Change Order Ticket Template for Belgian Construction SMEs

What a Change Order Ticket Is

A change order ticket, also known as a “meerwerkbon”, is a short form that records work that falls outside the original quotation. It provides written proof that the additional work has been agreed upon and clarifies the cost for both contractor and client.

Core Elements of the Template

Header

• Project name
• Project address
• Client name
• Contractor name
• Date
• Ticket number

Description of the Extra Work
Free‑text area to detail what is being added or changed.

Reason for the Change

• Unforeseen condition (e.g., hidden defect)
• Client‑initiated change
• Architect‑initiated change
• Other (specify)

Pricing Agreement

• Fixed price (exclude VAT)
• Time‑and‑materials (estimate, exclude VAT)
  • Hourly rate
  • Estimated hours

VAT Rate
Select the applicable rate (6 %, 12 %, 21 % or “co‑contractor”).

Impact on Schedule

• No impact
• Delay of ___ working days

Photos Attached

• Yes (specify number)
• No

Client Approval

• Name, date, signature

Contractor Approval

• Name, date, signature

When to Use a Change Order Ticket

Use the ticket for any work that was not included in the original quotation, regardless of the amount. Typical situations include:

• Adding an extra socket or light fixture
• Discovering moisture, rot, or other hidden defects
• Adjustments requested by the client or architect

Documenting even small changes helps avoid disputes later on.

Adding Photographic Evidence

For unforeseen issues (e.g., water damage, asbestos), take a photo before you start work. This visual record supports the need for the extra work. When the change is client‑driven, note the discussion (e.g., “discussed on site 15/03/2026”).

Pricing Options: Fixed Price vs. Time‑and‑Materials

If you choose time‑and‑materials, keep a daily log of hours spent. The log can be attached to the ticket and later to the invoice.

Invoicing the Change Order

Add the change order as a separate line item on the invoice or issue a dedicated invoice for the extra work. Example wording:

Change order dated 15/03/2026: relocate bathroom drain, per ticket #3, €1,200 excl. VAT.

Attach the signed ticket to the invoice to provide the client with the written agreement.

Digital vs. Paper Process

Both approaches are acceptable as long as the ticket is signed and stored.

• Digital: Create a new project item in your management system, attach photos, description, and price, and let the client approve it through a portal.
• Paper: Print copies, keep them in your vehicle, and obtain signatures on site.

For a digital workflow example, see the relevant page on the Enfin website.

Checklist Before Sending the Ticket

1. Complete all header fields.
2. Describe the extra work clearly.
3. State the reason for the change.
4. Choose the pricing method and fill in the numbers.
5. Select the correct VAT rate (verify on the [Belgian VAT portal]).
6. Indicate any schedule impact.
7. Attach photos if relevant.
8. Obtain client signature (name, date).
9. Obtain contractor signature (name, date).
10. Store a copy (digital or paper) for your records.

Legal and Tax Note

Belgian VAT rules may affect the rates you apply. Verify the correct VAT treatment for your specific situation on the [Belgian VAT portal]. This article does not constitute legal or tax advice.