Is a handwritten signature required?

No. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA when parties consent to electronic records and the signature shows intent and attribution.

Do change orders need to be notarized?

Typically no. Notarization is rarely required for contract amendments unless state law or the underlying contract expressly demands notarized execution for a specific transaction.

Can a change order modify price and schedule?

Yes. A properly executed change order that specifies cost and time impacts becomes an enforceable amendment to the original contract when signed by authorized parties.

Who must sign a change order?

Only persons with express authority under the contract or organizational delegation may bind their party. Confirm signatory authority before acceptance to avoid unenforceability.

What happens if parties proceed without an executed change order?

Proceeding without written approval risks denial of payment claims; document notice and any implied approvals promptly and follow contractual claim processes.

How should executed change orders be stored?

Retain executed forms in a centralized records system with audit trails and backups; preserve per applicable retention rules such as IRS and HIPAA where relevant.

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Change Order Form

Change Order Form

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

What a Change Order Form Is and when it applies

Change Order Form is a standardized contract amendment used to document adjustments to scope, schedule, cost, or specifications after a construction or services contract has been executed. It ties the modification to the original contract number, describes the work change in clear terms, states cost and time impacts, and records approvals from affected parties. Properly completed change orders create an auditable record of authorization, reduce ambiguity about deliverables and payment, and support enforcement of the revised terms in case of dispute.

Why using a formal Change Order Form matters

A formal Change Order Form clarifies responsibility for added work, establishes pricing and schedule adjustments, and documents mutually agreed terms to reduce contract disputes and payment delays.

Typical users and stakeholders for a Change Order Form

Teams that routinely create or approve change orders include contractors, project managers, owners, architects, and procurement officers.

Contractors and subcontractors who request or execute the changed work and need approved adjustments to payment and schedule.
Owners and client representatives who approve scope and budget changes and must document authorization for accounting and audits.
Design professionals and project managers who confirm technical scope, schedule impacts, and updated acceptance criteria before approval.

Core elements every professional Change Order Form should include

A complete change order captures the who, what, why, and how much so stakeholders can accept the amendment without ambiguity and maintain a clear audit trail.

Reference

Original contract number, project name, and date so the amendment traces directly to the base agreement and avoids misapplication.

Change Description

A concise, itemized explanation of the added, deleted, or revised work including drawings, spec numbers, or attachment references for clarity.

Cost Impact

Detailed pricing for added or deducted work, including unit rates, labor, materials, tax, and the new total contract value.

Time Impact

Revised milestones, new completion date, and any interim schedule adjustments tied to critical-path effects or liquidated damages.

Approvals

Name, title, organization, and signature lines for each approving party plus date and contact details for change order queries.

Attachments

Supporting documents such as revised drawings, cost breakdowns, specifications, or supplier quotes that substantiate the change and cost.

Step-by-step: completing a Change Order Form

Follow a consistent sequence to fill, review, approve, and record each change order so it becomes an enforceable contractual amendment.

01

Prepare Details: Document scope, drawings, and cost backup before drafting the change order.
02

Draft Form: Populate reference, description, cost, and schedule fields clearly and attach supporting documents.
03

Review Internally: Obtain technical and commercial sign-off from responsible internal stakeholders.
04

Obtain Approvals: Get signatures from authorized owner and contractor representatives and distribute executed copies.

Customizing an online workflow for Change Order approval

Configure your digital workflow to match contract approval levels and automate routing to reduce manual handoffs and missed approvals.

Field	Configuration
Required Fields	Make reference, cost, and signature fields mandatory to prevent incomplete submissions.
Routing Rules	Route by role (project manager → owner rep → finance) with conditional branches for cost thresholds.
Notifications	Enable email or SMS alerts for pending approvals and completed signatures.
Audit Trail	Capture timestamps, IP addresses, and signer identity for each action.

Typical submission and acceptance flow for a Change Order

A consistent, documented flow helps ensure timely approvals and a clear record of acceptance across all parties.

Prepare: Compile description, cost backup, and schedule impacts before initiating the form.
Send: Dispatch the change order to approvers using agreed channels and provide attachments for review.
Approve: Authorized representatives review, sign, and date the form to create an executed amendment.
Record: Store the executed change order with the contract record and notify affected teams of the outcome.

Distribution, signing, and technical integration considerations

Choose distribution channels and authentication methods that match contractual requirements and signer convenience.

Delivery Methods: Email, secure signing links, or portal access.
Authentication: Email link, SMS code, or stronger KBA as needed.
Integrations: Connect to systems like Salesforce or Procore.

Time-sensitive actions and typical timing expectations

Change orders often carry contract-specified deadlines for submission and approval; follow contract timing to preserve claims and payment rights.

Submit Promptly:

Issue the change order as soon as the scope change is known to avoid disputes.

Contract Review Window:

Observe any contract window for owner review or dispute escalation as specified in the agreement.

Payment Terms:

Align billing with existing payment schedules unless parties agree otherwise in writing.

Retain Records:

Keep executed change orders with the primary contract for audit and warranty purposes.

Claim Deadlines:

Meet any notice or claim deadlines set by the contract to preserve remedies.

Common mistakes to avoid when preparing a Change Order Form

Vague scope descriptions that fail to specify tasks, deliverables, or reference drawings — this creates disagreement over what was authorized.
Missing or incorrect cost breakdowns that omit taxes, allowances, or contingency — leads to billing disputes and delayed payments.
Lack of required approvals or signatures before starting work — exposes parties to claim denials and payment disputes.
Failing to attach supporting documents like revised drawings or vendor quotes — weakens the evidentiary basis for the price change.

Penalties and risks from incorrect or missing change orders

Contract Disputes: Increased litigation risk

Payment Withholding: Claims may be denied

Schedule Delays: Unapproved work can be removed

Liability Gaps: Insurance coverage issues

Audit Findings: Poor recordkeeping penalties

Warranty Issues: Unclear coverage on changed work

Essential data elements to include on the Change Order Form

Contract ID: Original contract number

Change Summary: Concise description of work

Cost Adjustment: Net dollar amount

Schedule Change: Revised completion date

Approver Details: Name, title, date

Attachments: Drawings or quotes

Real-world examples of Change Order use

These case snapshots show how organizations use signed change orders to finalize modifications and maintain compliance with contract terms.

Martin Properties — Field Approvals

Martin Properties used mobile signing to approve on-site changes quickly.

Reduced travel and paper delays for field teams.
"I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

BIS — Audit and Compliance

BIS required auditable change approval for vendor pricing changes.

Centralized signed records simplified audits across projects.
"We felt most comfortable with airSlate SignNow given their SOC 2 certification and strict focus on ESIGN and UETA act compliance."

Practical tips for accurate and efficient Change Order processing

Adopt consistent templates and digital controls to reduce errors and speed approvals while preserving legal enforceability.

Use a standardized template

A single, contract-aware template reduces omissions and ensures every change order captures essential financial and schedule impacts.

Require supporting evidence

Attach sketches, revised drawings, vendor quotes, or cost breakdowns so approvers can verify the basis for the requested change.

Set approval thresholds

Automate routing by cost or scope so small changes follow a faster path and large changes receive executive review.

Keep a central log

Record executed change orders in a central register to track cumulative contract value and to support audits or claims.

eSignature pricing and capabilities to consider for Change Order workflows

Compare starting prices and core capabilities when selecting an eSignature vendor for signing and tracking Change Orders; signNow is listed first per platform data.

	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 trial	No	No	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 Change Order Forms

Answers to common questions about form validity, signatures, and recordkeeping for Change Orders.

Need help? Contact support

Is a handwritten signature required?
No. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA when parties consent to electronic records and the signature shows intent and attribution.
Do change orders need to be notarized?
Typically no. Notarization is rarely required for contract amendments unless state law or the underlying contract expressly demands notarized execution for a specific transaction.
Can a change order modify price and schedule?
Yes. A properly executed change order that specifies cost and time impacts becomes an enforceable amendment to the original contract when signed by authorized parties.
Who must sign a change order?
Only persons with express authority under the contract or organizational delegation may bind their party. Confirm signatory authority before acceptance to avoid unenforceability.
What happens if parties proceed without an executed change order?
Proceeding without written approval risks denial of payment claims; document notice and any implied approvals promptly and follow contractual claim processes.
How should executed change orders be stored?
Retain executed forms in a centralized records system with audit trails and backups; preserve per applicable retention rules such as IRS and HIPAA where relevant.

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