A change is normal. An undocumented change is the problem.
Hidden conditions, selection changes, site constraints, owner requests, and revised requirements can all change a renovation. A simple written process makes the impact visible before it becomes a surprise.
Begin with a written base scope that contractors can price. Then keep changes distinct from original scope, allowances, and contingency so everyone can see what was added, removed, deferred, or still undecided.
1. Record the proposed change
- A unique change number, date, location, and the person requesting it.
- A plain-language description of the original condition and the requested or recommended revision.
- Photos, sketches, product information, or other evidence that makes the change understandable.
- The reason: owner preference, concealed condition, code or building requirement, availability issue, coordination conflict, or another stated cause.
2. Show the available paths
Where practical, document more than one response: proceed, use an alternative material or detail, defer, or retain the original scope. Include risks or implications of each route. This avoids a rushed decision based on only one option after trades are already on site.
3. State the complete impact
The change record should identify the added or credited amount, applicable tax, effect on allowances or contingency, schedule effect, materials affected, access or permit implications, and whether any completed work needs to be removed or redone. If an amount is still being investigated, label it pending rather than treating it as approved.
4. Get approval from the right person
Identify one authorized decision-maker before construction begins. The work should not advance on a meaningful scope change until the approval method set out in the agreement has been followed. Keep approvals with the change record rather than scattered across texts, calls, and email threads.
5. Update the project log
Maintain one live log with the original contract amount, approved changes, pending proposals, allowances, contingency use, and current forecast. This makes a project meeting more useful: the team can review what changed, what remains unresolved, and the next decision deadline.
6. Carry approved changes into closeout
Update drawings, material records, care instructions, warranty information, and handover notes where the final work differs from the original plan. A closeout record should reflect what was actually installed—not only what was initially proposed.
Ontario’s consumer guidance recommends written renovation contracts and advises that new work or a new price be agreed to in writing. This checklist is a planning tool, not legal advice; review the project agreement and seek professional advice where appropriate. Start with Ontario’s renovation and repair consumer guidance.