Define the change before approving it
Before extra restoration work begins, ask for a written change order that explains what will change, what it will cost and how it affects the schedule. Compare it with the existing contract so additions, substitutions and credits are clear.
The California Contractors State License Board’s contract guidance says changes to price or scope require a written change order signed by the customer and contractor before the change. That is California guidance, not a statement of every state’s law. Check requirements where the property is located.
Even where local rules differ, a specific record gives both sides a better basis for understanding the decision. An informal request to do whatever is necessary leaves important questions unanswered: which work, which materials and whose approval.
Compare the old scope with the new one
Ask the contractor to identify the condition prompting the change and explain why the original scope does not address it. Request supporting observations appropriate to the issue. A concealed condition may justify a revision, but it should still be described in terms the owner can understand.
Consider a hypothetical repair that originally includes replacing one wall section. Once authorized opening work reveals additional affected material, the contractor proposes a larger repair. The change order should identify the added area, related tasks and resulting price, rather than merely describe the job as more extensive.
Check whether the change removes any previously included work. If a material substitution eliminates an original item, ask how the credit appears. List allowances, selections and unresolved quantities separately so a provisional figure does not look like a final agreed price.
Ask about the schedule in practical terms: Does the change require a permit revision, another trade, a new delivery or a different sequence? Request an updated milestone or an explanation of what must be confirmed before a date can be set. Avoid treating an uncertain delivery as a guaranteed completion date.
Keep authorization and insurance distinct
Identify who may approve changes and how that approval will be documented. For a jointly owned property or managed building, settle those responsibilities before competing instructions reach the crew. Keep the accepted version with the contract and related correspondence so later revisions can be traced.
Contract authorization and insurance reimbursement are separate questions. If you expect an insurer to consider the added work, ask the claim representative what documentation or review is needed. A contractor’s proposal does not establish policy coverage, and an insurance discussion does not automatically amend your contract.
Ask for a final copy rather than relying on a photograph of handwritten edits with missing pages. Confirm that attachments and referenced selections are included. A complete record should let someone unfamiliar with the conversation understand the agreed revision without reconstructing it from scattered messages.
If urgent conditions make the proposed sequence impractical, ask the contractor to distinguish immediate protective work from the permanent repair decision and explain the authorization process. Do not let a routine change order disguise an unanswered safety concern. Use NDR’s contractor hiring guides to prepare the next conversation, then obtain advice specific to your contract when necessary.
