Change Order Request Email Template & Workflow for Outlook
Submit a change order request for client approval when project scope or cost changes. Copy this ready-to-use Outlook email template, or use it as a reusable Toggles workflow with variables, recipients, attachments, and team sharing.
Free to try. No automatic sending - review every draft before sending.
Copy/paste template
Copy the change order request email template
Use this once as a regular Outlook template, or launch the full Toggles workflow when you send it repeatedly.
What this template helps you avoid
Common email risks
- Missing required details
- Rewriting the same email manually
- Inconsistent wording across a team
- Forgetting attachments, links, recipients, or preparation notes
Fields your team can fill in
To
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Cc
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Bcc
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Subject
Change Order change_order_number — project_name
change-order-document
Hi client_first_name,
As we've progressed through project_name, a scope change has come up that falls outside the original agreement. I'm submitting this change order for your review and approval before we proceed.
CHANGE ORDER DETAILS
• Change Order Number: change_order_number
• Project: project_name
• Description: change_description
• Cost Impact: +$cost_impact
• Schedule Impact: timeline_impact
WHY THIS CHANGE IS NEEDED
This work was not included in the original scope of work but has been identified as necessary (or requested) to achieve the project goals as currently understood. We never want to absorb undisclosed costs or proceed with work that hasn't been authorized — which is why we document these changes formally before moving forward.
WHAT HAPPENS NEXT
Please review the attached change order document and return a signed copy by approval_deadline. Once approved, we'll incorporate the additional work into the project schedule and invoice accordingly. If you'd like to discuss the change before signing, I'm available for a call at your convenience.
If there's a way to descope or phase this work to manage cost, I'm open to that conversation as well. Reach me at me::phone and we can talk through the options.
Workflow context
When to use this workflow
Use this workflow when project scope, cost, or timeline changes and the client needs to review and approve a formal change order.
What this replaces
This replaces manually writing scope-change emails, retyping cost and schedule impact, and checking whether the signature-ready change order document is attached.
Why teams standardize this email
Change orders need to be clear before work proceeds. A workflow helps teams document the business reason, approval deadline, cost impact, and timeline impact in a consistent way.
What Toggles adds beyond a normal Outlook template
Toggles inserts the workflow directly in Outlook, prompts for variables, prepares operational details, and keeps the draft editable before sending.
- Inserts the change order request email in Outlook
- Prompts for client name, project name, change order number, change description, cost impact, timeline impact, approval deadline, and phone number
- Adds a change order and project-specific subject line
- Can require the change order document attachment
- Keeps the draft editable before sending
FAQ
Does Toggles approve the change order?
No. Toggles prepares the email request. Approval happens through your existing client approval and signature process.
Can the change order attachment be required?
Yes. This workflow can require the change order document before sending.
Can project teams edit the explanation before sending?
Yes. The Outlook draft is reviewable and editable.
Part of a starter pack
Explore the Client Services Starter Pack
Help client-service and professional-services teams prepare consistent meeting, document, billing, scope, delivery, and referral emails in Outlook.