Who must sign the change?

All parties with contracting authority named in the original agreement should sign. If authority is delegated, include proof of delegation in attachments.

Can I eSign this form?

Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.

Is notarization required?

Not usually for ordinary contract amendments, but notarization may be required for documents affecting real property or where state law or your contract requires it.

What if approvers disagree?

Record dissenting opinions in the form and escalate per the approval workflow; unresolved disputes should follow the contract's dispute resolution clause.

How should I store the signed form?

Keep a copy in the contract repository and the eSignature system. Retain per applicable retention rules, including IRS and HIPAA where relevant.

Can I revoke an approved change?

Revocation requires a new amendment or mutual written agreement; unilateral revocation may breach contract terms and create liability.

Electronic Signature
Templates
Miscellaneous
Client Change Request Form

Client Change Request Form

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

CLIENT CHANGE REQUEST FORM

Request Header

Change Request Number Client Name Service Provider Project / Agreement Reference

Original Agreement Date: | Request Date: | Requested Effective Date:

Recitals

WHEREAS, Client and Service Provider are parties to the Project / Agreement identified above and desire that certain terms of that Agreement be modified as set forth in this Change Request; and

WHEREAS, the Parties have negotiated the scope, schedule and compensation impacts resulting from the requested change and desire to document the agreed modifications in writing; and

WHEREAS, except as expressly modified by this Change Request, all terms and conditions of the original Agreement remain in full force and effect.

Change Summary

Type of Change (select all that apply)

Scope Schedule Budget / Cost Other:

Priority Scope of Change Reason for Change

Impact Analysis

Impact on Schedule

Proposed New Completion Date: | Estimated Schedule Impact (days):

Impact on Scope / Resources

Cost Estimate & Payment Terms

Estimated Additional Cost (USD) Cost Breakdown (if applicable) Payment Schedule / Milestones

Payment Terms: Payments for the change shall be due within days of invoice unless otherwise specified above. Late payments shall incur a late fee of on the unpaid balance.

Term and Termination

This Change Request shall become effective on the Requested Effective Date stated above, or on the date of the last signature below, whichever is later. Start Date: End Date (if applicable):

Either party may terminate this Change Request by providing written notice to the other party at least days prior to the intended termination date. Termination shall not relieve Client of obligations to pay for services rendered and costs incurred prior to termination, except as otherwise agreed in writing.

Confidentiality

All information exchanged pursuant to this Change Request that is designated confidential or that a reasonable person would consider confidential shall be governed by the confidentiality provisions of the original Agreement. If the original Agreement contains no confidentiality provisions, the parties agree to hold such information in confidence and not to disclose it to third parties except as required by law.

Governing Law & Entire Agreement

This Change Request shall be governed by and construed in accordance with the laws of the jurisdiction specified in the original Agreement. To the extent there is no specified jurisdiction in the original Agreement, the laws of the jurisdiction where Service Provider maintains its principal place of business shall govern.

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 and supersedes all prior oral or written representations, proposals, or communications concerning that subject matter, except as expressly provided herein.

Approvals

By signing below, each party represents and warrants that it is authorized to execute this Change Request, that execution of this Change Request amends the original Agreement as set forth herein, and that all internal approvals required to bind the respective party have been obtained.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Client Change Request Form Is and When to Use It

A Client Change Request Form documents proposed changes to the scope, schedule, deliverables, pricing, or other contract terms between a client and a service provider. It creates a written record that identifies the requestor, describes the requested modification, states any impact on fees or timelines, and establishes acceptance criteria. The form is typically routed to contract owners, project managers, and finance for review and approval before implementation. Maintaining a clear form helps reduce disputes by preserving intent, version history, and an audit trail of approvals.

Why a Formal Change Request Matters

A formal change request clarifies expectations, captures cost and schedule impacts, and creates a verifiable approval record that supports project governance and auditability.

Who Typically Completes and Reviews This Form

After approvals, the completed form becomes an official amendment reference and is stored with the original contract for retention and audit.

Client Project Lead: Submits change details, justification, and preferred schedule; usually the single point of contact for the request.
Vendor Account Manager: Reviews scope and cost impacts, confirms feasibility, and coordinates internal approvals for implementation.
Finance / Procurement: Validates pricing, PO updates, and budget impact before final authorization.

Essential Sections to Include on a Professional Form

A complete form organizes information so reviewers can quickly assess scope, risk, cost, and timelines before approving or rejecting a change request.

Request Header

Unique request ID, submission date, project or contract reference, and the requesting party to ensure easy tracking.

Description

Concise summary of the requested change, background rationale, and the exact text or clauses to be modified.

Impact Assessment

Estimated cost delta, schedule changes, resource needs, and any downstream deliverable or milestone impacts.

Approval Workflow

Designated approvers, their roles, order of approvals, and any required sign-off thresholds for financial or scope changes.

Attachments

Supporting documents such as revised statements of work, budgets, diagrams, or client-supplied materials that clarify the request.

Signatures

Signature blocks for all required parties, date fields, and a final status field indicating approved, rejected, or deferred.

Step-by-Step: How to Complete and Route a Change Request

Follow these sequential steps to submit, review, and finalize a Client Change Request to ensure consistent handling and an auditable approval path.

01

Draft Request: Complete form fields and attach supporting documents.
02

Initial Review: Project manager checks feasibility and impact.
03

Finance Check: Finance validates cost and budget availability.
04

Final Approval: Authorized signers approve and sign the amendment.

How to Configure an Online Approval Workflow

Set up routing rules and authentication so each approver receives the request in the correct order and action is logged.

Field	Configuration
Signer Order	Sequential or parallel routing per contract thresholds
Authentication	Email link, SMS code, or stronger identity proofing
Notifications	Automated reminders and escalation settings
Audit Trail	Enable timestamped action logs and downloadable certificates

Where to Send or File the Completed Form

After approvals, route copies to the contract repository and to stakeholders who need the updated terms for execution or billing.

Contract Repository: Attach the signed amendment to the master contract file.
Project Team: Notify project leads for schedule and scope updates.
Finance: Send for invoicing or PO updates.
Legal: File for compliance and future reference.

Sharing and eSubmission Options

Store signed files in both the eSignature system and your records management solution to ensure redundancy and easy retrieval.

Email: Use secure email with read receipts.
eSignature Platform: Route via an eSignature provider with audit logs.
Document Repository: Store signed copy in a centralized contract system.

Typical Timelines and Processing Expectations

Expect different processing times depending on complexity and required approvals. Track deadlines to prevent project or billing delays.

Initial Acknowledgment:

Within 2 business days of submission

Impact Assessment:

3–7 business days for typical scope reviews

Finance Review:

2–5 business days depending on budget checks

Final Approval:

1–3 business days after all reviews complete

Implementation:

Timing varies; schedule confirmed in approval notice

Key Milestones During Change Request Processing

The process typically moves through several discrete stages from submission to implementation; tracking each milestone helps avoid delays.

01

Submission

Request formally logged and ID assigned.

02

Review and Assessment

Project and finance evaluate scope and costs.

03

Approval

Authorized signers confirm acceptance or rejection.

04

Record Update

Contract and systems updated; stakeholders notified.

Common Mistakes to Avoid When Preparing a Request

Vague descriptions that do not identify which contract language changes are required, causing misinterpretation during review.
Missing cost detail or not specifying whether cost is an estimate, which delays finance approval and budget allocation.
Incorrect signatory listed or signer lacking authorization, producing an unsigned or invalid amendment that must be reissued.
Failing to attach supporting documents such as updated SOWs or diagrams, forcing reviewers to request follow-up information.

Consequences of Incorrect or Unapproved Changes

Contract Dispute: Unapproved changes risk breach claims.

Billing Errors: Incorrect pricing can trigger reimbursements.

Regulatory Exposure: Noncompliance may violate industry rules.

Procurement Violations: Changes without PO updates may breach policy.

Operational Delay: Ambiguous scope leads to project stalls.

Invalid Signature: Unauthorized signer can void amendment.

eSignature Pricing and Feature Snapshot for Change Requests

Compare base pricing and core features relevant to executing and tracking change-request approvals; signNow is listed first for parity with other providers.

	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 (Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA)	Yes (BAA)	Yes (BAA)	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Change Requests

Answers to the most common operational and legal questions when preparing, approving, or storing a Client Change Request Form.

Need help? Contact support

Who must sign the change?
All parties with contracting authority named in the original agreement should sign. If authority is delegated, include proof of delegation in attachments.
Can I eSign this form?
Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.
Is notarization required?
Not usually for ordinary contract amendments, but notarization may be required for documents affecting real property or where state law or your contract requires it.
What if approvers disagree?
Record dissenting opinions in the form and escalate per the approval workflow; unresolved disputes should follow the contract's dispute resolution clause.
How should I store the signed form?
Keep a copy in the contract repository and the eSignature system. Retain per applicable retention rules, including IRS and HIPAA where relevant.
Can I revoke an approved change?
Revocation requires a new amendment or mutual written agreement; unilateral revocation may breach contract terms and create liability.

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