Can a change order be signed electronically?

Yes. Electronic signatures meet ESIGN and UETA standards when intent, consent, attribution, and retention are demonstrated; use an audit trail to document the signing process.

Who can sign to approve a change order?

Only individuals with explicit authority under the contract or delegated authority may bind a party; confirm title and delegation prior to execution.

Do change orders require notarization?

Not generally required for most commercial contracts, but deeds or recorded instruments often require notarized acknowledgements per state recording rules.

What if parties disagree after signing?

Refer to dispute resolution in the original contract; preserve all communications and the executed change order to support your position.

How should change orders be stored?

Store signed originals and audit logs with contract records for the retention periods applicable to your industry and regulators.

When should legal counsel be involved?

Involve counsel for changes that alter liability, material price changes, third-party impacts, or when statutory compliance is in question.

Electronic Signature
Templates
Legal
Contract Change Order

Contract Change Order

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

CONTRACT CHANGE ORDER

This Contract Change Order (the "Change Order") is made effective as of by and between Contractor Name: with address: and Client Name: with address: . This Change Order modifies Contract No.: dated (the "Contract").

RECITALS

WHEREAS, the Parties entered into the Contract referenced above for the provision of services and/or construction described therein; and

WHEREAS, the Parties desire to change certain Work, scope, price, and/or schedule of the Contract as set forth in this Change Order; and

WHEREAS, this Change Order is executed pursuant to the Change Order and amendment provisions of the Contract and shall become effective only when signed by authorized representatives of both Parties.

NOW, THEREFORE

In consideration of the mutual covenants and agreements contained herein, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree to amend the Contract as follows:

1. CHANGE ORDER IDENTIFICATION

Change Order No.: . This Change Order amends the Contract as set forth herein and is subject to all terms and conditions of the Contract except as expressly modified.

2. DESCRIPTION OF CHANGE

Summary of Work to be added, deleted or revised: Itemized Change Items (if applicable):

Item	Description	Qty	Unit Price	Amount

3. PRICE ADJUSTMENT

Original Contract Sum: $. Net Increase (Decrease) by this Change Order: $. New Contract Sum: $.

All adjustments to the Contract Sum under this Change Order shall be included in the progress payment applications and paid in accordance with the Contract's payment provisions unless otherwise stated in Section 5 below.

4. TIME FOR COMPLETION

The Contract Time is hereby adjusted as follows: Additional calendar days granted: days. Revised Contract Completion Date: .

Any time adjustments granted herein are based on the assumptions set forth in the Contract and are subject to extension only for excusable delays as defined in the Contract.

5. PAYMENT TERMS

Payment for this Change Order shall be made in accordance with the Contract, subject to the following modifications (if any):

Special Payment Provisions:

6. EFFECT ON OTHER CONTRACT PROVISIONS

Except as expressly modified by this Change Order, all provisions, covenants, and conditions of the Contract remain in full force and effect. This Change Order does not waive or release any claim or defense the Parties may have under the Contract unless expressly stated herein.

7. WARRANTIES, INSURANCE AND LIABILITY

Contractor warrants that any Work performed pursuant to this Change Order shall be performed in a good and workmanlike manner and in accordance with the Contract standards. Insurance coverages required by the Contract shall remain in force and shall extend to the Work under this Change Order unless otherwise agreed in writing.

8. TAXES AND PERMITS

Unless otherwise stated, amounts set forth in this Change Order include all sales, use, excise, and other taxes required by law, and any permits, fees, or inspections necessary to perform the changed Work.

9. ORDER OF PRECEDENCE

In the event of any conflict between this Change Order and the Contract documents, the terms of this Change Order shall prevail as to the matters expressly amended herein, to the extent of the inconsistency.

10. NOTICES

All notices required or permitted under this Change Order must be in writing and delivered to the addresses below by certified mail, delivery service, or personal delivery and shall be effective upon receipt.

Contractor Notice Address: Contractor Contact Person: Client Notice Address: Client Contact Person:

11. AMENDMENTS AND COUNTERPARTS

This Change Order may be amended only by a written instrument signed by authorized representatives of both Parties. This Change Order may be executed in counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument.

12. GOVERNING LAW; SEVERABILITY; ENTIRE AGREEMENT

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. If any provision of this Change Order is held invalid or unenforceable, the remaining provisions shall remain in full force and effect. This Change Order, together with the Contract, constitutes the entire agreement of the Parties with respect to the subject matter hereof and supersedes all prior agreements and understandings, whether written or oral, relating thereto.

13. WAIVER

No waiver by either Party of any breach or default shall be deemed to be a waiver of any preceding or subsequent breach or default. Failure to enforce any provision of this Change Order shall not constitute a waiver of that provision or any other provision.

14. AUTHORIZATION

The undersigned representatives of the Parties represent and warrant that they are duly authorized to execute this Change Order on behalf of their respective principals and that such execution binds the principals to the terms of this Change Order.

Contractor Name:

By:

Date:

Client Name:

By:

Date:

What a Contract Change Order Is and when it matters

A Contract Change Order is a written amendment that modifies the scope, price, schedule, or other material terms of an existing contract. It records agreed changes after a contract has been executed, creating a new binding layer that supplements the original agreement. Typical uses include additional work, scope reductions, schedule adjustments, price changes, or clarifications of responsibilities. Properly drafted change orders identify the affected contract, describe the change in measurable detail, state cost and time impacts, and include signatures from authorized parties to ensure enforceability and avoid later disputes.

Why documenting changes with a formal Contract Change Order matters

A clear change order protects both parties by creating a written record of agreed adjustments, reducing ambiguous obligations and supporting claims for payment or time extensions. It preserves audit trails, helps manage project budgets and schedules, and improves dispute resolution by showing mutual consent to the change.

Who typically creates and signs a Contract Change Order

Multiple roles may initiate or approve change orders depending on the contract type and industry.

Project managers and general contractors who document scope or schedule updates and coordinate affected trades and subcontractors.
Owners, property managers, and procurement officers who authorize budget increases, scope changes, or deadline extensions.
Legal counsel and contract administrators who review language, confirm authority, and retain amendments in the contract record.

Signature authority and approval routing should be set in the original contract to ensure the change order is binding.

Typical signatories and their responsibilities

Project Manager

Responsible for initiating the change order, describing technical or schedule impacts, coordinating cost estimates from subcontractors, and confirming execution with the owner or client to permit work to proceed.

Contracting Officer

Authorized to approve budget or scope changes on behalf of the client or owner; verifies pricing, funding availability, and contractual compliance before signing to bind the organization.

Key parts of a professional Contract Change Order

A professional change order makes the amendment precise and auditable. The following elements clarify what changed, why, and how parties are affected.

Change Summary

A concise description of what is changing, using measurable terms (hours, quantities, deliverables) so the modification is unambiguous and enforceable.

Reference Contract

Cite the original contract title, date, and section(s) being amended so the change order links directly to existing obligations and prevents confusion.

Cost Impact

Specify the exact dollar amount or pricing formula, payment schedule, retainage adjustments, and whether the change creates a credit or additional charge.

Time Impact

State the new completion date or the number of additional days, with any milestones or interim deadlines that result from the change.

Approvals

List required signatories by name, title, and authority; include signature blocks, dates, and witness or notary fields if contract requires authentication.

Scope Attachments

Attach drawings, specifications, revised schedules, or cost breakdowns as exhibits to make the change technically complete and auditable.

Step-by-step: completing and approving a Contract Change Order

Follow these sequential steps to document, approve, and implement a contract change while preserving enforceability and auditability.

01

Identify Change: Document the issue or scope alteration in writing.
02

Estimate Impact: Collect cost and schedule effects from affected parties.
03

Draft Change Order: Prepare a precise amendment referencing original contract terms.
04

Obtain Approvals: Secure signatures from authorized representatives before work begins.

How a change order progresses from request to execution

This simple routing sequence explains common handoffs and where signatures are required.

Initiation: Request submitted by field or project team.
Review: Contract or commercial team assesses cost and risk.
Approval: Authorized signatory signs to bind the change.
Implementation: Work proceeds under revised terms and records updated.

Digital options and technical requirements for eSubmission

eSubmission reduces delay when the platform supports legal authentication and audit trails.

Integrations: Salesforce | NetSuite | Google Workspace | Microsoft 365
File formats: PDF, DOCX, or scanned images
Authentication: Email, SMS code, or advanced methods

Ensure the chosen platform supports required security standards and preserves a tamper-evident audit trail for the signed change order.

Configuring an online change order workflow

Set up consistent fields, routing, and authentication so change orders follow the same secure path every time.

Field	Configuration
Contract Identifier	Required field \| Auto-validated against template
Change Order Number	Auto-increment \| Required
Approval Routing	Sequential signer order \| Conditional based on amount
Signer Authentication	Email link \| SMS code \| KBA optional

eSignature vendor pricing and basic capability comparison

Comparison of starting price and selected features across signNow and common alternatives to consider for executing change orders digitally.

	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 (premium)	Varies	Varies	Varies	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-world examples showing how change orders are used

These brief case snapshots show practical outcomes when change orders are documented and executed correctly.

Tim Martin — Martin Properties

Tim Martin needed to speed up execution of lease amendments for multiple properties without in-person signing.

He used an online change order workflow to collect approvals remotely.
"I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Brian Fitzgibbons — Optica Ventures LLC

A small development firm required fast approvals for altered scope on renovation projects.

The team centralized change orders and routing to reduce delays.
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

How to download, save, and export executed change orders

Maintain multiple copies and export formats to satisfy internal records, external stakeholders, and regulatory requests.

PDF Export

Save a tamper-evident signed PDF with embedded audit trail and signature metadata for long-term retention and admissibility.

DOCX / Editable Copy

Keep an editable Word copy for future amendments or redlines, then re-export a signed PDF for the executed record.

Audit Log

Download the signer audit trail showing timestamps, IPs, and authentication method to support enforceability.

Cloud Backup

Store executed copies in a secure cloud repository with version control and role-based access for compliance.

Typical timing considerations and deadlines for change orders

Be explicit about response windows, effective dates, and any recording deadlines that could affect enforceability or third-party rights.

Notice Period:

Provide required written notice within contract-specified timeframe

Response Window:

Allow sufficient days for review and approval by impacted parties

Effective Date:

Effective when signed unless otherwise stated

Recording Deadline:

Record amendments impacting title per local county rules

Payment Timing:

Specify when additional funds become payable after approval

Key milestones from request to recorded amendment

A sequential milestone view helps teams track progress and escalate when approvals are delayed.

01

Request Submitted

Change described and supporting costs attached

02

Internal Review

Commercial and technical teams assess impacts

03

Approvals Secured

Authorized signatures obtained in required order

04

Record and Distribute

Executed change order distributed to all stakeholders

Required information typically included in a Contract Change Order

Contract ID: Original contract number and date

Change ID: Unique change order number

Effective Date: MM/DD/YYYY format

Scope Details: Measurable description of added/removed work

Price Impact: Exact dollar amount or formula

Signatures: Authorized signatory names, titles, dates

Common mistakes to avoid when preparing a change order

Vague descriptions that fail to define quantities or deliverables, inviting disputes over scope and payment.
Missing authorization where individuals sign without documented authority, risking unenforceability or claims of improper approval.
Failing to attach revised schedules or cost breakdowns, which makes assessing impacts and invoices difficult.
Not updating related documents or purchase orders, leaving inconsistent records across departments and vendors.

Risks and potential consequences of an incorrect or unsigned change order

Contract Invalidity: Change may be unenforceable

Delay Claims: Work may proceed without approval

Cost Disputes: Unrecoverable overruns

Litigation Risk: Increased potential for lawsuits

Record Inconsistency: Audit failures or compliance gaps

Payment Withhold: Payments may be disputed or withheld

Frequently asked questions about Contract Change Orders

Answers to common questions on validity, signing, and records when issuing or receiving a contract change order.

Need help? Contact support

Can a change order be signed electronically?
Yes. Electronic signatures meet ESIGN and UETA standards when intent, consent, attribution, and retention are demonstrated; use an audit trail to document the signing process.
Who can sign to approve a change order?
Only individuals with explicit authority under the contract or delegated authority may bind a party; confirm title and delegation prior to execution.
Do change orders require notarization?
Not generally required for most commercial contracts, but deeds or recorded instruments often require notarized acknowledgements per state recording rules.
What if parties disagree after signing?
Refer to dispute resolution in the original contract; preserve all communications and the executed change order to support your position.
How should change orders be stored?
Store signed originals and audit logs with contract records for the retention periods applicable to your industry and regulators.
When should legal counsel be involved?
Involve counsel for changes that alter liability, material price changes, third-party impacts, or when statutory compliance is in question.

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