Is an electronic signature valid on a variation?

Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws where adopted. Ensure intent, consent, attribution, and record retention are satisfied to support enforceability.

Who must sign a variation for it to be binding?

Anyone with express or delegated signatory authority per the contract must sign. Verify authorization matrices in the contract and capture titles and dates to avoid later challenges to authority.

Do I need a notary or witnesses?

Most change orders do not require notarization or witnesses. If the variation affects recordable instruments or local requirements, follow state notary rules or use RON where permitted.

How do I correct a signed variation?

Create a corrective variation or amendment signed by the same authorized parties. Do not alter executed originals; countersigned amendments preserve the audit trail and evidentiary chain.

Can a variation be revoked or canceled?

Yes, if all parties agree, a revocation or cancellation signed by authorized parties can nullify the variation; document reasons and any restitution or rollback of work and payments.

How long should I keep variation records?

Retain executed variations for the contract term plus recommended post-termination retention: commonly 7 years for construction records, with federal financial records kept at least 3 years (IRC §6501(a)).

Electronic Signature
Templates
Miscellaneous
Building Project Variation

Building Project Variation

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

BUILDING PROJECT VARIATION

Parties and Project

Client Name:

Contractor Name:

Project Title / Location

Recitals

WHEREAS, the Client and Contractor entered into a written construction contract for the Project on Contract Date: (the "Contract"), and

WHEREAS, the parties now desire to authorize a variation of the Work as set forth in this Building Project Variation to amend the Scope, Contract Sum and/or Contract Time in accordance with the Contract's variation procedure, and

WHEREAS, this Variation shall be incorporated into and form part of the Contract upon approval and signature by authorized representatives of both parties.

Variation Identification

Variation Number Date of Variation Request

Scope of Work (Description of Variation)

Provide a clear and detailed description of the additional, reduced or altered work. Include specifications, drawings, materials, and reference to original contract items where applicable.

Contract Sum and Payment Terms

Adjustment to Contract Sum (Net Change): $ (enter amount as positive for increase, negative for decrease)

Payment Schedule or Method

Retention withheld (if any):

Late payment interest: Commencing after days from invoice due date.

Time for Completion

Effect on Contract Completion Date: This Variation causes an extension / reduction of the Time for Completion by days.

New anticipated completion date (if applicable):

Term and Termination

This Variation is effective as of Effective Date: and shall continue until the completion of the varied work unless earlier terminated in accordance with the Contract.

Notice period for termination of the Variation: (in accordance with Contract termination provisions).

Confidentiality

All information exchanged in connection with this Variation and any pricing, proposals, supporting documents and technical details are Confidential Information of the disclosing party. Neither party shall disclose such Confidential Information to third parties except as required by the Contract, for the performance of the Variation, or as required by law. Confidential Information does not include information that is or becomes publicly available other than through breach of this clause.

Adjustments, Records and Claims

The Contractor shall keep full and accurate records of time, materials, and other costs incurred as a result of this Variation and shall make those records available to the Client upon reasonable request. Any dispute as to the amount payable under this Variation shall be resolved in accordance with the dispute resolution provisions of the Contract.

Governing Law

This Variation shall be governed by and construed in accordance with the laws of the jurisdiction specified here: . The parties submit to the exclusive jurisdiction of the courts of that jurisdiction for disputes arising from this Variation, subject to any contractual dispute resolution procedure.

Entire Agreement

Except as amended by this Variation, all terms and conditions of the Contract remain in full force and effect. This Variation, together with the Contract and any incorporated documents, constitutes the entire agreement between the parties in relation to the subject matter hereof and supersedes all prior negotiations and agreements relating to the same.

Approvals and Attachments

Attachments (drawings, specifications, cost breakdowns)

The undersigned represent and warrant that they are authorized to execute this Variation on behalf of their respective party and that, upon execution by both parties, this Variation shall constitute a binding amendment to the Contract.

Client Name:

By:

Date:

Contractor Name:

By:

Date:

What a Building Project Variation Is and When It Applies

A Building Project Variation (also called a change order or contract variation) documents a proposed alteration to scope, price, schedule, or specifications on a construction project. It records the parties involved, a description of the change, any cost or time adjustments, and acceptance terms so the original contract is modified formally. Variations create an enforceable amendment when signed by authorized parties and when they meet contractual notice and documentation requirements; clear variation records reduce disputes and preserve rights related to payment, delay, and lien notice.

Why Documenting Variations Protects Project Interests

A written Building Project Variation clarifies who agreed to what, when adjustments to cost or schedule occur, and the approval authority. It reduces scope creep, supports accurate invoicing and progress claims, and serves as evidence for dispute resolution or lien enforcement when properly executed.

Who Typically Prepares and Signs a Project Variation

Common participants who complete or approve building project variations appear below.

General contractors or project managers who propose or approve scope changes on behalf of the prime contractor.
Subcontractors and suppliers who request payment or time adjustments for work outside the original scope.
Owners, developer representatives, or architects who must authorize cost, schedule, or design changes.

Use authorization matrices in the contract to confirm signatory authority before execution to avoid unenforceability.

Step-by-Step: Completing a Building Project Variation

Follow these steps to prepare, review, and finalize a change correctly and consistently.

01

Draft the Variation: Describe scope, price, schedule, and reference drawings or specs.
02

Estimate Costs: Prepare itemized labor, materials, and overhead adjustments.
03

Route for Review: Send to required parties for technical and commercial approval.
04

Execute and Record: Obtain signatures, distribute copies, and update contract records.

Essential Components of a Professional Building Project Variation

A complete variation balances technical precision with contractual clarity so parties can rely on it for performance and payments.

Unique Identifier

A distinct reference number and version control prevent confusion with other changes and allow tracking through payment and closeout.

Scope Description

A concise yet specific statement of added, omitted, or modified work, including drawings, spec sections, and itemized tasks.

Financial Impact

Clear statement of cost increase or decrease, pricing basis, allowances, contingencies, and whether amounts are estimates or fixed.

Schedule Impact

Identify days added or removed from the critical path and any milestone adjustments, referencing the contract calendar.

Approvals and Signatures

Names, titles, signatures, and dates for each authorized approver; note any delegated authority limits and expiry.

Conditions and Attachments

List related documents (revised drawings, RFIs, permits) and any conditions precedent to payment or performance.

Required Data Fields at a Glance

Project ID: Contract or job number

Party Names: Owner, contractor, subcontractor

Description: Concise change summary

Cost Change: Amount and basis

Time Impact: Days added or deducted

Signatures: Authorized signatory details

Where to Send or File a Completed Variation

Routing depends on contract terms; follow the contract chain-of-command and record-keeping rules for project documentation.

Prime Contractor: Primary recipient for subcontractor-originated variations.
Owner or Owner Rep: Approves owner-directed changes and cost adjustments.
Project Records: File in project folder or document control system.
Claims Repository: Retain copies for future dispute or lien support.

Digital Submission and eSigning Considerations

Use a secure eSignature workflow that captures signer identity and an audit trail when submitting variations electronically.

File Formats: PDF preferred; Word or scanned images acceptable
Authentication: Email plus optional SMS or KBA
Audit Trail: Timestamp, IP, and action log

Ensure the chosen platform supports retention of signed PDFs and a verifiable audit trail meeting ESIGN and UETA requirements for enforceability.

Typical Timing and Deadlines to Watch

Timely notice and approval of variations is often contractually required; missing notice windows can affect entitlement to time or money.

Notice Period:

Submit within contract-specified days to preserve claim rights

Response Window:

Owner/engineer typically has defined days to approve or reject

Start of Work:

Do not proceed until authorized in writing unless emergency

Invoice Timing:

Align invoicing with approved variation and pay applications

Record Retention:

Keep originals until project closeout and statutory retention period

Key Milestones in a Variation Lifecycle

A variation typically progresses through drafting, review, approval, execution, and incorporation into contract records.

01

Draft Submitted

Change proposed with rationale and estimate.

02

Technical Review

Engineer or architect assesses feasibility and impacts.

03

Commercial Approval

Owner reviews cost and schedule implications.

04

Execution and Filing

Signed copies distributed and saved in records.

Common Mistakes to Avoid When Preparing a Variation

Vague descriptions: failing to reference drawings or specs leads to interpretation disputes and delays in payment.
No approval chain: accepting verbal approvals or unauthorised signatures can void entitlement to additional costs or time.
Incorrect cost basis: using rough estimates without itemization causes reconciliation disputes at final accounting.
Poor document control: not tracking versions or distributing executed copies increases the risk of duplicate claims or missed invoices.

Risks and Consequences of Improper or Missing Variations

Payment Denial: Owner may refuse additional payment

Schedule Exposure: Unapproved work may not extend contract time

Contract Breach: Unilateral changes risk breach claims

Lien Risk: Delayed claims can affect lien priority

Dispute Costs: Increased legal and arbitration fees

Record Gaps: Missing documentation hinders enforcement

eSignature Pricing and Feature Snapshot for Variation Workflows

This table summarizes starting prices and selected features for common eSignature vendors; choose a plan that supports bulk sends, audit trails, and compliance needs.

	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	Varies	Varies	Varies	Varies
Bulk Send	Yes (premium tier)	Varies	Varies	Varies	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions About Building Project Variations

Answers to common questions about validity, signing, notarization, and how to correct or revoke a variation are below.

Need help? Contact support

Is an electronic signature valid on a variation?
Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws where adopted. Ensure intent, consent, attribution, and record retention are satisfied to support enforceability.
Who must sign a variation for it to be binding?
Anyone with express or delegated signatory authority per the contract must sign. Verify authorization matrices in the contract and capture titles and dates to avoid later challenges to authority.
Do I need a notary or witnesses?
Most change orders do not require notarization or witnesses. If the variation affects recordable instruments or local requirements, follow state notary rules or use RON where permitted.
How do I correct a signed variation?
Create a corrective variation or amendment signed by the same authorized parties. Do not alter executed originals; countersigned amendments preserve the audit trail and evidentiary chain.
Can a variation be revoked or canceled?
Yes, if all parties agree, a revocation or cancellation signed by authorized parties can nullify the variation; document reasons and any restitution or rollback of work and payments.
How long should I keep variation records?
Retain executed variations for the contract term plus recommended post-termination retention: commonly 7 years for construction records, with federal financial records kept at least 3 years (IRC §6501(a)).

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