Can a change order be signed electronically?

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

Do I need a notary for a change order?

Not typically. Most pricing change orders do not require notarization, but specific state rules or contract provisions may demand notarization or witnesses for certain amendments.

What if a party disputes the price after signing?

Reference the executed change order, supporting cost documentation, and the contract’s dispute resolution procedure; preserve audit logs and communications to support your position.

How do I handle retroactive effective dates?

Retroactive changes should be explicitly stated, agreed to in writing, and signed by authorized parties; note that retroactivity may affect billing cycles and tax reporting.

Is additional consumer disclosure required?

If the change order affects consumer financial products or healthcare benefits, ESIGN consumer-disclosure requirements may apply; provide access and withdrawal options per 15 U.S.C. §7001(c).

How long should I keep executed change orders?

Retain executed change orders according to applicable standards (e.g., IRS three-year rule IRC §6501(a), HIPAA six-year rule 45 CFR §164.530(j)) and any longer state or industry retention requirements.

Electronic Signature
Templates
Miscellaneous
Pricing Change Order Template

Pricing Change Order Template

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

PRICING CHANGE ORDER

Administrative Data

Change Order Number Original Contract Number Effective Date of Change Order Client Name Contractor Name

Recitals

WHEREAS, the parties entered into a written contract identified as Contract Number dated (the "Original Contract"); and

WHEREAS, the parties desire to modify the Original Contract with respect to pricing and certain items of work as set forth in this Pricing Change Order; and

WHEREAS, the parties agree that all other terms and obligations of the Original Contract remain in full force and effect except as expressly modified herein.

Scope of Work

Detailed Description of Change

The changes described above shall modify the Original Contract only to the extent expressly set forth in this Change Order. All work performed pursuant to this Change Order shall conform to applicable standards in the Original Contract and shall be coordinated to avoid delay to the overall project schedule.

Itemized Price Adjustments

List each item affected by this Change Order. Provide original price, revised price, and net change.

Item 1 — Description

Item 2 — Description

Item 3 — Description

Total Net Change (sum of net changes)

Payment Terms

Contractor shall be entitled to payment for the work described in this Change Order in accordance with the following terms.

Total Amount Due Under This Change Order Payment Schedule / Milestones Payment Due (number of days after invoice) Late Payment Fee

All invoices submitted in connection with this Change Order shall reference the Change Order Number set forth above. Payments shall be applied first to accrued late fees, then to outstanding principal.

Term and Termination

This Change Order shall become effective as of and shall terminate on unless earlier terminated in accordance with the Original Contract or this Change Order.

Notice Period for Termination (days)

Termination of the Original Contract shall not affect obligations incurred under this Change Order prior to the effective date of termination, unless specifically agreed in writing by both parties.

Confidentiality

Each party shall treat as Confidential Information all non-public pricing, cost breakdowns, and other proprietary information disclosed in connection with this Change Order. Confidential Information shall not include information which is (a) or becomes publicly available other than by breach of this Change Order, (b) is rightfully received from a third party without restriction, or (c) is independently developed without use of the disclosing party's Confidential Information.

Confidentiality Duration (years) Permitted Disclosures / Exceptions

Representations and Warranties

Each party represents and warrants that it has the corporate or other power and authority to enter into and perform this Change Order, and that the person signing below is authorized to bind the party.

Governing Law

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

Entire Agreement

This Change Order, together with the Original Contract, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior discussions, representations, or agreements, whether written or oral, relating to the modifications addressed herein. In the event of any conflict between this Change Order and the Original Contract, the terms of this Change Order shall prevail to the extent of the inconsistency.

No amendment or modification of this Change Order shall be effective unless in writing and signed by authorized representatives of both parties.

Client Name:

By:

Date:

Contractor Name:

By:

Date:

What a Pricing Change Order Template Is

A Pricing Change Order Template is a standardized contract amendment used to document and authorize adjustments to price, scope, or schedule under an existing agreement. It records the reason for change, revised payment terms, applicable taxes or allowances, and any effect on delivery or milestones. Using a template helps ensure consistent fields, clear attribution to the original contract (reference numbers, dates), and an auditable record of approvals and signoffs for all parties involved.

Why a Clear Pricing Change Order Matters

A formal change order reduces disputes, provides a written basis for invoicing and payment adjustments, and creates an auditable record for legal and tax purposes; it also clarifies approval authority and timelines for implementation.

Who Typically Prepares and Signs Pricing Change Orders

Use the template to centralize approvals and preserve a single source-of-truth for price amendments.

Project managers and contract administrators who document scope changes and cost impacts for ongoing projects.
Procurement or accounts payable teams that review and process adjusted invoices for payment.
Contracting parties (owners, general contractors, subcontractors) that must approve and implement price modifications.

Essential Parts of a Professional Pricing Change Order Template

A complete template covers identification, change description, pricing details, approvals, effective date, and distribution so that the amendment is enforceable and actionable.

Document ID

Unique change order number linked to original contract.

Reference

Original contract name, number, and execution date.

Change description

Concise explanation of why scope or price changed, with attachments.

Price adjustment

Line-item amounts, totals, tax treatment, and new payment terms.

Approval block

Signature lines, printed names, titles, and dates for authorized signers.

Implementation notes

New milestones, delivery dates, and accounting instructions.

How to Complete and Execute a Pricing Change Order

Follow a simple sequence: prepare, verify against contract, route for approvals, and distribute executed copies to stakeholders.

01

Prepare: Draft fields, attach estimates, and reference the original contract.
02

Verify: Confirm pricing basis, taxes, and invoicing codes.
03

Route: Send to designated approvers in proper order.
04

Record: Store executed copy with contract files and update accounting.

Configuring an Online Change-Order Workflow

Map fields, approvals, and notifications to match internal controls before sending the form for signature.

Field Mapping	Create required fields and data validation rules.
Conditional Pricing	Show price fields only when applicable to reduce errors.
Approval Order	Define signer sequence and fallback approvers.
Notifications	Enable email/SMS alerts for pending signatures.
Retention	Set automatic archive and retention policies.

Where to Send or File the Executed Change Order

After signatures, route copies to finance, project records, and relevant operational teams to trigger billing and implementation.

Contractor: Maintain signed copy in project contract folder.
Owner: Provide owner with executed amendment for approval.
Project Manager: Update schedule and resource allocations.
Accounts Payable: Process revised invoice and payment terms.

Digital Signing and Delivery Considerations

Verify platform compliance with industry rules (for example HIPAA for health data) and confirm storage/encryption standards before eSubmission.

Integrations: Connectors for NetSuite, Salesforce, and Google Workspace.
Authentication: Email, SMS code, or advanced signer verification.
File types: Support for PDF, DOCX, and digital audit records.

Typical Timelines and Deadlines for Change Orders

Establish and document clear cutoffs and response times so pricing changes are implemented and billed correctly.

Submission window:

Submit within 14 days of identifying the change unless contract specifies otherwise.

Approver response:

Allow 7–14 business days for internal review and signoff.

Effective date notice:

Effective date may be retroactive only if expressly agreed in writing.

Invoice processing:

Allow standard AP cycle for adjusted invoices after execution.

Dispute window:

Specify time to contest adjustment, commonly 30 days.

Key Milestones From Request to Implementation

A typical change-order lifecycle moves from request through approval to implementation and invoicing; track each milestone for accountability.

01

Request submitted

Formal change request filed with supporting cost documentation.

02

Contract review

Legal and commercial teams verify contract implications.

03

Approval granted

Authorized signer confirms scope and pricing adjustment.

04

Implement and invoice

Work is scheduled and revised invoice issued to accounts payable.

Common Mistakes to Avoid When Preparing a Change Order

Providing vague scope descriptions that leave room for differing interpretations and later disputes.
Failing to reference the original contract number or clause, which can disconnect the amendment from contract terms.
Skipping required approvals or routing to unauthorized signers and creating enforceability risks.
Not capturing tax treatment or invoice codes, which causes accounting discrepancies and delayed payments.

Consequences of an Incorrect or Unapproved Change Order

Contractual Breach: Damages exposure

Delay Claims: Extended schedule liability

Cost Overruns: Unrecoverable expenses

Tax Reporting: Incorrect 1099 or withholding

Invalid Signature: Non-enforceable amendment

Recordkeeping Failure: Audit and compliance fines

eSignature Vendor Comparison for Executing Change Orders

Common selection criteria for executing pricing change orders include starting price, trial options, bulk send, audit trail capability, HIPAA support, and envelope or transaction caps.

	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 card	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Required Information and Key Fields to Include

Effective Date: MM/DD/YYYY format

Parties' Legal Names: Exact company or individual name

Original Contract: Contract number and execution date

Adjusted Price: Line-item amount and total

Scope Description: Brief, specific change summary

Signatures: Printed name, title, signature, date

Practical Examples of Pricing Change Orders in Use

Two concise scenarios show how a structured change order prevents disputes and streamlines billing in different contexts.

Construction Project

A subcontractor discovered unscheduled work requiring extra material costs and submitted a change order with detailed line items and receipts.

Reviewer verified original scope clause and approved the adjustment.
The clear documentation enabled prompt payment, avoided lien disputes, and preserved schedule records for final contract closeout.

Commercial Lease Adjustment

A tenant requested additional tenant improvements mid-term and landlord proposed a cost-sharing amendment with amortized payments.

Parties documented amortization, revised rent schedule, and effective date.
Having an executed change order avoided ambiguity during move-in and ensured accounting recorded the amortized charge correctly.

Practical Tips for Accurate and Efficient Change Orders

Apply consistent controls and documentation practices to reduce errors, speed approvals, and simplify audits.

Document the reason clearly

State the factual basis for the change and reference the triggering event or contract provision, so reviewers need only verify facts rather than reconstruct context.

Attach supporting cost data

Include bids, invoices, or time records that justify amounts; granular backup shortens review cycles and reduces objections from the receiving party.

Use template fields and validation

Mandatory fields, numeric validation, and conditional logic help prevent incomplete submissions and common input errors.

Keep an approval log

Log each approval with signer identity, timestamp, and IP or authentication method to support enforceability and audit requests.

Who Can Legally Sign a Change Order

Project Manager

Project managers often initiate and prepare change orders, but their signature authority depends on delegated contracting limits; verify internal signing thresholds before execution to avoid invalid approvals.

Authorized Signatory

An authorized corporate officer, procurement director, or designated signatory with written signing authority must sign to bind the organization under contract law and internal policy.

Frequently Asked Questions About Pricing Change Orders

Answers to common questions about validity, electronic signatures, and how to handle disputes concerning pricing change orders.

Need help? Contact support

Can a change order be signed electronically?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the parties demonstrate intent, consent, attribution, and record retention.
Do I need a notary for a change order?
Not typically. Most pricing change orders do not require notarization, but specific state rules or contract provisions may demand notarization or witnesses for certain amendments.
What if a party disputes the price after signing?
Reference the executed change order, supporting cost documentation, and the contract’s dispute resolution procedure; preserve audit logs and communications to support your position.
How do I handle retroactive effective dates?
Retroactive changes should be explicitly stated, agreed to in writing, and signed by authorized parties; note that retroactivity may affect billing cycles and tax reporting.
Is additional consumer disclosure required?
If the change order affects consumer financial products or healthcare benefits, ESIGN consumer-disclosure requirements may apply; provide access and withdrawal options per 15 U.S.C. §7001(c).
How long should I keep executed change orders?
Retain executed change orders according to applicable standards (e.g., IRS three-year rule IRC §6501(a), HIPAA six-year rule 45 CFR §164.530(j)) and any longer state or industry retention requirements.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now