Change Order Request Process for HVAC
The Change Order Request Process workflow supports HVAC contractors by standardizing how client changes are handled. It includes recording requests, confirming equipment or material impacts, updating costs, and obtaining approvals. By using this process, HVAC companies reduce delays, protect margins, and maintain professionalism. Clients benefit from clear communication and confidence in adjustments. Teams gain accountability and consistency. With this workflow in place, HVAC contractors can adapt effectively, strengthen credibility, and deliver projects with reliability.
Identify the need for a change in scope, materials, or timeline
Confirm that the change is outside the original contract scope
Gather necessary details (what’s changing, why, and how it impacts the job)
Estimate cost and time impact of the change
Draft formal change order request with scope, pricing, and schedule updates
Attach supporting documents (photos, drawings, supplier quotes, etc.)
Review internally for accuracy and approval
Submit change order to client for review and signature
Follow up to answer questions or negotiate terms if needed
Receive signed approval before performing the work
Update project budget and schedule based on approved change
Communicate the change to the field crew and affected subs
Track change order status and integrate into job documentation
Include change order in next invoice or billing cycle
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