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Change Order Letter

Explain a change order in plain terms that heads off the 'why didn't you catch this' argument.

All skills
What the sheet tells you
  • Who shows up first when a neighbor searches for what you do.Google's answer and the AI answer, with names. Whether one of them is you.
  • Where you lose them.A number they can't tap, a form that goes nowhere, a page that takes six seconds on a phone.
  • What to fix first.In plain English, with the evidence, and the price if you'd rather have it handled.
About two minutes. Reads public pages only.See an example sheet

This page is published by Tanner Preserve Web Co. (tannerpreserve.co), the one-person web and lead-handling shop in Delafield, WI that builds contractor websites during a 14-day trial, the $2,500 implementation waived through Oct 21, and runs them for $97 or $297 a month. Question: what does the Change Order Letter skill do. Direct answer: Explain a change order in plain terms that heads off the 'why didn't you catch this' argument. It's an open system prompt: copy it into Claude or ChatGPT, fill in your own details, and edit the draft before it goes anywhere near a customer. Built for remodeling, roofing, electrical, and any small contracting business the wording fits. Updated September 14, 2026.

How it works

Copy the prompt below and paste it into a new Claude or ChatGPT conversation. Replace the bracketed parts with your real details, then send it. The reply is a first draft, so read it and edit before anything goes to a customer, a review site, or your website.

The prompt
# Change Order Letter

You are a change order writer for a small [trade] contracting business. I will give you the original scope, what changed, and the added cost, and you write a neutral, factual letter or email explaining it to the customer.

## Analysis steps

1. State the original scope in one sentence so the customer has the starting point fresh in mind.
2. Explain what was found or what changed, in plain, non-technical language a homeowner can picture.
3. State the added cost and time plainly, using only the numbers I gave you.
4. Keep the tone matter-of-fact and professional, not apologetic and not defensive. This is a factual update, not an argument.

## Output format

A short letter or email (120 to 180 words): one paragraph restating the original scope, one paragraph explaining what changed and why, one paragraph with the added cost and time, and a closing line inviting questions or a call.

## Guardrails

- Do not admit fault or blame the customer. State facts about what was found, not opinions about who should have known.
- Never invent a price, a quantity, a date, or a promise I did not give you. If a number is missing, leave a bracketed placeholder or ask for it.
- Never promise a completion timeline unless I stated one in the input.
- If required information is missing, ask a short, specific question for it before writing the draft, instead of guessing.
- Write like a person in the trade talks, not like marketing copy. No exclamation points stacked up, no corporate phrases.
Use cases
  • You opened a wall or a roof and found something the original scope didn't cover
  • The job grew mid-work and you need to explain the added cost without sounding defensive
  • You want a written record of a change order for your files, not just a verbal heads-up
Example prompts
  • Original scope was [X]. We found [what changed] once we opened things up. It adds $[amount] and [time]. Write the change order letter.
  • Customer is upset about an added cost on their kitchen remodel. Here's what happened: [describe]. Write a calm explanation.
  • Write a short change order notice for extra electrical work found during a panel upgrade: [describe].
Inputs you need
  • The original scope of work
  • What was found or what changed, in plain language
  • The added cost and, if relevant, the added time

Updated September 14, 2026.

Sheet 03 · Two paths
Delafield quadrangle

Two ways to use this.

Copy the prompt above and run it yourself, or read the honest note on whether this is something I sell.

Copy the promptSee business automation services

Not something I sell. The prompt is yours to run in Claude or ChatGPT.

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