Are electronic signatures legally binding under federal law?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, electronic signatures generally have the same legal effect as handwritten signatures for interstate and intrastate transactions, except for categories excluded by statute such as wills, certain court filings, and specific real estate instruments.

Can a Change Order Estimate be signed electronically?

Yes in most cases. If parties consent to electronic transactions, an e-signed change order estimate that meets intent, attribution, consent, and retention requirements under ESIGN/UETA is enforceable, provided it does not fall into statutory exceptions such as certain testamentary or court-ordered documents.

How should I format cost line items?

Provide unit quantities, unit prices, extended totals, labor rates, and any markup or contingency percentages. Include vendor quotes or subcontractor bids as attachments. Clear calculations and assumptions reduce the chance of rejection and simplify accounting and retainage calculations.

What supporting documents should be attached?

Attach subcontractor quotes, supplier invoices, revised drawings, photographs of existing conditions, and schedule updates. For cost items include calculations and assumptions. Including these documents helps reviewers validate pricing and reduces the need for follow-up requests.

Can I modify an estimate after it is signed?

Post-signature amendments require an executed revision or separate change order. Modifying a signed estimate without authorization risks breach and may not be enforceable. Use a new, signed amendment that references the original document to preserve a clear audit trail.

Are remote notarizations accepted for change orders?

Many states permit Remote Online Notarization (RON) for eligible documents; requirements vary by jurisdiction. Verify state notary rules and retain required audio-video recordings and notary journals. Some states have specific RON procedures or limitations that affect enforceability.

Change Order Estimate

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

Change Order Estimate

Recitals

WHEREAS, Client Name: and Contractor Name: are parties to a Principal Contract dated (Original Contract).

WHEREAS, the parties desire to modify the Original Contract by this Change Order Estimate Number: to reflect the scope, cost and schedule adjustments set forth below.

WHEREAS, this Change Order Estimate sets forth the Contractor’s proposed work, estimated costs and proposed time impact, and when accepted by the Client in writing, will form the basis for a binding change to the Original Contract.

Change Order Details

Project Name

Change Order No.:

Estimate Date:

Requestor:

Brief Description of Change

Scope of Work

The Contractor shall perform the additional work described below in a professional manner consistent with industry standards. All work shall be subject to the Original Contract’s terms except as expressly modified herein.

Detailed Scope of Work

Itemized Cost Breakdown

Provide a line item breakdown of labor, materials, equipment and subcontractor costs. Amounts are estimates and subject to adjustment only as provided by the Original Contract.

Description

Qty

Unit Price

Line Total

Subtotal Tax / Other Charges Proposed Additional Amount Total Revised Contract Amount

Payment Terms

The Client shall pay the Contractor for the Additional Work set forth herein in accordance with the schedule below. Unless otherwise stated, all payments are due in US dollars and subject to the Original Contract retention and lien rights.

Payment Schedule (describe milestones or percentages)

Deposit / Initial Payment:

Final Payment Upon Completion:

Late Fee:

Time Impact

The Contractor estimates the additional time required to perform the Additional Work will be calendar days. The parties acknowledge that any extension to the project schedule is subject to approval and may be adjusted for concurrent delays.

Term and Termination

This Change Order Estimate is effective upon written acceptance by the Client and shall commence on Start Date: and is expected to be completed by End Date: , subject to adjustments for excusable delays.

Either party may terminate this Change Order for material breach of its terms or as provided in the Original Contract. Termination for convenience shall require days’ prior written notice unless otherwise provided in the Original Contract.

Confidentiality

The parties agree that pricing, proprietary methods, and other confidential information disclosed in connection with this Change Order Estimate shall be held confidential and shall not be disclosed to third parties except as required by law or as necessary to perform the Additional Work. Each party shall use the same standard of care to protect such information as it uses to protect its own confidential information.

Governing Law

This Change Order Estimate shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of law principles.

Entire Agreement

Except as expressly modified by this Change Order Estimate, the Original Contract remains in full force and effect. This Change Order Estimate, together with the Original Contract and any other written amendments expressly referenced herein, constitutes the entire agreement between the parties with respect to the Additional Work and supersedes all prior proposals, negotiations and agreements, whether written or oral.

Acceptance

By signing below, the parties accept and agree to the terms of this Change Order Estimate. Acceptance constitutes authorization for the Contractor to proceed with the Additional Work as described herein and to bill in accordance with the Payment Terms.

Contractor (Printed Name):

By:

Date:

Client (Printed Name):

By:

Date:

What a Change Order Estimate Records and Why It Matters

A Change Order Estimate documents proposed alterations to an existing construction or service contract, including revised scope, materials, labor, schedule impacts, and cost adjustments. It records the requester, description of the change, line-item pricing, assumptions, and any effects on the project completion date. Contractors, subcontractors, and owners use the estimate to evaluate whether to approve, negotiate, or reject the change. When executed, a change order estimate becomes the basis for contract modification, change tracking, and payment adjustments and supports auditability for project accounting and claims.

Why Accurate Change Order Estimates Reduce Risk and Support Enforceability

A Change Order Estimate clarifies scope and cost changes to reduce disputes, provide transparency for approvals, and document project impacts. When signed it supports enforceability under contract law and electronic signature statutes such as ESIGN and UETA, subject to statutory exceptions.

Who Prepares and Reviews Change Order Estimates

Typical users who prepare or review Change Order Estimates include project managers, contractors, and owners engaged in contract modifications.

General contractors compile scope changes, supplier costs, schedule adjustments, and present them for owner approval.
Subcontractors submit itemized labor and materials estimates to support contractor change requests.
Owners and clients review cost impact, approve changes, and authorize payment or negotiation.

Stakeholders, estimators, and contract administrators use these records for billing, accounting, audit trails, and dispute resolution during project closeout.

Core Components Every Professional Change Order Estimate Should Include

A professional Change Order Estimate includes clear scope, itemized costs, schedule effects, assumptions, authorization, and record references for auditability and contract integration.

Scope Details

Describe exact work to be added, changed, or removed, reference drawings and specifications, and include measurable acceptance criteria to prevent scope creep and misunderstandings during execution.

Itemized Pricing

Provide unit costs, quantities, labor rates, equipment charges, and subcontractor proposals with calculations and margins so reviewers can verify pricing and apply retainage accurately as required.

Schedule Effects

State additional calendar or workdays, identify affected milestones, and explain whether the change affects critical path or concurrency to support time impact analysis for approval.

Assumptions

List assumptions about site conditions, material availability, third-party approvals, and contingencies; clarify which risks are owner responsibility versus contractor responsibility to reduce future claims and disputes.

Supporting Docs

Attach subcontractor quotes, vendor invoices, revised drawings, photos, and calculation spreadsheets to substantiate costs and changes during review and potential audit or dispute resolution procedures.

Authorization

Include name, title, signature (electronic or wet), authorization limits, and date. State who can approve cost thresholds to prevent unauthorized work and audit trail requirements.

Step-by-Step: Creating and Submitting a Change Order Estimate

Follow these steps to create and submit a complete Change Order Estimate for review and approval.

01

Prepare: Document scope change, reasons, and affected drawings or specifications.
02

Estimate Costs: List quantities, unit prices, labor hours, and subcontractor quotes.
03

Assess Schedule: Note any changes to completion dates and milestones.
04

Submit for Approval: Send to authorized signers with supporting documents and timelines.

How to Configure an Online Workflow for Change Order Approval

Use an online workflow to assign roles, set required fields, and automate approvals for Change Order Estimates.

Field	Configuration
Signer Role	Assign signing order and role-based permissions for each party.
Required Fields	Mark cost, description, date, and signatures as required to prevent submission.
Authentication	Choose email, SMS code, or KBA for signer verification per risk level.
Notifications	Enable automatic routing, reminders, and audit trail generation after signing.

Typical Routing for a Change Order Estimate

Typical routing for a Change Order Estimate includes preparation, review, signature, and record distribution steps.

Upload: Attach the estimate and supporting documents to the workflow.
Assign: Specify signers and set field-level permissions and required inputs.
Authenticate: Signer verifies identity by email link or SMS code.
Archive: Store executed documents with audit trail and attachments.

Delivery Formats, Integrations, and Security for Electronic Change Orders

Choose platforms and formats that support secure eSignatures, conditional fields, granular permissions, and complete audit trails for each transaction.

File Types: PDF, DOCX, and editable Excel supported.
Integrations: Connectors for Procore, NetSuite, and Microsoft 365.
Security: TLS and AES encryption plus audit logs.

Typical Review and Approval Timeframes

Define internal deadlines for review and approval to avoid project delays and payment disputes and coordinate with payment terms.

Submission Date:

Date the contractor submits the estimate; starts review clock.

Review Period:

Typical internal review 5–14 business days, depending on complexity.

Approval Deadline:

Owner or authorized rep should respond within agreed timeframe.

Payment Adjustment:

Payment or change in invoice follows approved change order per contract terms.

Record Retention:

Store executed change orders according to company retention policy and legal requirements.

Common Preparation Mistakes to Avoid

Omitting detailed line-item pricing leads to prolonged negotiations and creates audit exceptions during billing reconciliation.
Failing to document schedule impacts unrecorded delays can cause disputes over liquidated damages or responsibility for overtime costs.
Submitting without supporting quotes or invoices reviewers may reject estimates lacking verifiable supplier or subcontractor pricing evidence.
Using inconsistent naming or contract numbers mismatches complicate indexing, delay approvals, and can invalidate lien claims.

Consequences of Incomplete or Incorrect Change Order Estimates

Payment Delays: Late approval delays invoicing and cash flow.

Dispute Risk: Ambiguous scope increases likelihood of change order claims.

Lien Exposure: Incorrect documentation can weaken lien or bond claims.

Audit Flags: Poor records trigger audit exceptions and cost recoverability issues.

Contract Breach: Unapproved work may be treated as breach subject to remedies.

Regulatory Risk: Electronic signatures must meet ESIGN/UETA standards to be enforceable.

Security, Compliance, and Supported Formats for Electronic Change Orders

Data Encryption: TLS 1.2/1.3 in transit; AES-256 at rest.

Access Controls: Role-based permissions and SSO support.

Audit Trail: Timestamped events, IP, and action log.

HIPAA BAA: Business Associate Agreement available upon request.

Authentication Methods: Email link, SMS code, KBA, and SSO options.

File Formats: PDF, DOCX, and XLSX supported.

Real-World Examples of Change Order Estimates in Use

Real-world examples show how change order estimates resolve scope conflicts and support timely payment adjustments.

Martin Properties

Tim Martin, founder of Martin Properties, needed faster approvals for lease and project amendments and change orders.

He used digital estimates to reduce turnaround time.
The firm standardized change order estimates with attached cost backup and electronic authorization, enabling on-the-spot approvals from owners and reducing payment delays while keeping detailed audit records for closeout and potential disputes.

BIS

Dan Rotelli, CEO of BIS, integrated electronic change estimates into contract workflows to improve compliance.

The approach centralized signatures and audit trails.
Centralization reduced time spent locating approvals, simplified invoicing, and established a defensible record for disputes and audits, giving project managers reliable documentation for internal controls and external compliance reviews as needed.

Comparing eSignature Pricing and Capabilities for Change Order Workflows

Compare typical eSignature pricing and capabilities relevant to signing and distributing Change Order Estimates; signNow appears first per vendor 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 free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	Limited
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Varies by plan	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Change Order Estimates

Answers to common questions help avoid processing delays and ensure executed change orders remain enforceable and auditable.

Need help? Contact support

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now