Can a Change Order be e-signed?

Yes. Electronic signatures are generally legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

Who must sign to approve a change?

The signatories required are those identified in the original contract’s change order or amendment clause; check delegated authority and procurement thresholds before accepting signatures.

Does a Change Order need notarization?

Most change orders do not require notarization. If a contract or state rule requires notarization or witness authentication, follow that statute or contract provision.

What if parties disagree after signing?

Disputed change orders may lead to mediation, arbitration, or litigation per the contract’s dispute clause; retain all backup documents and signed audit trails to support your position.

How do I correct an error in a signed change order?

Execute a new change order or corrective amendment signed by all original parties; annotate versions and preserve prior signed copies for audit trails.

How long must I keep signed change orders?

Retain per contract and regulatory rules: typically at least 3 years for tax purposes (IRC §6501(a)) and 6 years for HIPAA where applicable (45 CFR §164.530(j)).

Change Order Request

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

CHANGE ORDER REQUEST

Change Order No.:

RECITALS

WHEREAS, Client Name: and Contractor Name: (collectively, the "Parties") entered into a written Agreement dated for the Project known as .

WHEREAS, circumstances have arisen that require modification to the scope, price, and/or schedule of the Agreement; and the Parties wish to document the requested modification and any associated adjustments to contract price and completion schedule.

NOW, THEREFORE, in consideration of the mutual promises set forth below, the Parties agree that the Agreement is modified as provided in this Change Order Request.

CHANGE DETAILS

Requested By Date of Request Description of Change (Scope of Work)

COST IMPACT

Original Contract Price: $

Net Change Amount: $ (Select): Increase Decrease No Change

New Contract Price if Approved: $

Payment Terms for Change Order

Late payment penalty: (applies after days from invoice date)

SCHEDULE IMPACT

Original Contract Completion Date:

Proposed New Completion Date: Anticipated Net Change in Days:

Schedule Impact Explanation

TERM AND TERMINATION

This Change Order is effective upon execution by both Parties and shall become part of the Agreement. Work under this Change Order shall commence on or about and is estimated to complete by .

Either Party may terminate performance under this Change Order for material breach of the Agreement or this Change Order upon days' prior written notice, subject to obligations to pay for work completed and materials ordered prior to termination.

CONFIDENTIALITY

All non-public technical, financial and business information exchanged in connection with this Change Order shall be treated as Confidential Information of the disclosing Party. Confidential Information shall not be disclosed to third parties except as required by law or as necessary to perform the work, and recipients shall use at least the same degree of care as used to protect their own confidential information, but no less than reasonable care.

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

Except as modified by this Change Order, all terms and conditions of the Agreement remain unchanged and in full force and effect. This Change Order, together with the Agreement and any referenced exhibits, constitutes the entire agreement between the Parties concerning the subject matter herein and supersedes all prior negotiations or proposals related to this Change Order.

ATTACHMENTS AND DOCUMENTS

Attachments included with this Change Order: Updated scope/drawings Cost breakdown Schedule revisions Other (describe below)

Acceptance Deadline (if applicable):

By signing below, the Parties acknowledge and agree that this Change Order, upon execution by authorized representatives of both Parties, modifies the Agreement as set forth herein and authorizes the Contractor to proceed with the described change in accordance with the terms above.

Client Name:

By:

Date:

Contractor Name:

By:

Date:

What a Change Order Request Is and when it applies

A Change Order Request is a written amendment used to document and authorize a modification to the scope, price, schedule, or other material terms of an existing contract or purchase order. It creates a clear record of the proposed change, the parties’ agreement or rejection, and any cost or time impacts so the original contract remains auditable and enforceable.

Why a clear Change Order Request matters

A well‑structured Change Order Request reduces disputes, preserves payment rights, and provides a defensible record of who approved what, when, and for how much.

Typical users and participants

Construction teams, project managers, owners, and subcontractors commonly prepare or respond to change order requests as part of project administration.

General contractors and project managers who track scope, schedule, and cost adjustments during projects.
Subcontractors or vendors submitting price or schedule changes tied to specific work items or unforeseen conditions.
Owners, owner's reps, and procurement departments approving adjustments and coordinating payment or schedule impacts.

Legal, procurement, and finance teams also review change orders to confirm budget, compliance, and contractual authority before approval.

Essential components to include in every Change Order Request

A professional Change Order Request contains precise identifiers, a clear description of the change, quantified cost and schedule impacts, signatory authority, effective dates, and supporting exhibits or photos.

Identifiers

Project name, original contract number, and unique change order number for traceability across records and invoices.

Change Description

Concise, itemized explanation of the work to add, omit, or modify including location, specifications, and contract reference clauses.

Cost Impact

Detailed labor, materials, unit prices, markup, and a clear total change in contract value with basis for each calculation.

Schedule Impact

Number of additional calendar or work days claimed, critical path effects, and any milestone or delivery date adjustments.

Authorizations

Designated approval lines for the requester, contractor, and owner with printed name, title, and date fields.

Attachments

Supporting documents such as drawings, RFI responses, cost backup, photos, and third‑party estimates as enforceable exhibits.

Step-by-step: preparing and routing a Change Order Request

Follow a consistent sequence to prepare, review, approve, and archive every change order to maintain contractual clarity and payment continuity.

01

Draft: Document the change, cost, and schedule impacts with attachments.
02

Estimate: Prepare a substantiated cost and time estimate for the proposed work.
03

Route: Send to required approvers in the contractual approval order.
04

Record: Capture signatures, store the signed PDF, and update change logs.

Configure your online Change Order workflow

Set up fields, authentication, notifications, and storage to match project controls and audit needs.

Field	Configuration
Authentication method	Email link with optional SMS OTP
Conditional fields	Show cost details only when cost impact > $0
Attachments allowed	PDF, JPG, PNG up to 25 MB
Notifications	Email CC to project manager and finance

Typical routing and submission flow

A standard electronic flow keeps each action recorded and minimizes signer friction while preserving evidence of consent.

Prepare: Upload document, add fields, and attach backup.
Assign signers: Enter emails and role-based signing order.
Sign: Signers authenticate and apply electronic signatures.
Archive: Store signed copy and audit trail securely.

Technical considerations for eSubmission and integrations

Use a platform that supports audit trails, common file formats, and integrations to your project systems.

File formats: PDF, DOCX supported
Integrations: Salesforce, Procore, NetSuite
Authentication: Email link, SMS OTP

Typical deadlines and processing expectations

Establish clear response windows in the contract to avoid project delays and payment disputes.

Proposal response window:

7–14 calendar days for initial review and estimate

Approval turnaround:

Commonly 5 business days from receipt

Effective date rule:

Effective upon final authorized signature

Invoice timing:

Include change on next invoice cycle, often 30 days

Dispute window:

30 days to submit objections or additional documentation

Key milestones in the change order lifecycle

Track each milestone from request to implementation so stakeholders can measure progress and compliance.

01

Change proposed

Requester submits detailed change with backup documentation.

02

Review and estimate

Contractor or owner evaluates scope, cost, and schedule impacts.

03

Formal approval

Authorized signatories sign and date the change order.

04

Implementation

Work proceeds per revised scope and updated schedule.

Common preparation mistakes to avoid

Vague descriptions that omit location or specification references leading to interpretation disputes.
Failing to attach cost backup, drawings, or RFIs so the counterparty cannot validate the estimate.
Routing change orders out of contractual approval order, creating invalid or unenforceable approvals.
Calculating cost without including markup, tax, or mobilization costs that later cause payment delays.

Consequences of incomplete or incorrect change orders

Contractual breach: May void change or trigger claims

Payment delay: Unapproved changes often remain unpaid

Schedule disruption: Work may be halted pending agreement

Cost disputes: Leads to arbitration or litigation

Lien risk: Unpaid work may result in lien filings

Regulatory exposure: Noncompliance can affect public contract terms

Security and compliance elements to capture

Audit trail: Timestamped events, IP address

Encryption: TLS 1.2/1.3 in transit

Data at rest: AES-256 encrypted storage

Legal frameworks: ESIGN and UETA compliance

HIPAA support: BAA available where required

21 CFR 11: Support for FDA records where needed

Format, versioning, and export capabilities

Ensure signed change orders are exportable, versioned, and preserved in standard formats so they remain usable in audits and downstream systems.

Export formats

Produce signed documents as searchable PDF/A or DOCX with embedded audit trail metadata for long‑term accessibility and archive.

Version control

Maintain sequential change order versions and a change log to show prior and superseded requests for dispute resolution.

Templates

Use prebuilt templates to standardize fields, required attachments, and approval routing across projects to reduce errors.

eSignature compatibility

Signed records should include a tamper‑evident audit trail and signer attribution acceptable under ESIGN and UETA.

Real-world examples of Change Order Requests in practice

Two customer scenarios show how consistent documentation and electronic signatures reduced administrative friction and preserved compliance.

Martin Properties (Construction)

Tim Martin, Founder, Martin Properties used online change orders to process field modifications efficiently.

The change orders tied photos and RFI responses to each CO for fast review.
Tim Martin observed streamlined execution and compliance when change orders were completed online with signatures captured and archived for audit.

BIS (Enterprise operations)

Dan Rotelli, CEO, BIS centralized approvals for contract modifications across departments.

Centralized routing ensured finance and legal signed before execution.
The result was a clear approval trail, fewer payment disputes, and documented audit evidence supporting change order authority.

Comparison of common eSignature options for managing Change Orders

Basic pricing and feature availability vary across vendors; signNow appears first to show an affordable option with enterprise controls and no envelope cap.

	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	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

FAQs and troubleshooting for Change Order Requests

Answers to frequent questions about eSigning, enforceability, authority, and recordkeeping for Change Order Requests.

Need help? Contact support

Can a Change Order be e-signed?
Yes. Electronic signatures are generally legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
Who must sign to approve a change?
The signatories required are those identified in the original contract’s change order or amendment clause; check delegated authority and procurement thresholds before accepting signatures.
Does a Change Order need notarization?
Most change orders do not require notarization. If a contract or state rule requires notarization or witness authentication, follow that statute or contract provision.
What if parties disagree after signing?
Disputed change orders may lead to mediation, arbitration, or litigation per the contract’s dispute clause; retain all backup documents and signed audit trails to support your position.
How do I correct an error in a signed change order?
Execute a new change order or corrective amendment signed by all original parties; annotate versions and preserve prior signed copies for audit trails.
How long must I keep signed change orders?
Retain per contract and regulatory rules: typically at least 3 years for tax purposes (IRC §6501(a)) and 6 years for HIPAA where applicable (45 CFR §164.530(j)).

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