How to Use and Download Change Order Letters

This guide covers how to create and manage change order letters in Mastt, including recommendation letters, approval letters, and change orders. Use these letters to document and communicate change order decisions throughout your construction project.

Before you start:

• Select the appropriate contract standard in the Contract module
• Ensure change orders are created and completed in the Change Orders register

How to Download Change Order Letters

Step 1: Access Change Order Letters

• In your project, navigate to the Cost module
• Click Change Orders on the top navigation

Step 2: Select Download Type

• Click the three-dot menu next to your change order
• Select which type of PDF you would like to download:
  • Change Order Approval Letter
  • Change Order Letter
  • Change Order Recommendation Letter

Note: All letter types can be downloaded immediately. However, recommendation letters will be blank unless you first add descriptions to your change order. Make sure to fill in the recommendation details before downloading.

Add or Edit Text in Change Order for Recommendation Letter

Step 1: Edit the Change Order

• Click the three-dot menu beside the Change Order
• Select Edit Change Order

Step 2: Access the Descriptions Tab

• Click the Descriptions tab
• Find the Recommendation description section

Step 3: Add Recommendation Content

• Enter your recommendation text in the description box
• Click Update and wait for the confirmation message

Step 4: Download the Completed Letter

• Click the three-dot menu again
• Select Change Order Recommendation PDF to download your completed letter

Customize Approval and Order Letters

Step 1: Access the Change Orders Register

• Navigate to the Cost module
• Click Change Orders on the top navigation

Step 2: Edit the Change Order

• Click the three-dot menu next to your change order
• Select Edit Change Order from the dropdown
• Navigate to the Descriptions tab

Step 3: Review Pre-filled Content

• Scroll down to find the Approval Description box
• Review the pre-filled contractual statements (these come from your selected contract standard)

Step 4: Customize the Content (Optional)

• Option 1: Edit the contract form
  • Navigate to Contract module
  • Click three dots menu beside the contract and select Edit Contract
  • Select Terms
  • Click Change Order Terms
  • Update the standard clauses as needed

• Option 2: Toggle the override switch to modify text for this specific change order only

Tip: Use Option 1 to change the default text for all change orders going forward. Use Option 2 when you need custom text for just this one change order without affecting others.

Step 5: Save and Download

• Click Update at the bottom right of the form when satisfied with your changes
• Return to the three-dot menu to download:
  • Change Order Approval Letter
  • Change Order Letter

Troubleshooting & FAQ

Q: What if my recommendation letter is blank?

Recommendation letters don't auto-populate with descriptions. You must add content through Edit Change Order > Descriptions > Recommendation Description first.

Q: Why can't I edit the approval letter text?

Check that you've toggled on the override switch in the Descriptions section. Without this, the text remains locked to your contract standard template.

Q: How do I change the standard clauses for all change orders?

Update them in Contract module > Terms > Change Order Terms. This changes the default for all future change orders in that project.

Q: What if the letters don't reflect my recent changes?

Ensure you clicked Update and saw the confirmation message. Refresh the page if the changes don't appear immediately.