Are electronic signatures valid?

Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA frameworks, provided the signature demonstrates intent, consent, attribution, and retention capability.

Do change orders require notarization?

Generally no; change orders typically do not require notarization. Verify if the change affects conveyance or statutory documents where state law may require notarization or witnesses.

Who may sign a change order?

An individual with delegated signature authority for the contracting party should sign. Maintain an approval matrix or delegation document to demonstrate authority if questioned.

How do I amend a signed change order?

Issue a new change order or an amendment that references the executed change order number, describes the amendment, and obtains the same approval sequence as the original.

How long must I retain executed change orders?

Retain for the contract term plus a minimum of three years; follow longer retention where industry rules apply, for example HIPAA six years or IRS three years (IRC §6501(a)).

What supporting documents should be attached?

Include vendor quotes, revised drawings, RFI responses, time sheets, cost backup, and updated schedules to substantiate the change and support audit reviews.

Electronic Signature
Templates
Project Management
Project Change Order Approval

Project Change Order Approval

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

Project Change Order Approval

Project Identification

Project Title Project ID Contract / Agreement Reference

Change Order No.:

Date Submitted:

Submitted By:

Client Name Service Provider Project Manager

Change Summary

This Change Order amends the Contract identified above. The requested change is described below. Upon execution by authorized representatives of both Parties, this Change Order becomes incorporated into and modifies the terms of the Contract as specified herein.

Summary of Change Reason for Change

Scope and Deliverables

Detailed Scope of Work for Change Deliverables (as modified) Acceptance Criteria Out-of-Scope Items

Type of Change

Indicate all categories that apply:

Scope Schedule Budget / Cost Deliverables / Acceptance Other:

Schedule Impact

Identify the effect of this Change Order on schedule and milestones.

Original Start Date:

Original End Date:

Proposed New Start Date:

Proposed New End Date:

Milestones (if applicable)

Budget and Payment

Itemize costs associated with this Change Order. Attach additional documentation if required. All amounts are in the currency agreed in the Contract.

Line Item 1 - Description

Line Item 2 - Description

Line Item 3 - Description

Total Change Order Cost Payment Schedule for Change

Use contingency funds Client to fund Additional approval required prior to execution

Change Control, Warranties and Liability

Upon execution, this Change Order supersedes any conflicting provisions of previously executed change requests related to the same subject matter. The Service Provider warrants that work performed under this Change Order will conform to the acceptance criteria stated herein and to the professional standards required by the Contract. Neither Party will be liable for consequential or incidental damages beyond those expressly set forth in the Contract, except as required by applicable law.

Confidentiality

All non-public information exchanged in connection with this Change Order is confidential. The Parties shall maintain confidentiality in accordance with the confidentiality provisions of the Contract. Disclosure is permitted only to the extent necessary to perform obligations under this Change Order or as required by law, provided the disclosing Party gives prompt notice when permitted.

Governing Law

This Change Order shall be governed by and construed in accordance with the laws of the state/territory identified below without regard to its conflicts of law principles.

Acknowledgment and Certification

The undersigned certify that they are authorized representatives of their respective Parties and that, by signing below, the Parties agree to the changes set forth herein. Execution of this document authorizes adjustments to schedule, scope, and payment as specified, and the Parties agree that all other terms of the Contract remain in full force and effect except as expressly modified by this Change Order.

Special Conditions or Notes

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Change Order Approval Is

A Project Change Order Approval is a written record that documents a requested modification to an existing project scope, schedule, or price under a governing contract. It captures the change description, estimated cost and schedule impact, approval signatures, and references to the original contract documents. The form creates an auditable trail that protects both parties by clarifying responsibilities, payment terms, and milestone adjustments. Use it whenever work beyond the original scope is proposed so the change is authorized in a consistent, enforceable manner and to reduce later disputes.

Why a Formal Approval Matters

A formal change order approval provides a clear, time-stamped record that aligns expectations, protects project budgets, documents approvals, and reduces claims. It standardizes how scope changes are evaluated and accepted across stakeholders.

Who Typically Completes and Signs Change Orders

Clear assignment of responsibility for preparation, review, and signature reduces delays and ensures enforceability.

Project manager or superintendent who documents the change and coordinates approvals across teams.
Contractor or subcontractor representative who provides cost and schedule impact estimates and supporting documentation.
Owner, client, or authorized representative who reviews, approves, and signs to authorize the work and payment changes.

Primary Elements of a Professional Change Order Approval

A complete change order approval groups descriptive, administrative, financial, and authorization data to make the change actionable and auditable for contract administrators and auditors.

Change Description

Concise explanation of the work added or removed, referencing original contract drawings or specs and identifying impacted deliverables.

Cost Impact

Line-item breakdown of added or deducted costs, including labor, materials, markups, and tax estimates to support invoicing adjustments.

Schedule Impact

Revised milestone dates or completion timeframe, including float or critical path effects and any liquidated damages implications.

Authorization

Designated signature blocks for approving parties with printed name, title, company, and signature date to confirm consent.

Contract Reference

Original contract number, exhibit references, and change order number for consistent tracking within project records.

Supporting Docs

Attachments such as quotes, revised drawings, time sheets, or cost backup that justify the adjustment and aid audits.

Step-by-Step: How to Complete and Approve a Change Order

Use a consistent sequence that captures evidence, circulates for review, and secures formal authorization before performing changed work.

01

Identify the change: Document the issue, reference drawings, and attach photos or RFIs.
02

Estimate impacts: Prepare cost and schedule revisions with backup and contingency notes.
03

Circulate for approval: Route to required stakeholders and legal or procurement as applicable.
04

Finalize records: Obtain signatures, update logs, and file the executed change order.

Typical Digital Workflow Settings for Online Completion

Configure your electronic workflow to enforce routing, authentication, notifications, versioning, and secure storage for each change order.

Field	Configuration
Routing	Sequential or parallel signers with required approver checks.
Authentication	Email link, SMS code, or stronger ID verification per project needs.
Notifications	Automated reminders at configurable intervals until completion.
Storage	Save to project repository with version control and retention tags.

How Electronic Approval Typically Flows

An online process speeds approvals while preserving an audit trail; configure steps to match your organizational signatory rules.

Upload document: Sender uploads the change order and attachments to the signing platform.
Apply fields: Place signature, initials, and date fields where required.
Send to approvers: Platform emails signers or provides a secure signing link.
Record completion: Signed copy and audit report are stored with timestamps and IP data.

Digital Signing Considerations and Platform Requirements

Choose a platform that supports your authentication, integration, and retention policies for change order approvals.

Integrations: Salesforce, NetSuite, Procore supported.
File formats: PDF, DOCX, and exports supported.
Authentication: Email, SMS, or KBA options.

Timelines and Target Response Times to Track

Define internal deadlines and external turnaround targets so changes do not stall project progress or impact billing cycles.

Submission window:

Submit change requests as soon as the issue is identified to reduce downstream exposure.

Approval turnaround:

Target 3–7 business days for routine approvals to keep schedules aligned.

Billing adjustment:

Specify when cost changes take effect and next invoice date for accurate payments.

Work authorization:

Do not start changed work until the change order is signed by authorized parties.

Record updates:

Update the project change log immediately after execution.

Common Mistakes to Avoid

Vague scope descriptions that lack references to drawings or specifications, which create disagreement on deliverables and acceptance.
Missing or incorrect signature authority where signers lack delegated power, risking unenforceable approvals or payment disputes.
Incomplete cost backup such as absent vendor quotes or labor estimates, causing later rejection by owners or auditors.
Starting changed work before approval, which can result in denial of additional compensation or contractual breaches.

Penalties and Risks from Improper Change Order Approvals

Payment Delays: Invoices may be disputed or withheld without documented approval.

Contract Disputes: Unclear approvals increase the risk of formal claims and litigation.

Lien Exposure: Subcontractors may file liens if changes are unpaid or unauthorized.

Insurance Gaps: Work performed outside the contract scope may not be covered.

Audit Findings: Poor documentation can trigger penalties in financial or compliance audits.

Schedule Loss: Unapproved changes can disrupt critical-path dates and incur liquidated damages.

Sample eSignature Vendor Comparison for Change Order Approvals

Basic vendor criteria for handling change orders: starting price, trial availability, bulk send, audit trail, HIPAA support, and envelope capacity differ by provider.

	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 free trial	No free trial	Yes, limited trial	Yes, limited trial
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 by plan	Varies by plan	Varies by plan

Security and Compliance Essentials for Electronic Approvals

Encryption in Transit: TLS 1.2/1.3

Encryption at Rest: AES-256

HIPAA Compliance: BAA required

Audit Standards: SOC 2 Type II

Regulatory Support: 21 CFR Part 11

eSignature Law: ESIGN and UETA compliant

Real-World Examples of Change Order Use

Here are brief case examples illustrating how organizations document and approve project changes in practice.

Brian Fitzgibbons — Optica Ventures LLC

The team used a standardized change order to capture scope and costs for upgrades to a tenant improvement project.

Change order included itemized material and labor costs.
The executed record eliminated billing disputes, accelerated owner approval, and preserved a clear audit trail for closeout and retention.

Tim Martin — Martin Properties

A remote site condition required an unplanned repair and schedule shift documented via an electronic change order.

The owner approved via mobile signature.
Recording the change order online ensured timely contractor payment, reduced schedule uncertainty, and kept procurement and accounting aligned during execution.

Frequently Asked Questions About Change Order Approvals

Answers to common legal, procedural, and technical questions encountered when preparing and executing change orders.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA frameworks, provided the signature demonstrates intent, consent, attribution, and retention capability.
Do change orders require notarization?
Generally no; change orders typically do not require notarization. Verify if the change affects conveyance or statutory documents where state law may require notarization or witnesses.
Who may sign a change order?
An individual with delegated signature authority for the contracting party should sign. Maintain an approval matrix or delegation document to demonstrate authority if questioned.
How do I amend a signed change order?
Issue a new change order or an amendment that references the executed change order number, describes the amendment, and obtains the same approval sequence as the original.
How long must I retain executed change orders?
Retain for the contract term plus a minimum of three years; follow longer retention where industry rules apply, for example HIPAA six years or IRS three years (IRC §6501(a)).
What supporting documents should be attached?
Include vendor quotes, revised drawings, RFI responses, time sheets, cost backup, and updated schedules to substantiate the change and support audit reviews.

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