Does a change order require notarization?

Generally no; most change orders amend private contracts and do not require notarization. If a contract or local rule specifically requires notarization, follow the contract and state notary rules. Confirm with legal counsel when in doubt.

Can I use an electronic signature for a change order?

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

What happens if the owner disputes the cost?

Document the dispute in writing, preserve supporting quotes and communications, and follow the contract’s dispute resolution process. Avoid starting changed work without documented approval to reduce unpaid-claim risk.

Who can sign on behalf of a company?

Only individuals with delegated authority per the contract or corporate resolution should sign. Verify signatory authority and retain proof of delegation to prevent enforceability challenges.

How do I revoke or cancel a change order?

A change order can be revoked only by mutual written agreement unless the original contract provides a unilateral cancellation right. Document revocation with the same formality used for approvals.

What if signatures differ from the contract name?

Ensure the signing party’s printed name and title match the contracting entity. Mismatched names can raise enforceability questions; obtain corrected signatures or supporting authorization documentation.

Electronic Signature
Templates
Miscellaneous
Construction Change Order Template

Construction Change Order Template

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

CONSTRUCTION CHANGE ORDER

Change Order No.: Date Issued: Effective Date:

Project Name Project Address Original Contract / Agreement Reference Owner Contractor

WHEREAS

Whereas Owner and Contractor entered into the Contract identified above on (the "Original Contract"), under which Contractor agreed to perform work at the Project; and

Whereas circumstances have arisen that require a modification to the Original Contract as set forth in this Change Order; and

Whereas the parties desire to document the agreed changes to scope, contract sum and/or contract time in accordance with the Contract terms and applicable law.

SCOPE OF WORK

COST IMPACT / PRICE ADJUSTMENT

Change Type: Addition Deduction/Credit No Cost / Time Only

Itemized Cost Breakdown Total Change in Contract Sum Adjustment to Contract Sum (for record)

TIME IMPACT

Contract Time Adjustment: New Contract Completion Date:

Schedule Impact Description

PAYMENT TERMS

Payment for this Change Order shall be made in accordance with the following schedule and conditions:

Payment Schedule / Milestones Retainage (if any) Late Payment Fee

TERM AND TERMINATION

Change Order Work Commencement Date: Anticipated Completion Date:

Either party may terminate performance related to this Change Order for material breach if the breaching party fails to cure such breach within calendar days after written notice. Termination of this Change Order shall not in itself terminate the Original Contract unless expressly agreed in writing.

CONFIDENTIALITY

The parties agree that information exchanged in connection with this Change Order that is identified as confidential shall be protected from disclosure to third parties except as required by law or as necessary to perform the work. Each party shall use no less than reasonable care to protect confidential information.

GOVERNING LAW

This Change Order 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

This Change Order, together with the Original Contract and any prior Change Orders expressly referenced herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior oral or written communications and understandings concerning such subject matter. Except as modified by this Change Order, the Original Contract remains in full force and effect.

ATTACHMENTS / SUPPORTING DOCUMENTS

By signing below, the parties acknowledge and agree that they have authority to bind their respective principals and that this Change Order shall become effective as of the Effective Date stated above upon execution by both parties.

Owner

Printed Name:

By:

Date:

Title/Capacity:

Contractor

Printed Name:

By:

Date:

Title/Capacity:

What a Construction Change Order Template Is

A Construction Change Order Template is a standardized contract amendment used to document modifications to the original construction scope, cost, or schedule. It records the change request, itemized cost adjustments, schedule impacts, and references to the original contract or purchase order. The template creates a consistent format for approvals, signatures, and supporting attachments so owners, contractors, and subcontractors have a clear, auditable record of agreed adjustments and the effective date when the modified obligations begin.

Why a Clear Change Order Template Matters

Using a consistent Construction Change Order Template reduces disputes, clarifies financial and schedule impacts, preserves subcontractor and contractor rights, and creates an auditable record for payment and claims.

Who Typically Prepares and Signs Change Orders

Multiple project participants complete or approve change orders depending on contract structure and delegated authorities.

General contractor or project manager — prepares itemized scope and cost adjustments for subcontractor and owner review.
Subcontractor or supplier — uses the template to request compensation or time for changes to their work scope.
Owner or owner’s representative — reviews, negotiates, and signs to authorize contract modifications and payment.

Confirm internal approval limits before issuing a change order and keep copies with the project file and accounting records.

Typical Signatory Roles

Project Manager

The project manager drafts the change order using contract references, cost breakdowns, and schedule impact. They route the document for approvals, track responses, and ensure the approved change is issued to affected trades and accounting.

Owner Representative

An owner or owner's rep reviews scope and budget impacts, approves or rejects the change, and signs to create a binding amendment. Approval authority should match the owner's delegated signing limits.

Essential Elements to Include in the Template

A professional Construction Change Order Template groups essentials so reviewers can quickly confirm scope, cost, schedule, and authorization.

Header

Include change order number, original contract or PO number, project name, and the issuing party to maintain a clear audit trail for project records.

Description

Provide a concise but specific description of the change, referencing drawing numbers, RFI numbers, or specification sections so the affected work is unambiguous.

Cost Breakdown

List labor, materials, equipment, markup, allowances, and taxes separately. Attach supplier quotes or estimates to support each line-item adjustment.

Schedule Impact

State any extension or acceleration days, a new completion date where applicable, and note whether liquidated damages are affected.

Approvals

Provide signature blocks with printed names, titles, company, and date. Include an approval sequence when multiple signatories are required.

Attachments

Attach supporting documents such as revised drawings, vendor quotes, time impact analyses, and correspondence that justify the change and cost.

Step-by-Step: Issuing a Change Order

Follow these sequential steps to prepare, approve, and distribute a Construction Change Order reliably.

01

Draft the change: Document scope, attach supporting quotes, and calculate cost/schedule impacts.
02

Internal review: Route to project and commercial teams to validate pricing and schedule logic.
03

Obtain approvals: Secure signatures from authorized representatives in the contract’s approval order.
04

Distribute and archive: Send approved copies to affected trades, accounting, and project records; update project controls.

Typical Digital Workflow Settings

Configure a consistent online workflow to reduce processing time and maintain an audit trail.

Field	Configuration
Template Name	Use 'Change Order Template' with versioning for revisions
Routing Order	Project Manager > Contract Admin > Owner Representative
Authentication Level	Email + access code or two-factor for signers
Storage Folder	Project folder in document management system (by contract)

Where to Send and File Approved Change Orders

After approval, distribute signed change orders to the parties that must act on or record the modification.

Owner / Owner Rep: Send an executed copy so the owner can authorize payment and update budgets.
General Contractor: Retain the approved CO in the project file and notify affected subcontractors.
Accounting: Provide cost breakdown and approval for invoicing and payment processing.
Document Management: Archive the signed CO with contract records and backup attachments.

Digital Signing and Platform Requirements

Choose a platform that supports secure e-signing, audit trails, and common file formats for construction documents.

File Formats: PDF, DOCX, and image attachments for vendor quotes
Integrations: Connectors to Procore, Microsoft 365, NetSuite, and Google Workspace
Authentication: Email link, SMS code, or advanced signer verification

Timing Considerations and Typical Deadlines

Change order timing often depends on the original contract; set and follow clear internal deadlines to avoid claims and payment delays.

Notice Period:

Submit the change request within the contract’s specified notice window (commonly 7–21 days).

Owner Review Time:

Specify an owner response period (often 7–14 days) to prevent unreasonable delays.

Effective Date:

Use MM/DD/YYYY for the effective date to align obligations and deliveries.

Billing Cutoff:

State when costs will appear in project accounting and which invoice cycle applies.

Record Retention:

Keep approved change orders and attachments per your document retention policy.

Required Data Elements at a Glance

Project ID: Name and contract number

Parties: Full legal names

Change Summary: Concise scope description

Cost Lines: Itemized amounts

Schedule Impact: Days and new date

Signatures: Signed name, title, date

Common Mistakes to Avoid

Vague scope descriptions create differing interpretations and often lead to disputes over what work the change covers.
Failing to attach vendor quotes or time-impact analyses makes it difficult to justify cost or schedule adjustments during audits.
Routing a change order without verifying signatory authority can render an approval invalid and delay payment.
Using handwritten or inconsistent numbering causes tracking errors and duplicates in project records and accounting systems.

Risks and Consequences of Improper Change Orders

Payment Delay: Invoices may be withheld pending proper authorization

Lien Risk: Unpaid subcontractor claims may lead to mechanic’s liens

Contract Breach: Unapproved work can constitute breach

Schedule Claims: Disputed time impacts increase claim complexity

Higher Legal Costs: Disputes escalate expenses for resolution

Invalid Amendment: Missing approvals may render the change unenforceable

Practical Tips for Accurate, Efficient Change Orders

Follow consistent practices to speed approvals and reduce downstream disputes.

Attach Supporting Documentation

Include vendor quotes, revised drawings, RFI references, and labor estimates to substantiate costs and reduce back-and-forth with reviewers.

Use Clear Numbering

Adopt a single sequence for change orders across the project and reference the original contract clause that permits changes.

Document Time Impacts

Provide a concise time-impact statement, state whether days are calendar or working days, and explain the logic for any requested extension.

Preserve an Audit Trail

Record drafts, reviewer comments, approvals, and delivery receipts so the change order history is reproducible for audits or claims.

Real-World Examples Using Digital Change Orders

These short examples show how organizations handled document execution and recordkeeping with digital workflows.

Martin Properties — Field Execution

Tim Martin used digital templates to process amendments on site using a mobile device

Reduced turnaround on approvals by eliminating paper routing
I can process and execute all of these documents online with 100% compliance and built-in security, enabling faster project closeout and fewer billing delays.

Optica Ventures — Simplified Approvals

Optica centralized change order templates for repeat projects

Standardized fields cut review time and rework
The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Comparing eSignature Options for Change Order Execution

Basic vendor differences relevant to Construction Change Order workflows: pricing, bulk send, audit trail, HIPAA handling, and envelope limits.

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

Frequently Asked Questions About Construction Change Orders

Answers to common questions on execution, e-signing, notarization, and dispute handling for Construction Change Orders.

Need help? Contact support

Does a change order require notarization?
Generally no; most change orders amend private contracts and do not require notarization. If a contract or local rule specifically requires notarization, follow the contract and state notary rules. Confirm with legal counsel when in doubt.
Can I use an electronic signature for a change order?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.
What happens if the owner disputes the cost?
Document the dispute in writing, preserve supporting quotes and communications, and follow the contract’s dispute resolution process. Avoid starting changed work without documented approval to reduce unpaid-claim risk.
Who can sign on behalf of a company?
Only individuals with delegated authority per the contract or corporate resolution should sign. Verify signatory authority and retain proof of delegation to prevent enforceability challenges.
How do I revoke or cancel a change order?
A change order can be revoked only by mutual written agreement unless the original contract provides a unilateral cancellation right. Document revocation with the same formality used for approvals.
What if signatures differ from the contract name?
Ensure the signing party’s printed name and title match the contracting entity. Mismatched names can raise enforceability questions; obtain corrected signatures or supporting authorization documentation.

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