Can the checklist be e-signed?

Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. §7001) and most state UETA laws when intent, consent, attribution, and retention are documented.

Who must sign to approve a change?

Signatories depend on governance; typical approvers include the project sponsor, change control board representative, and contract or finance approvers when cost or scope is affected.

What if an approver objects?

Record objections in the checklist, require remedial actions, or escalate per change control policy. Maintain the audit trail to show dissent and final decision rationale.

How to correct an approved checklist?

Do not edit executed records. Submit a new change request that references the prior item and documents the corrective or supplemental action.

Are notarization or witnesses required?

Typically no for internal project changes. Verify contract clauses or state requirements; some jurisdictions may require witness or notarization for specific contractual amendments.

How long should I keep executed checklists?

Retain executed checklists per retention policy; follow federal minimums (e.g., IRS three years) and industry-specific rules such as HIPAA six-year retention where applicable.

Electronic Signature
Templates
Miscellaneous
Project Change Checklist

Project Change Checklist

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

PROJECT CHANGE CHECKLIST

Project Identification

Project Name Project Number / Contract ID

Client Name: Contractor Name:

Original Contract Date: Change Request Number: Date Submitted:

Recitals

WHEREAS, the parties entered into the Contract identified above, which sets forth the scope, schedule, and compensation for the Work; and

WHEREAS, a proposed change to the Work has been submitted and requires evaluation of impacts to scope, schedule, cost, and other contractual terms; and

WHEREAS, the parties intend to document the change using this Project Change Checklist and, if accepted, adjust the Contract as required through a formal Change Order or amendment executed by authorized representatives.

Change Description / Scope of Work

Detailed Description of Change (attach drawings/specs as needed)

Impact Assessment

Category(s) Impacted: Time Cost Quality Resources Regulatory Other

Estimated Additional Cost Estimated Time Extension Impact on Deliverables / Milestones

Payment Terms

Change Amount (if applicable):

Proposed Payment Schedule

Late Payment Fee or Interest:

Schedule Adjustment

Original Contract End Date: Proposed New End Date:

Required Notice Period for Implementation

Approvals & Authorization

Client Approval Required: Yes No

Authorized Representative for Implementation

Risk Assessment

Identified Risks and Mitigation Measures

Confidentiality

The parties acknowledge that certain information exchanged in connection with this change may be confidential. Each party shall protect Confidential Information of the other party with at least the same degree of care it uses to protect its own similar information, and shall use such information only for purposes of evaluating and implementing the change. Confidential Information shall not include information that is publicly known or rightfully received from a third party without restriction.

Term and Termination

This Change, if accepted, shall be effective as of the Effective Date agreed below and shall continue until the completion of the adjusted Work unless earlier terminated in accordance with the Contract. The effective start date for implementation: .

Notice for termination or dispute of this change shall be provided in accordance with the notice provisions of the underlying Contract. Required notice period for termination related to this change:

Governing Law

This Checklist and any resulting Change Order shall be governed by and construed in accordance with the laws of the state or jurisdiction governing the underlying Contract, without regard to conflict of law principles.

Entire Agreement

This Project Change Checklist, together with any executed Change Order and the underlying Contract, constitutes the entire agreement of the parties with respect to the subject matter hereof and supersedes all prior negotiations, representations, or agreements, whether written or oral, relating to the change.

Administrative Notes & Attachments

List Attachments (drawings, specifications, cost breakdowns) Administrative Comments

Client

Client Name:

By:

Date:

Contractor

Contractor Name:

By:

Date:

What the Project Change Checklist Is and When to Use It

A Project Change Checklist is a structured form used to record proposed changes to scope, schedule, cost, risk, or deliverables on an active project. It captures the requestor, a clear description of the change, impact estimates, required approvals, and implementation notes so decisions are auditable and repeatable. The checklist is often routed to a change control board or designated approvers; when signed electronically it meets U.S. e-signature law requirements such as the ESIGN Act (15 U.S.C. §7001) and applicable state UETA statutes.

Why a Standardized Checklist Matters

A consistent Project Change Checklist reduces ambiguity, documents decision rationale, and creates an auditable trail for disputes or audits. It shortens approval cycles, clarifies budget and schedule effects, and helps enforce governance over scope.

Who Typically Creates, Reviews, and Approves Changes

Common roles that use the checklist vary by organization size and project type.

Project Manager: Prepares change description, impact estimates, and proposed mitigation steps for approvers.
Change Control Board: Reviews high-impact requests, weighs trade-offs, and issues formal approvals or denials.
Contract Administrator: Verifies contract terms, cost implications, and whether vendor consent or amendments are required.

Use role-based routing so each item is reviewed by the correct stakeholder before implementation.

Essential Sections Every Professional Checklist Should Include

A complete checklist groups information so reviewers can evaluate technical, schedule, cost, and contractual effects quickly and consistently.

Change Summary

Concise title and description of the proposed change, including scope lines affected and the initiating requestor's contact details.

Impact Analysis

Quantified effects on schedule, budget, resources, quality, and downstream milestones with supporting assumptions and calculations.

Cost Estimate

Line-item estimate of additional costs or savings, funding source, and accounting code to be used if approved.

Schedule Effect

Revised milestone dates, float impact, critical-path changes, and new target completion date if the change is implemented.

Risk Assessment

New risks introduced, updated probability/impact ratings, and required mitigation actions or contingency reserves.

Approval Routing

List of required approvers, signing order, deadline for decision, and field for signatures and implementation notes.

Step-by-Step: Completing the Project Change Checklist

Follow a consistent sequence so reviewers receive a complete, verifiable package for decision-making.

01

Document Change: Enter a clear title and description of the proposed change.
02

Assess Impact: Estimate cost, schedule, quality, and risk impacts with supporting notes.
03

Attach Evidence: Include quotes, revised schedules, budget worksheets, or vendor responses.
04

Route for Approval: Send to designated approvers in the required order and capture signatures.

Typical Digital Workflow Settings for Electronic Routing

Configure the workflow to enforce order, authentication, and record capture for every change request.

Field	Configuration
Signing Order	Sequential or parallel signer routing as required by governance
Authentication	Email token, SMS code or stronger KBA for sensitive approvals
Reminders	Auto-reminders at set intervals until decision is complete
Attachments	Permit PDFs, DOCX, XLSX and supporting evidence files

How Electronic Submission and Approval Usually Flow

A clear four-step digital flow reduces manual handoffs and ensures full auditability of each change.

Upload Documents: Attach the checklist, estimates, and supporting files to the request.
Prepare Fields: Place signature, date, and checkbox fields where approvers must act.
Send to Approvers: Route using configured signing order and required authentication.
Archive Copy: Store executed checklist and audit trail in the project repository.

Technical Considerations for Digital Checklists

Choose a platform that supports PDFs, Word files, conditional fields, and detailed audit logs.

File Formats: PDF, DOCX, XLSX supported
Integrations: Salesforce, NetSuite, Procore, Google Workspace
Authentication: Email, SMS, or stronger MFA

Security and Compliance Elements to Verify

Encryption: TLS 1.2/1.3; AES-256

Audit Trail: Timestamped signer actions

Access Controls: Role-based permissions

HIPAA BAA: Required for PHI workflows

21 CFR Part 11: Available for FDA-regulated records

SOC 2 / ISO: SOC 2 Type II; ISO 27001

Consequences of Incomplete or Incorrect Checklists

Schedule Slippage: Delays and increased labor costs

Budget Overruns: Unapproved costs absorbed by project

Contract Breach: Potential disputes or vendor claims

Compliance Exposure: Regulatory review or audit findings

Loss of Traceability: Inability to prove authorization history

Operational Risk: Conflicting instructions and rework

Common Mistakes When Preparing a Change Checklist

Submitting an incomplete impact analysis — reviewers lack cost or schedule detail needed for an informed decision, causing delays and follow-ups.
Using unclear or ambiguous language in the description — vague scope entries lead to scope creep and disputes during implementation and testing.
Failing to attach supporting quotes or schedules — approvers cannot validate figures, which increases rejection or conditional approvals.
Skipping defined approval order — parallel approvals without governance can produce conflicting decisions and execution confusion.

Real-World Examples of Checklists in Use

Two brief examples show how organizations capture change requests, evidence, and approvals to keep projects on track.

Martin Properties

Small real estate manager needed remote approvals for tenant-improvement changes.

Tim Martin emphasized online completion and compliance.
The team processed and executed change requests online, retained audit trails, and reduced turnaround time while maintaining required documentation for property records and vendor payments.

Xerox (NetSuite)

Enterprise operations required integrated approval workflows tied to ERP cost codes.

Kodi-Marie Evans noted flexible signature routing.
By linking change checklists to NetSuite and attaching vendor quotes, the company ensured accounting entries and approvals aligned with procurement and reduced manual reconciliation.

Typical Timeframes and Response Expectations

Establish clear submission and review deadlines to prevent backlog and to set stakeholder expectations.

Request Submission Window:

Submit change requests as soon as change is identified

Initial Review:

Technical review within 3–5 business days

Decision Deadline:

Approvals ideally within 7–10 business days

Implementation Lead Time:

Schedule dependent; update milestones immediately after approval

Record Archival:

Store executed checklist in project repository within 24 hours

Key Milestones in the Change-Control Lifecycle

Track these numbered milestones so stakeholders know the expected sequence and who is accountable at each point.

01

1. Request Logged

Change is recorded and assigned a unique ID for tracking.

02

2. Impact Analysis

Technical and financial impacts are calculated and documented.

03

3. Formal Approval

Required approvers sign, and decision is recorded in the audit trail.

04

4. Implement & Update

Schedule and documentation are updated; stakeholders notified.

eSignature Provider Pricing and Feature Snapshot

Basic pricing and common feature flags for popular eSignature vendors. Place signNow first for direct comparison of starting price, feature availability, and envelope limits.

	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 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
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions About Using the Checklist

Answers to common questions about electronic execution, approvals, storage, and corrections for Project Change Checklists.

Need help? Contact support

Can the checklist be e-signed?
Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. §7001) and most state UETA laws when intent, consent, attribution, and retention are documented.
Who must sign to approve a change?
Signatories depend on governance; typical approvers include the project sponsor, change control board representative, and contract or finance approvers when cost or scope is affected.
What if an approver objects?
Record objections in the checklist, require remedial actions, or escalate per change control policy. Maintain the audit trail to show dissent and final decision rationale.
How to correct an approved checklist?
Do not edit executed records. Submit a new change request that references the prior item and documents the corrective or supplemental action.
Are notarization or witnesses required?
Typically no for internal project changes. Verify contract clauses or state requirements; some jurisdictions may require witness or notarization for specific contractual amendments.
How long should I keep executed checklists?
Retain executed checklists per retention policy; follow federal minimums (e.g., IRS three years) and industry-specific rules such as HIPAA six-year retention where applicable.

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