Are e-signatures valid?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA in most states when intent and attribution are demonstrable and records are retained.

Do change orders need notarization?

Typically no. Change orders are contract amendments and generally do not require notarization, though specific transaction types or state rules may impose additional formality in rare cases.

What if a signer lacks authority?

If an individual lacked delegated authority, the change could be disputed; verify delegation limits in the contract and obtain ratification from an authorized representative.

How do I revise an issued change order?

Issue a new revision with a clear revision number, date, and explanation. All parties who signed the original should sign the revision to avoid confusion.

How long should records be kept?

Retain change orders for the contract term plus recommended retention: IRS-relevant records 3 years (IRC §6501(a)), HIPAA records 6 years (45 CFR §164.530(j)), and longer where state law requires.

Can I use a third-party eSignature service?

Yes. Choose a provider that supports audit trails, required authentication strength, and applicable compliance (for HIPAA a BAA is required) to ensure enforceability.

Project Change Order

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PROJECT CHANGE ORDER

Change Order Information

Change Order No. Project Name Owner Contractor Original Contract Date

Date:

Effective Date of Change Order

Effective:

Recitals

WHEREAS, Owner and Contractor entered into a written Contract identified as the Prime Contract for the Project dated (the “Contract”);

WHEREAS, the parties now desire to modify the Work, Contract Sum and/or Contract Time as set forth in this Project Change Order; and

WHEREAS, the parties agree that this Change Order, when executed by both parties, shall modify the Contract as described below and shall become part of the Contract.

Scope of Work

Description of Change Reason for Change Attachments (drawings, specifications, supporting documentation)

Cost Impact

Original Contract Sum Net Change by this Change Order (positive or negative) New Contract Sum (if applicable)

The Contractor warrants that the amounts stated above constitute full and complete compensation for the work described in this Change Order, including labor, materials, equipment, taxes and overhead and profit, unless otherwise expressly stated herein.

Payment Terms

Payment for the work described in this Change Order shall be made in accordance with the following terms:

Payment Amount for this Change Order Payment Schedule and Conditions Late Payment Fee

If the Owner disputes any portion of an invoice, the undisputed portion shall be paid pursuant to the payment schedule and the parties shall promptly meet and confer regarding the disputed portion. Any approved changes shall be invoiced and paid consistent with the Contract's provisions.

Time Impact

Original Contract Completion Date

Original Completion:

Net Change in Contract Time (number of calendar days) New Contract Completion Date

New Completion:

To the extent this Change Order causes delay, the Contractor certifies that the time extension claimed is the minimum necessary to compensate for the delay and that any acceleration required to achieve the original completion date shall be performed only as directed and compensated pursuant to the Contract.

Term and Termination

This Change Order is effective as of the Effective Date set forth above and shall remain in effect until the Work described herein has been completed and accepted in accordance with the Contract, unless earlier terminated as provided below.

Change Order Start Date

Start:

Change Order End Date (if applicable)

End:

Termination Notice Period

Either party may terminate performance under this Change Order for material breach by the other party if the breaching party fails to cure such breach within the notice period specified above. Termination of this Change Order shall not relieve either party of obligations that accrued prior to termination.

Confidentiality

Each party acknowledges that information exchanged in connection with this Change Order may be confidential and proprietary. Neither party shall disclose Confidential Information of the other except as required by law or to perform obligations under this Change Order. Confidential Information shall be protected with at least the same degree of care as each party uses to protect its own confidential information, but not less than reasonable care.

Governing Law

This Change Order shall be governed by and construed in accordance with the laws chosen in the Prime Contract. If no such choice is specified in the Prime Contract, the laws of the state identified by the Owner in the Contract shall govern.

Entire Agreement

This Change Order, together with the Contract and any previously executed change orders, constitutes the entire agreement between the parties with respect to the changes addressed herein. Except as expressly modified by this Change Order, all other terms and conditions of the Contract remain in full force and effect.

By signing below, the parties represent and warrant that they have authority to enter into this Change Order and that the execution and delivery of this Change Order have been duly authorized.

Owner - Printed Name:

By:

Date:

Contractor - Printed Name:

By:

Date:

What a Project Change Order Is and when it matters

A Project Change Order is a written amendment to an existing construction or service contract that documents modifications to scope, schedule, cost, or deliverables. It records the request, technical description, cost impact, schedule adjustment, and approvals needed to make the change enforceable under the original contract terms. Change orders preserve a clear audit trail for project teams, owners, and finance departments and reduce disputes by ensuring all parties acknowledge and accept the revised obligations before work proceeds.

Why a formal change order matters for project control

Using a formal Project Change Order helps protect contractual rights, track cost and schedule impacts, and create a single authoritative record for approvals and auditability. It reduces ambiguity and supports payment and lien processes if disputes arise.

Who typically prepares and signs a change order

The following roles most commonly prepare, review, or sign Project Change Orders on construction and professional services projects.

General Contractor or Subcontractor — Prepares technical description and cost estimate; submits for owner and design team approval.
Project Manager or Construction Manager — Reviews scope, schedule impact, and coordinates approvals across stakeholders and finance.
Owner or Authorized Representative — Confirms acceptance, signs for approval, and triggers funding or invoice adjustments.

Depending on contract terms, approvals may also require architect/engineer certification, lender concurrence, or a change to the purchase order.

Essential components of an effective Project Change Order

A professional change order is concise but complete: it identifies the contract, explains the change, quantifies cost and schedule effects, lists attachments, and documents required approvals in order.

Change ID

Unique identifier for tracking; aligns with contract amendment numbering and internal accounting codes for auditability.

Scope Description

Clear, itemized description of work added, removed, or revised including locations, specifications, and reference drawings where applicable.

Cost Impact

Detailed breakdown of labor, materials, equipment, and markups; list fixed sums or unit rates and indicate contingencies or allowances.

Schedule Impact

Revised milestones, critical path changes, and projected completion dates with any required accelerations or delays explained.

Attachments

Supporting documents such as revised drawings, vendor quotes, and photos that substantiate scope changes and cost estimates.

Approval Block

Designated signatories, signature dates, and any conditional approvals required by contract, lender, or permitting authority.

Required identifying information at a glance

Project Name: Official project title

Contract Number: Primary contract ID

Change Order Number: Sequential CO ID

Effective Date: Date change takes effect

Affected Line Items: Referenced specs or pay items

Signatories: Names and roles signing

Step-by-step: creating and issuing a change order

Follow these core steps from draft to archive to ensure a complete and auditable change order process.

01

Draft the request: Document scope change, attach estimates and drawings.
02

Internal review: Obtain technical and cost review from PM and estimator.
03

Obtain approvals: Route to owner, architect, and finance as required.
04

Execute and distribute: Collect signatures, return countersigned copy to all parties.

Typical routing flow for a Project Change Order

Most organizations use a simple linear routing pattern; complexity increases when lender or permitting approvals are required.

Submit to PM: Originator delivers draft and supporting documents to project manager.
Estimate & review: Estimator and cost engineer verify pricing and schedule effects.
Owner approval: Owner or authorized rep reviews and signs to accept changes.
Archive record: Finalize, distribute countersigned copy, and store in project repository.

Common online workflow settings for change orders

Configure these workflow options when you digitize change orders to ensure consistent routing, authentication, and recordkeeping.

Field	Configuration
Default signature authentication method	Email link with optional SMS code
Conditional approval routing	Route to finance when cost impact exceeds threshold
Automatic document numbering	Assign sequential change order IDs
File attachments required	Require photos, quotes, and revised drawings

Delivery options and platform integrations for digital change orders

Digital change orders can be shared via email, signing links, or integrated through project and ERP systems to minimize manual handoffs.

File formats: PDF and DOCX are standard for preservation
Integrations: Connectors to Procore, NetSuite, and Salesforce streamline routing
Authentication: Email link, SMS code, or stronger KBA when required

Choose a delivery method that preserves the audit trail (timestamps, IP, signer identity) and aligns with contract authentication clauses and any industry compliance requirements.

Typical timelines and response expectations

Contracts often specify response times; when they do not, project teams rely on customary internal SLAs to keep work moving and preserve claims.

Submission window:

Submit change notices promptly — typically within 5–14 business days of discovery

Owner review period:

Commonly 7–21 calendar days for technical and cost review

Approval deadline:

Expedite approvals for schedule-critical items to avoid delay damages

Payment timing:

Adjust invoicing per contract: next progress draw or within 30 days

Record update:

Update project baselines and schedules immediately after approval

Key milestones from request to execution

Track these milestones to measure processing time and identify bottlenecks in your change order lifecycle.

01

Request Submitted

Originator files change request with supporting docs.

02

Estimate Completed

Cost and schedule impacts are calculated and documented.

03

Approval Obtained

Authorized signatory accepts scope and cost adjustments.

04

Change Implemented

Work proceeds and project records are updated.

Common mistakes that delay or invalidate change orders

Unclear scope descriptions that leave room for interpretive disputes and differing contractor interpretations during execution.
Missing or improper approvals where the person signing lacks delegated authority under the contract, causing acceptance disputes.
Incomplete cost breakdowns that omit indirect costs, tax, or markups, leading to invoicing disagreements and payment delays.
Poor version control and conflicting documents that result in multiple, inconsistent change requests for the same work.

Risks and possible contract consequences

Delayed Payment: Payment holdbacks or disputed invoices

Contract Dispute: Claims, mediation, or arbitration exposure

Invalid Change: Work done without signed approval may be uncompensated

Cost Overruns: Unapproved costs may fall to contractor

Regulatory Risk: Permitting or code violations from unsanctioned work

Liability Exposure: Warranty and indemnity implications for unauthorized changes

Comparing common eSignature providers for change order workflows

Select a signing platform that supports audit trails, integrations, and compliance needs. The rows below summarize price and feature considerations across several vendors.

	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

Who can legally sign a change order

Project Manager

A project manager with delegated contracting authority may sign limited-value change orders per the contractor's internal delegation of authority; verify limits in the prime contract and procurement policy.

Owner Authorized Representative

The owner’s authorized signatory (executive, procurement officer, or designated rep) must have express contract authority to bind the owner for cost and schedule changes.

Real-world examples using digital change orders

Organizations digitize change orders to shorten approval cycles and preserve compliance while working remotely or on site.

Optica Ventures — Field approvals

Optica Ventures digitized change approvals to speed field-to-office signoff.

The interface remained easy for clients and crews.
Brian Fitzgibbons, COO, said the system was simple for both staff and customers, reducing turnaround time on approvals without adding administrative burden.

Martin Properties — Compliance on the go

Martin Properties moved amendment signing online for remote projects.

Mobile signing enabled rapid closeout of minor revisions.
Tim Martin, Founder, reported processing documents online with compliance and security, allowing faster project execution and documentation consistency.

Practical tips for accurate, efficient change order processing

Adopt standard templates, assign clear responsibility, and use version control to reduce disputes and administrative overhead.

Use a standard template

A consistent template ensures every change order captures scope, cost, schedule, attachments, and explicit approvals, reducing back-and-forth clarifications and supporting audit reliability.

Attach objective evidence

Include vendor quotes, marked-up drawings, and photos wherever possible so reviewers can verify the necessity and accuracy of estimates without extra requests.

Enforce approval thresholds

Define monetary and schedule thresholds for who must approve changes to prevent unauthorized work and ensure proper financial authorization.

Preserve an audit trail

Record timestamps, signer identity, and version history for each change order to support invoice reconciliation, claims defense, and post-project audits.

Frequently asked questions about Project Change Orders

Answers to common questions about validity, e-signatures, revisions, and recordkeeping to help teams avoid delays and disputes.

Need help? Contact support

Are e-signatures valid?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA in most states when intent and attribution are demonstrable and records are retained.
Do change orders need notarization?
Typically no. Change orders are contract amendments and generally do not require notarization, though specific transaction types or state rules may impose additional formality in rare cases.
What if a signer lacks authority?
If an individual lacked delegated authority, the change could be disputed; verify delegation limits in the contract and obtain ratification from an authorized representative.
How do I revise an issued change order?
Issue a new revision with a clear revision number, date, and explanation. All parties who signed the original should sign the revision to avoid confusion.
How long should records be kept?
Retain change orders for the contract term plus recommended retention: IRS-relevant records 3 years (IRC §6501(a)), HIPAA records 6 years (45 CFR §164.530(j)), and longer where state law requires.
Can I use a third-party eSignature service?
Yes. Choose a provider that supports audit trails, required authentication strength, and applicable compliance (for HIPAA a BAA is required) to ensure enforceability.

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