Are electronic signatures valid?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA in most states, provided signature intent, consent to transact electronically, attribution, and record retention requirements are met.

Who can sign for approvals?

Authority depends on internal governance and contract terms; typically project sponsors, designated approvers, or delegated signatories listed in the contract may authorize changes.

When is notarization required?

Notarization is rarely required for typical change forms, but if the change amends a real property deed or statutory instrument, state law may require notarization and witnesses.

How do I correct a submitted change?

Submit a new revision with a distinct change ID and revision history. Do not alter signed records; attach corrective documentation and capture approver affirmations.

Can I revoke an approved change?

Revocation depends on contractual terms and governance. Document any revocation with a new form, record rationale, and secure required approvals for reversal.

How long should I store approvals?

Retain approved change records per applicable retention rules: at least three years for IRS-related records and six years for HIPAA-covered matters; state or industry rules may require longer retention.

Electronic Signature
Templates
Project Management
Project Change Approval Form

Project Change Approval Form

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

PROJECT CHANGE APPROVAL FORM

Project Identification

Project Title Project ID

Client Name: Service Provider:

Project Manager: Change Request No.:

Requested By: Request Date:

Description of Change

Summary of Proposed Change Detailed Scope of Change Out-of-Scope Items

Impact Analysis

Schedule Impact:

Budget Impact (Net Change): Funding Source:

Resource Impact:

Deliverables and Acceptance

Deliverables Affected Acceptance Criteria

Timeline

Current Baseline Start: Current Baseline End:

Proposed New Start: Proposed New End:

Milestones (if applicable)

Milestone 1: Date:

Milestone 2: Date:

Milestone 3: Date:

Budget and Payment

Estimated Total Cost for Change Payment Schedule or Billing Impact Change Order Authorization Process

Required Approvals:

Change Order Reference Documents:

Approvals Requested

Requested disposition: Approved Rejected Deferred / Modify

Approver Notes / Conditions of Approval

Confidentiality and Liability

All information exchanged in connection with this change request shall be treated as Confidential Information under the terms of the governing agreement between Client and Service Provider. Neither party shall disclose Confidential Information to third parties except as required by law or as permitted by the governing contract. Acceptance of this change does not waive any existing rights, remedies, or warranties unless expressly stated in writing by authorized signatories.

Governing Law

This change request and any resulting modification to the agreement shall be governed by the laws of:

Requester Certification

By signing below, the Requester certifies that the information contained in this form is complete and accurate to the best of their knowledge, that the proposed change has been evaluated for impacts identified herein, and that the Requester has the authority to submit this change for consideration.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Change Approval Form Is

A Project Change Approval Form documents proposed modifications to a project's scope, schedule, budget, or deliverables and records formal approval or rejection by authorized stakeholders. It creates a written trail that describes the requested change, the reason for it, impacted tasks or milestones, cost and schedule consequences, and any new acceptance criteria. Organizations use the form to ensure that changes are evaluated consistently, authorized by the correct decision-makers, and tracked against the baseline project plan so scope creep, budget overruns, and disputes can be minimized.

Why a Formal Change Approval Process Matters

A standardized Project Change Approval Form provides clarity and traceability, aligns expectations across teams, and reduces disputes by documenting authorization, cost impacts, and schedule adjustments in one record.

Who Typically Completes and Reviews This Form

Project managers, change control boards, contract administrators, and functional leads most often prepare or review change requests using this form.

Project Manager: Prepares the request, quantifies scope and schedule impacts, and routes the form for approval.
Contract Administrator: Verifies contract terms, flags required amendments, and confirms compliance with procurement rules.
Business or Functional Lead: Assesses operational impact and confirms resource availability or budget allowances.

Include the names, roles, and contact information of each reviewer to make responsibility and escalation paths explicit.

Essential Sections to Include in a Professional Form

A complete Project Change Approval Form groups information into clear sections so reviewers can assess impact quickly and consistently before authorizing changes.

Change Summary

A concise description of the requested change, including affected deliverables, the business reason, and any related change request ID or ticket reference for traceability.

Scope Impact

Explicitly list tasks, features, or work packages added, removed, or modified. Note dependencies and any effects on acceptance criteria or quality requirements.

Schedule Impact

Document revised milestone dates, critical path implications, and total project duration change measured in calendar days or workdays.

Cost and Budget

Provide itemized cost estimates, contingency adjustments, funding source, and whether a budget transfer is needed; include currency and cost basis.

Risk and Mitigation

Summarize new risks introduced by the change and proposed mitigation steps, including resource constraints and vendor dependencies.

Authorization

Signatures, names, roles, decision (approve/deny/defer), effective date of decision, and a version or revision number for auditability.

Required Data Elements at a Glance

Change ID: Unique request identifier

Request Date: MM/DD/YYYY

Requester: Name and role

Affected Work: Modules or tasks

Estimated Cost: Dollar amount

Decision: Approve / Deny / Defer

Step-by-Step: Submitting a Change Request

Follow these steps to prepare, route, and record a change so approvals are timely and auditable.

01

Draft Request: Complete all required fields and attach supporting estimates or drawings.
02

Impact Analysis: Estimate schedule, cost, resource, and risk impacts for reviewer consideration.
03

Route for Approval: Send to the named approvers in the order required by governance.
04

Record Decision: Capture the decision, update project baselines, and distribute the revised plan.

Where to Send or File the Completed Form

Know the required routing and storage points so approvals are enforceable and project artifacts remain discoverable.

Project Repository: Store the signed form in the project document repository or PPM system under the change requests folder.
Contract File: If the change modifies contract terms, attach the form to the contract administration file.
Finance System: Forward cost-approved changes to finance for budget updates and purchase order adjustments.
Stakeholder Distribution: Email or share the final approved form with affected stakeholders and update project communications.

How to Configure an Online Approval Workflow

Set up consistent routing, authentication, and notifications when you move the form into a digital workflow platform.

Field	Configuration
Routing Order	Define sequential or parallel approvers; include fallback approver
Authentication	Use email plus optional SMS OTP or enterprise SSO for critical approvals
Notifications	Enable reminders at configurable intervals and escalation notices
Storage	Save signed copies to secure cloud storage with retained audit trail

Distribution and eSubmission Options

Choose delivery methods that meet internal policy and legal requirements, balancing ease of signer access with authentication strength.

Email Link: Convenient for low-risk approvals; authenticates via recipient email
Signed Portal: Use for controlled access and centralized document storage
In-Person or Kiosk: Best when physical identification or witness is required

Record the chosen distribution method on the form so the audit trail accurately reflects how signatures were obtained.

Typical Timelines and Processing Expectations

Set clear internal deadlines for each review stage to avoid stalled approvals and downstream schedule impact.

Requester Submission Window:

Submit change requests at least one full reporting period before planned implementation.

Reviewer Response Time:

Expect approvers to respond within 5–10 business days, depending on governance level.

Escalation Period:

If no response, escalate after 7 business days to the next approver or change board.

Baseline Update:

Update project baseline within 3 business days of final approval to reflect new scope and schedule.

Billing Cutoff:

Submit approved cost changes before the next billing cycle to avoid retroactive accounting adjustments.

Common Mistakes to Avoid

Submitting incomplete cost details, which delays reviewer trust and often forces return for clarification.
Failing to name specific deliverables affected by the change, making acceptance criteria ambiguous and leading to disputes.
Not documenting who approved the change or when, which complicates audits and contract enforcement.
Skipping risk assessment and mitigation steps, which causes overlooked impacts on schedule, quality, or regulatory compliance.

Risks and Consequences of Poorly Documented Changes

Contract Disputes: Increased litigation risk

Budget Overruns: Unapproved cost increases

Schedule Delays: Missed deliverables

Regulatory Noncompliance: Potential fines or remediation

Audit Findings: Negative internal or external audits

Vendor Claims: Claims for extra work or termination

eSignature Pricing Snapshot for Change Approval Workflows

A concise vendor cost and capability snapshot for common eSignature needs; signNow is listed first per standard comparison format.

	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 trial	Varies	Varies	Varies	Varies
Bulk Send	Available (select tiers)	Available	Available	Available	Limited
Audit Trail	Yes	Yes	Yes	Yes	Yes

Real-World Examples of Change Requests

Two short examples demonstrate how the form is used and what reviewers expect to see.

Construction Change Order

A contractor requests a scope expansion for added HVAC work and provides materials and labor cost estimates.

The change adds ten workdays to the schedule and increases cost by $18,500.
The owner signs after project management confirms revised milestone dates and a conditional partial payment schedule; updated drawings and payment terms are attached.

Software Release Scope Change

Product management requests a new feature added to the next sprint, citing user feedback and risk mitigation.

The feature requires two additional developer sprints and an estimated $12,000 in external services.
Engineering approves with a staggered release plan; QA acceptance criteria and regression test scope are appended to the approval form.

Best Practices for Faster, Cleaner Approvals

Adopt these practices to reduce review time, improve clarity, and make decisions defensible.

Use Standardized Templates

A consistent form structure reduces reviewer cognitive load, shortens review cycles, and improves recordkeeping accuracy.

Attach Supporting Evidence

Provide cost estimates, revised schedules, drawings, and vendor quotes to justify decisions and prevent back-and-forth.

Define Decision Criteria

Specify approval thresholds by cost, schedule impact, or risk level so approvers know the basis for decisions.

Maintain an Audit Trail

Record reviewer identity, timestamps, and distribution so changes can be reconstructed during audits or disputes.

Frequently Asked Questions About Project Change Approval Forms

Answers to common questions about validity, signatures, revisions, and recordkeeping when using project change forms.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA in most states, provided signature intent, consent to transact electronically, attribution, and record retention requirements are met.
Who can sign for approvals?
Authority depends on internal governance and contract terms; typically project sponsors, designated approvers, or delegated signatories listed in the contract may authorize changes.
When is notarization required?
Notarization is rarely required for typical change forms, but if the change amends a real property deed or statutory instrument, state law may require notarization and witnesses.
How do I correct a submitted change?
Submit a new revision with a distinct change ID and revision history. Do not alter signed records; attach corrective documentation and capture approver affirmations.
Can I revoke an approved change?
Revocation depends on contractual terms and governance. Document any revocation with a new form, record rationale, and secure required approvals for reversal.
How long should I store approvals?
Retain approved change records per applicable retention rules: at least three years for IRS-related records and six years for HIPAA-covered matters; state or industry rules may require longer retention.

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