Deck Change Order Template (Ontario) + How to Use It

If you want a deck project to stay on budget, you need one boring document that saves you from chaos:

A written change order.

Most deck projects change midstream:

• stairs shift
• you upgrade to composite
• you add a privacy screen
• you realize the yard slopes more than expected

Without a change order, those changes become arguments.

This guide gives you a copy/paste template you can use in Ontario, plus the rules-of-thumb for pricing and approvals.

If you’re still collecting quotes, start with: How to compare deck quotes in Ontario.

> Note: Not legal advice.

KWC-specific context: why change orders show up here

In Kitchener–Waterloo–Cambridge, many deck projects are retrofits on older homes. That means:

• Hidden ledger issues are discovered after demolition.
• Backyards slope more than expected, affecting stair runs.
• Existing concrete pads or footings can’t be reused.
• Permit requirements change if the scope changes mid‑build.

A change order is the cleanest way to document these shifts before they become conflict.

The simplest deck change order template (copy/paste)

You can paste this into email, Google Docs, or a PDF.

CHANGE ORDER #___

Project address: __________________________

Owner: __________________________

Contractor: __________________________

Date: __________________________

1) Description of change

(What is changing, in plain language.)

Example: “Upgrade deck boards from pressure-treated wood to composite, colour ___, and include matching fascia.”

2) Reason for change

(Optional, but helpful when memories fade.)

Example: “Owner requested lower maintenance.”

3) Additions (materials/labour)

• Materials: __________________________
• Labour: __________________________
• Equipment/fees: __________________________

4) Credits (if any)

• Materials removed/not used: __________________________
• Labour removed/not required: __________________________

5) Net price change

• Total additions: $_____
• Total credits: $_____
• Net change (add or deduct): $_____

6) Schedule impact

• Adds/removes ___ working days
• New estimated completion: __________

7) Permit/inspection impact (if any)

• Permit revision needed? Yes / No
• Engineering required? Yes / No

If you’re in KWC, permit timing can matter: How long do deck permits take in KWC?.

8) Payment terms for this change

• Due on approval / next milestone / on completion

9) Authorization

By signing, both parties agree to this change order.

Owner signature: ____________________ Date: _______

Contractor signature: _______________ Date: _______

---

Change order decision checklist (use before approving)

Checklist:

• Is the scope described in plain language?
• Are materials and brands named if they’re changing?
• Is the price stated as a range or fixed (no surprises later)?
• Does the schedule impact make sense for the change?
• Are permit or inspection updates addressed?
• Have you confirmed warranty coverage for the new work?

If you want help validating scope, use: Deck quote line items (Ontario).

What changes should always require a change order?

Use a change order any time you change:

• materials (wood → composite, railing style, fascia)
• dimensions (bigger deck, extra landing)
• structure (footing type, beam/post locations)
• stairs/guards (count, location, glass/aluminum)
• water management (ledger flashing, under-deck drainage)

Helpful references:

• Deck footing options (Ontario)
• Deck guardrail code (Ontario)
• Deck ledger flashing (Ontario)

Common change types and how they affect scope (table)

| Change type | Typical impact | Why it matters |

| --- | --- | --- |

| Material upgrade | Higher material cost + different fastening | Composite/rail systems often need specific clips |

| Stair redesign | New stringers/landing, railing updates | Can affect run length and permits |

| Structural changes | Posts, beams, footings | Can trigger drawings or inspections |

| Drainage add‑ons | Under‑deck drainage or flashing | Protects ledger and framing long‑term |

| Railing swap | New posts/spacing | Must meet Ontario guard requirements |

Pricing change orders without fights

A change order is easiest when both sides agree on pricing method:

1) Fixed price (best)

• clear scope; one number.

2) Unit pricing

• e.g., $/linear foot for railing, $/stair.

3) Time and materials (T&M)

• requires transparency: daily logs, receipts, and caps.

If you want to compare what a quote should include: Deck quote line items (Ontario).

Suggested approval workflow (simple and clear)

1) Contractor provides written scope and a price range or fixed price.

2) Owner reviews and requests clarifications in writing.

3) Both sides sign the change order before work begins.

4) Work proceeds; any additional change follows the same process.

This keeps your original contract clean and reduces “he said, she said” later.

Example change order (realistic scenario)

Scenario: You planned a basic pressure‑treated deck, but decide to upgrade to composite and add a privacy screen after framing is done.

What the change order should capture:

• the new material line (brand + colour)
• any framing changes needed for composite
• privacy screen material, height, and location
• price change as a range until material is confirmed
• schedule impact and any permit revisions

This example shows why a written change order is valuable: it aligns expectations before any money changes hands.

How change orders connect to the contract

A contract without a change order section is a risk.

Use this checklist before you sign: Deck builder contract checklist (KWC).

Common homeowner mistake: approving changes verbally

Even honest contractors misremember details weeks later.

Rule: No work begins on a change until the change order is written and approved.

If a contractor refuses to use change orders

That’s a red flag. You don’t need to walk away immediately, but you should:

• ask for written scope by email
• confirm price impacts before approving changes
• consider pausing upgrades until the contract is clarified

If you need a contract checklist before proceeding, use: Deck builder contract checklist (KWC).

When to pay for a change (simple guidance)

Change orders should have clear payment timing. Common approaches:

• pay when the change is approved
• pay at the next milestone
• pay when the change is completed

The key is clarity. If the payment timing isn’t written, it will become a dispute.

Script: how to request a change order (KWC)

“Hi — before we proceed, can we document this as a change order? I want the scope, material changes, price range, and any schedule/permit impact in writing so we’re aligned. I’ll approve in writing once I review it.”

Need help tightening scope before you sign?

If you're in Kitchener–Waterloo–Cambridge and want a quick scope + quote sanity check (so you don’t get crushed by change orders), submit your details here: Get quotes.