Can change orders be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure no statutory exception applies and that the record meets intent, attribution, and retention requirements.

What makes an e-signature legally valid?

A valid e-signature demonstrates intent to sign, consent to electronic records, attribution to the signer, and reproducible retention. These elements follow the ESIGN legal test and common UETA principles.

Is notarization or RON required for change orders?

Not typically, unless the contract or state law requires notarization. Remote Online Notarization (RON) is permitted in most states under specific rules; check state notary commission requirements before relying on RON.

How long should executed change orders be retained?

Retain executed change orders for the contract term plus a minimum of three years; tax-related items follow IRC §6501(a) retention, and healthcare records follow HIPAA six-year rules where applicable.

Who must sign the change order?

An authorized representative with actual authority under the contract must sign. Verify title, delegation limits, and any corporate authorization to avoid later challenges to validity.

What if a signature lacks authority?

An unauthorized signature can expose the document to invalidation, payment disputes, or claims. Remedial options include ratification by an authorized party, corrective amendment, or legal review to confirm obligations.

Electronic Signature
Templates
Miscellaneous
Change Order Acceptance Form

Change Order Acceptance Form

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

CHANGE ORDER ACCEPTANCE FORM

Client Name: Contractor Name:

Change Order No.: Project Name:

Original Contract Date: Change Order Effective Date:

WHEREAS

WHEREAS, the Client and Contractor entered into a written Contract for the Project identified above on the Original Contract Date described above (the "Contract"); and

WHEREAS, the Contractor has presented proposed modifications to the Scope of Work for the Project that would alter the Contract Price and/or the Contract Schedule; and

WHEREAS, the parties desire to document the agreed adjustments to scope, price and schedule by this Change Order Acceptance Form, which shall amend the Contract as set forth herein upon execution by both parties.

SCOPE OF WORK

Detailed Description of Change:

ITEMIZED CHANGE DETAILS

Change Item 1 — Description:

Amount: Time Extension (days):

Change Item 2 — Description:

Amount: Time Extension (days):

Change Item 3 — Description (optional):

Amount: Time Extension (days):

PAYMENT TERMS

Net Adjustment to Contract Price:

Payment Schedule and Milestones:

Late Payment Fee: Retainage (if any):

TERM AND TERMINATION

Amended Contract Start Date: Amended Contract Completion Date:

Notice Period for Termination (prior written notice required):

Termination for cause or convenience shall be governed by the terms of the underlying Contract, except that this Change Order shall be subject to termination only to the extent expressly set forth herein or by written agreement of the parties.

CONFIDENTIALITY

Each party shall maintain in confidence all information disclosed in connection with this Change Order that reasonably should be understood to be confidential or proprietary, and shall not disclose such information except to those employees, subcontractors or agents with a need to know and who are bound by confidentiality obligations at least as protective as those contained in the underlying Contract. Confidentiality obligations survive termination of the Contract and 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 conflict of law principles.

ENTIRE AGREEMENT

This Change Order, together with the Contract and any previously executed Change Orders, constitutes the entire agreement between the parties with respect to the subject matter hereof. Except as specifically amended herein, all terms and conditions of the Contract remain in full force and effect. In the event of any inconsistency between this Change Order and the Contract, the terms of this Change Order shall control only to the extent expressly stated.

ACKNOWLEDGMENT AND ACCEPTANCE

By signing below, each party represents and warrants that it has the authority to bind the party for whom it signs and that the individual signing on behalf of each party has been duly authorized to accept and approve this Change Order. Execution of this form by both parties constitutes full acceptance of the adjustments to scope, price and schedule set forth above.

The parties confirm that this Change Order does not alter other material obligations of the Contract except as expressly amended herein.
I confirm that only the items set forth in this Change Order are amended.

Client:

By:

Date:

Contractor:

By:

Date:

What the Change Order Acceptance Form Is

A Change Order Acceptance Form documents a contracting party's formal agreement to proposed modifications in scope, price, schedule, or specifications for an existing contract or purchase order. It records the change description, agreed cost or time adjustments, relevant contract references, and signatures or electronic approvals from authorized representatives. Use this form to create a clear record that reduces disputes, establishes payment or schedule adjustments, and creates an audit trail for project files. The form can be signed on paper, or electronically when the parties meet ESIGN/UETA requirements and any applicable industry rules.

Why a Formal Acceptance Form Matters

A Change Order Acceptance Form clarifies authorization, documents agreed cost and schedule changes, and reduces downstream disputes. It serves as a contract amendment and creates an auditable record for accounting, insurance, and compliance reviews, improving clarity between owner, contractor, and subcontractors.

Who Typically Uses This Form

Typical users include project owners, general contractors, subcontractors, and contract administrators involved in negotiating and approving change orders.

Project owner or client who requests or approves scope and budget adjustments.
General contractor managing subcontractor coordination, pricing, and schedule impact for the change.
Subcontractor proposing work changes, cost revisions, or time extensions requiring formal acceptance.

Use by these roles ensures the change is priced, scheduled, and authorized consistently and recorded in project and accounting systems.

Key Signer Profiles

Project Manager

Project Manager responsible for reviewing proposed changes, assessing schedule and cost impacts, coordinating pricing with subcontractors, and approving acceptance within delegated authority. Accurate documentation prevents project delays and ensures billing aligns with approved modifications.

Contract Administrator

Contract Administrator manages formal contract amendments, tracks authorizations, circulates the Change Order Acceptance Form for signatures, and records the executed change in contract documents and accounting systems. Maintains audit trail for claims or compliance reviews.

Security and Compliance Snapshot

Encryption in Transit: TLS 1.2 and 1.3 protocols

Encryption at Rest: AES-256 encryption for stored data

Compliance Certifications: SOC 2 Type II; ISO 27001; PCI DSS

HIPAA Support: BAA available for covered entities

ESIGN / UETA: Compliant with ESIGN and UETA

Audit Trail: Timestamped logs, IP, and history

Step-by-Step: Completing and Recording the Form

Follow these steps to complete and record a Change Order Acceptance Form accurately and maintain a clear audit trail.

01

Prepare Request: Attach original change proposal and cost breakdown.
02

Review Impact: Assess schedule, cost, and contractual effects.
03

Approve Terms: Authorized party signs acceptance with date.
04

Record & Distribute: Save executed copy and share with stakeholders.

Typical Routing and Final Destinations

This routing flow shows common destinations and responsibilities after a change order is accepted, including accounting and project controls.

Submit to Owner: Deliver signed form to owner or client contact.
Notify Contractor: Send to general contractor and affected subcontractors.
Update Schedules: Adjust project schedule and communicate milestones.
Process Payment: Forward to accounting for billing and change order payment.

Digital Workflow Settings for eSubmission

Configure a digital workflow to automate routing, approvals, and record retention for change order acceptance using an e-signature platform.

Field	Configuration
Signer Order	Sequential routing by role
Authentication	Email link with optional SMS code
Storage Location	Project folder with versioning
Notifications	Automated emails at signature and completion

Platform and Integration Considerations

Use an eSignature platform that supports secure storage, audit trails, and role-based access to meet project and compliance needs.

PDF, DOCX Support: Accepts standard file formats.
Integrations: Salesforce, NetSuite, Procore supported.
Authentication: Email, SMS, or advanced MFA.

Timelines and Typical Processing Expectations

Typical deadlines and processing expectations for change order acceptance vary by contract; common timelines are listed for planning and compliance.

Owner Response Window:

Commonly 7–30 days for written acceptance.

Contractor Pricing Submission:

Submit detailed cost breakdown within 5–14 days.

Schedule Impact Notice:

Provide time extension request with supporting rationale.

Accounting Processing Time:

Allow 1–3 billing cycles for invoice adjustments.

Record Retention Start:

Retention begins on the executed acceptance date.

Penalties and Common Legal Risks

Payment Delay: Rejected invoices or delayed payment

Contract Dispute: Claims for additional costs or time

Lien Exposure: Failure to document may affect lien rights

Tax Consequences: Incorrect amounts trigger IRS penalties

Invalid Authorization: Signatures lacking authority can be void

Audit Findings: Noncompliance flags during audits

Common Preparation Mistakes to Avoid

Failure to match contract references, causing ambiguity about which clause governs the change, leading to disputes and payment disagreements.
Using initials without full signatures or omitting dates, which can make acceptance ambiguous and complicate enforcement.
Incomplete cost breakdowns or unclear scope, resulting in scope creep, invoice disputes, and delayed approvals.
Not routing to all required signers or failing to retain the executed form in project records, leading to audit or lien exposure.

What a Professional Change Order Acceptance Form Should Include

A complete form combines structured fields, clear acceptance language, authorization blocks, supporting references, and a traceable change log to ensure enforceability and consistent project records.

Change Summary

Provide a concise description of work added, removed, or modified; include references to original contract sections or drawing numbers to avoid ambiguity during performance.

Pricing Details

Specify lump-sum amounts, unit rates, allowances, or formulae. State whether amounts include taxes, retainage, or are subject to additional approvals.

Schedule Impact

State new completion dates, milestone shifts, or calendar day extensions and explain critical path effects to inform project planning and subcontractor coordination.

Authorization

Designate the person authorized to accept the change by name, title, company, and signature line; include date and company seal if required by contract.

Reference Clauses

Cite contract article or change order number and attach supporting documents such as drawings, RFIs, or revised specifications to form a complete amendment record.

Audit Trail

Capture signer identity, timestamps, IP addresses, and version history; include a copy of the executed form in project and accounting systems for compliance.

eSignature Pricing and Basic Feature Comparison

Compare typical eSignature pricing and feature availability for completing Change Order Acceptance Forms; signNow is listed first per comparison rules.

	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 trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Real-World Examples of Digital Change Order Acceptance

These real customer examples illustrate practical benefits of digitizing change order acceptance and maintaining clear records.

Optica Ventures LLC

Optica used a digital change order workflow to reduce turnaround and eliminate paper dependencies on small-cap real estate projects.

The interface is simple and easy-to-use.
Brian Fitzgibbons said the platform is easy for customers, enabling faster approvals and fewer follow-ups; executed change orders were captured with signatures and audit trails, improving records for accounting and leasing teams.

Martin Properties

A mid-size property manager moved acceptance online to centralize vendor approvals and payment triggers.

Mobile signing enabled onsite acceptance.
Tim Martin reported processing and executing documents online with compliance and security, which reduced rework and kept projects on schedule while preserving an auditable approval record.

Frequently Asked Questions and Troubleshooting

Answers to common legal, procedural, and technical questions about executing and managing Change Order Acceptance Forms.

Need help? Contact support

Can change orders be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure no statutory exception applies and that the record meets intent, attribution, and retention requirements.
What makes an e-signature legally valid?
A valid e-signature demonstrates intent to sign, consent to electronic records, attribution to the signer, and reproducible retention. These elements follow the ESIGN legal test and common UETA principles.
Is notarization or RON required for change orders?
Not typically, unless the contract or state law requires notarization. Remote Online Notarization (RON) is permitted in most states under specific rules; check state notary commission requirements before relying on RON.
How long should executed change orders be retained?
Retain executed change orders for the contract term plus a minimum of three years; tax-related items follow IRC §6501(a) retention, and healthcare records follow HIPAA six-year rules where applicable.
Who must sign the change order?
An authorized representative with actual authority under the contract must sign. Verify title, delegation limits, and any corporate authorization to avoid later challenges to validity.
What if a signature lacks authority?
An unauthorized signature can expose the document to invalidation, payment disputes, or claims. Remedial options include ratification by an authorized party, corrective amendment, or legal review to confirm obligations.

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