Use a written agreement that matches the job

A proposal, purchase order, subcontract, and prime contract can allocate responsibilities differently. Read the documents incorporated by reference, including plans, specifications, general conditions, and upstream terms. Do not assume the short document you sign is the entire agreement.

Contract review questions

• ✓Are the correct legal parties, property, and scope identified?
• ✓Which document controls if terms conflict?
• ✓How are allowances, alternates, exclusions, and concealed conditions handled?
• ✓What starts the schedule, and what notice is required for delay?
• ✓What invoice documents, approval steps, retainage, and payment conditions apply?
• ✓Who may authorize changed work, and how are cost and time adjusted?
• ✓What insurance, indemnity, warranty, termination, and dispute terms apply?
• ✓Which notices must be sent, to whom, how, and by what deadline?

Document changes as they happen

Use the contract's required notice and authorization procedure. Record the requested change, reason, affected documents, price basis, and schedule effect. Preserve written directions and relevant photos. If immediate action is necessary, follow the contract's emergency provisions and document what occurred.

Change-order planning worksheet

Project / original agreement / proposed change number:
Requested by / date:
Original scope and proposed revision:
Reason and supporting documents:
Labor / materials / equipment / subcontract costs:
Credits, markup, and applicable tax:
Total proposed adjustment:
Schedule effect and assumptions:
Required approvals and authorization date:

Liens, bonds, and payment disputes

Lien and bond claim rights are state- and project-specific. Notice, eligibility, service, filing, and enforcement requirements can depend on your role and when work was performed. Do not use one state's deadline or waiver form for every project. Maintain accurate records and get local construction counsel involved early when payment is disputed.