Can a change order be signed electronically?

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

When is notarization required?

Notarization is only required if the underlying contract or state law mandates it (for example, amendments affecting deeds). Check the original contract and state notary rules before adding a notary block.

What if parties disagree after signing?

Preserve the executed change order and supporting negotiation records; dispute resolution will rely on the amendment language, original contract, and evidence of mutual assent during negotiation.

How do I correct a mistake on a signed change order?

Do not alter the executed document. Prepare a corrective amendment or rescission signed by all parties to address errors and create a clear new record.

Who must sign the change order to be binding?

Only persons with authority under the original contract or corporate governance documents may bind a party; verify signature authority before execution to avoid challenges to enforceability.

How should executed change orders be stored?

Store signed originals or certified digital copies in your contract management system with audit trails and backups; retain per your retention schedule and applicable regulations.

Electronic Signature
Templates
Miscellaneous
Contract Management Change Order

Contract Management Change Order

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

CONTRACT MANAGEMENT CHANGE ORDER

Change Order No.: Effective Date:

Parties and Original Contract

Client Name: Contractor Name: Original Contract Title / Reference: Original Contract Date:

Recitals (WHEREAS)

WHEREAS, Client Name: and Contractor Name: entered into the Original Contract identified above for the performance of certain services and deliverables; and

WHEREAS, the parties desire to amend the Original Contract pursuant to the terms and conditions set forth in this Change Order to address modifications in scope, price, and schedule; and

WHEREAS, this Change Order is intended to modify the Original Contract only to the extent expressly set forth below, and all other terms, covenants and conditions of the Original Contract remain in full force and effect unless expressly modified herein.

Change Order Summary

Type of Change (select all that apply):

Scope of Work Time / Schedule Price / Compensation Other (specify below)

Reason for Change:

Scope of Work (Detailed Description)

The Contractor shall perform the following additional or revised work in accordance with the terms of the Original Contract as modified by this Change Order:

Price Adjustment and Payment Terms

Original Contract Price (if applicable): Change Order Price Adjustment (positive or negative): Adjusted Contract Price (new total): Payment Schedule / Method:

Late Payment: Unpaid amounts shall accrue interest at the rate of (per month) on the outstanding balance, or the maximum rate permitted by applicable law, whichever is less.

Schedule Impact

Original Completion Date: Revised Completion Date:

Time Extension Granted (days): Impact on Project Milestones (if any):

Attachments and Supporting Documentation

Attachments: The following documents are attached to and incorporated into this Change Order:

Additional Notes / Conditions:

Term and Termination

This Change Order shall become effective on the Effective Date set forth above and shall continue in effect for the duration of the Original Contract as amended unless earlier terminated in accordance with this section.

Either party may terminate this Change Order for material breach of its terms by providing written notice to the other party and a cure period of days to remedy the breach. Termination of this Change Order does not relieve the parties of obligations that by their nature survive termination.

Confidentiality

Each party acknowledges that during the performance of the Original Contract and this Change Order it may receive Confidential Information of the other party. For purposes of this Change Order, "Confidential Information" means non-public, proprietary, or trade secret information disclosed in connection with the Original Contract or this Change Order. Each party shall (i) hold Confidential Information in strict confidence, (ii) use Confidential Information only for the purposes permitted under the Original Contract and this Change Order, and (iii) not disclose Confidential Information to any third party except to employees, agents, or subcontractors who have a need to know and who are bound by confidentiality obligations at least as protective as those herein. Confidential Information shall not include information that is or becomes publicly available through no breach by the receiving party, or is rightfully received from a third party without restriction.

Governing Law

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

Entire Agreement

Except as expressly modified by this Change Order, the Original Contract and all of its terms and conditions remain in full force and effect. This Change Order, together with the Original Contract and any incorporated attachments, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous oral or written agreements and understandings relating thereto.

Representations and Authorization

Each party represents and warrants that it has the full right, power and authority to enter into this Change Order and that the person signing below is duly authorized to execute this Change Order on behalf of that party.

Client Name (Printed):

By:

Date:

Contractor Name (Printed):

By:

Date:

What a Contract Management Change Order Is

A Contract Management Change Order is a formal amendment to an existing contract that documents agreed modifications to scope, price, schedule, or other material terms. It references the original agreement, describes the change in clear terms, quantifies cost or time impacts when applicable, and identifies the parties and effective date so the amendment can be enforced as part of the contract record.

Why a Proper Change Order Matters

Using a clear, signed change order protects parties by recording consent to modifications, reducing disputes, and preserving invoicing and audit trails under applicable electronic signature laws such as the ESIGN Act (15 U.S.C. ch. 96) and UETA.

Who Typically Prepares and Signs Change Orders

Change orders are used by stakeholders across project, legal, procurement, and finance teams to document agreed contract adjustments.

Project Managers and PMOs who need to record scope or schedule changes and route approvals.
Procurement and Contract Administrators who track cost adjustments, vendor approvals, and deliverable milestones.
Legal and Finance teams that review amendment language and confirm billing, tax, and compliance impacts.

Proper role-based review and signature authority prevent invalid amendments and help maintain enforceable contract records.

Core Elements to Include in a Professional Change Order

A complete change order is concise but specific: it ties to the original agreement, explains the modification, and records approval details so obligations and remedies are clear.

Reference

Cite original contract title, number, and effective date so the amendment is clearly linked to the contract record.

Scope Change

Describe the precise change in deliverables, tasks, or specifications using measurable terms to avoid ambiguity later.

Price Adjustment

State dollar amounts or formulae, payment schedule changes, withholding or retainage adjustments, and tax treatment if applicable.

Schedule Impact

Document revised milestones, completion dates, and any liquidated damages or extension-of-time provisions.

Approvals

List authorized signatories, their titles, and signature blocks for each party; include date of signature and witness/notary lines if required.

Attachments

Attach supporting documents like revised drawings, cost breakdowns, or purchase orders that form part of the amendment.

Step-by-Step: Completing a Contract Management Change Order

Follow a clear sequence to draft, approve, and record the amendment so internal controls and contract integrity are preserved.

01

Identify Contract: Locate original agreement and confirm current terms before drafting changes.
02

Draft Amendment: Write precise scope, cost, and schedule changes referencing specific contract sections.
03

Review & Approve: Obtain required internal and counterparty approvals and legal review if material.
04

Execute & Record: Collect signatures, date the document, and store the executed change order with contract files.

How to Configure an Online Change Order Workflow

Set up a repeatable digital workflow that enforces field completion, signer order, and audit logging to reduce rework and ensure compliance.

Field	Configuration
Template Upload	Upload final change order PDF or Word template as the base document.
Field Placement	Add signature, date, and required data fields using conditional logic where needed.
Authentication	Choose signer verification: email, SMS code, or stronger ID methods.
Routing Order	Set sequential or parallel signing order and define approval gates.

Where to Send or File a Completed Change Order

After execution, distribute copies to stakeholders and file the executed amendment with the contract repository and accounting records.

Counterparty: Send a fully executed copy to the other party and retain their signed version for your file.
Contract Repository: Upload to the central contract management system and link to the original agreement.
Finance: Provide to accounts payable/accounts receivable for invoicing and payment adjustments.
Project Records: Attach supporting documents to project file or change log for operational tracking.

Digital Signing and Distribution Options

Choose an eSignature platform that supports audit trails, conditional fields, and role-based routing to meet contract controls.

Document Types: PDF, DOCX, and form templates supported.
Integrations: Connectors to CRM, ERP, and storage systems.
Authentication: Email, SMS, or stronger identity checks.

Ensure your chosen platform supports retention, export to PDF/A, and an immutable audit trail to preserve evidentiary value.

Typical Timeframes and Deadlines for Change Orders

Timelines vary by contract clause; confirm any notice, approval, or billing deadlines in the original agreement and follow required windows to preserve remedies.

Notice Period:

Comply with any contract notice requirements, often 10–30 days.

Approval Turnaround:

Allow internal approval time; complex amendments may need 7–21 days.

Billing Adjustment:

Submit invoices per contract terms, commonly within 30 days of approval.

Dispute Window:

Meet any timely objection or cure periods specified in the contract.

Recordkeeping:

File executed change order immediately in the contract repository.

Required Information to Include on the Change Order

Parties: Full legal names

Reference: Original contract ID

Effective Date: MM/DD/YYYY

Scope: Specific deliverables

Cost: Dollar amounts

Signatures: Authorized signers

Penalties and Risks of an Incorrect Change Order

Invalid Amendment: Unenforceable terms

Payment Disputes: Delayed or withheld payments

Schedule Delays: Project disruption costs

Liability Exposure: Increased breach risk

Regulatory Risk: Noncompliant filings

Audit Issues: Missing documentation

Common Mistakes to Avoid When Preparing a Change Order

Failing to reference the original contract or section leaves the amendment open to interpretation and dispute.
Not quantifying cost or schedule impact can create claims and payment delays or conflicting expectations.
Skipping internal approvals or exceeding signatory authority risks invalidating the amendment and triggering liability.
Using informal language or vague terms such as 'reasonable' without measurable benchmarks invites disagreement.

eSignature Vendor Comparison for Change Order Workflows

Basic pricing and feature availability vary by vendor; align choice with required features such as bulk send, audit trails, HIPAA BAAs, 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
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Change Orders

Answers to common questions about drafting, signing, and preserving change orders to reduce errors and enforce agreements.

Need help? Contact support

Can a change order be signed electronically?
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the parties demonstrate intent, consent, attribution, and retention of the signed record.
When is notarization required?
Notarization is only required if the underlying contract or state law mandates it (for example, amendments affecting deeds). Check the original contract and state notary rules before adding a notary block.
What if parties disagree after signing?
Preserve the executed change order and supporting negotiation records; dispute resolution will rely on the amendment language, original contract, and evidence of mutual assent during negotiation.
How do I correct a mistake on a signed change order?
Do not alter the executed document. Prepare a corrective amendment or rescission signed by all parties to address errors and create a clear new record.
Who must sign the change order to be binding?
Only persons with authority under the original contract or corporate governance documents may bind a party; verify signature authority before execution to avoid challenges to enforceability.
How should executed change orders be stored?
Store signed originals or certified digital copies in your contract management system with audit trails and backups; retain per your retention schedule and applicable regulations.

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