Change Order Dispute Letter
Draft change Order Dispute Letter with an escalation ladder and an evidence checklist.
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Write a letter disputing charges for changes I did not approve. What I will tell you: contractor [CONTRACTOR_NAME], original contract [ORIGINAL_CONTRACT], extras claimed [EXTRAS_CLAIMED], my approvals [MY_APPROVALS], amounts [AMOUNTS]. It should state what I approved in writing and reject the rest unless they provide proof. List each extra item in a short table (item, amount charged, whether I signed for it), say that I will pay for what I approved in writing, and ask for signed documents for the rest. Offer to talk through any item where there was verbal discussion. Facts and papers worth gathering: the original contract price, every written change, the invoice lines, and messages in which I agreed or declined. Remedies that are usually on the table: removal of unapproved charges, a revised invoice, and a rule that further changes need my signature first. They will often answer: "You verbally agreed." Answer by asking for the date, the scope and the price said at that time. Draft the change order dispute letter, then grade it from 1 to 5 on clarity, facts, request, deadline, tone, and evidence, and revise until no score is below 4. Supply the finished letter and a short cover note, around 60 words, plus an if-ignored ladder (request signed change orders, then trade body, then mediation), and a list of exhibits (contract, signed changes, messages), plus a record-keeping tip. Send it as a PDF attachment, then keep a screenshot of the sent folder showing date and time and ask for a reply confirming receipt. Write the letter in my own voice as an ordinary person, without posing as counsel, and use no made-up titles or licence numbers. Avoid reciting rules from memory, including time limits; use [JURISDICTION] and [RELEVANT_LAW_OR_POLICY_IF_KNOWN], and tell me to verify the exact law with a qualified professional or my local consumer agency. Stay calm, plain and courteous, threatening nothing unlawful, and use only the deadline I set in [DEADLINE]. Do a completeness check on my inputs first and point out assertions I cannot back up. Regard this as a drafting request and not a request for legal advice, so leave rights and remedies to a professional.
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Subject: Invoice item "extras 1,350" Dear Ms. Ortiz, Your invoice dated 2 October includes 1,350 for "extras". I signed change order 1 (extra socket, 220) only. The other items, wall repair 480, a heated towel rail 390, and paint upgrade 260, were not agreed in writing. Please send signed change orders for those items or remove them. I will pay the 220 and the contract balance of 3,100 on completion. Sincerely, Yusuf Demir Evidence checklist: the signed contract, change order 1, the invoice, and the messages in which extras were discussed. Send by email and keep the sent copy.
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