Can I use an electronic signature?

Yes. Electronic signatures are generally legally binding under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states when the signature shows intent, consent, attribution, and record retention; exceptions such as wills and certain court filings remain.

Do I need a digital (PKI) signature?

Not usually. For most change assessment forms a simple electronic signature with a robust audit trail suffices under ESIGN/UETA. Use cryptographic digital signatures when specific regulations or policies require higher assurance, such as FDA 21 CFR Part 11 workflows.

Is notarization required for the form?

Not typically for internal change assessments. Notarization may be required if the change amends a recordable instrument or contractual document; Remote Online Notarization (RON) availability and rules vary by state and require identity proofing and retained audio-video recording.

How should I verify signer identity?

Choose an appropriate authentication level: email verification for low risk, SMS or SSO for standard assurance, and multi-factor or knowledge-based checks for higher risk. Record the method in the audit trail for attribution and dispute defense.

What if the form is completed incorrectly?

Incorrect or incomplete forms can delay approval, cause rework, or trigger audit findings. Correct by issuing a new version with a revision note, obtaining required approvals again, and preserving prior records according to retention policy.

How are signed forms stored securely?

Store signed PDFs with tamper-evident seals and encrypted storage. Use TLS 1.2/1.3 in transit and AES-256 at rest, maintain role-based access controls and audit logs, and implement backup and retention procedures to meet compliance needs.

Electronic Signature
Templates
Miscellaneous
Project Change Assessment Form

Project Change Assessment Form

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

PROJECT CHANGE ASSESSMENT FORM

Client Name: Contractor Name:

RECITALS

WHEREAS, the Client and Contractor are parties to a primary agreement governing the provision of services for the project identified below (the "Prime Agreement"); and

WHEREAS, a proposed change has been submitted that may affect the scope, schedule, or compensation under the Prime Agreement; and

WHEREAS, the parties wish to document the assessment, cost, schedule impact, and approvals associated with this proposed change in accordance with the Prime Agreement and applicable contract procedures.

PROJECT IDENTIFICATION

Project Name Change Request ID

Date of Request: Requested By:

CHANGE REQUEST SUMMARY

Brief Description of Proposed Change Primary Reason for Change

SCOPE OF WORK (ASSESSMENT)

Provide a concise, actionable description of work required if the change is approved. Include deliverables, responsibilities, and any deviation from the Prime Agreement's scope.

IMPACT ASSESSMENT

Cost Impact (additional or credit): $ Estimated Cost Basis / Notes:

Schedule Impact: New Project Completion Date (if known):

Impact on Other Work Packages (summarize):

PAYMENT TERMS

Total Change Price: $

Payment Schedule / Milestones

Late Payment Fee: Payment Due Within:

TERM AND TERMINATION

Change Effective Start Date: Anticipated End Date:

Either party may terminate this change order assessment by written notice to the other party upon a material breach that remains uncured for days. Termination for convenience of the Client will be governed by the Prime Agreement; to the extent not addressed therein, reasonable costs incurred by the Contractor up to termination shall be compensated.

CONFIDENTIALITY

The parties acknowledge that information exchanged in connection with this change may be Confidential Information under the Prime Agreement. Each party shall continue to protect such information with at least the same degree of care that it uses to protect its own confidential information, and shall use such information only for the purpose of implementing or assessing the proposed change.

This obligation survives termination or rejection of the change assessment for a period of years.

GOVERNING LAW

This assessment and any resulting change order shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of laws principles.

ENTIRE AGREEMENT

This Project Change Assessment, together with the Prime Agreement and any approved change order documents executed by authorized representatives of the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof. In the event of any conflict between this assessment and the Prime Agreement, the terms of the Prime Agreement shall govern unless an approved change order expressly amends such terms.

APPROVALS / DECISION

Decision (check all that apply where appropriate):

Approve Approve with Modifications Reject

Approver Name

Approver Title: Decision Date:

Comments / Conditions for Approval

ATTACHMENTS

List of Attached Supporting Documents

Client Name:

By:

Date:

Contractor Name:

By:

Date:

What the Project Change Assessment Form Is

The Project Change Assessment Form is a standardized document used to record, evaluate, and approve proposed changes to a project's scope, schedule, budget, or deliverables. It captures requestor details, a concise description of the change, rationale, impact analysis, resource implications, estimated costs, and recommended mitigation actions. Project managers, change control boards, and stakeholders use the form to ensure consistent decision-making and to create an auditable trail of approvals and conditions before authorized work proceeds.

Why a Formal Change Assessment Matters

A Project Change Assessment Form centralizes proposed change details and impacts, enabling objective evaluation and documented approvals. It reduces scope creep, clarifies cost and schedule implications, and creates an evidence trail for audit, contractual compliance, and future lessons learned.

Who Completes and Reviews the Form

Typical users include project managers, change control boards, sponsors, and technical leads who evaluate and approve change requests.

Project manager — prepares the form, assesses impacts, and recommends approval or rejection.
Change control board — reviews aggregated impacts, authorizes scope and budget adjustments.
Finance and procurement — validate cost estimates, funding availability, and contract implications.

Individuals responsible for execution and compliance must retain signed copies for records, audits, and contract administration as required.

Core Sections You Should Include

Essential sections guide reviewers through a concise change description, quantified impact analysis, approvals, cost and schedule effects, and traceable records that support repeatable decisions.

Change Summary

Briefly describe the proposed change, its originator, the rationale, and the expected outcome. Keep the description focused to permit quick technical and business review and attach a technical appendix when needed.

Impact Analysis

Provide qualitative and quantitative assessment of scope, quality, and downstream effects. Identify affected deliverables, systems, dependencies, and stakeholders to determine mitigation and contingency needs.

Cost Estimate

Itemize direct and indirect costs, one-time and recurring expenses, contingency reserves, and funding source. Attach vendor quotes or budget spreadsheet references where available for finance review.

Schedule Impact

State schedule changes in calendar dates and additional work effort. Note critical path effects, milestone shifts, and any required acceleration or re-sequencing of tasks.

Approvals

List required signatories by role, include dates and signatures, and document conditional approvals or delegated authority. Record final decision and any constraints tied to the approval.

Document History

Track version number, change request ID, submission and decision dates, and link to related documents such as contracts, change orders, and risk registers for auditability.

Step-by-Step: Complete and Submit the Form

Follow these sequential steps to complete, review, and submit a Project Change Assessment Form for formal consideration.

01

Prepare Request: Gather documentation, scope, and cost estimates.
02

Complete Form: Enter fields, attach supporting documents.
03

Review & Assess: Team assesses impacts and mitigation.
04

Approve or Reject: Decision recorded with signatures and date.

Configure Online Workflow Settings

Configure online workflows to auto-populate, route approvals, and enforce required fields for consistent processing and recordkeeping.

Field	Configuration
Auto-fill	Map fields to PM system via API for fewer entry errors.
Conditional Fields	Show or hide fields based on impact selections to streamline forms.
Approval Routing	Set role-based sequential or parallel approvers to match governance.
Notifications	Email and SMS alerts on status changes to keep stakeholders informed.

How Submission and Routing Typically Work

Typical submission flow shows how a completed form moves from request to storage with automated checks and notifications.

Submit: Requestor uploads form with attachments.
Triage: Project manager assigns reviewers and priority.
Assess: Stakeholders evaluate impacts and costs.
Record: Store signed form and audit trail.

Platform Capabilities for Secure eSubmission

Digital signing and submission require platform features that secure identity, support audit trails, and integrate with project systems.

File Formats: PDF, DOCX, Excel supported
Integrations: Salesforce, NetSuite, Microsoft 365
Authentication: Email, SMS, SSO, MFA options

Common Timeframes and Deadlines

Typical timeframes and deadlines help ensure changes are reviewed and implemented without disrupting critical milestones.

Submission Lead Time:

Submit at least five business days before the proposed change date.

Review Period:

Team completes impact assessment within seven business days.

Approval SLA:

Decision issued within ten business days of submission.

Implementation Window:

Schedule changes during off-peak tasks when feasible to reduce disruption.

Record Retention:

Retain signed forms per project and legal retention policies.

Key Milestones from Request to Closure

Key milestones from request initiation through closure guide stakeholders and set expectations for approvals and implementation.

01

Request Submitted

Form filed and supporting documents attached; request logged.

02

Impact Assessment

Technical and business impact documented and risk scored.

03

Decision Point

Approvers record approval, conditional approvals, or rejection.

04

Close and Archive

Implement approved change and store signed records.

Common Preparation Errors to Avoid

Incomplete impact analyses result in underestimated costs and schedule slippage, creating downstream rework and stakeholder disputes during execution.
Using informal project nicknames or mismatched IDs prevents traceability and delays approvals because reviewers cannot reconcile the request with existing records.
Attaching unsupported cost estimates without vendor quotes or budget codes causes finance to return requests for clarification and extends approval timelines.
Failing to secure required signatures or delegated authority creates invalid approvals and may void contract or procurement changes.

Risks and Consequences of Incorrect Forms

Budget Overrun: Increased costs and funding shortfalls.

Schedule Delay: Missed milestones and penalties.

Contract Breach: Potential legal and vendor disputes.

Audit Findings: Noncompliance identified in reviews.

Regulatory Risk: Violations for regulated industries.

Safety Impact: Operational hazards or inspection failures.

Security and Compliance Basics

Encryption: TLS 1.2/1.3; AES-256 at rest

Audit Trail: Timestamped actions and IP logs

HIPAA BAA: BAA required for PHI workflows

Access Control: Role-based permissions and SSO

Authentication: Email, SMS, and MFA options

Certifications: SOC 2 Type II; ISO 27001

How Teams Use the Form in Practice

Real-world examples illustrate how the Project Change Assessment Form standardizes evaluation and approval of scope and budget changes across different project types.

Construction Project

A general contractor submitted a change to foundation specifications after subsurface conditions increased excavation time and material needs.

Assessment quantified cost and critical path impact.
The change control board approved a revised schedule and contingency budget; final signed form and vendor quotes were attached to the contract file, preventing later disputes and enabling timely payment adjustments under procurement terms.

Software Deployment

A product team requested a feature scope increase mid-sprint to address a compliance requirement discovered during QA testing.

Impact on release date and testing resources.
The project manager used the form to capture costed effort estimates and received expedited budget approval; signatures and a revised test plan were recorded, enabling a controlled rollback option and preserving release governance.

eSignature Pricing and Feature Comparison

Comparison of common eSignature plans and essential features to consider when completing and routing a Project Change Assessment Form.

	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	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

Frequently Asked Questions and Troubleshooting

Answers to common questions about validity, notarization, signature methods, storage, and what to do when a form is incorrect or incomplete.

Need help? Contact support

Can I use an electronic signature?
Yes. Electronic signatures are generally legally binding under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states when the signature shows intent, consent, attribution, and record retention; exceptions such as wills and certain court filings remain.
Do I need a digital (PKI) signature?
Not usually. For most change assessment forms a simple electronic signature with a robust audit trail suffices under ESIGN/UETA. Use cryptographic digital signatures when specific regulations or policies require higher assurance, such as FDA 21 CFR Part 11 workflows.
Is notarization required for the form?
Not typically for internal change assessments. Notarization may be required if the change amends a recordable instrument or contractual document; Remote Online Notarization (RON) availability and rules vary by state and require identity proofing and retained audio-video recording.
How should I verify signer identity?
Choose an appropriate authentication level: email verification for low risk, SMS or SSO for standard assurance, and multi-factor or knowledge-based checks for higher risk. Record the method in the audit trail for attribution and dispute defense.
What if the form is completed incorrectly?
Incorrect or incomplete forms can delay approval, cause rework, or trigger audit findings. Correct by issuing a new version with a revision note, obtaining required approvals again, and preserving prior records according to retention policy.
How are signed forms stored securely?
Store signed PDFs with tamper-evident seals and encrypted storage. Use TLS 1.2/1.3 in transit and AES-256 at rest, maintain role-based access controls and audit logs, and implement backup and retention procedures to meet compliance needs.

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