Can this form be electronically signed?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states when intent, consent, attribution, and retention are met.

When is notarization required?

Notarization is rarely required for internal change confirmations. If the form affects an instrument requiring notarization under state law, follow that state's notary rules; confirm with your legal counsel.

Are witness signatures needed?

Witness requirements depend on document type and state rules. Most change confirmations do not need witnesses; for legally sensitive alterations, verify state law or include witness fields if advised.

What makes a signature legally attributable?

Attribution is established by intent and reliable methods of identification such as authenticated email flows, SMS codes, or stronger verification measures when required by risk profile.

How long should I keep signed confirmations?

Retain executed confirmations for the contract term plus applicable statutory periods; consult the IRS (IRC §6501), HIPAA (45 CFR §164.530(j)), and any industry rules for exact durations.

How do I revoke or cancel a confirmation?

Revocation should follow the original contract's amendment or termination provisions. Document the cancellation with a signed revocation form and preserve both documents for the audit trail.

Electronic Signature
Templates
Miscellaneous
Change Request Confirmation Form

Change Request Confirmation Form

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

Change Request Confirmation Form

This Change Request Confirmation Form (the Change Request) is entered into effective as of by and between Client Name: and Contractor Name: . Change Request No.:

This Change Request modifies the Original Agreement titled dated .

WHEREAS

WHEREAS, Client has engaged Contractor to perform services under the Original Agreement and the parties wish to document a change to the scope, schedule, and/or compensation as set forth in this Change Request; and

WHEREAS, the parties agree that this Change Request, upon execution by authorized representatives of both parties, will amend the Original Agreement solely to the extent expressly provided in this Change Request and all other terms and conditions of the Original Agreement remain in full force and effect.

Scope of Work

Brief Summary Detailed Scope of Work

Payment Terms

Client agrees to pay Contractor the additional compensation set forth below in consideration for the changes described in this Change Request. All payments are subject to the invoicing and dispute provisions of the Original Agreement except as modified herein.

Total Additional Amount Payment Schedule / Milestones

Invoices submitted under this Change Request shall be due and payable within days of receipt. Any undisputed amount not paid when due will accrue interest at the lesser of (i) per month or (ii) the maximum rate permitted by law. In addition, a late fee of may be applied for each late payment as a reasonable estimate of collection costs.

Term and Termination

The services under this Change Request shall commence on and shall be completed by , unless earlier terminated in accordance with the Original Agreement or as provided below.

Either party may terminate this Change Request upon written notice to the other party delivered at least days prior to the intended termination date, subject to settlement of any undisputed amounts due for work performed through the effective date of termination.

Confidentiality

Each party shall maintain the confidentiality of all Confidential Information disclosed in connection with this Change Request in accordance with the confidentiality obligations of the Original Agreement. For purposes of this Change Request, "Confidential Information" includes nonpublic business, technical and financial information disclosed by a party that is either marked confidential or identified as confidential at the time of disclosure. Confidential Information does not include information that (i) is or becomes generally available to the public other than as a result of a breach of this Change Request, (ii) is rightfully received from a third party without restriction, or (iii) is independently developed by the receiving party without reference to the disclosing party's Confidential Information.

Governing Law

This Change Request shall be governed by and construed in accordance with the laws of the State of without regard to its conflicts of law principles.

Entire Agreement

Except as expressly modified by this Change Request, the Original Agreement shall remain in full force and effect. This Change Request, together with the Original Agreement and any prior written amendments specifically referenced herein, constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes all prior and contemporaneous agreements and understandings, whether written or oral, relating to such subject matter.

Acknowledgment and Authorization

By signing below, each party represents and warrants that the person executing this Change Request on its behalf is duly authorized to do so, that the party has reviewed and accepts the terms set forth in this Change Request, and that this Change Request will become a binding amendment to the Original Agreement upon execution by both parties.

Requested By (Project Lead) Change Request Impact Summary (Cost, Schedule, Resources)

Client:

By:

Date:

Contractor:

By:

Date:

What the Change Request Confirmation Form Is

A Change Request Confirmation Form documents an approved alteration to scope, schedule, cost, or deliverables for a project or contract. It records the original request, assessed impacts, authorized approvals, and an effective date so parties have a single, auditable record of the agreed change.

Why a Clear Confirmation Form Matters

A concise, signed confirmation reduces disputes, clarifies responsibilities, and creates an auditable trail. Where e-signatures are used, ESIGN (15 U.S.C. §7001) and state UETA frameworks generally recognize electronic executions as legally binding when intent, consent, attribution, and reliable retention are present.

Who Typically Prepares and Signs This Form

Project managers, contract administrators, procurement officers, and client account leads commonly prepare and circulate the Change Request Confirmation Form.

Project managers or change control board members who approve scope and schedule adjustments.
Contract administrators who document cost changes, payment terms, and contract impact.
Legal or compliance reviewers who confirm terms and required authorizations are present.

Signatories usually include the requesting party, the approving manager, and an authorized representative from finance or contracting to confirm cost and billing effects.

Typical Signatory Roles and Responsibilities

Project Manager

Oversees scope and schedule impact, enters technical details and risk mitigation steps, and confirms operational feasibility. Responsible for routing the form for approval and ensuring implementation tasks are logged.

Authorized Signer

Often a director, contracting officer, or finance lead with delegated authority to bind the organization. Verifies cost, budget alignment, and legal conformity before signing.

Essential Components of a Professional Change Request Confirmation

A complete form combines factual change details with impact analysis and explicit approvals so the change can be implemented and audited without ambiguity.

Change Summary

A concise description of the requested change including reference IDs, original clause or deliverable, and brief rationale for the modification.

Scope Impact

Specific items added, removed, or modified; measurable deliverables and acceptance criteria that define the new scope boundaries.

Schedule Impact

Updated milestones, new completion dates, and any accelerated or delayed schedule tasks tied to the change request.

Cost and Payment

Line-item cost changes, budget codes, payment schedule updates, and whether the change is billable or absorbed by the performing party.

Approvals

Designated signers, their titles, signatures, and date/time stamps demonstrating authority to approve the change.

Audit Trail

Record of who submitted, reviewed, and signed the form plus timestamps and any attached supporting documents for future reference.

Step-by-Step: Completing a Change Request Confirmation Form

Follow a predictable sequence to capture details, validate impacts, obtain approvals, and distribute the signed record.

01

Draft the Request: Record ID, requester, effective date, and concise change description.
02

Assess Impacts: Document scope, schedule, cost, resource, and downstream effects.
03

Obtain Approvals: Route to designated approvers and capture signatures electronically or on paper.
04

Store and Distribute: Archive the signed form and notify stakeholders of implementation steps.

How to Configure an Online Change-Request Workflow

A standard online workflow reduces manual routing and ensures every required field and signer is enforced before completion.

Field	Configuration
Authentication	Email link or SMS code; consider stronger MFA for sensitive approvals
Field Types	Signature, initials, date, dropdowns for status and numeric cost fields
Routing	Sequential or parallel approver order with conditions for automatic escalation
Archive	PDF export plus audit trail stored in contract repository

Digital Signing and Platform Considerations

Choose a platform that supports the authentication, audit trail, and retention features your organization requires.

Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
File Formats: PDF, DOCX, HTML supported for uploads
Security: TLS 1.2/1.3 and AES-256 encryption

Verify BAA availability for healthcare, 21 CFR Part 11 needs for regulated records, and SSO support if required for enterprise access control.

Typical Digital Distribution Flow for the Form

A reliable eWorkflow follows upload, field placement, signer identification, signing, and archival with a preserved audit trail.

Upload Document: Upload the blank form or contract amendment file to the signing platform.
Place Fields: Add signature, initials, date, and required text fields for approvers.
Authenticate Signers: Use email link, SMS code, or stronger verification if needed.
Capture Audit Trail: Record timestamps, IP addresses, and signer actions for evidence.

Typical Deadlines and Processing Expectations

Set clear internal deadlines for submission, review, approval, and implementation to avoid scope creep and billing disputes.

Submission Window:

Submit change requests within project-specified timeframe, commonly 5 business days

Review Period:

Allow 3–7 business days for impact analysis and stakeholder review

Approval Turnaround:

Approvals commonly expected within 5 business days unless escalated

Implementation Start:

Begin work per agreed effective date in the form

Retention Requirement:

Maintain executed form per records retention policy and legal requirements

Key Milestones from Request to Implementation

Track a small set of milestones to move a change from request to completion with transparent status updates.

01

Request Logged

Change captured in tracking system with a unique ID.

02

Impact Assessment

Scope, schedule, cost, and risk analysis completed.

03

Approvals Obtained

Authorized signatures recorded and dated.

04

Change Implemented

Work executed and closure documented in the project log.

Common Mistakes to Avoid

Leaving fields blank or using informal abbreviations that complicate later reconciliation and auditing.
Failing to capture the effective date properly, creating disputes about when billing or obligations begin.
Routing to approvers without requisite signing authority, which can invalidate the change or require re-approval.
Not preserving an immutable copy and audit trail, making it harder to prove the agreed change in disputes.

Risks and Consequences of an Incorrect Confirmation

Contract Disputes: Lost claims or litigation exposure

Billing Errors: Incorrect invoicing and payment disputes

Implementation Delays: Work paused pending clarification

Invalid Approval: Signatures lacking authority may be unenforceable

Regulatory Noncompliance: Industry records obligations not met

Data Gaps: Missing audit trail impairs dispute resolution

eSignature Pricing Comparison for Change Request Workflows

Compare vendor starting prices and key capabilities relevant for signing, bulk distribution, and regulated records. signNow is listed first per vendor comparison guidance.

	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	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Real-World Examples of Use

These short examples show how organizations apply a Change Request Confirmation Form to keep projects aligned and auditable.

Optica Ventures LLC

A small development firm needed a faster approvals process to avoid delays on tenant improvements.

They used a standardized confirmation form for all scope changes.
The approach reduced rework and clarified billing, helping the team close change orders with consistent documentation and fewer disputes.

Martin Properties

A property manager required written approval for vendor scope changes to protect budgets.

The manager routed confirmations electronically.
Using a signed confirmation form preserved authorizations, improved vendor accountability, and simplified month-end reconciliation between project logs and invoices.

Practical Tips for Accurate and Efficient Completion

Adopt consistent templates and validation rules to speed processing and reduce disputes.

Use a Single Source of Truth

Store the executed confirmation in a central contract repository and link it to the project or invoice to avoid conflicting versions.

Enforce Required Fields

Make key fields mandatory (ID, effective date, approver, cost impact) to prevent incomplete submissions.

Require Authorized Signers

Maintain a delegate list of who can approve changes and include title and authority statements in the form.

Preserve Audit Trails

Capture timestamps, IP addresses, and signer actions; retain an immutable PDF for dispute resolution.

Frequently Asked Questions

Answers to frequent technical and legal questions about completing, signing, and storing Change Request Confirmation Forms.

Need help? Contact support

Can this form be electronically signed?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states when intent, consent, attribution, and retention are met.
When is notarization required?
Notarization is rarely required for internal change confirmations. If the form affects an instrument requiring notarization under state law, follow that state's notary rules; confirm with your legal counsel.
Are witness signatures needed?
Witness requirements depend on document type and state rules. Most change confirmations do not need witnesses; for legally sensitive alterations, verify state law or include witness fields if advised.
What makes a signature legally attributable?
Attribution is established by intent and reliable methods of identification such as authenticated email flows, SMS codes, or stronger verification measures when required by risk profile.
How long should I keep signed confirmations?
Retain executed confirmations for the contract term plus applicable statutory periods; consult the IRS (IRC §6501), HIPAA (45 CFR §164.530(j)), and any industry rules for exact durations.
How do I revoke or cancel a confirmation?
Revocation should follow the original contract's amendment or termination provisions. Document the cancellation with a signed revocation form and preserve both documents for the audit trail.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now