Can a change order be signed electronically?

Yes. Electronic signatures meet U.S. legal standards under the ESIGN Act and state UETA laws when intent, consent, attribution, and retention are met. Use an audit trail documenting signer identity and timestamps.

When is notarization required?

Notarization depends on contract language and state law. If the contract or a statute requires a notarized signature, obtain in-person or RON notarization per jurisdiction rules before execution.

How do I correct an executed change order?

Avoid unilateral edits. Prepare an amendment or a replacement change order that cites the original, list the corrections, obtain approvals from the same parties, and archive both versions.

Are witness signatures ever required?

Some states or specific contract terms require witnesses for certain instruments. Verify the contract and local law; when in doubt, obtain a witness to reduce evidentiary challenges.

How should executed packages be archived?

Store executed PDFs with metadata and audit trails in project and accounting systems in a retrievable format (PDF/A recommended) for the retention period set by policy and regulation.

What if a signer’s name differs from company records?

Confirm corporate authority and correct printed names. A mismatch can delay acceptance; obtain an officer certification or updated authorization showing delegation to the signer.

Electronic Signature
Templates
Miscellaneous
Miscellaneous Change Order Package

Miscellaneous Change Order Package

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

Miscellaneous Change Order Package

This Change Order Package modifies the terms of the Contract identified below and is entered into by the parties set forth herein.

Recitals

WHEREAS, the Owner and Contractor are parties to a written Contract bearing Contract Number: executed on ; and

WHEREAS, the parties desire to amend the Contract for the reasons set forth below by this Change Order No.: effective as of .

WHEREAS, the parties acknowledge that the adjustments set forth in this Change Order will modify the Contract Sum and/or Contract Time as specified below, and Contractor shall proceed in accordance with the terms of the Contract as amended by this Change Order.

Project and Parties

Project Name Owner Contractor

Scope of Work

The Contractor shall perform the following additional or revised work in accordance with the Contract documents and any referenced drawings/specifications. This Scope of Work supersedes any inconsistent prior descriptions:

Reason for Change

Primary reason (select all that apply): Unforeseen Conditions Owner Request Design Change Regulatory Requirement Other

If Other, describe

Change in Contract Sum

Original Contract Sum: $

Net Change by Prior Change Orders: $

This Change Order Amount: $

New Contract Sum (if applicable): $

Itemized Cost Breakdown

Item 1 Description

Item 1 Amount

Item 2 Description

Item 2 Amount

Payment Terms

Payment Amount for This Change Order: $

Payment Schedule

Retainage (if any): Late payment interest:

Term and Termination

Work to commence no earlier than: and to be completed by: unless an extension is mutually agreed in writing.

Notice Period for Termination

Termination for Cause: Either party may terminate this Change Order upon material breach by the other party if the breaching party fails to cure within the notice period set forth above. Termination shall not relieve the breaching party of liability for damages resulting from the breach.

Confidentiality

All non-public information exchanged between the parties in connection with this Change Order shall be held in confidence and used solely for performance under the Contract. Neither party shall disclose such information to third parties except as required by law or to perform obligations under this Change Order, provided that such third parties are bound by confidentiality obligations no less protective than those herein.

Representations and Warranty

The Contractor represents that it has examined the site, reviewed the Contract Documents, and accepts responsibility for the means and methods of performing the Scope of Work. Contractor warrants that any materials and workmanship provided under this Change Order will conform to the Contract Documents and industry standards.

Governing Law; Entire Agreement

This Change Order shall be governed by and construed in accordance with the laws of the jurisdiction governing the original Contract. This Change Order, together with the Contract, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations and understandings relating to the same.

Authorization

By signing below, the Owner and Contractor authorize the changes described in this Change Order. Contractor shall not commence work covered by this Change Order until authorized to proceed in accordance with the Contract unless otherwise agreed in writing.

Prepared By Date Prepared

Owner Printed Name:

By:

Date:

Contractor Printed Name:

By:

Date:

What the Miscellaneous Change Order Package Is

A Miscellaneous Change Order Package is a formal collection of documents used to propose, document, and approve discrete modifications to an existing contract or construction scope. It typically includes a cover note, a concise description of the change, cost breakdowns, schedule impacts, required approvals, and supporting attachments such as drawings or invoices. The package records the parties’ agreement to altered scope, price, or timing so that work proceeds with documented authorization and a clear audit trail for payment and dispute resolution.

Why a Well-Prepared Change Order Package Matters

A complete package reduces ambiguity, protects payment rights, and documents approvals that can prevent later disputes or delays. It creates an auditable record that supports invoicing, lien notices, and project accounting while clarifying schedule and cost impacts for all parties.

Who Typically Prepares and Signs These Packages

Change order packages are prepared and reviewed by parties directly affected by the change: contractors, subcontractors, project managers, architects, and owners.

General Contractors — compile scope, pricing, and subcontractor inputs for formal approval.
Project Owners / Representatives — review cost and schedule impacts before authorizing changes.
Subcontractors / Vendors — submit cost and time impacts to the contractor for inclusion.

Clear role assignment speeds review and establishes who must sign, approve, and carry change impacts into project schedules and budgets.

Core Components of a Professional Change Order Package

A standard package organizes essential data so reviewers can assess scope, cost, schedule, and contract impacts quickly. Consistent structure reduces back-and-forth and supports faster approval and accounting entries.

Cover Letter

One-page summary stating the reason for the change, the requester, and the recommended action so reviewers see the essentials immediately.

Scope Description

Concise, numbered description of what will be added, removed, or modified; include references to drawings, specs, and contract sections for clarity.

Cost Breakdown

Detailed line items for labor, materials, equipment, markups, and any allowances; show subtotal, tax, and total change amount for accounting.

Schedule Impact

State days added or reduced and the revised critical-path dates; note any acceleration costs or phasing implications if applicable.

Approvals & Signatures

Designate who must approve (owner, architect, contractor) and provide signature blocks with printed names, titles, and dates.

Attachments

Include vendor quotes, revised drawings, photos, time sheets, and any permits or third-party approvals supporting the change.

Essential Fields to Include in the Package

Project Name: Project identifier

Change Order No.: Unique package ID

Requesting Party: Name and role

Description: Concise change summary

Cost Impact: Net dollar change

Effective Date: Start date

Step-by-Step: Preparing and Submitting a Change Order Package

Follow a consistent sequence to gather facts, document impacts, obtain approvals, and archive the executed package.

01

Assemble Documents: Collect quotes, drawings, and time records supporting the change.
02

Complete Form: Enter fields, attach exhibits, and verify arithmetic.
03

Obtain Approvals: Route to required parties for signatures and optional notarization.
04

Distribute Records: Send executed copies to accounting, project file, and all stakeholders.

Configuring an Online Approval Workflow

Set up routing, field validation, and signer authentication before sending to reduce errors and speed approvals.

Field Validation	Require numeric formats and MM/DD/YYYY for dates to prevent entry errors.
Routing Order	Define signer sequence: contractor → owner → architect as needed.
Authentication	Choose email or SMS code authentication per project sensitivity.
Storage Location	Set destination folder in your document repository for executed packages.
Notification Rules	Enable automatic reminders and completion notices for stakeholders.

Where to Send the Package and Typical Routing

Destination depends on contract terms; route to the approving authority, project file, and accounting upon execution.

Send to Approver: Email or e-signature link to owner/architect for review and signature.
Collect Signatures: Capture signatures in the agreed sequence with dated blocks.
Notarize if Required: Obtain notary or RON when the contract or state requires it.
Archive Copies: Store PDF/A or equivalent in project records and accounting systems.

Digital Delivery and Signing Requirements

Choose a platform that supports standard file types, audit trails, and the authentication level your contract requires.

File Formats: PDF, DOCX supported
Integrations: Connects to ERP, project management, and cloud storage
Authentication: Email, SMS code, or stronger methods

Typical Timelines and Response Expectations

Agreed timelines should be set in the contract or specified in the change order; atypical delays should be documented and justified.

Submission Window:

Submit within 7 calendar days of change discovery

Review Period:

Allow 10 business days for owner/architect review

Effective Date:

Change effective on last required signature date

Payment Timing:

Adjustments reflected in the next invoicing cycle

Record Retention:

Retain executed package per retention policy

Key Milestones from Request to Archive

A sequential milestone view helps teams track status from initial request through final archival of the executed package.

01

Request Filed

Initiator prepares and submits the change order package for review.

02

Technical Review

Project team verifies scope, pricing, and schedule impacts for accuracy.

03

Formal Approval

Authorized parties sign and notarize if required; approvals recorded.

04

Execution & Archive

Finalized package distributed and stored in project and accounting records.

Common Mistakes to Avoid When Preparing a Package

Incomplete cost breakdowns that omit taxes or markups, causing later payment disputes or invoice rejections.
Vague or unreferenced scope language that fails to link to drawings or contract clauses and leads to interpretation disputes.
Missing or incorrect approver details, which can invalidate authorization and delay work on the change.
Failing to capture the schedule impact, producing unrecorded delays and conflicting contractor and owner expectations.

Penalties and Risks of an Incorrect or Unapproved Change

Delayed Payment: Payment hold-ups

Lost Lien Rights: Risk to lien claims

Contract Breach: Exposure to damages

Tax Reporting: Incorrect entries

Dispute Costs: Legal fees

Invalid Approval: Signatures contested

How Organizations Use a Miscellaneous Change Order Package

Real examples show how complete packages remove ambiguity and speed approvals on active projects.

Martin Properties (Real Estate)

A small property developer needed remote approvals for tenant-fit changes

Time-critical tenant move-in required same-week sign-off
"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."

BIS (Construction Services)

A mid-size contractor consolidated subcontractor quotes into a single package

The owner required documented schedule impact and signed approvals
"We felt most comfortable with airSlate SignNow given their SOC 2 certification and strict focus on ESIGN and UETA act compliance."

Who May Have Authority to Sign

Contractor — Project Manager

The project manager often signs for operational acceptance and scope confirmation; ensure they are expressly authorized by company delegation of authority to bind the contractor.

Owner — Authorized Representative

The owner’s designated representative or contracting officer must sign to approve cost and schedule changes; verify signing authority to avoid later disputes.

Frequently Asked Questions About Change Order Packages

These common questions address signing, notarization, revisions, and recordkeeping to reduce review delays and legal exposure.

Need help? Contact support

Can a change order be signed electronically?
Yes. Electronic signatures meet U.S. legal standards under the ESIGN Act and state UETA laws when intent, consent, attribution, and retention are met. Use an audit trail documenting signer identity and timestamps.
When is notarization required?
Notarization depends on contract language and state law. If the contract or a statute requires a notarized signature, obtain in-person or RON notarization per jurisdiction rules before execution.
How do I correct an executed change order?
Avoid unilateral edits. Prepare an amendment or a replacement change order that cites the original, list the corrections, obtain approvals from the same parties, and archive both versions.
Are witness signatures ever required?
Some states or specific contract terms require witnesses for certain instruments. Verify the contract and local law; when in doubt, obtain a witness to reduce evidentiary challenges.
How should executed packages be archived?
Store executed PDFs with metadata and audit trails in project and accounting systems in a retrievable format (PDF/A recommended) for the retention period set by policy and regulation.
What if a signer’s name differs from company records?
Confirm corporate authority and correct printed names. A mismatch can delay acceptance; obtain an officer certification or updated authorization showing delegation to the signer.

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