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Change Request Form

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Change Request Form

Recitals

WHEREAS, Client Name: and Contractor Name: entered into a written agreement dated (the "Original Agreement") for the performance of certain services and deliverables.

WHEREAS, the Parties desire to document a proposed change to the scope, schedule, or compensation under the Original Agreement and to set forth the terms under which such change will be implemented, priced, and approved.

Change Request Summary

Requested Date:    Desired Implementation Date:

Low Medium High

Scope Schedule Budget Other

Description of Change

Scope of Work (as modified)

The Contractor shall perform the following additional or revised work in accordance with the Original Agreement and this Change Request. The scope below describes deliverables, acceptance criteria, and any exclusions.

Impact Assessment

Identify impacts on schedule, resources, risk, and obligations. Include any dependencies and assumptions that materially affect performance.

Payment Terms

Compensation for the change shall be as set forth below. Any additional fees are subject to written agreement and invoicing consistent with the Original Agreement.

Term and Termination

This Change Request shall become effective upon written approval by authorized representatives of both Parties and shall continue for the period necessary to complete the modified scope, beginning on Start Date: and ending on End Date: unless earlier terminated in accordance with the Original Agreement or by mutual written consent.

Either Party may terminate performance of the change upon written notice to the other Party delivered not less than days prior to the intended termination date, subject to any termination provisions in the Original Agreement.

Confidentiality

All information disclosed pursuant to this Change Request that is designated as confidential or that reasonably should be understood to be confidential shall be governed by the confidentiality provisions of the Original Agreement. In the absence of such provisions, the Parties shall maintain confidentiality of such information and not disclose it except as required by law or with the prior written consent of the disclosing Party.

Incorporation and Governing Law

Upon execution by authorized representatives of both Parties, this Change Request shall become incorporated into and form part of the Original Agreement. Except as expressly modified herein, all terms and conditions of the Original Agreement remain in full force and effect.

Governing Law:

Entire Agreement

This Change Request, together with the Original Agreement and any prior change orders expressly incorporated herein, constitutes the entire agreement between the Parties with respect to the subject matter of this Change Request and supersedes all prior and contemporaneous understandings, whether written or oral, regarding such subject matter.

Approvals

The undersigned represent and warrant that they are authorized to approve this Change Request on behalf of their respective Parties.

Client:

By:

Date:

Contractor:

By:

Date:

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What a Change Request Form Is and when it matters

A Change Request Form is a standardized document used to propose, document, and authorize modifications to an existing project scope, contract, work order, or system configuration. It records requester and approver information, a precise description of the proposed change, the rationale, an impact assessment, cost and schedule estimates, and required approvals. Organizations use the form to maintain consistent change control, preserve auditable decision records, and limit scope creep by ensuring that changes are reviewed and authorized before implementation.

Why using a consistent Change Request Form helps teams

Standardizing Change Request Forms clarifies responsibilities, shortens review cycles, and creates a uniform audit trail for approvals and implementations. It reduces disputes by documenting impacts, preserves regulatory and contractual evidence, and supports internal controls over project and procurement changes.

Why using a consistent Change Request Form helps teams

Who typically prepares and approves Change Request Forms

Project managers, contract administrators, change control boards, and requestors typically prepare and authorize Change Request Forms during project or contract lifecycles.

  • Project Manager — drafts technical details, impact analysis, and schedule or cost estimates for board review and implementation planning.
  • Contract Administrator — verifies contractual authority, updates amendment language, and records amendment references and version history.
  • Change Control Board — evaluates risk, prioritization, funding impact, and provides final authorization for scope or budget changes.

Small organizations may combine roles; regulated sectors often require documented technical and compliance reviews before final sign-off.

Core sections every professional Change Request Form should include

A complete Change Request Form contains requester details, a clear change description, impact analysis, cost and schedule estimates, approvals routing, and version history to support implementation and audits.

Request ID

Assign a unique identifier, submission date, and requester contact to link attachments, approvals, and audit logs for reliable traceability across systems and reporting.

Change Description

Provide a concise technical description of the proposed change, affected components, and exact scope. Reference the original baseline, contract clause, or configuration ID to avoid ambiguity.

Impact Analysis

Document effects on functionality, dependencies, security, compliance, and downstream processes. Include mitigation steps, testing requirements, and any stakeholder approvals required prior to implementation.

Cost & Schedule

Include estimated incremental costs, responsible cost owner, resource needs, and a revised implementation timeline. State assumptions and contingency amounts to set expectations.

Approvals

List required approvers, roles, decision authority, and approval order. Capture electronic or manual signatures with dates and any delegated authorities or conditional approvals.

Version Control

Record version number, change history, previous approvals, and status. Preserve archived copies to support audits, rollbacks, and dispute resolution when necessary.

Step-by-step process to submit and finalize a Change Request

Follow these steps to complete, submit, and process a Change Request Form from initial drafting through approval, implementation, and closure.

  • 01
    Prepare Request: Draft details, attach impact analysis and supporting documents.
  • 02
    Submit: Send to designated approver or change control board using the prescribed workflow.
  • 03
    Review & Approve: Assess risks, costs, and schedule; capture decision and signatures.
  • 04
    Implement & Close: Apply change, update baselines, record completion, and archive the signed form.

Configuring an online workflow for Change Request Forms

Set up routing, authentication, and audit capture in your eSubmission workflow to automate approvals and preserve records.

Workflow Configuration Field Name Configured value or behavior applied to each field.
Signing order and parallel approval settings Specify sequential or parallel approvers and preserve timestamps for each action.
Authentication strength and verification methods Choose email link, SMS code, KBA, or SSO; require MFA for high-risk changes.
Conditional field visibility and routing rules Show or hide fields based on responses and route to specific approvers automatically.
Audit trail retention and export options Record IPs, timestamps, and actions; enable exportable PDF audit logs.

Where to send and file a completed Change Request Form

A completed form typically moves from the requester to approvers, then to contract repositories and project records for retention and audit.

  • Submit: Send to the project manager, contract administrator, or designated change board.
  • Route: Automatically route to required approvers in the established sequence.
  • File: Store the signed document in the contract repository and project records.
  • Archive: Archive with retention metadata and preserved audit trail for future review.

Technical requirements for digital completion and eSubmission

Verify platform integrations, supported file formats, signer authentication, and audit capabilities before launching eSubmission workflows.

  • Integrations: Salesforce, NetSuite, Google Workspace, Microsoft 365
  • File Formats: PDF, Word DOCX, Excel, HTML supported
  • Authentication Methods: Email link, SMS code, KBA, SSO, MFA

Essential fields required on every Change Request Form

Requester Name: Full legal name as on contract
Requester Role: Job title and contact email
Affected Contract: Reference number and effective date
Change Summary: Concise description of requested change
Impact Statement: Costs, schedule, and compliance impact
Approver Signatures: Names, titles, dates, and signatures

How organizations use Change Request Forms in practice

Real-world examples illustrate how standardized forms reduce cycles, improve clarity, and create audit-ready records across teams and vendors.

Optica Ventures

Optica Ventures centralized change requests to reduce back-and-forth and standardize approvals across properties.

  • Standard form reduced email threads and manual follow-ups.
  • Capturing impacts, cost estimates, and approver signatures shortened review cycles, improved vendor coordination, and created auditable records for lease and maintenance alterations.

Martin Properties

Martin Properties shifted lease amendment and maintenance requests online for remote sign-off.

  • Compliance and mobile signing were key benefits.
  • The company documented timestamps and approvals, avoided in-person meetings, and kept tamper-evident signed records suitable for audits and dispute resolution.

Typical signers and their responsibilities

Project Manager

Prepares the Change Request Form with technical details, dependencies, resource estimates, and schedule impacts; coordinates stakeholder review, submits to the change board, and tracks implementation to closure.

Contract Administrator

Validates contractual authority to change terms, updates amendment language, records version history, and ensures signed documents are filed in the contract repository and compliance systems.

Common preparation mistakes that slow approvals

  • Incomplete scope or technical detail that requires clarification and multiple review iterations.
  • Missing approver authority or unsigned approval blocks that render the change unexecutable.
  • Vague cost estimates or absent contingency assumptions that delay funding decisions.
  • Poor version control and unattached supporting documents that create audit and implementation risk.

Practical tips to speed review and reduce risk

Follow consistent templates and approval rules to reduce ambiguity, speed decision-making, and ensure reliable recordkeeping across teams.

Use precise scope language and references
Describe the change so implementers can act without assumptions. Reference baseline documents, clause numbers, configuration IDs, and attach schematics or code excerpts to reduce rework and legal disputes.
Include quantitative impact and test criteria
Provide measurable acceptance criteria, performance targets, rollback conditions, and test plans. Name responsible testers and required sign-offs to enable objective acceptance decisions.
Define approval authority and escalation paths
Document who can approve at each financial or technical threshold, the escalation process for disputes, timeframes for review, and contingency funding to avoid bottlenecks.
Maintain an accessible audit trail and archives
Store versions, approvals, attachments, and implementation notes securely with searchable metadata. Preserve records to satisfy audits, contract compliance, and potential legal discovery requests.

Timelines, SLAs, and processing expectations

Set clear deadlines and service-level expectations for submission, review, approval, and implementation to manage stakeholder expectations and resourcing.

Submission Deadline:

By the project change window or contractual notice period.

Review SLA:

Typical 5–15 business days depending on complexity.

Urgent Changes:

Expedite review within 48–72 hours with executive approval.

Implementation Lead Time:

Depends on resource availability; include lead time estimates.

Record Retention Start:

Retention begins on approval or implementation date.

Key processing milestones from request to closure

A numbered sequence illustrates the main milestones for processing a Change Request Form and who is responsible at each stage.

01

1. Submission and Logging

Request logged with unique ID and supporting attachments for traceability.

02

2. Impact Assessment

Team evaluates technical, schedule, cost, and compliance impacts.

03

3. Approval Decision

Designated approvers accept, reject, or request modifications with formal sign-off.

04

4. Implementation and Closure

Change is implemented, baselines updated, and final records archived.

Penalties and risks if a Change Request Form is incorrect

Contract Breach: Unapproved changes may trigger breach remedies.
Delay Costs: Project delays can increase expenses and penalties.
Tax Withholding Risk: Mismatched payee data can trigger 24% backup withholding.
Regulatory Noncompliance: Incorrect changes may result in fines or sanctions.
Invalid Authorization: Missing signatory authority can void the amendment.
Audit Findings: Insufficient records lead to adverse audit outcomes.

Comparing common eSignature vendor pricing and features for Change Request workflows

Vendor pricing and feature availability vary; compare starting prices, audit and compliance features, bulk send capability, and envelope limits when choosing an eSignature provider.

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 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

Frequently asked questions about Change Request Forms and eSubmission

Answers to common questions about legality, retention, notarization, errors, and platform capabilities for Change Request Forms.


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