Can a change order be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and most state UETA laws when intent, consent, attribution, and record retention are satisfied.

Who must sign to make it binding?

Authorized representatives from each contracting party must sign. Verify signatory authority in corporate resolutions or PM delegations to avoid unenforceability.

Is notarization required for change orders?

Not typically for private contracts. Check project documents and state practices: some jurisdictions or lenders may require notarized signatures or witnessing for certain contract types.

What if the name on the signature doesn't match records?

Mismatched names can cause rejection by finance or raise authenticity questions. Use the signer’s legal name and add a printed name and title field to clarify identity.

How should cost estimates vs fixed prices be shown?

Label amounts clearly as 'estimate' or 'fixed price' and specify conditions for adjustments. Ambiguity is a common cause of payment disputes.

Can a signed change order be revoked?

Revocation requires mutual consent or contract allowance for rescission. Absent agreement, unilateral revocation may lead to breach claims; document any cancellation in writing.

Approved Change Order

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

APPROVED CHANGE ORDER

Change Order No.: Project Name: Effective Date:

RECITALS

WHEREAS, Owner has entered into a Construction Contract identified above with Contractor for the performance of certain work at the project site; and

WHEREAS, Contractor has proposed revisions to the original Contract Documents and Owner has reviewed such proposals; and

WHEREAS, the parties desire to authorize the changes described herein and to set forth the adjusted scope, compensation and schedule.

PARTIES

Owner: Owner Address: Contractor: Contractor Address:

SCOPE OF WORK

The Contractor shall perform, furnish and complete the following additional or revised work not included in the original Contract Documents. This Approved Change Order amends the Contract as specified below.

ITEMIZED CHANGES

List each change order item. Attach additional sheets if necessary.

Total Change Order Amount:

PAYMENT TERMS

The Owner shall pay the Contractor for the additional work set forth in this Change Order in accordance with the following terms:

Amount Due Under This Change Order: Payment Schedule / Milestones:

Late Payment Fee: Assessed after days past due.

TERM AND TERMINATION

This Change Order shall be effective as of and shall remain in effect until , unless earlier terminated in accordance with the Contract or this Change Order.

Either party may terminate this Change Order for material breach of its terms upon written notice delivered to the other party not less than days prior to termination. Termination of this Change Order shall not relieve either party of obligations accrued prior to termination.

CONFIDENTIALITY

Each party shall maintain in confidence and shall not disclose to third parties any proprietary or confidential information of the other party disclosed in connection with this Change Order, except as required by law or as necessary to perform obligations under this Change Order. Confidentiality obligations shall survive termination or expiration of this Change Order for a period of three (3) years.

GOVERNING LAW

This Change Order shall be governed by and construed in accordance with the laws of the State of , without regard to its conflicts of law principles. Venue for any action arising out of or related to this Change Order shall be in the state or federal courts located in .

ENTIRE AGREEMENT

This Change Order, together with the Contract Documents and any other written amendments expressly incorporated herein, constitutes the entire agreement of the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, negotiations, representations and understandings, whether written or oral, relating thereto. Except as expressly amended by this Change Order, all terms and conditions of the Contract remain in full force and effect.

CERTIFICATION

By signing below, the parties represent and warrant that they have the authority to execute this Change Order, that the information contained herein is true and correct, and that they agree to be bound by the terms and conditions set forth herein.

Owner Printed Name:

By:

Date:

Contractor Printed Name:

By:

Date:

What an Approved Change Order Is and when it applies

An Approved Change Order documents an agreed modification to the scope, cost, or schedule of a contract after work has begun. It records the parties involved, a clear description of the change, any price or time adjustments, and the date the amendment takes effect. For construction and project-based contracts it creates an auditable trail showing mutual consent to alter originally agreed terms, and it becomes part of the contract record once executed by authorized representatives of both parties.

Why using a formal Approved Change Order matters

A written, signed Approved Change Order reduces disputes by documenting consent, pricing, schedule impact, and responsibilities. It protects payment rights, provides a clear audit trail, and supports project control, claims avoidance, and accurate accounting.

Who typically prepares and signs an Approved Change Order

The document is used by parties managing contractual changes on active projects: owners, general contractors, subcontractors, and project managers.

Project Owners or Owners’ Reps — issue or approve change requests and confirm budget or scope acceptance.
General Contractors — propose, negotiate, and countersign change orders affecting subcontractors and schedules.
Subcontractors and Suppliers — submit cost and time proposals, then sign when the prime contractor or owner approves.

Include signatory roles, company names, and contact information so responsibility and authorization are explicit and enforceable.

Core elements every professional Approved Change Order should include

A complete Approved Change Order is concise but specific: it identifies parties and contract, defines the change, quantifies cost and schedule effects, and shows signatures with effective dates.

Header

Project name, original contract number, and change order unique identifier so the amendment links to the parent agreement and project records.

Change Description

Clear, itemized description of work added, deleted, or revised. Reference drawings, specification sections, and attachments that define the technical scope.

Price Adjustment

Itemized cost increase or decrease with labor, materials, markup, tax, and total delta shown. State whether amounts are estimates or fixed.

Schedule Impact

Number of calendar or working days added or subtracted, new completion date, and any milestone adjustments or float implications.

Authorization

Printed name, title, company, signature, and date for each approving party; signatory authority should be documented if not obvious.

Supporting Docs

Attach proposals, revised drawings, supplier quotes, approvals, or inspection reports that substantiate the change and cost/schedule numbers.

Step-by-step: completing and circulating an Approved Change Order

Follow these steps to prepare, approve, and record a change order so the amendment is enforceable and auditable.

01

1. Draft the change: Document scope, cost, schedule, and supporting attachments.
02

2. Review with stakeholders: Obtain technical and cost validation from PM and estimators.
03

3. Obtain approvals: Secure signatures from authorized representatives in the required order.
04

4. Distribute and archive: Send fully executed copies to all parties and update contract records.

How to configure an online Approved Change Order workflow

Set up a reproducible digital workflow to route, approve, and archive change orders with minimal friction.

Field	Configuration
Template	Lock core fields and reuse numbered change order format for consistency.
Conditional Fields	Show cost or schedule fields only when a price or time change is selected.
Signer Order	Set sequential approvals: originator → PM → owner → finance.
Authentication	Enable email + SMS code or higher for owner-level approvals.

Digital signing and sharing requirements for an Approved Change Order

Choose a platform that supports secure eSignatures, audit trails, and common integrations to reduce manual steps.

Signature Audit Trail: Capture timestamps, IP addresses, and action logs for legal proof of consent.
Authentication Options: Support email, SMS code, knowledge-based answers, and optional two-factor for higher-risk approvals.
Integrations: Connect to project systems and cloud storage for automatic archiving and linking.

Ensure the platform you select meets contractual and industry security needs and can export signed documents in PDF with an audit certificate.

Where to send, file, and record an Approved Change Order

A repeatable delivery path avoids lost approvals and payment delays: circulate the change, obtain signatures, notify finance, and file in the project repository.

Send to Approvers: Email or secure signing link routed in required approval order.
Notify Finance: Send final approved cost details to accounts payable for invoicing.
Update Project Files: Attach executed change order to contract folder and drawing revisions.
Distribute to Field: Provide site team the revised scope, drawings, and schedule notice.

Typical timing and deadlines to track for a change order

Monitor critical dates so entitlement, notice, and payment obligations are preserved under the contract.

Notice of Change:

Provide notice as required by contract — often within 7–30 days of discovering the issue.

Proposal Submission:

Submit cost and schedule proposal within the contract’s specified timeframe.

Approval Window:

Owner or PM typically has a defined number of days to accept or reject the proposal.

Effective Date:

Use MM/DD/YYYY format; determines when work or payment adjustments begin.

Invoice Timing:

Submit invoices tied to approved change orders per contract payment terms.

Key milestones in the change order lifecycle

Track milestones from discovery through final archival to maintain schedule and payment clarity.

01

Discovery and Notice

Identify change and notify contract administrator promptly.

02

Cost Proposal

Prepare and submit a detailed pricing and schedule impact proposal.

03

Approval and Signing

Secure signatures from authorized parties in the required order.

04

Implementation and Closeout

Execute the work, submit invoices, and archive the executed change order.

Common mistakes that cause delays or disputes

Vague scope descriptions that leave room for differing interpretations and later claims.
Missing authorization — unsigned or signed by unauthorized personnel, creating disputes over enforceability.
Failure to document schedule impacts, causing disagreements about critical path and liquidated damages.
Not attaching supporting quotes or revised drawings, which undermines cost and scope validation.

Risks and consequences of improperly executed change orders

Payment Delays: Withheld or disputed payments.

Scope Disputes: Increased claims and arbitration risk.

Schedule Impact: Missed milestones and liquidated damages exposure.

Contract Breach: Potential termination or remedy claims.

Audit Issues: Inadequate recordkeeping under audits.

Legal Costs: Higher attorney and claim administration expense.

Required data elements and short-format field checklist

Party Names: Full legal entity names.

Signatures: Printed name, title, signature, date.

Change ID: Unique change order number.

Cost Delta: Total increase or decrease.

Schedule Change: Days added or new finish date.

References: Attached proposals/drawings.

How an Approved Change Order differs from related documents

Use this comparison to select the right document type for modifying contract scope, costs, or schedule.

Document Type	Typical Use	Binding When Signed
Approved Change Order	formal contract amendment
Contractor Change Request	proposal for change	no (proposal only)
Work Order	directive for specific task	yes (if within contract)
Amendment	legal modification to contract terms

eSignature vendor comparison for signing Approved Change Orders

Common platform features and starting prices for eSignature solutions. signNow is placed first for feature parity and pricing comparison.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	No free trial	No free trial	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about Approved Change Orders

Answers to common practical and legal questions encountered when preparing, signing, and managing change orders.

Need help? Contact support

Can a change order be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and most state UETA laws when intent, consent, attribution, and record retention are satisfied.
Who must sign to make it binding?
Authorized representatives from each contracting party must sign. Verify signatory authority in corporate resolutions or PM delegations to avoid unenforceability.
Is notarization required for change orders?
Not typically for private contracts. Check project documents and state practices: some jurisdictions or lenders may require notarized signatures or witnessing for certain contract types.
What if the name on the signature doesn't match records?
Mismatched names can cause rejection by finance or raise authenticity questions. Use the signer’s legal name and add a printed name and title field to clarify identity.
How should cost estimates vs fixed prices be shown?
Label amounts clearly as 'estimate' or 'fixed price' and specify conditions for adjustments. Ambiguity is a common cause of payment disputes.
Can a signed change order be revoked?
Revocation requires mutual consent or contract allowance for rescission. Absent agreement, unilateral revocation may lead to breach claims; document any cancellation in writing.

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