Can a change order be signed electronically?

Yes. Electronic signatures on change orders are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and state UETA laws when signer intent, attribution, consent, and reliable record retention are present.

What if the contract limits who can approve changes?

Follow the contract's approval hierarchy. If an unauthorized signer executes a change order, the counterparty may refuse to pay or assert a defense unless ratified by an authorized approver.

Is notarization required for change orders?

Typically no for ordinary construction change orders, but specific state or contract clauses may require notarization for certain amendments; check the contract and applicable state rules.

How do you avoid cost disputes on approval?

Require itemized quotes, specify markup rules in contract, attach vendor invoices, and document assumptions to reduce ambiguity that leads to disputes or delayed payments.

What happens if a signer’s name doesn’t match records?

Mismatched names can delay validation. Correct legal entity names to match contract records and attach proof of authority for signatories to avoid rejection.

Can I cancel or revoke a submitted change order?

Revocation depends on contract terms and approval status. If not yet approved, submit a written withdrawal; once signed by all parties the change order is binding unless parties agree otherwise.

Electronic Signature
Templates
Miscellaneous
Change Order Request Form

Change Order Request Form

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

Change Order Request Form

Project & Contract Information

Project Name:

Contract Number: Original Contract Date:

Owner / Client Contractor

Requestor Contact: Phone: Email:

Recitals

WHEREAS, Owner and Contractor entered into the Contract referenced above to perform the work described therein; and

WHEREAS, circumstances have arisen that require modification of the original Scope of Work, schedule, or compensation under the Contract; and

WHEREAS, the parties desire to document the proposed changes and their effect on time and price by executing this Change Order, which when executed by both parties shall amend the Contract as set forth below.

Change Order Summary

Change Order Number: Date of Request:

Change Type: Additive Deductive Time Extension

Scope of Work (Description of Change)

Itemized Cost Breakdown

Provide a detailed line-by-line cost estimate for this Change Order.

Line 1 Description

Quantity: Unit: Unit Price: Amount:

Line 2 Description

Quantity: Unit: Unit Price: Amount:

Additional Lines / Notes

Net Change in Contract Price (this Change Order): $

Payment Terms

Payment Method / Schedule:

Late Payment Fee:

Time Impact

Number of Additional Calendar Days Requested: Proposed New Completion Date:

Justification for Time Impact

Term and Termination

This Change Order shall become effective as of the date signed by both parties below and shall form part of the Contract. Start Date: End Date (if applicable):

Termination Notice Period (days): . Unless otherwise provided, termination of the underlying Contract will be governed by the Contract provisions; this Change Order does not independently create termination rights beyond those provisions except as set forth herein.

Confidentiality

All non-public information exchanged between the parties in connection with this Change Order shall be treated as Confidential Information. Each party shall use Confidential Information solely for performance and administration of the Change Order and shall not disclose it to third parties except to those employees, agents, subcontractors, or lenders with a need to know and who are bound by confidentiality obligations at least as protective as those herein. Confidential obligations shall survive termination or completion of the 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 laws principles.

Entire Agreement

Except as expressly modified by this Change Order, all terms, conditions and provisions of the Contract remain in full force and effect. This Change Order, together with the Contract, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes any prior or contemporaneous oral or written communications regarding such subject matter.

Approvals / Certifications

By signing below each party certifies that the individual signing has authority to bind the party; that the costs and time impacts set forth are reasonable and supported by available documentation; and that upon execution this Change Order will amend the Contract as provided.

Requesting Party Printed Name:

By:

Date:

Contractor Printed Name:

By:

Date:

What a Change Order Request Form Is and when it’s used

A Change Order Request Form documents a proposed modification to an existing contract—commonly scope, schedule, or price—so parties can evaluate and approve adjustments in writing. Typical fields capture the project identifier, requester, description of the change, cost and time impacts, supporting attachments, and required approvals. In the United States an electronically executed change order will generally meet legal formality requirements when it satisfies ESIGN (15 U.S.C. ch. 96) and applicable state UETA rules; exceptions include matters the law excludes from electronic execution.

Why a clear Change Order Request Form matters

A precise, signed change order reduces disputes, establishes a record of authorization for additional funds or time, and creates an auditable trail for invoicing and lien defense.

Who typically completes and approves change orders

Several project stakeholders need the form: the party requesting change, contract administrators, and approvers who authorize cost or schedule adjustments.

General contractors and project managers responsible for scope control and cost tracking.
Subcontractors submitting work additions or corrections that affect price or sequence.
Owners, construction managers, or owners' representatives who must authorize budget or schedule changes.

Use clear roles and approval order to speed review and reduce payment disputes across project teams.

Step-by-step: Submit a valid change order request

Follow a consistent submission sequence to ensure timely review and avoid silent rejections or duplication.

01

Prepare: Complete all fields, attach drawings, and include cost backup.
02

Route: Send to the assigned approvers in the contract-defined order.
03

Review: Approvers evaluate technical and commercial impacts before responding.
04

Record: Capture final signed form and integrate into project change log.

Essential elements a professional Change Order Request Form should include

A complete form organizes information so reviewers can assess cost, schedule, and contractual authority without returning for clarifying information.

Change Summary

One-paragraph overview that identifies what is changing and references the original contract clause, drawing, or RFI supporting the request.

Scope Detail

Line-item description of added, deleted, or revised work with quantities and unit measures where applicable for accurate pricing.

Cost Breakdown

Itemized labor, materials, equipment, markups, tax, and any allowances, with clear subtotal and total values for quick financial review.

Schedule Effect

Precise number of calendar days added or decreased, impacted milestones, and narrative on critical-path consequences.

Reference Attachments

List and attach drawings, photographs, RFIs, vendor quotes, and correspondence that substantiate the change and the price.

Approval Routing

Designated approvers, their roles, and the required sequence for signature to ensure the change order is binding and auditable.

Security and compliance points to include with the form

Encryption: TLS 1.2/1.3; AES-256 at rest

Audit Trail: Timestamped signer actions and IP logging

Access Control: Role-based permissions and account authentication

Retention: Preserve signed records per policy

Compliance: ESIGN and UETA conformity

HIPAA Ready: BAA available when required

Common mistakes that cause disputes or delays

Submitting incomplete cost backup or failing to itemize labor vs. materials increases the chance of rejection or negotiation delays.
Not identifying the contract clause or drawing revision leaves reviewers unable to verify entitlement for the requested change.
Missing or incorrect approver information causes routing failures and can invalidate the change if outside authorized signatory limits.
Using ambiguous dates or failing to state schedule impact in calendar days creates disputes over time extensions and liquidated damages.

Risks and contract consequences of improper change orders

Contract Dispute: May trigger formal claims or mediation

Payment Delay: Invoices withheld pending resolution

Lien Exposure: Unapproved work may not be lienable

Scope Creep: Costs escalate without documented approvals

Rejection: Work may be ordered removed or denied

Statute Impacts: Provable records affect limitation periods

How an electronic change order workflow typically runs

A standardized e-workflow reduces friction between request and approval and preserves an auditable record for project controls.

Upload: Sender uploads the completed form and attachments.
Place Fields: Signature, initials, and date fields are positioned for each approver.
Authenticate: Approvers use email, SMS code, or stronger authentication.
Complete: Signed document and audit trail are archived and distributed.

Typical digital workflow settings to configure

Configure these fields to match contract approval requirements and to automate notifications and status tracking.

Field	Configuration
Requester Email	Auto-notify to originator when approver signs
Approver Order	Sequential or parallel approvals as contract requires
Authentication	Email link, SMS code, or KBA per contract
Notifications	Escalation reminders after configurable days

Digital signing considerations and platform integrations

Ensure the eSignature platform supports audit trails, strong authentication options, and the document formats you use.

File Formats: PDF, DOCX, and editable templates supported
Integrations: Connectors for project systems and cloud storage
Authentication: Email, SMS, or advanced signer verification

Align platform settings to your contract's approval hierarchy and retention policy so signed change orders are discoverable and defensible.

Typical timing expectations for processing change orders

Establish deadlines in contract language and follow consistent response windows to avoid work stoppage and payment uncertainty.

Submission Window:

Submit change requests promptly—many contracts require notice within 10 business days of discovery.

Initial Review:

Contract administrator typically has 3–10 business days to respond, depending on contract terms.

Cost Validation:

Allow time for vendor or estimating review before approval, often 5–15 business days.

Approval Deadline:

Set a defined approval period to avoid tacit approvals or unauthorized commencement.

Dispute Window:

Contracts often require claims to be raised within 30 days of decision or discovery.

Key milestones from request to executed change order

Track milestones to measure cycle time and identify bottlenecks in the approval process.

01

Request Submitted

Originator files completed form and supporting documents for review.

02

Technical Review

Project team assesses scope, impacts, and constructability issues.

03

Cost Approval

Finance or owner approves additional budget or negotiates price.

04

Execution

Authorized signatures executed; change order integrated into contract records.

Comparison: eSignature provider basics for change order workflows

Key vendor attributes affect cost, bulk sending, HIPAA needs, and envelope limits. The table summarizes core plan/feature points to evaluate for change order processing.

	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	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about Change Order Request Forms

Answers to common questions about validity, signatures, notarization, and dispute avoidance when using change order forms.

Need help? Contact support

Can a change order be signed electronically?
Yes. Electronic signatures on change orders are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and state UETA laws when signer intent, attribution, consent, and reliable record retention are present.
What if the contract limits who can approve changes?
Follow the contract's approval hierarchy. If an unauthorized signer executes a change order, the counterparty may refuse to pay or assert a defense unless ratified by an authorized approver.
Is notarization required for change orders?
Typically no for ordinary construction change orders, but specific state or contract clauses may require notarization for certain amendments; check the contract and applicable state rules.
How do you avoid cost disputes on approval?
Require itemized quotes, specify markup rules in contract, attach vendor invoices, and document assumptions to reduce ambiguity that leads to disputes or delayed payments.
What happens if a signer’s name doesn’t match records?
Mismatched names can delay validation. Correct legal entity names to match contract records and attach proof of authority for signatories to avoid rejection.
Can I cancel or revoke a submitted change order?
Revocation depends on contract terms and approval status. If not yet approved, submit a written withdrawal; once signed by all parties the change order is binding unless parties agree otherwise.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now