Electrical Change-Order Template

Electrical Change-Order Template

Fast-Fact Summary Box

• Template Type: Electrical Change-Order (CO) and Field Instruction Authorization
• Governing Framework: Ontario Construction Act & ESA Standards (O. Reg. 22/04)
• Target Trade: Electrical Contractors (ICI and High-Rise Residential)
• Primary Operational Risk: Unpriced field changes, ESA revision evidence, and payment-window disputes

Scope Boundaries (Who/What it applies to)

This template applies to licensed Electrical Contractors, General Contractors, and Owners executing commercial, industrial, institutional (ICI), or multi-residential construction projects in Ontario. It governs all out-of-scope electrical works, including unexpected site conditions, utility connection modifications, ESA defect corrections, and equipment relocations. The scope covers any field-directed changes that deviate from the Issued for Construction (IFC) electrical drawings, requiring revised load calculations, ESA notification updates, or modified single-line diagrams. It excludes routine maintenance or minor adjustments already covered under the base contract's contingency allowance.

Mandatory Deliverables & Administrative Windows

• Pre-Execution Authorization: Written Field Instruction (FI) or signed Change Order (CO) must be secured prior to commencing any extra electrical work.
• ESA Notification Update: Submission of revised ESA permit details to the Electrical Safety Authority within 48 hours of change authorization.
• Impact Assessment Log: Submission of a detailed labour, material, and equipment breakdown within 5 business days of identifying the change.
• As-Built Redlines: Updated electrical schematics and panel schedules delivered to the Consultant within 10 business days of work completion.
• Closeout Handoff: Final ESA Certificate of Acceptance submitted with the final progress draw.

Ontario Regulatory Compliance Notes

All electrical change-orders must comply with the Ontario Electrical Safety Code (O. Reg. 10/18) and the administrative mandates of the Ontario Construction Act.

Under the 2026 Ontario Construction Act amendments (Bill 216 and Bill 60), the following statutory rules govern all change-order billing, holdbacks, and disputes:

• Proper Invoice Rule: Submitted change-order values must be integrated into a "proper invoice." Invoices are legally deemed proper unless the owner gives a formal written notice of deficiency within 7 days after receiving the invoice. Missing this 7-day notice window forfeits the right to dispute invoice form or structure and starts the 28-day prompt-payment timeline.
• Annual Holdback Release: For contracts extending beyond one year, owners must publish a Notice of Annual Release of Holdback (Form 6) on an electronic construction trade news website within 14 days after each contract anniversary. Payment of the accrued basic holdback must occur no earlier than day 60 and no later than day 74 after publication, provided no liens are preserved.
• Holdback Restrictions: The former section 27.1 notice-of-non-payment mechanism for refusing holdback distribution due to deficient or incomplete work is repealed. Holdback use is restricted to formal contract abandonment or termination scenarios and preserved lien risk.
• Adjudication Window: Parties have a strict 90-day window after contract completion, abandonment, or termination to initiate interim binding adjudication through ODACC or a qualified private adjudicator to resolve outstanding change-order disputes.

Form/Sign-off Requirements

• Authorized Signatures: Dual execution by the Electrical Subcontractor's Project Manager and the General Contractor's Representative.
• ESA Reference Number: Mandatory inclusion of the active ESA Permit/Notification number associated with the change.
• Cost Breakdown Attachment: Itemized breakdown of journeyperson hours, apprentice hours, material receipts, and equipment rental rates.
• Schedule Impact Initial: Mandatory initialling by both parties indicating the agreed-upon extension of time (in calendar days) or a "zero-day impact" declaration.
• Record Retention: Signed change orders and supporting ESA documentation must be retained in the project operating manual for a minimum of 7 years.

Official Verification Sources

• Ontario Construction Act, R.S.O. 1990, c. C.30
• O. Reg. 304/18 (Procedures and Forms)