Is an e-signed change order legally binding?

Yes when it meets ESIGN and applicable state law requirements: intent to sign, consent to electronic records, attribution to the signer, and record retention ability. See the ESIGN Act (15 U.S.C. ch. 96) and your state’s UETA adoption for specifics.

What if the signer lacks authority?

If the signer lacks documented authority, the change order may be voidable. Confirm signatory authority in corporate resolution, purchase order, or delegation documentation before relying on the signed instrument.

Can I use remote online notarization (RON)?

Many states permit RON with identity proofing and recorded audio-video sessions; requirements vary. Verify your state’s notary commission rules and preserve the required recording and journal entries.

How do I incorporate cost and time impacts clearly?

Include line-item cost breakdowns, labor rates, unit quantities, and exact days or milestone dates. Attach supporting schedules or time-impact analyses to reduce later disputes.

Which signNow plan supports bulk or enterprise workflows?

signNow’s Business Premium and Enterprise tiers add bulk send, advanced fields, and integrations; Site License offers per-invite pricing for very high volumes. Choose based on volume and integration needs.

How should I store executed change orders?

Keep executed originals (or tamper-evident electronic copies) in a secure record system, retain audit trails, and follow retention rules: IRS 3 years (IRC §6501(a)) and HIPAA 6 years (45 CFR §164.530(j)) where applicable.

Electronic Signature
Templates
Project Management
Project Change Order Agreement

Project Change Order Agreement

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

PROJECT CHANGE ORDER AGREEMENT

Project Identification

Project Name Project ID / Contract Number Client Name Client Address for Notices Service Provider (Company) Service Provider Address for Notices Project Manager (Client) Project Manager (Provider) / Primary Contact

Change Order Details

Change Order Number:

Change Order Date:

Reference Agreement / SOW Number:

Requested By Summary Description of Change

Scope of Work Additions / Removals

Provide a detailed statement of work to be added, changed, or removed. Items removed should be explicitly identified and credited.

Deliverables and Acceptance Criteria

List each deliverable resulting from this change order and specify objective acceptance criteria, inspection and testing requirements, and acceptance timelines.

Schedule Impact

Original Project Start Date:

Original Project Completion Date:

Proposed Schedule Change (net impact in days):

New Project Completion Date (if applicable):

Milestones / Key Dates Affected

Budget, Pricing and Payment

Change Order Price Impact:

Cost Change Type: Increase Decrease No Net Change

Total Contract Value Following This Change Payment Schedule for Change Order Change Order Cost Basis and Assumptions

Change Control and Authorization

This Change Order modifies the original Agreement/SOW referenced above only to the extent expressly set forth herein. Except as amended by this Change Order, all terms and conditions of the original Agreement remain in full force and effect. No changes to the Work, schedule, or price are authorized except by a written Change Order signed by authorized representatives of both parties. The Service Provider shall not begin work on changed items subject to a price or schedule increase until a fully executed Change Order is delivered to the Service Provider.

Confidentiality

All information exchanged under or in connection with this Change Order shall be treated as Confidential Information in accordance with the confidentiality provisions of the original Agreement. Neither party shall disclose such information except as expressly permitted by the Agreement or required by law.

Warranty; Limitation of Liability; Indemnity

The Service Provider warrants that work performed under this Change Order will conform to the agreed deliverables and acceptance criteria for a period consistent with the original Agreement's warranty terms. Except as expressly stated herein, no additional warranties are implied. Liability and indemnity obligations shall be as set forth in the original Agreement. Any modification of those obligations must be expressly written in this Change Order.

Notices

Notice Address for Client Notice Address for Service Provider

Governing Law; Integration; Severability

This Change Order shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles. This Change Order and the original Agreement constitute the entire understanding between the parties with respect to the subject matter hereof. If any provision is held invalid, the remaining provisions shall remain in full force and effect.

Attachments and Exhibits

Attachments incorporated by reference (e.g., revised schedules, technical specifications, cost spreadsheets). List attachments here and ensure they are signed and dated where required.

Acknowledgment and Certification

By signing below, the undersigned represent and warrant that they are authorized to execute this Change Order on behalf of the party indicated, that they have read and understand all terms of this Change Order, and that upon execution this Change Order shall become a binding amendment to the Agreement referenced above.

Client:

By:

Date:

Service Provider:

By:

Date:

What a Project Change Order Agreement Is

A Project Change Order Agreement is a written amendment that modifies a preexisting project contract by describing scope changes, adjusted compensation, revised schedules, and any added obligations. It captures the parties involved, detailed change descriptions, cost or credit calculations, and required approvals. Change orders are typically attached to the original contract as exhibits and become binding once executed by authorized signatories. Electronic execution is generally accepted when it meets federal and state e-signature laws such as the ESIGN Act or applicable UETA statutes.

Why a Clear Change Order Agreement Matters

A precise, signed change order reduces disputes, documents cost and schedule impacts, and preserves payment entitlement. It creates an auditable record of instruction and consent that supports invoicing, claims, and project closeout.

Who Uses the Project Change Order Agreement

Common users include contractors, subcontractors, owners, architects, and project managers who must document negotiated changes and approvals.

Properly executed change orders protect rights, support progress payments, and reduce the risk of later contract claims or litigation.

Key Signatory Roles

Project Manager

Project Managers approve technical scope changes and verify schedule impacts. They document the operational effect and confirm that adjustments comply with the contract terms, delivering a factual basis for owner and contractor approvals.

Authorized Signatory

An authorized signatory (owner, contractor officer, or delegated agent) executes the change order to bind the party to cost, time, and scope changes. Authority should be documented to avoid disputes about whether the signer could commit the organization.

Essential Elements to Include

A professional change order clearly links to the base contract, quantifies cost and time impacts, and records required approvals and attachments.

Reference

Cite the original contract number, date, and relevant clause so the change order clearly amends the specific agreement and avoids ambiguity.

Scope Description

Provide a concise, itemized description of added, deleted, or altered work, including drawings or spec references to precisely define the change.

Cost Adjustment

Show the exact dollar increase or credit with calculation method, unit prices, labor rates, and any allowances used to support invoicing and audit.

Schedule Impact

State the number of days added or saved, new milestone dates, and logic tying the delay or acceleration to the change.

Approvals

List required approvers, their roles, and any conditions precedent to work or payment such as permits or inspections.

Attachments

Attach supporting documents: drawings, RFIs, cost breakdowns, time impact analyses, and any referenced correspondence.

Required Information at a Glance

Parties: Names and contact details

Contract Reference: Original contract ID

Change Summary: Brief scope statement

Price Impact: Dollar increase or credit

Time Impact: Days added or subtracted

Signatures: Authorized signatures and dates

Step-by-Step: Completing and Executing a Change Order

Follow these sequential steps to create, approve, and archive a binding change order with minimal friction.

01

Prepare Draft: Document scope, cost, and schedule changes
02

Obtain Approvals: Get written consent from required parties
03

Execute Signatures: Collect authorized signatures and dates
04

Distribute Copies: Send executed copies to all stakeholders

Customizing an Online Change Order Workflow

When building a digital workflow, configure fields and notifications for consistent routing and recordkeeping.

Field	Configuration
Template Name	Use a consistent template per project for version control
Conditional Fields	Show cost breakdown only when 'Price Impact' is nonzero
Notifications	Email alerts to approvers and the PM on each status change
Authentication	Require email or SMS verification for external signers

Digital Signing and Submission Considerations

Use an e-signature platform that supports secure audit trails, PDF/DOCX formats, and role-based signing order.

File Formats: Accept PDF and DOCX for compatibility
Authentication: Email, SMS code, or stronger MFA
Integrations: Connectors for ERP or project systems

Ensure the chosen platform meets legal standards (ESIGN, UETA) and any industry compliance requirements; retain audit logs and signed copies for the record.

Typical Routing: From Request to Record

A streamlined routing model reduces cycle time: prepare, route, sign, and archive with clear roles and automated notifications.

Upload Document: Add the change order draft and attachments
Assign Signers: Specify signers and signing order
Signer Authentication: Validate identity via email or SMS
Archive: Store executed copy and audit trail

Timelines and Typical Deadlines

Establish clear internal deadlines for responses, approvals, and invoicing to avoid payment delays and schedule disputes.

Contractor Response Time:

Respond to owner change requests within 7–14 days per contract terms

Approval Window:

Owners typically review and approve within a contract-specified period

Effective Date:

Effective date determines when changed work and costs begin

Invoice Submission:

Submit adjusted invoices promptly after execution to preserve payment rights

Dispute Notice:

File notices of dispute per the contract notice provisions

Common Mistakes to Avoid

Vague scope language that fails to specify work or reference drawings increases claim risk and change disputes.
Missing signatory authority where the signer lacks documented permission to bind the company, jeopardizing enforceability.
Poor cost breakdowns that lack itemization lead to audit questions and payment delays during owner review.
Skipping schedule impact analysis which may cause concurrent delay arguments and contentious extension claims.

Consequences of a Defective Change Order

Payment Delay: Owner may withhold payment

Dispute: Leads to claims or arbitration

Contract Breach: Risk of termination for cause

Lien Risk: Contractor may need lien remedies

Increased Costs: Unrecoverable overhead exposure

Regulatory Exposure: Permitting or compliance gaps

eSignature Vendor Comparison for Change Order Execution

Compare common vendor criteria relevant to change-order workflows. signNow is listed first; verify competitor plan details with each vendor before purchase.

	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	Varied by plan	Varied by plan	Varied by plan	Varied by plan
Bulk Send	Available (plan-dependent)	Available	Available	Available	Limited
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year limit	Varied by plan	Varied by plan	Varied by plan

Frequently Asked Questions and Troubleshooting

Answers to common questions about validity, signatures, digital workflows, and practical problems encountered when preparing change orders.

Need help? Contact support

Is an e-signed change order legally binding?
Yes when it meets ESIGN and applicable state law requirements: intent to sign, consent to electronic records, attribution to the signer, and record retention ability. See the ESIGN Act (15 U.S.C. ch. 96) and your state’s UETA adoption for specifics.
What if the signer lacks authority?
If the signer lacks documented authority, the change order may be voidable. Confirm signatory authority in corporate resolution, purchase order, or delegation documentation before relying on the signed instrument.
Can I use remote online notarization (RON)?
Many states permit RON with identity proofing and recorded audio-video sessions; requirements vary. Verify your state’s notary commission rules and preserve the required recording and journal entries.
How do I incorporate cost and time impacts clearly?
Include line-item cost breakdowns, labor rates, unit quantities, and exact days or milestone dates. Attach supporting schedules or time-impact analyses to reduce later disputes.
Which signNow plan supports bulk or enterprise workflows?
signNow’s Business Premium and Enterprise tiers add bulk send, advanced fields, and integrations; Site License offers per-invite pricing for very high volumes. Choose based on volume and integration needs.
How should I store executed change orders?
Keep executed originals (or tamper-evident electronic copies) in a secure record system, retain audit trails, and follow retention rules: IRS 3 years (IRC §6501(a)) and HIPAA 6 years (45 CFR §164.530(j)) where applicable.

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