Roofing change orders: document the question before approving extra work

Agree on the change process before the project starts

Ask the provider how concealed damage or a different quantity of work will be handled. Who contacts you, what evidence is supplied and who may approve a change? Put the agreed process in the project documents rather than relying on an informal conversation.

If the proposal includes a unit price for a possible additional item, record what the unit means and which labor, materials and disposal are included. A unit price without a clearly defined quantity can still leave the final amount uncertain. These are planning questions, not a statement of local contract law.

Ask what changed and why

When additional work is proposed, ask the provider to identify the location, describe the finding and supply photos or another explanation appropriate to the situation. Ask how this differs from the assumptions in the original scope.

Our suggested record separates observations from recommendations. “Damaged decking found near the rear valley” is an observation to clarify; the proposed quantity of replacement material and its cost are a separate scope decision. If there is an immediate safety or weather-protection concern, clarify the temporary action and its terms promptly; do not create a delay that leaves people or the property unsafe.

Record the whole change, not just a new total

Use a dated change document that identifies the original project and explains the added, removed or substituted work. Record quantities, materials, the price difference and any effect on timing or warranties. An emailed amount alone can omit important details.

Before approval, ask whether the amount includes all related work and whether further approval will be needed if the quantity changes again. Preserve the exact version you approved and ask for acknowledgement. Do not assume an insurer will pay the additional amount; coverage and documentation questions belong with your insurer.

• Project and original agreement reference
• Location, finding and supporting evidence
• Added or removed work, quantities and materials
• Price difference and revised schedule
• Who approved which version and when

Reconcile changes at the end

Compare the final invoice against the original agreement and the changes you actually approved. Ask the provider to explain a charge that does not match those records. Keep final quantities, invoices and supplied photos with the project file.

The FTC recommends reading contracts, recording scope and cost promises, and keeping documents when resolving a concern. Our change-order framework applies that recordkeeping approach to a roofing project. It does not determine whether a charge is legally enforceable or fair; use the appropriate consumer agency or professional if a dispute cannot be resolved.