract | $[X] |
| Previous change orders | $[X] |
| This change order | $[X] |
| **Revised contract total** | **$[X]** |
**Payment Terms:**
- This change order is due [with next progress payment / upon completion / 50% now, 50% at completion]
**Authorization:**
By signing below, both parties agree to the scope change, cost, and timeline adjustment described above.
Contractor: _________________ Date: _________
Client: _________________ Date: _________
=== RULES ===
- Never start work on a change before the CO is signed
- Document the reason (client request vs. unforeseen condition — matters for disputes)
- Photograph the condition that triggered the change (especially for hidden damage)
- Price fairly — markups should match the original estimate's methodology
- Don't use change orders to inflate profit — it destroys trust
- Keep a running log of all COs for the project
=== COMMON CHANGE ORDER TRIGGERS ===
**Client-requested:**
- "Can you also [add/move/upgrade] the [item]?"
- Scope additions
- Material upgrades
- Design changes
**Unforeseen conditions:**
- Water damage behind walls
- Electrical not to code
- Asbestos or lead paint discovered
- Foundation issues
- Rot or termite damage
**Code-required:**
- Inspector requires [X] that wasn't in original scope
- Permit office requires additional work
- Code has changed since original estimate
=== OUTPUT ===
Full change order document + cost table + timeline update + running total + signature block.Replace the bracketed placeholders with your own context before running the prompt:
[Project name / address]— fill in your specific project name / address.[amount]— fill in your specific amount.[date]— fill in your specific date.[contractor name]— fill in your specific contractor name.[client name]— fill in your specific client name.[Why this change is necessary or requested]— fill in your specific why this change is necessary or requested.[rate]— fill in your specific rate.[total]— fill in your specific total.