Do I need a notary for a change order?

Most Merchant Change Orders do not require notarization. Notarization is only required when the acquiring bank or state law specifically mandates it for certain authorizations. Check the processor’s instructions and state notary rules before obtaining notarization.

Can the form be signed electronically?

Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure the eSignature workflow captures intent, consent, attribution, and retention to satisfy legal validity.

What if I entered the wrong bank account?

If an incorrect account is submitted, notify the processor immediately and submit a corrected change order. Correcting banking errors quickly reduces the risk of misdirected deposits and chargebacks.

Who must sign the change order?

An authorized officer or an individual with delegated authority must sign. If authority is delegated, include a corporate resolution or power of attorney as proof to avoid rejection.

How do I retract or cancel a submitted change?

Contact the processor immediately to request cancellation. If the change has not been implemented, processors typically stop processing; if implemented, you may need a reversal and a corrected change order.

What supporting documents are required?

Common attachments include a recent bank statement, EIN confirmation or W-9, government ID for principals, and corporate resolutions when ownership or signatory changes are involved.

Merchant Change Order

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MERCHANT CHANGE ORDER

Change Order Identification

Change Order Number

Effective Date:

Parties

Merchant Name Merchant Address Merchant Contact (Name / Phone / Email) Service Provider Name Service Provider Address Service Provider Contact (Name / Phone / Email)

WHEREAS

WHEREAS, Merchant and Service Provider are parties to a Merchant Services Agreement (the "Agreement") under which Service Provider provides transaction processing, equipment, and ancillary services to Merchant; and

WHEREAS, the parties wish to amend certain terms and specifications of the Agreement as set forth in this Change Order in accordance with the Agreement's amendment provisions; and

WHEREAS, this Change Order identifies the specific modifications, implementation responsibilities, fees, and effective dates governing the amended services.

Scope of Work

Detailed Description of Change

Itemized Changes

The following items reflect specific adjustments to rates, equipment, fields, or processing rules. Each line supersedes the corresponding provision in the Agreement to the extent inconsistent.

Change Item	Current	Proposed	Effective Date

Payment Terms

As consideration for the changes set forth herein, Merchant agrees to the following payment adjustments and schedules. Unless otherwise specified, fees shall be invoiced in accordance with the Agreement's billing procedures.

Adjustment Amount Payment Schedule / Billing Instruction Late Fee / Interest

Term and Termination

This Change Order shall become effective as of the Effective Date set forth above and shall remain in force until the end date specified below or until terminated in accordance with this section and the Agreement.

Start Date: End Date:

Notice Period for Termination (days)

Implementation & Testing

Service Provider shall be responsible for implementation activities described in the Scope of Work, including configuration, deployment, and testing. Merchant shall cooperate with Service Provider and provide access to terminals, network connections, and personnel as required.

Implementation Responsibilities / Timeline

Confidentiality

Each party acknowledges that in the performance of this Change Order it may receive Confidential Information of the other party. Confidential Information shall be handled, used and protected in accordance with the confidentiality provisions of the Agreement. All Confidential Information disclosed in connection with this Change Order shall remain the sole property of the disclosing party.

Confidentiality obligations under the Agreement apply to this Change Order.

Governing Law

This Change Order shall be governed by and construed in accordance with the laws of:

Entire Agreement

Except as expressly modified by this Change Order, all terms and conditions of the Agreement remain in full force and effect. This Change Order and the Agreement constitute the entire understanding between the parties with respect to the subject matter hereof and supersede all prior proposals or agreements, whether written or oral, relating to such subject matter.

Amendment and Conflicts

In the event of any conflict between the terms of this Change Order and the Agreement, the terms of this Change Order shall control solely with respect to the specific items and provisions amended hereby. All other provisions of the Agreement shall remain unchanged.

Acceptance

The parties, through their authorized representatives, hereby agree to the amendments set forth in this Change Order. Execution of this Change Order constitutes authorization to proceed with the work described herein in accordance with the terms and schedule provided.

Merchant:

By:

Date:

Service Provider:

By:

Date:

What a Merchant Change Order Is and when it’s used

A Merchant Change Order is a standardized request used by a business (the merchant) to update key account information, amend contract terms with a payment processor, or request operational changes to a merchant services relationship. Typical uses include updating legal entity name, doing-business-as (DBA) names, merchant category code (MCC), settlement bank account details, ownership or officer changes, and changes to payment routing or PCI scope. The form documents authorization for the processor and acquiring bank to apply the change and provides the supporting data needed for underwriting, bank verification, and service-level updates.

Why completing a clear Merchant Change Order matters

A precise Merchant Change Order reduces processing delays, prevents payment interruptions, and creates an audit trail that supports compliance with PCI, tax reporting, and underwriting requirements.

Who typically completes and receives the Merchant Change Order

The form is usually completed by an authorized merchant representative and routed to the acquiring bank, payment processor, or internal payments team for review.

Merchant operations or CFO — Prepares the change order and attaches board or owner authorization when ownership is changing.
Payment processor underwriting — Reviews identity, bank account verification, and MCC changes before approving.
Acquiring bank or settlement partner — Verifies bank routing and account details and executes settlement updates.

Use consistent signatory authority and supporting documentation to avoid rework and processing delays.

Who can sign and authorize the request

Owner / CEO

An owner or chief executive often has explicit authority in merchant agreements to request account-level changes. When ownership transfers or control changes, attach corporate resolutions or ownership transfer documents to prove authority and avoid underwriting hold.

Controller / CFO

A controller or chief financial officer may be delegated authority to update banking and tax information. Include a signed corporate authorization or power of attorney if the merchant agreement requires documented delegation.

Step-by-step: completing and submitting a Merchant Change Order

Follow these sequential steps to prepare a complete, verifiable request and reduce processing time.

01

Collect documents: Gather EIN, bank statement, and authorization.
02

Fill form: Complete all mandatory fields accurately.
03

Sign: Have an authorized signer sign and date.
04

Send: Transmit to processor and acquiring bank with attachments.

How the change order moves through processing

A clear routing sequence helps you anticipate tasks and timing from submission to completion.

Submission: Merchant submits form and docs to processor.
Underwriting: Processor verifies identity and risk.
Bank verification: Acquirer confirms bank account and routing.
Implementation: Processor updates merchant settings and notifies parties.

Configuring an online workflow for Merchant Change Orders

Set fields, signer roles, and verification steps before sending to ensure a smooth eSubmission.

Field Mapping	Map form fields to your merchant record system for automation
Signer Roles	Assign primary signer and alternate approver roles
Document Attachments	Require bank statement and EIN upload as conditional fields
Authentication	Enable email or SMS code signer verification
Notifications	Auto-notify underwriting and finance teams on submission

Digital signing and submission considerations

Choose an eSignature workflow that supports secure authentication, audit trails, and required attachments.

File formats: PDF, DOCX supported
Authentication: Email, SMS, KBA options
Audit trail: IP, timestamp, certificate

eSignature vendor comparison for completing Merchant Change Orders

Compare starting price, trial availability, bulk send, audit capabilities, and HIPAA support when choosing an eSignature provider.

	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	No	No	No	No
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Essential data elements to include on the form

Merchant ID: Processor merchant number

Legal Name: Registered business name

DBA Name: Trade name if applicable

Bank Details: Routing and account numbers

Contact Info: Phone, email, mailing address

Effective Date: MM/DD/YYYY format

Key risks and penalties from incorrect or late changes

Settlement Delays: Missed deposits

Tax Issues: Incorrect TIN triggers withholding

Chargebacks: Increased exposure

Contract Breach: Service termination risk

Underwriting Holds: Account restrictions

Regulatory Noncompliance: Potential fines

Common preparation mistakes to avoid

Submitting mismatched legal names between the merchant agreement and bank records, which causes verification failures and underwriting holds.
Failing to attach required supporting documents such as a bank statement, EIN confirmation, or corporate resolution when ownership or banking changes are involved.
Leaving signature blocks incomplete or using initials where full authorized signatures are required, creating grounds for the processor to reject the change.
Not notifying downstream partners (acquirer, gateway, POS vendor) concurrently, resulting in misaligned routing and temporary payment interruptions.

Tips for an accurate, efficient Merchant Change Order

Follow these practical practices to minimize processing time and maintain auditability.

Verify names and tax IDs

Confirm legal entity name and EIN/TIN against IRS records or a recent tax return. A single-character mismatch can delay bank verification and trigger backup withholding procedures.

Provide clear bank proof

Attach a recent bank statement or voided check showing the account and routing numbers. Ensure the account name matches the legal entity to prevent settlement rejections.

Use authorized signers

Include a corporate resolution or power of attorney when delegating signature authority. Processors often require evidence of delegation for officer-level changes.

Keep an audit trail

Record submission timestamps, approver names, and versioned attachments. Retain signed copies and any confirmation receipts from processor systems for compliance and dispute resolution.

Real-world examples of Merchant Change Orders in practice

These examples illustrate how different organizations used a Merchant Change Order to update accounts and complete verifications.

Optica Ventures (Operational update)

A small investment firm updated its DBA and settlement account details to match a new bank.

The processor required a bank statement and corporate resolution.
The firm attached the requested documents, completed the change within three business days, and retained the signed confirmation for audit.

Tech Data (Ownership transfer)

A distribution company recorded an ownership restructuring and updated merchant owner information for underwriting.

The processor required proof of transfer and updated W-9.
After submitting the change order and supporting legal documents, underwriting cleared the account and normal processing resumed.

Processing timelines and typical deadlines

Expect different timelines for internal processing, underwriting, bank verification, and final implementation.

Submission to Processor:

Immediate upon sending; acknowledgement usually same business day

Underwriting Review:

1–5 business days depending on complexity

Bank Verification:

3–10 business days for micro-deposit or statement checks

Implementation:

Changes live within 1–3 business days after approvals

Tax Reporting Impact:

Update W-9s immediately to prevent incorrect 1099 reporting

Key milestones from request to completion

Track these sequential milestones to monitor progress and trigger follow-up if delays occur.

01

Request Submitted

Merchant uploads form and supporting documents to the processor

02

Underwriting Assessment

Processor evaluates risk, KYC, and documentation completeness

03

Bank Confirmation

Acquirer or bank verifies settlement account ownership

04

Change Effective

Processor applies updates and confirms in writing

Frequently asked questions about Merchant Change Orders

Answers to common questions about authority, notarization, eSigning, and correcting mistakes.

Need help? Contact support

Do I need a notary for a change order?
Most Merchant Change Orders do not require notarization. Notarization is only required when the acquiring bank or state law specifically mandates it for certain authorizations. Check the processor’s instructions and state notary rules before obtaining notarization.
Can the form be signed electronically?
Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure the eSignature workflow captures intent, consent, attribution, and retention to satisfy legal validity.
What if I entered the wrong bank account?
If an incorrect account is submitted, notify the processor immediately and submit a corrected change order. Correcting banking errors quickly reduces the risk of misdirected deposits and chargebacks.
Who must sign the change order?
An authorized officer or an individual with delegated authority must sign. If authority is delegated, include a corporate resolution or power of attorney as proof to avoid rejection.
How do I retract or cancel a submitted change?
Contact the processor immediately to request cancellation. If the change has not been implemented, processors typically stop processing; if implemented, you may need a reversal and a corrected change order.
What supporting documents are required?
Common attachments include a recent bank statement, EIN confirmation or W-9, government ID for principals, and corporate resolutions when ownership or signatory changes are involved.

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