Even though final cleaning is the last scope to be purchased and executed on a construction site, there is always the possibility that changes will be made. As other trades may continue work during this phase, cleanup crews must be prepared for the unexpected. Reasons for changing an order are numerous, including disruption from other trades or site owner, new requests from the superintendent, change in working hours, or
As 22 percent of all cleanup jobs result in a change order, it’s no surprise that the most prepared cleanup crew will experience a curveball eventually. Fortunately, not all changes are a bad thing — they often result in profits for the cleanup crew.
Download this change order template for your business. download here
Be prepared for the unexpected. Here are our top tips for successfully changing an order.
- Set clear expectations on change order process
You never know what changes will come up before starting a job. But knowing how to handle changes will save time and hassle. Discuss with the parties involved the best way to make sure possible change orders run smoothly.
Submitting change orders by email is often easiest for everyone. In some cases, a signed, physical document by the general contractor is required. Knowing whether these extra steps are necessary is important.
“Attached is a change order for the above referenced project for you to sign, date, and return via fax to (301) 607-5555 or email to email@example.com. After receipt of your signed change order, we will remit a fully executed copy back to you.”
- Document everything
Whether it’s an extra purchase or an extra day of work, make sure to include as much information as possible. Including prices, timestamps, locations, additional travel, and people involved in extra work will save time and minimize room for confusion.
Change orders are more likely to be approved and less likely to be disputed with more detailed information about the change.
“Friday night into Saturday totals $3,780. Six crew members worked 14 hours each. Please add the previous change orders to the original amount. Thanks!”
- When in doubt, submit a change order
If you’re not sure whether something requires a change order or if a request seems outside of scope from the original proposal, submit one anyway. Even if your change order request is denied, the superintendent will understand that you are aware of the rules.
After the change order has been signed and approved, be careful of re-doing work on-site. It’s easy for general contractors to dispute invoices if compensation for a re-do is not specifically outlined.
“I’d like to submit a request for additional money for the salons near the Ansley Mall. These are my two reasons:
- The original estimate was for one full day of deployment. I need a second day because we couldn’t get in several rooms because the painters were still working. The front of the building also had contractors laying tile.
- The floors were to be mopped and polished. We didn’t include a floor machine. However, one is needed.
Please add $400.00 to the previous invoice. Thanks.”
CCP is happy to prepare and submit change order slips for partnering cleanup companies. Please note that commission rates remain the same for total contract amount, including negative and positive change orders. Let us know if you need assistance.