How to Handle Client Changes Professionally
A contractor reviews a change order with a client, ensuring project updates are documented and approved.
In construction, there’s one thing you can count on: Clients will change their minds.
Sometimes it's a small tweak. Sometimes it’s a major shift halfway through a job. Either way, how you handle these changes can make — or break — your reputation.
Why Handling Changes Matters
Client changes aren’t just an inconvenience. If they aren’t handled correctly, they can:
- Destroy project timelines
- Eat into your profits
- Create unnecessary conflict
- Lead to expensive disputes
Professional change management isn’t about saying “no” — it’s about setting clear expectations and protecting yourself while still delivering great service.
The 3 Golden Rules for Handling Client Changes
1. Stay Positive, Stay Professional
Change requests are not personal attacks. Stay calm, listen carefully, and frame your response around solutions, not problems.
Even when a change is inconvenient, your professionalism will leave a lasting impression — and often leads to repeat business.
2. Confirm Details in Writing
Never rely on memory or verbal agreements.
Always document:
- What is being changed
- How it affects costs
- How it affects the schedule
It protects both you and your client.
The simple act of writing it down clears up 90% of potential misunderstandings before they happen.
3. Adjust Costs and Timelines Fairly
Changes usually mean extra work — and that should be reflected fairly in both pricing and timelines.
Be upfront:
- Outline additional costs clearly
- Explain why the timeline may shift
- Get written approval before moving forward
Clients appreciate honesty and clarity more than surprises later.
Best Practices for Documenting Changes
The best way to handle changes? Use a Change Order Form.
A proper change order includes:
- A description of the change
- Impact on pricing
- Impact on schedule
- Client and contractor signatures
It’s a simple, professional tool that protects your profits and keeps clients informed.
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