The log
| No. | Date and location | Description | Reason | Who pays | Status |
|---|---|---|---|---|---|
| 1 | Week 2, hall bath | Replace rotted subfloor under toilet | Hidden damage from the loss | Insurer, pending supplement | Photos sent, awaiting adjuster |
| 2 | Week 2, kitchen | Upgrade to full-height backsplash | Owner choice | Owner, difference only | Signed |
| 3 | Week 3, basement | Add smoke alarm in rebuilt bedroom | Inspector requirement | Check ordinance or law coverage | Signed, question to adjuster |
| 4 | Week 4, living room | Substitute closest available flooring | Original discontinued | No cost change | Sample approved |
Keeping the log useful
Number every change
Ask the contractor to number change orders in sequence. If they do not, number them yourself in the log and refer to the number in every message.
Record the reason in one of four words
Damage, pre-existing, code or choice. That single word tells you who is likely to pay.
Attach the paper
Keep the signed form, photos and any adjuster response in a folder with the same number.
Update the status
When a supplement is approved or denied, change the status the same day.
Total by payer at each draw
Before each payment, add up changes by who pays so you know what the draw should include.
Reconciling at the end of the job
Before the final payment, check that:
- Every numbered change order has a signed form
- Every insurer-paid change appears in a revised estimate or supplement approval
- Every owner-paid change is billed at the agreed amount, including credits for deleted work
- No change appears twice, once as a change order and again in the base scope
- Schedule extensions match what was agreed for each change
- The final invoice total equals the contract plus approved changes, minus credits
Common questions
- What if the contractor does small changes without paperwork?
- Write them in your log anyway with the date and what was said, then email the contractor a short summary asking them to confirm. A written record made at the time carries more weight than memory at the end of a job.
- Should credits for removed work be logged too?
- Yes. If a planned item is dropped, such as a vanity you decided to keep, the credit belongs in the log so the final invoice reflects it.
- Does my insurer need to see owner-paid changes?
- Not usually, but keeping them clearly separate from insured work prevents confusion when the adjuster compares the final invoice with the approved estimate.
General information for Littleton, not a quote or professional advice. In an emergency, call 911.