Is an electronic signature legally binding?

Yes. Under the federal ESIGN Act (15 U.S.C. §7001) and UETA where adopted, electronic signatures are generally legally equivalent to handwritten signatures if intent, consent, attribution, and retention requirements are met.

Do change forms need notarization or witnesses?

Most contractual change forms do not require notarization unless the agreement or state law specifically requires it; check jurisdictional rules and contract provisions before adding notary or witness blocks.

What happens if a signer lacks authority?

If an individual signs without appropriate delegation, the amendment may be unenforceable and the principal party could repudiate the change, resulting in disputed work, payment delays, and potential legal liability.

How should attachments be stored and referenced?

Attach revised drawings, quotes, or permits with unique file names and reference numbers; maintain versions in a controlled document repository to preserve auditability and evidentiary value.

Can I revise an already approved change?

Yes—create a new Project Change Form or amendment referencing the prior change ID and document additional implications; do not alter executed originals without a formal amendment and signatures.

How long should I retain executed change forms?

Retain executed forms at least for the contract term plus relevant statutory periods: IRS records 3 years (IRC §6501(a)), HIPAA records 6 years (45 CFR §164.530(j)), and longer where state or industry rules require it.

Project Change Form

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

PROJECT CHANGE FORM

Project Identification

Project Title

Project ID

Change Request Number

Client Service Provider

Project Manager

Date of Request

Change Summary

Change Requested By: Priority:

Brief Description of Change Reason for Change / Justification

Scope and Deliverables

Proposed Scope Change (detailed) Out-of-Scope Items (explicit)

Deliverables & Acceptance

Deliverable 1 Name:

Deliverable 1 Description Deliverable 1 Acceptance Criteria

Deliverable 2 Name:

Deliverable 2 Description Deliverable 2 Acceptance Criteria

Schedule / Timeline

Current Contract Start Date: Current Contract End Date:

Proposed Start Date Proposed End Date Milestones (brief)

Budget & Payment

Total Additional Cost: $ Billing Effective From:

Payment Schedule / Terms Change Order Cost Allocation

Impact Assessment

Scope Increase: Schedule Extension Required: Budget Increase Required:

Estimated Impact on Schedule (days / weeks) Resource Impact (personnel, skills, equipment) Dependencies / Constraints

Change Control & Approval

Work Authorization: Work shall not commence under this change until this form has been executed by authorized representatives of both parties.

Approvals (check appropriate action and provide approver details)

Client Action: Approve Reject Defer

Client Approver Name & Title Service Provider Action

Approve Reject Defer

Provider Approver Name & Title

Administration & Legal Terms

Amendment to Agreement: Upon execution by authorized representatives of both parties, this Project Change Form constitutes a binding amendment to the underlying agreement between the parties with respect to the scope, schedule and price expressly modified herein. All other terms of the underlying agreement remain in full force and effect unless expressly amended by subsequent written agreement.

Billing and Charges: Costs associated with this change will be billed in accordance with the Payment Schedule above. Time-and-materials work performed prior to mutual written approval shall not be billable unless expressly authorized in writing by the client. Any fees, third-party costs, or subcontracts required by this change must be disclosed and approved prior to execution.

Confidentiality: Each party will maintain the confidentiality of the other party's proprietary information disclosed in connection with this change, and will use such information only for the performance of the obligations under this Change Form and the underlying agreement.

Governing Law: This Change Form shall be governed by and construed in accordance with the substantive laws of the governing jurisdiction specified in the underlying agreement. Any dispute arising out of this Change Form shall be subject to the dispute resolution procedures set forth in the underlying agreement, unless the parties agree otherwise in writing.

Severability and Remedies: If any provision of this Change Form is held invalid, the remaining provisions shall remain in full force. Remedies available to either party for breach shall include all remedies available at law and equity, subject to the limitations of liability in the underlying agreement.

Representations and Authority: Each signatory represents that they are authorized to bind the respective party and that, upon signature, the party will be bound by and will perform under this Change Form.

Administrative Notes

Reference Documents / Attachments Record of Change Log / Notes

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Change Form Is

A Project Change Form is a written amendment used to record, authorize, and document changes to a project’s scope, schedule, budget, or deliverables. It creates a clear, auditable record of who requested the change, why it is needed, the revised cost or time impact, and the acceptance or rejection by authorized parties. Commonly used in construction, IT, professional services, and procurement, the form reduces ambiguity, supports internal approvals, and preserves evidence in disputes or audits when executed and retained according to applicable laws and contract terms.

Why a Formal Change Form Matters

A standardized Project Change Form reduces scope creep, clarifies responsibilities, and preserves contractual evidence for approvals, cost adjustments, and schedule revisions.

Who Typically Completes and Signs a Change Form

Different roles use the form at distinct stages — from request through approval and recordkeeping.

Project managers and contract administrators: prepare the form, estimate impacts, and route for approvals across stakeholders.
Contractors and vendors: submit change requests with cost and schedule impacts for client review and authorization.
Client representatives and owners: review, accept or reject changes, and authorize budget or timeline adjustments.

Use role-based signing order so approvals are traceable and responsibilities are clear for implementation and invoice adjustment.

Representative Signers and Their Responsibilities

Project Manager

Coordinates the change evaluation, documents cost and schedule impacts, circulates the Project Change Form for signatures, and tracks implementation and recordkeeping obligations across the project team.

Client Authorized Rep

Reviews the technical and financial implications, confirms budget or scope authority, signs to accept or reject the change, and notifies procurement and accounting of approved adjustments.

Essential Elements to Include on the Form

A professional Project Change Form contains structured fields that ensure a complete, auditable record suitable for approvals, invoicing, and dispute resolution.

Change Summary

Concise description of the requested modification, including affected deliverables and the reason for the change, enabling quick reviewer assessment.

Scope Details

Specific tasks added, removed, or altered, with references to original contract sections or drawings to avoid ambiguity during implementation.

Cost Impact

Itemized cost changes, contingency effects, and whether amounts are estimates or fixed; specify currency and payment terms for invoicing.

Schedule Impact

Revised milestone dates, float impacts, and any acceleration or sequencing requirements to integrate into the project baseline.

Approval Block

Designated signature lines, printed name, title, date, and any witness or notary fields where state or contract requires authentication.

Attachments and References

Link or attach supporting documents such as revised drawings, cost breakdowns, permits, or vendor quotes to substantiate the change.

Step-by-Step: Completing a Project Change Form

Follow this sequence to prepare, route, and finalize a change with clear approvals and documentation.

01

Prepare Request: Draft scope, cost, and schedule impacts with supporting attachments.
02

Internal Review: Obtain technical and commercial sign-off before external submission.
03

Route for Approval: Send to designated approvers in the required signing order.
04

Record and Implement: Store executed form, update baseline, then track implementation.

Configuring an Online Workflow for Change Approvals

Design an approval workflow that enforces signer order, captures evidence, and integrates with records management systems.

Form Field and Recommended Configuration	Field \| Recommended configuration for validation and routing
Form Field: Signer Email and Identity Verification	Require email address and optional SMS code for two-factor authentication.
Form Field: Effective Date and Change Number	Use date picker (MM/DD/YYYY) and auto-incremented change ID to prevent duplicates.
Form Field: Cost Fields and Calculations	Use numeric fields with formula totals and currency validation to reduce entry errors.
Form Field: Attachments and Version Control	Allow PDF/ DOCX uploads with automatic versioning and file-size limits.

Where to Send or Submit the Completed Form

A clear distribution path ensures the form reaches approving parties and archival systems without delay.

Contracting Office: Primary recipient for approval and official contract records.
Project Controls: Updates baseline schedule and cost coding after approval.
Finance / Accounts Payable: Process invoice adjustments or change order payments.
Document Management: Store executed copy and attachments in the project repository.

Digital Submission and eSignature Options

Choose an eSignature and document platform that preserves audit trails, supports conditional fields, and integrates with your systems.

Authentication Options: Email, SMS code, or advanced signer authentication.
File Formats Supported: PDF, DOCX, and exported XML for records ingestion.
Integrations Available: Connectors for ERP, CRM, and cloud storage platforms.

Ensure the platform you select supports retention, export, and security controls required by the contract and applicable regulations.

Typical Deadlines and Response Expectations

Set clear response windows on the form so requestors and approvers know timing expectations and avoid schedule slippage.

Submission Deadline for Requests:

Submit change requests as soon as impacts are discovered, ideally within five business days.

Internal Review Turnaround:

Project team should review and return technical comments within 7–10 business days.

Approver Response Window:

Approvers typically have 10 business days to accept, request revision, or reject.

Implementation Start Delay:

Work may begin after formal signed approval or on the effective date specified.

Invoice Adjustment Timing:

Reflect approved cost changes on the next scheduled invoice cycle following approval.

Key Milestones in the Change Order Process

Track these numbered stages from request to incorporation into project baselines and invoices.

01

1. Request Logged

Change is recorded in the register with a unique change ID.

02

2. Technical Assessment

Team evaluates feasibility, schedule, and quality impacts.

03

3. Approval Decision

Designated authority accepts, rejects, or conditions the change.

04

4. Baseline Update

Project schedule and budget are formally updated and communicated.

Common Pitfalls When Preparing a Change Form

Incomplete scope descriptions that omit referenced drawings or contract clauses, leading to differing implementations and disputes.
Missing or incorrect signatory authority where the signer lacks contractual power to approve cost or schedule changes.
No cost breakdown or contingency detail, which causes billing disputes and delays in payment processing.
Failure to attach supporting documents such as revised drawings or vendor quotes, weakening the justification for the change.

Risks and Consequences of an Improper Change Document

Invalid Amendment: Change may be unenforceable.

Payment Disputes: Claims for unpaid work may arise.

Schedule Delays: Unapproved work may cause rework.

Contract Breach: Unapproved changes can trigger breach claims.

Audit Issues: Poor records complicate audits.

Legal Costs: Disputes increase litigation expenses.

Real-World Examples of Change Forms in Use

These brief case arcs show how organizations apply structured change forms to control scope and speed approvals.

Optica Ventures (COO)

Optica standardized change forms to reduce review time and clarify responsibility.

Resulted in faster approvals across projects.
Brian Fitzgibbons says the interface is simple and easy-to-use for the team and customers, helping them reconcile change costs and maintain clear records for audits and client billing.

Martin Properties (Founder)

Martin Properties digitized change submissions for onsite adjustments to repair scope.

Enabled immediate approvals from owners.
Tim Martin reports processing and executing documents online with compliance and security, allowing mobile completion and faster turnaround for property repairs and tenant agreements.

Security and Compliance Controls to Require

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

Audit Trail: IP, timestamp, action history

Access Controls: Role-based permissions

HIPAA Support: BAA available upon request

21 CFR Part 11: Compliant for regulated records

SOC and ISO: SOC 2 Type II, ISO 27001

eSignature Pricing and Feature Comparison

Comparison of common eSignature pricing and key features to consider when choosing a platform for Project Change Forms.

	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 plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Project Change Forms

Answers to common practical and legal questions encountered when preparing, routing, and executing Project Change Forms.

Need help? Contact support

Is an electronic signature legally binding?
Yes. Under the federal ESIGN Act (15 U.S.C. §7001) and UETA where adopted, electronic signatures are generally legally equivalent to handwritten signatures if intent, consent, attribution, and retention requirements are met.
Do change forms need notarization or witnesses?
Most contractual change forms do not require notarization unless the agreement or state law specifically requires it; check jurisdictional rules and contract provisions before adding notary or witness blocks.
What happens if a signer lacks authority?
If an individual signs without appropriate delegation, the amendment may be unenforceable and the principal party could repudiate the change, resulting in disputed work, payment delays, and potential legal liability.
How should attachments be stored and referenced?
Attach revised drawings, quotes, or permits with unique file names and reference numbers; maintain versions in a controlled document repository to preserve auditability and evidentiary value.
Can I revise an already approved change?
Yes—create a new Project Change Form or amendment referencing the prior change ID and document additional implications; do not alter executed originals without a formal amendment and signatures.
How long should I retain executed change forms?
Retain executed forms at least for the contract term plus relevant statutory periods: IRS records 3 years (IRC §6501(a)), HIPAA records 6 years (45 CFR §164.530(j)), and longer where state or industry rules require it.

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