Can the Change Control Form be signed electronically?

Yes. Electronic signatures meet legal validity tests under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and retention are documented.

Who should sign the approved change?

Authorized signatories are those with contract-level authority: project sponsors, contract administrators, or delegated approvers identified in the contract or governance matrix.

Is notarization required for a Change Control Form?

Generally no, unless the change affects a document that statute requires notarization (for example, deed amendments). Check local law and contract clauses before assuming notary is unnecessary.

How long must I keep an executed Change Control Form?

Retain executed changes for the active term plus applicable post-termination periods. Follow federal rules like IRC §6501(a) and HIPAA 45 CFR §164.530(j) as applicable.

What if a required approver is missing?

If an approver is missing, the change may be unenforceable. Route for retroactive ratification only when contract terms permit and document the reason.

How can errors in an executed form be corrected?

Issue a new change request or an amendment signed by the same approvers. Record the correction and preserve both versions for audit purposes.

Change Control Form

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

Change Control Form

WHEREAS, Client Name: and Contractor Name: are parties to a Services Agreement dated Agreement Date: (the "Agreement").

WHEREAS, the parties wish to document and authorize a proposed change to the Scope of Work, schedule, or compensation under the Agreement in accordance with the change control procedures set forth herein.

WHEREAS, this Change Control Form becomes effective upon authorized signatures below and, once executed, amends the Agreement solely to the extent set forth in this document.

Change Request Identification

Change Control Number

Date of Request:

Requested By:

Department:

Priority (select all that apply)

Low Medium High Critical

Scope of Change

Description of Change Deliverables / Acceptance Criteria

Impact Assessment

Estimated Cost Impact (if any) Schedule Impact

Quality or Functional Impact

Payment Terms

Additional Compensation Amount:

Payment Schedule / Milestones Late Payment Fee

Approvals & Routing

Recommended Decision: Approve Reject Defer

Approver Name(s) and Title(s) Approver Decision Date

Implementation

Implementation Plan Rollback / Contingency Plan Attachments / References

Effective Date and Term

Effective Date of this Change:

Term (if this change modifies term)

Termination

Except as expressly modified herein, the Agreement's Termination provisions remain in full force. Either party may terminate this change in accordance with the Agreement by providing written notice to the other party at least days prior to the intended termination date.

Confidentiality

The parties acknowledge that information relating to this change, including cost estimates, technical designs and implementation plans, may constitute Confidential Information under the Agreement. Each party shall continue to protect and not disclose such Confidential Information except as permitted by the Agreement. Unauthorized disclosure shall be treated as a material breach subject to the remedies provided in the Agreement.

Governing Law

This Change Control Form shall be governed by and construed in accordance with the laws of the state or jurisdiction governing the Agreement. The parties submit to the exclusive jurisdiction specified in the Agreement for any disputes arising out of or related to this change.

Entire Agreement

This Change Control Form, together with the Agreement and any previously executed change orders, constitutes the entire agreement with respect to the subject matter hereof and supersedes all prior negotiations and understandings with respect to such subject matter to the extent inconsistent with this document. Except as expressly modified herein, all terms and conditions of the Agreement remain unchanged and in full force and effect.

Authorization

By signing below, the undersigned represent and warrant that they are authorized to bind their respective party to the terms of this Change Control Form.

Client:

By:

Date:

Contractor:

By:

Date:

What a Change Control Form Is and When it’s Used

A Change Control Form documents a proposed amendment to an existing project, contract, or work order so stakeholders can evaluate scope, schedule, cost, and risk before authorizing the change. It records the requestor, a clear description of the change, impact assessments (cost/time/quality), required approvals, and any attachments such as revised drawings or estimates. Organizations use the form to preserve an auditable decision trail, to guard contractual obligations, and to trigger downstream tasks like budget reallocation or vendor notifications. Many teams submit and sign these forms electronically to speed review and retain verifiable audit records.

Why a Formal Change Control Form Matters

A standardized form ensures consistent evaluation of proposed changes, centralizes approvals, creates an audit trail for disputes, and clarifies responsibility for cost and schedule impacts.

Who Typically Prepares and Reviews Change Control Forms

Several functional roles commonly create, review, and approve change requests depending on project scale and contract terms.

Project Manager — Prepares the request, documents impacts, and routes for approvals.
Contract Administrator — Verifies contractual authority, cost allocation, and regulatory implications.
Change Control Board Member — Reviews technical and schedule impacts, grants final approval or rejection.

Smaller projects may combine roles; larger programs usually require formal sign-off by multiple stakeholders before implementation.

Step-by-Step: Completing and Routing a Change Control Form

Follow a simple, repeatable sequence to reduce rework and ensure valid approvals.

01

Prepare Request: Draft the change, attach supporting documents, and estimate impacts.
02

Assess Impact: Technical and financial teams confirm feasibility and cost/schedule effects.
03

Route for Approval: Send to the required approvers in the prescribed order.
04

Record Outcome: Capture signatures, update baselines, and distribute the executed form.

Where to File and How the Process Flows

Define a single authoritative repository and a repeatable routing path so everyone knows where to retrieve executed changes.

Authoritative Storage: Store the signed form in the contract management system or central document repository.
Project Files: Attach the executed form to project plans, change logs, and issue trackers.
Vendor Records: Provide the vendor or subcontractor their signed copy for scope updates.
Regulatory Filing: If required, file a copy with the contracting officer or regulator per contract terms.

Recommended Digital Workflow Settings

Configure approvals, authentication, and notifications to match the organization’s control objectives and compliance needs.

Field	Configuration
Approval Flow	Sequential or parallel, based on dollar or risk threshold
Authentication	Email token with optional SMS code or stronger methods
Storage Location	Contract management system with versioning enabled
Notifications	Automatic email on submission, approval, or rejection

Technical Requirements for eSubmission and Signing

Ensure your eSignature platform supports required security, storage formats, and integrations before adoption.

Integrations: Salesforce, Microsoft 365, NetSuite, Box supported
File Formats: PDF and DOCX with embedded audit metadata
Authentication: Email tokens, SMS codes, and optional KBA

Confirm compatibility with existing repositories and that the provider retains an immutable audit trail, encryption in transit and at rest, and options for stronger signer authentication when required.

Typical Timelines and Processing Expectations

Establish service-level targets for each step so requestors and approvers know expected turnaround times.

Submission Acknowledgement:

Acknowledge receipt within 1–2 business days.

Initial Assessment:

Technical review completed within 3–5 business days.

Decision Window:

Approval or rejection typically within 7–10 business days.

Implementation Lead Time:

Implementation scheduled per project baseline after approval.

Document Distribution:

All parties receive the executed form immediately after signing.

Key Milestones in the Change Control Lifecycle

Track these sequential milestones from submission through implementation to maintain control and visibility.

01

Request Submitted

Originator files the form and attaches supporting documents.

02

Impact Assessment

Teams evaluate cost, schedule, and compliance impacts.

03

Approval Decision

Designated approvers accept, modify, or reject the request.

04

Change Implemented

Approved changes are applied and baselines updated.

Common Preparation Errors to Avoid

Omitting an effective date or using inconsistent date formats creates ambiguity about when the change takes effect and may invalidate billing adjustments.
Failing to attach cost breakdowns or revised schedules leads to protracted negotiations and surprise overruns after approval.
Routing to an incomplete approval list delays decisions and can make an approved change unenforceable under contract terms.
Not updating the master baseline or change log means later audits won’t reconcile executed changes with project status.

Risks and Potential Consequences of Incorrect Forms

Contract Dispute: May trigger disagreements and potential litigation

Cost Overruns: Unapproved costs can be uninsured or disallowed

Schedule Delay: Work may be paused pending clarification

Compliance Breach: Regulated contracts can incur sanctions

Payment Withholding: Clients may withhold payment over unauthorized changes

Audit Failure: Missing records can affect financial or regulatory audits

Formal Change Control Form versus Informal Change Communication

Use a formal form when enforceability, traceability, and control matter; informal notes are riskier for contract changes.

Criteria	Formal Change Control Form	Informal Email Change
Enforceability	high	low
Traceability	centralized audit trail	scattered history
Approval Required		often missing
Record Retention	standardized	ad hoc

eSignature Provider Comparison Relevant to Change Control Forms

Compare base pricing and key capabilities that affect execution, bulk routing, and compliance for signed change documents.

	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	Yes, 7-day free trial	Varied	Varied	Varied	Varied
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Security and Compliance Considerations for Electronic Change Forms

Encryption in Transit: TLS 1.2 / TLS 1.3

Encryption at Rest: AES-256

Audit Trail: Tamper-evident signing history

Certifications: SOC 2 Type II and ISO 27001

Regulatory Support: ESIGN and UETA compliant

Healthcare Support: HIPAA available with BAA

Frequently Asked Questions About Change Control Forms

Answers to common questions about execution, eSignature validity, notarization, and recordkeeping to help avoid common pitfalls.

Need help? Contact support

Can the Change Control Form be signed electronically?
Yes. Electronic signatures meet legal validity tests under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and retention are documented.
Who should sign the approved change?
Authorized signatories are those with contract-level authority: project sponsors, contract administrators, or delegated approvers identified in the contract or governance matrix.
Is notarization required for a Change Control Form?
Generally no, unless the change affects a document that statute requires notarization (for example, deed amendments). Check local law and contract clauses before assuming notary is unnecessary.
How long must I keep an executed Change Control Form?
Retain executed changes for the active term plus applicable post-termination periods. Follow federal rules like IRC §6501(a) and HIPAA 45 CFR §164.530(j) as applicable.
What if a required approver is missing?
If an approver is missing, the change may be unenforceable. Route for retroactive ratification only when contract terms permit and document the reason.
How can errors in an executed form be corrected?
Issue a new change request or an amendment signed by the same approvers. Record the correction and preserve both versions for audit purposes.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now