Blog · October 23, 2026

How to write a drywall change order the GC will actually sign

A GC signs a drywall change order when it is one page, names exactly what changed, shows a price and a schedule effect, ties back to the original contract, and lands before your crew starts the extra work. Get the "yes" in writing (a signature, an email reply or even a text that says YES), then put the line on your very next invoice.

Most change-order fights in drywall are not about the money. They are about memory. The super asked for the garage ceiling on a Tuesday, your foreman said "no problem," and six weeks later nobody remembers agreeing to a price. The fix is boring paperwork done fast. If you just want the blank form, grab our free drywall change order template. This post is about how to fill it in so it comes back signed.

1. Write it the same day the extra comes up

The best time to send a change order is while the super is still standing in the room that changed. The longer you wait, the more the request turns into "I thought that was included." Set a simple office rule: any extra the crew hears about gets texted to the office that day, with a photo. The office turns it into a change order before the crew touches it.

If the GC truly needs it done right now, send the short text version first (there is one in the template) and the full form the same afternoon. A text that says "Reply YES to approve" is far better than a handshake.

2. Describe the change so a stranger could price it

Vague scope is the number one reason a change order sits unsigned. "Extra drywall in garage" invites a question. "Hang and finish garage walls and ceiling, approx. 620 sq ft, 5/8 in. Type X on the ceiling, Level 4 finish" does not. Include:

• Where: room, floor, unit or plan sheet.
• What: hang, tape, finish, patch, texture, demo, rework.
• Material: board type and thickness, if it changed.
• Finish level: say Level 4 or Level 5 out loud. Our finish levels guide explains why this matters at walkthrough.
• Why: owner request, design change, damage by another trade, failed inspection. Keep it factual, no blame.

3. Put a real price on it, not "TBD"

A change order without a number is a promise to argue later. Give a fixed price when you can measure it. When you can't (hidden damage, unknown rework), use time and materials with a clear hourly rate, a material markup if you charge one, and a "not to exceed" figure the GC can approve. Run the square footage through the bid calculator if you need a quick number.

Also show the running total: original contract, previous change orders, this change order, new contract amount. GCs and their accountants like seeing the math, and it stops the "how much have we added so far?" email.

4. Say what it does to the schedule

Even when the answer is "no schedule impact," write it down. If the extra adds a day of hanging plus a dry day before finish, say so. A GC who signs a change order that says "+2 days" can't easily back-charge you for those two days later.

5. Tie it to the original job

Number every change order (CO #1, #2, #3) per job and reference the original contract or PO number. That one line is what lets the GC's office match your invoice to their records. It also helps if you ever need to show what was added and when.

6. Make "yes" easy

Signatures get stuck on clipboards. Offer three ways to approve: sign the PDF, reply "approved" to the email, or text YES. Keep whatever comes back with the job file. A screenshot of a text approval with the date and phone number visible is worth saving.

Add one sentence near the signature line: "Work on this change starts after written approval." It is polite, and it sets the expectation without a fight.

7. Send it to the person who can approve it

Supers ask for extras; project managers or owners usually approve them. Send the change order to whoever signs contracts and copy the super who asked. If you are not sure who that is, ask once at the start of the job and write it in your job notes.

8. Follow up like you would an invoice

An unsigned change order is money you have not earned yet on paper. If it isn't signed in two business days, follow up with a short note:

Hi [name], following up on CO #[3] for [job], the garage walls and ceiling ($[amount], +1 day). Can you reply "approved" or sign the attached so we can schedule it? Thanks, [your name]

If the crew already did the work on a verbal OK, still send the change order. Note the date the work was done and who asked for it. It is much easier to get paid on a documented extra than an undocumented one.

9. Bill it on the next invoice, not "at the end"

Approved change orders that wait until the final invoice are the ones that get negotiated down. Add the line to your next progress billing. Unpaid extras also count toward Texas lien notice dates, so the month the extra work was done matters; see our plain-English guide to Texas lien deadlines.

Common reasons a GC won't sign (and what to do)

• "That was in your scope." Pull the original bid or contract and quote the line. If your bid listed inclusions and exclusions, this is where it pays off.
• "Price is too high." Show the quantity and the rate. Offer T&M with a not-to-exceed number as an alternative.
• "I'll sign it later." Ask for an email reply instead of a signature. Then don't schedule the work until it comes.
• "The owner hasn't approved it." Ask for written direction to proceed anyway, or wait. Either answer is fine, as long as it is in writing.

A quick checklist before you hit send

• CO number and original contract/PO number
• Location, scope, material and finish level
• Who requested it, and when
• Fixed price or T&M rate with a not-to-exceed
• Schedule effect (even if "none")
• Running contract total
• Easy approval options and "work starts after written approval"

None of this needs software. A notebook, a template and a habit of sending it the same day will cover most of it. What tends to slip is the follow-up: the change order that never came back and never made it onto an invoice.

TapeAndFloat is an office assistant for drywall subs and small GCs. During the free pilot it flags any extra that has no written OK or no invoice line. If that would help your office, take a look at the Austin pilot.

Frequently asked questions

Does a drywall change order have to be signed to be valid?

It depends on your contract. Many subcontracts require written change orders, and some say the sub is not paid for extras without one. Even when a text or email approval is allowed, a written record of scope, price and approval is what gets you paid. Read your subcontract's change clause.

Can a text message count as change order approval?

Often it can work as written approval in practice, but check what your contract says about how changes must be approved. Save a screenshot showing the date, the phone number and the message, and attach it to the change order.

What if the GC asks us to start the extra before signing?

Send the short text version with the price and ask them to reply YES before the crew starts. If they won't, ask for written direction to proceed and note that pricing will follow on a change order.

Should change orders go on the final invoice?

No. Bill approved change orders on your next progress invoice. Waiting until the end makes them easier to dispute and can complicate lien notice timing in Texas.