Can a change notice be signed electronically?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided the 4-part validity test is met: intent to sign, consent to do business electronically, attribution to the signer, and reliable record retention.

Who is authorized to sign a notice?

Signatory authority depends on your contract and internal delegation policies. Typically an authorized project manager, contract officer, or other named designee signs; confirm limits of authority before accepting a signed notice as binding.

Are witnesses or notarization required?

Most project change notices do not require notarization or witnesses. Exceptions exist for certain jurisdictions or when the notice modifies a document that itself requires notarization; verify local rules and contract language.

What supporting documents should be attached?

Attach drawings, photos, vendor quotes, test reports, and any prior correspondence that substantiates scope, cost, and schedule impacts to reduce review cycles and strengthen contractual positions.

How do I correct an error after submission?

If a material error is found, submit an amended change notice clearly marked as a correction and include the original notice reference. Preserve both versions in the project record for auditability.

How long should I retain the executed notice?

Retain for the contract term plus recommended post-termination periods; federal guidance suggests at least 3 years for tax support (IRC §6501(a)), with industry-specific longer periods for disputes and HIPAA-covered records.

Electronic Signature
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Project Change Notice Form

Project Change Notice Form

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

Project Change Notice Form

Recitals

WHEREAS, the Client and the Contractor entered into a binding agreement titled Project: under Contract No.: (the Agreement); and

WHEREAS, the parties anticipate that changes to the Scope of Work and/or Contract Price may be necessary to complete the Project in accordance with the Agreement; and

WHEREAS, this Project Change Notice documents a proposed modification to the Agreement and, upon execution by authorized representatives of both parties, will constitute an amendment to the Agreement as provided below.

Notice Details

Change Notice No.: Date of Notice:

Requested By: Company:

Affected Contract Reference

Scope of Change

Describe the change to scope (work to be added, modified, or deleted) Reason for Change

Schedule Impact

Anticipated change in contract completion: Reasonable justification:

Detailed schedule impact

Cost Adjustment & Payment Terms

Proposed additional contract amount: $ Cost Basis:

Cost breakdown or estimate supporting the proposed amount Payment schedule for additional amount

Late payment fee: Payment due within: days of invoice.

Term and Termination

Effective date of this change: Anticipated completion date for changed work:

Either party may terminate this change by providing written notice at least days prior to the effective termination date. Termination of this Change Notice does not relieve the parties of payment obligations accrued for authorized work performed to the date of termination.

Confidentiality

All non-public information disclosed in connection with this Change Notice shall be treated as Confidential Information by the receiving party and shall not be used or disclosed except as necessary to perform the changed work or as required by law. Confidential Information shall be held to the same confidentiality standard set forth in the underlying Agreement.

This change includes Confidential Information requiring the protections described above.

Approvals and Representations

The undersigned representatives warrant that they are authorized to bind their respective parties and that acceptance of this Change Notice will amend the Agreement as specifically set forth herein upon execution.

Approval status: Approved Rejected Deferred

Supporting documentation attached or referenced

Governing Law & Entire Agreement

This Change Notice shall be governed by and construed in accordance with the laws of the jurisdiction of the Agreement. Any dispute arising under this Change Notice shall be resolved in accordance with the dispute resolution provisions of the Agreement.

This Change Notice, together with the Agreement and any documents expressly incorporated herein, constitutes the entire agreement of the parties with respect to the subject matter hereof and supersedes all prior proposals, understandings, and communications, whether written or oral, related to this change.

Client Printed Name:

By:

Date:

Contractor Printed Name:

By:

Date:

What a Project Change Notice Form is and why it matters

A Project Change Notice Form documents proposed alterations to a project’s scope, schedule, cost, or deliverables and creates a clear, auditable record of the request. Used by contractors, owners, and project managers, it summarizes the change, provides rationale and impact estimates, and starts the formal approval workflow so parties can evaluate, negotiate, and, if approved, convert the notice into an executed change order or amendment.

Why using a formal Project Change Notice reduces disputes

A standardized Project Change Notice Form creates a single source-of-truth for scope and cost changes, supports timely decision-making, and preserves evidence needed for claims or audits under contract terms.

Typical users and distribution roles

Project teams use this form to capture proposed changes and route approvals through contractual roles.

Project Manager — Prepares the notice, estimates schedule and cost impacts, and submits for approval.
Contract Administrator — Reviews contractual authority, checks budget and change order terms, and recommends disposition.
Owner / Client Representative — Reviews scope and approves, rejects, or requests further documentation.

Clear role definitions reduce back-and-forth and speed resolution while keeping contract records complete.

Essential parts of a professional Project Change Notice

A complete form groups descriptive, commercial, and administrative information so reviewers can evaluate the change quickly and consistently.

Change summary

Concise description of the proposed change, location, and affected work so reviewers immediately understand what is altered.

Reason for change

Explain cause (design revision, site condition, scope omission) and include any contractual citations or reference documents.

Schedule impact

List days added or subtracted, critical path effects, and any required acceleration measures to mitigate delays.

Cost impact

Provide a line-item estimate with labor, materials, equipment, markups, and any contingency assumptions supporting the amount.

Approvals

Designated signatory fields for contractor, owner, architect/engineer, and date fields to record authorized acceptance or rejection.

Attachments

Supporting documents such as drawings, field reports, photos, vendor quotes, and prior correspondence that substantiate the change.

Step-by-step: completing and routing a Project Change Notice

A predictable sequence reduces processing time and helps preserve contractual rights when changes arise.

01

Prepare notice: Populate all fields, attach evidence, and prepare cost and schedule impact.
02

Internal review: Contract administrator verifies budget and scope alignment before external submission.
03

Submit to approvers: Send to listed signatories in the defined order with deadline expectations.
04

Record decision: Capture approval, rejection, or request for more info and file the executed notice or convert to change order.

Configuring an online workflow for change notices

When digitizing the form, set fields and routing to match your contract’s approval hierarchy and retention rules.

Field	Configuration
Template	Lock core fields and allow conditional sections to appear as needed.
Conditional fields	Show cost/schedule sections only when change type requires them.
Signer order	Enforce sequential approval for role-based signoffs.
Notifications	Auto-notify approvers and set reminders for overdue responses.

Where to send or file the completed form

A consistent destination and version control policy ensures the notice is actionable and preserved for audit.

Project manager: Primary recipient for initial review and coordination with stakeholders.
Contract administrator: Receives copy for budget control and contract compliance checks.
Owner / client: Receives official submission for approval or rejection decisions.
Document control: Files the final, signed notice in the project repository with version metadata.

Digital signing and format requirements

Choose a signing platform that supports standard file formats, audit trails, and the organization’s authentication requirements.

File formats: PDF, DOCX supported for upload and export.
Integrations: Connects to Salesforce, NetSuite, Box, Procore.
Authentication: Email, SMS codes, or stronger signer ID options.

Typical contract timeline items tied to a change notice

Contracts often define response windows and effective dates; adhere to those timelines to preserve rights under the agreement.

Notice submission window:

Submit within contract-defined period; many contracts require prompt notice within 7–30 days.

Contractor response:

Contract may require a priced proposal within 10–30 days of notice.

Approval decision:

Owners typically respond within a specified period, commonly 14–30 days.

Effective date:

Specify MM/DD/YYYY; some contracts tie payment to the approval date.

Conversion to change order:

Execute formal change order after approval per contract procedures.

Common mistakes when preparing a Project Change Notice

Submitting incomplete cost breakdowns that force follow-up and delay approval cycles by days or weeks.
Failing to attach supporting evidence such as site photos or vendor quotes, undermining credibility of the estimate.
Using ambiguous language about scope or schedule, creating disagreement about the work to be performed.
Routing to incorrect approvers or missing required signatories, which can invalidate the notice under contract terms.

Risks and potential consequences of improper change notices

Delayed compensation: Payment may be withheld until proper documentation is provided.

Disputed claims: Poor documentation increases likelihood of denial or reduced settlement.

Schedule exposure: Unapproved work can result in liquidated damages or acceleration costs.

Contract breach: Repeated failures to follow notice procedures may be deemed contractual default.

Audit findings: Incomplete records complicate audits and compliance reviews.

Legal costs: Resolving disputes often incurs attorney fees and extended litigation risk.

Real examples of change notice workflows in practice

Two practical illustrations show how completed notices move from submission to resolution in typical project settings.

Martin Properties — Tim Martin

A property modernization required an unexpected scope change affecting HVAC systems.

The contractor submitted a detailed cost and schedule impact within 5 days.
The owner approved after two rounds of questions and the signed notice converted to a formal change order recorded in the project repository.

BIS — Dan Rotelli

A supplier delay caused a material substitution request with price variance.

The project team attached vendor quotes and comparative specs.
Formal approval documented the deviation and captured the updated delivery schedule, avoiding later disputes over nonconforming materials.

eSignature vendor comparison for executing Project Change Notice Forms

Compare common plan features and price starting points. signNow is listed first per standard vendor comparison conventions.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Plan	7-day 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
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about Project Change Notice Forms

Answers to common legal, procedural, and e-signature questions encountered when preparing or executing a change notice.

Need help? Contact support

Can a change notice be signed electronically?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided the 4-part validity test is met: intent to sign, consent to do business electronically, attribution to the signer, and reliable record retention.
Who is authorized to sign a notice?
Signatory authority depends on your contract and internal delegation policies. Typically an authorized project manager, contract officer, or other named designee signs; confirm limits of authority before accepting a signed notice as binding.
Are witnesses or notarization required?
Most project change notices do not require notarization or witnesses. Exceptions exist for certain jurisdictions or when the notice modifies a document that itself requires notarization; verify local rules and contract language.
What supporting documents should be attached?
Attach drawings, photos, vendor quotes, test reports, and any prior correspondence that substantiates scope, cost, and schedule impacts to reduce review cycles and strengthen contractual positions.
How do I correct an error after submission?
If a material error is found, submit an amended change notice clearly marked as a correction and include the original notice reference. Preserve both versions in the project record for auditability.
How long should I retain the executed notice?
Retain for the contract term plus recommended post-termination periods; federal guidance suggests at least 3 years for tax support (IRC §6501(a)), with industry-specific longer periods for disputes and HIPAA-covered records.

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