What if a change is executed without signature?

Unsigned or informally approved changes can be unenforceable under the contract. Treat unsigned changes as proposals; obtain retrospective documented approval or follow the dispute resolution clause to confirm entitlement to payment.

Can a change be signed electronically?

Yes. Electronic signatures meet ESIGN and UETA requirements when intent, consent, attribution, and record retention are present. Use an audit trail and consent disclosure for consumer-facing transactions.

Who has authority to approve changes?

Authority depends on the contract’s approval matrix. Commonly the project sponsor or designated contract manager has authority; confirm signatory limits in the master agreement to avoid invalid approvals.

When is notarization required?

Notarization is rarely required for ordinary change orders. Notarize only when the change amends a document that requires notarization by law or when state-specific formalities apply.

How should attachments be managed?

Attach versioned exhibits with clear labels and dates. Reference attachment IDs in the change text and preserve originals in the contract repository to maintain a straight audit trail.

How can I correct a signed change?

If a signed change contains errors, prepare an amendment or corrective change order referencing the original identifier and obtain the same approval sequence to document the correction.

Electronic Signature
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Project Change in Scope Document

Project Change in Scope Document

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

PROJECT CHANGE IN SCOPE DOCUMENT

This Project Change in Scope Document (the "Change Document") is entered into by and between Client Name: and Contractor Name: , pertaining to Project: .

Change Order Number: Original Contract Date: Proposed Effective Date:

WHEREAS

WHEREAS, the parties entered into a written agreement governing the Project described above on or about the Original Contract Date identified herein, and the parties wish to document a modification to the scope, schedule, and/or compensation for certain work originally encompassed by that agreement.

WHEREAS, the party requesting this change is Requesting Party: , and has submitted the proposed modifications described below to Contractor for review and approval.

WHEREAS, the parties agree that the modifications set forth in this Change Document shall be incorporated into the governing agreement upon mutual execution and shall supersede any inconsistent provisions only to the extent expressly stated herein.

SCOPE OF WORK — CHANGE DESCRIPTION

Detailed description of the change in scope

Attachments referenced by this Change Document (plans, specifications, drawings, schedules):

CHANGE CLASSIFICATION

This change is believed to be (select all that apply): Scope only Cost impact Schedule impact

PAYMENT TERMS

Change Order Total Amount Payment schedule and milestones Invoicing terms Late payment fee

TERM AND TERMINATION

This Change Document shall be effective as of Effective Date: and shall remain in effect until End Date: , unless earlier terminated in accordance with the governing agreement or this Change Document.

Notice period for termination related to this change (days)

Termination for cause arising from failure to perform the changed work shall follow the procedures and rights set forth in the original agreement, except that any cure periods specifically tied to the changed work shall be measured from the date of written notice referencing this Change Document.

CONFIDENTIALITY

Each party shall treat as Confidential Information all non-public information disclosed in connection with this Change Document and the changed work. Confidential Information shall not include information that is or becomes generally available to the public other than by breach of this Change Document, or information rightfully received from a third party without restriction. The receiving party shall use Confidential Information solely for the purposes of performing or administering the changed work and shall take reasonable measures to protect such information from unauthorized disclosure.

GOVERNING LAW

This Change Document shall be governed by and construed in accordance with the laws of the State of , without regard to choice-of-law principles that would require application of the laws of another jurisdiction.

ENTIRE AGREEMENT

Except as expressly modified by this Change Document, all terms and conditions of the original agreement remain in full force and effect. This Change Document, together with the original agreement and any documents expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter addressed and supersedes all prior and contemporaneous agreements, proposals, and communications, whether written or oral, regarding such subject matter.

AUTHORIZATION AND ACCEPTANCE

By signing below, each party represents that (a) the individual signing is duly authorized to execute this Change Document on behalf of the party, (b) the party agrees to be bound by its terms, and (c) the party acknowledges that the change described above shall become part of the governing agreement upon execution by both parties.

Client Name:

By:

Date:

Contractor Name:

By:

Date:

What a Project Change in Scope Document Is

A Project Change in Scope Document is a written record that describes a planned modification to a project's defined deliverables, schedule, budget, or responsibilities. It captures who requests the change, a precise description of the change, its impacts on cost and timeline, and the approvals required to proceed. The document creates an auditable trail for contract management, helps allocate risk, and establishes the baseline for implementation. When executed correctly, it prevents disputes over scope creep and supports consistent project governance across internal teams and external contractors.

Why a Formal Change in Scope Matters

A formal change document protects all parties by documenting intent, expected outcomes, cost and schedule consequences, and required approvals. It reduces ambiguity, supports payment and claims processes, and creates a clear record for audits or disputes under applicable contract law and procurement rules.

Who Typically Prepares and Signs a Change Document

The Project Change in Scope Document is used by multiple stakeholders across project delivery, contracting, and client teams.

Project managers and PMO leads who control baseline scope, schedule, and cost tracking across the project lifecycle.
Contractors, subcontractors, and vendors proposing technical changes, pricing adjustments, or schedule revisions for review.
Client representatives, procurement officers, or contract administrators who approve changes and authorize budget or schedule impacts.

Use role-based approvals and a documented signatory matrix to ensure the right authority signs each change and to avoid unauthorized scope adjustments.

Step-by-Step: Create and Execute a Change in Scope

Follow these core processing steps to prepare, review, and finalize the change document.

01

Draft: Populate fields and attach supporting schedules or specifications.
02

Assess: Project leads evaluate cost, schedule, and risk impacts.
03

Approve: Obtain required signatures from client and contractor authorities.
04

Implement: Update project baseline, work plans, and financial records.

Essential Elements to Include in a Professional Change Document

Ensure each element below is present and clearly linked to the master contract to preserve enforceability and traceability.

Executive Summary

One-paragraph summary stating who requested the change, why it is needed, and the high-level effect on objectives, so reviewers can quickly determine relevance.

Detailed Scope

A precise description of added, removed, or modified work items, including measurable acceptance criteria, references to drawings, and versioned attachments.

Schedule Impact

List affected milestones, adjusted completion dates, and any critical-path changes with rationale to support resource planning and contract schedule updates.

Cost Impact

Provide itemized cost changes, contingency use, unit rates, and whether costs are estimates or firm; link to budget code or PO if applicable.

Risk Assessment

Identify new risks introduced by the change, mitigation steps, and residual risk owner to ensure continued compliance with project risk management.

Approval Matrix

Name required approvers, their roles, and authority limits. Include signature blocks, execution dates, and version control metadata for audit purposes.

Security and Compliance Checklist

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

Audit Trail: Immutable timestamps and action history

Access Controls: Role-based permissions and SSO

Regulatory Standards: SOC 2 Type II; ISO 27001

Healthcare: HIPAA support with BAA required

FDA Records: 21 CFR Part 11 compatible

Configure the Approval Workflow

Common workflow settings for consistent routing and signatory control.

Field	Configuration
Signer Order	Sequential approvals by defined roles
Authentication	Email link, SMS code, or ID verification
Attachments	Allow supporting documents and versioned exhibits
Notifications	Automated reminders and escalation rules

How to Route and Submit the Document

Routing typically follows a documented sequence to ensure approvals and record capture.

Upload: Upload signed contract and change draft to the system
Tag Fields: Place signature, date, and approver fields in the form
Add Signers: Assign signers and set signer order or parallel sign
Send: Dispatch signing requests and capture completed audit trail

Best Delivery Methods and Platform Needs

Choose platforms that support secure eSigning, audit trails, and the integrations your teams use.

Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
File Types: PDF, DOCX, and editable Excel attachments
Authentication: Email, SMS, and advanced signer verification

Ensure the selected platform meets your compliance needs for encryption, retention, and any industry-specific regulations before routing change documents.

Typical Timing and Deadlines to Track

Track internal and contractual deadlines to keep approvals and implementation on schedule.

Submission Deadline:

Submit change proposal promptly upon discovery to preserve schedule options

Review Period:

Allow a defined review window, commonly 5–10 business days

Approval Window:

Obtain required signatures within the contractually defined approval timeframe

Implementation Date:

Set a clear effective date that aligns with resource availability

Record Update:

Update baseline plans and budgets within one billing cycle

Common Preparation Mistakes to Avoid

Vague descriptions that omit specific deliverables or acceptance criteria, creating later disputes over scope.
Failing to document cost breakdowns or contingency allocations, which can delay invoicing and approvals.
Not following the contract’s required approval path, resulting in unauthorized changes and payment rejections.
Attaching unsigned or incorrect exhibits, creating version control errors and invalidating the change record.

Consequences of an Incorrect or Missing Change Document

Payment Denial: Loss of entitlement to additional compensation

Schedule Delays: Unapproved work may not be recognized in critical path

Contract Disputes: Increased litigation and claims risk

Audit Findings: Noncompliance observations in procurement audits

Liability Exposure: Unallocated risk may create indemnity issues

Record Gaps: Poor documentation complicates closeout and retention

Comparing eSignature Options for Change Documents

Basic vendor feature comparison relevant to signing and managing change documents; signNow appears first per vendor listing requirements.

	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 credit card	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions About Change in Scope Documents

Answers to common issues encountered when preparing, approving, and storing change documents.

Need help? Contact support

What if a change is executed without signature?
Unsigned or informally approved changes can be unenforceable under the contract. Treat unsigned changes as proposals; obtain retrospective documented approval or follow the dispute resolution clause to confirm entitlement to payment.
Can a change be signed electronically?
Yes. Electronic signatures meet ESIGN and UETA requirements when intent, consent, attribution, and record retention are present. Use an audit trail and consent disclosure for consumer-facing transactions.
Who has authority to approve changes?
Authority depends on the contract’s approval matrix. Commonly the project sponsor or designated contract manager has authority; confirm signatory limits in the master agreement to avoid invalid approvals.
When is notarization required?
Notarization is rarely required for ordinary change orders. Notarize only when the change amends a document that requires notarization by law or when state-specific formalities apply.
How should attachments be managed?
Attach versioned exhibits with clear labels and dates. Reference attachment IDs in the change text and preserve originals in the contract repository to maintain a straight audit trail.
How can I correct a signed change?
If a signed change contains errors, prepare an amendment or corrective change order referencing the original identifier and obtain the same approval sequence to document the correction.

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