Are electronic signatures valid?

Yes. Electronic signatures are legally enforceable under the federal ESIGN framework (15 U.S.C. ch. 96) and state UETA laws where adopted; ensure intent, consent, attribution, and retention are recorded.

When is notarization required?

Notarization is rarely required for internal change requests. If the change amends a recorded document (e.g., deed), follow the specific state notary or recording requirements.

Who can sign a change request?

Authorized representatives with delegated signing authority or contract amendment rights should sign. Verify signatory authority against the contract or corporate delegation records.

How do I correct an approved change?

Submit a new Change Request Form noting the corrective action and reference the original approval. Do not alter the signed record; use an amendment or corrective request instead.

Which file formats are acceptable?

PDF and DOCX are standard; store a final signed PDF for the audit trail. Maintain attachments in their native formats if required for review.

How long should records be kept?

Retain completed forms per your retention policy and applicable law: at least 3 years per IRS rules (IRC §6501(a)) and 6 years for HIPAA-covered documents (45 CFR §164.530(j)).

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Change Request Form

Change Request Form

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

What a Change Request Form Is and when teams use it

A Change Request Form documents a proposed alteration to scope, schedule, cost, or deliverables for a project, contract, or operational process. It captures the requester, description of the change, rationale, impact analysis, cost and schedule estimates, and required approvals so stakeholders can evaluate and record decisions. Organizations use a formal form to create an auditable trail, to reduce scope creep, and to ensure changes follow contract terms or internal governance. The form is used for internal approvals and, when required, becomes an amendment to an existing agreement.

Why a structured Change Request Form matters

A standardized form clarifies proposed changes, centralizes approvals, and creates a paper or electronic record for audit and dispute resolution. It helps teams measure impact, estimate costs, and reduce misunderstandings across stakeholders and vendors.

Who typically prepares and reviews a Change Request Form

Change Request Forms are completed by project managers, contract administrators, or business requestors and routed to decision-makers for review and approval.

Project Managers — document scope, schedule impacts, and resource needs for stakeholder review.
Contract Administrators — verify contractual authority, check amendment language, and record approvals.
Business Requestors — submit the initial description, justification, and any supporting cost estimates.

After approvals, the authorized signer records the effective date and the change becomes part of the project record or contract amendment.

Step-by-step: submitting a Change Request Form

A concise workflow reduces review cycles. Follow these ordered steps to move a request from submission to closure.

01

Prepare Request: Complete the form and attach relevant documents.
02

Impact Review: Project and finance review schedule and cost effects.
03

Obtain Approvals: Route to authorized signers in the specified order.
04

Record Decision: Update trackers and implement approved changes.

Essential components to include on a professional Change Request Form

A complete form balances clarity with the information reviewers need to decide quickly and defensibly.

Requester Information

Name, department, contact details, and date of submission so reviewers can follow up and so the audit trail ties the request to a responsible party.

Change Description

Clear narrative of what will change, including affected deliverables, acceptance criteria, and references to specific contract sections or project artifacts.

Scope and Deliverables

Precisely list added, removed, or revised scope items so acceptance and verification remain unambiguous after implementation.

Schedule Impact

State estimated schedule changes in business days or calendar dates and whether milestones or deadlines will move.

Cost and Resources

Provide cost estimates, funding source, and resource impacts including labor hours and equipment needs to inform approval decisions.

Approval Workflow

Identify required approvers, their roles, and signature fields plus effective date and versioning for change control.

Required information fields at a glance

Requester: Full name

Date: MM/DD/YYYY

Change Summary: Brief title

Impact: Budget/time

Approvals: Signer list

Attachments: Supporting files

Common mistakes that slow approval or cause rejection

Incomplete impact assessment that omits cost or schedule details and forces follow-up questions.
Missing required approvers or incorrect approval order that invalidates the sign-off process.
Vague or ambiguous change descriptions that create scope confusion during implementation.
Failing to attach supporting documents such as revised specs, quotes, or regulatory approvals.

Consequences of improper or unauthorized changes

Contract Breach: Liability risk

Cost Overruns: Budget exposure

Schedule Delay: Milestone slippage

Compliance Gaps: Regulatory issues

Audit Findings: Recordkeeping failures

Dispute Risk: Increased litigation

Where a completed Change Request Form goes next

Typical routing follows a submission, review, approval, and implementation path; destinations vary by organization and contract requirements.

Project Repository: Stored with project documents for traceability.
Finance Team: Cost items routed for budget approval.
Contract Desk: Reviewed for contractual impact and amendment.
Change Log: Versioned entry for audit and reporting.

Digital submission and eSignature considerations

For electronic workflows, ensure the platform supports the formats and authentication levels your organization requires before routing a change request.

File Formats: PDF, DOCX, and scanned images supported
Authentication: Email, SMS code, or stronger methods
Integrations: CRM, ERP, and cloud storage

Verify the platform supports audit trails, access controls, and retention policies required by your legal, compliance, or industry standards before relying on electronic submissions.

Configuring an online Change Request workflow

Key settings to configure when you automate change request intake and approvals.

Field	Configuration
Required Fields	Requester, Description, Impact, Approvers
Routing Rules	Role-based sequential or parallel approval
Notifications	Email/SMS alerts for pending approvals
Recordkeeping	Automatic archival and audit trail

Timelines and usual processing expectations

Establish internal SLA windows for review and approval to keep projects on schedule; communicate expected timeframes on the form.

Initial Review:

2–5 business days typical

Technical Assessment:

3–10 business days depending on complexity

Financial Approval:

Up to 10 business days if procurement is required

Final Sign-off:

1–3 business days after approvals

Implementation Window:

Starts on effective date noted in the approval

Real-world examples of change request use

How different organizations describe the benefit of formal change control in practice.

Tech Data (Bob Dutkowsky)

Tech Data centralized approvals and routing to reduce manual steps.

The change form clarified budget owner responsibilities.
As a result, internal teams reported faster approvals and fewer billing disputes because all parties had the same documented basis for decisions.

Martin Properties (Tim Martin)

Martin Properties used online forms to process lease amendments remotely.

The electronic form captured tenant approvals and dates.
This eliminated in-person signing, maintained compliance, and provided a searchable record that supported faster occupancy and billing adjustments.

Typical eSignature vendor comparison for Change Request Forms

Cost and capability vary by vendor and plan; signNow is listed first for comparison. Verify plan details with each vendor before purchase.

	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	Yes, 7-day	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

FAQs and troubleshooting for Change Request Forms

Answers to common questions about validity, signatures, revisions, and electronic submission for Change Request Forms.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures are legally enforceable under the federal ESIGN framework (15 U.S.C. ch. 96) and state UETA laws where adopted; ensure intent, consent, attribution, and retention are recorded.
When is notarization required?
Notarization is rarely required for internal change requests. If the change amends a recorded document (e.g., deed), follow the specific state notary or recording requirements.
Who can sign a change request?
Authorized representatives with delegated signing authority or contract amendment rights should sign. Verify signatory authority against the contract or corporate delegation records.
How do I correct an approved change?
Submit a new Change Request Form noting the corrective action and reference the original approval. Do not alter the signed record; use an amendment or corrective request instead.
Which file formats are acceptable?
PDF and DOCX are standard; store a final signed PDF for the audit trail. Maintain attachments in their native formats if required for review.
How long should records be kept?
Retain completed forms per your retention policy and applicable law: at least 3 years per IRS rules (IRC §6501(a)) and 6 years for HIPAA-covered documents (45 CFR §164.530(j)).

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