Identify what triggered the change
A new material choice, a newly discovered condition and a missed estimate item are different situations. Ask the contractor to identify the trigger rather than combine everything into a vague extra-work charge.
- Reference the original scope line.
- Attach photos when a concealed condition is involved.
- Separate requested upgrades from required corrections.
Read cost and time together
An extra item can affect more than its installation price. Ask about return visits, ordering time and connected finishes. Record a credit when work is removed as carefully as a charge when work is added.
- Describe the revised work and products.
- State added cost or credit.
- Record any effect on completion and payments.
Keep one approved version
Use the approval method in your contract and keep a copy with the project records. When something is unclear, ask for an explanation before accepting. Urgent protection of the property should be distinguished from a permanent repair decision.
- Identify the authorized decision maker.
- Keep a running list of accepted changes.
- Reconcile the final invoice against that list.