Is a change order valid with an e-signature?

Yes in most cases. Under the ESIGN Act (15 U.S.C. §7001) and UETA, electronic signatures are legally enforceable when intent, consent, attribution, and retention requirements are met. Exceptions include testamentary documents and certain court filings; verify state law for specific exclusions.

Do change orders require notarization or witnesses?

Generally no; notarization is rarely required for standard change orders unless they affect real property or state law specifies otherwise. For documents affecting deeds or mortgages, follow state notary and witness rules and consider RON where allowed.

How do I correct a signed change order with an error?

Execute a new change order or a written amendment signed by the same authorized parties. Avoid handwritten corrections on signed originals. Preserve both versions and a clear chain of approval to prevent disputes and support billing adjustments.

Who is authorized to approve a change order?

Authorized signatories are defined by the contract and company policies—typically owner representatives, project managers, or corporate officers. Verify delegated authority and procurement thresholds before accepting approvals to ensure they bind the organization.

What steps if parties disagree about a change?

Follow the contract's dispute resolution clause: document the issue, attempt negotiation or mediation, then pursue arbitration or litigation if required. Preserve all communications, estimates, and supporting documents as evidence.

Can I use remote online notarization for change orders?

Remote online notarization (RON) is permitted in most states but requirements vary. Check state notary commission rules for identity proofing, audio‑video recording retention, and accepted technology before relying on RON for documents tied to property or statutory filings.

Electronic Signature
Templates
Miscellaneous
Project Change Order Document

Project Change Order Document

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

Project Change Order Document

This Project Change Order (the "Change Order") is issued on Change Order Date: by and between Contractor Name: and Client Name: .

WHEREAS

WHEREAS, Contractor and Client entered into a written agreement titled Contract Name: dated Original Contract Date: (the "Original Contract");

WHEREAS, the parties now desire to modify the Original Contract to incorporate the changes described in this Change Order, including adjustments to scope, schedule, and compensation;

NOW, THEREFORE, in consideration of the mutual covenants set forth herein, the parties agree to the following amendments to the Original Contract.

Change Order Identification

Change Order Number

Scope of Work

The Contractor shall perform the following additional or revised work as described below. All work shall conform to the standards, specifications, and materials required by the Original Contract unless expressly modified herein.

Detailed Scope of Change Itemized Changes (describe each item and any time impact)

Payment Terms

In consideration of the performance of the Work described above, Client shall pay Contractor the Change Order Amount: which shall be payable pursuant to the schedule below.

Payment Schedule and Conditions

Payment is due within days of Contractor's invoice. Late payments shall accrue interest at per month or the maximum lawful rate, whichever is less.

Schedule Impact

The Work described in this Change Order shall impact the project schedule as follows: Time extension requested: If time extension is requested, additional calendar days:

Term and Termination

This Change Order shall become effective on Term Start Date: and shall continue until Term End Date: unless earlier terminated in accordance with this section.

Either party may terminate this Change Order for cause upon material breach by the other party if such breach is not cured within days after written notice. Termination shall not relieve the Client of the obligation to pay for Work performed and accepted prior to termination.

Confidentiality

Each party agrees to maintain as confidential all proprietary information received from the other party in connection with this Change Order ("Confidential Information") and shall not disclose such information to any third party without the prior written consent of the disclosing party, except to the extent disclosure is required by law or is necessary to perform the Work. Confidential Information shall remain the property of the disclosing party and shall be returned or destroyed upon request.

Confidentiality Applies

Confidentiality applies to this Change Order:

Representations; Liability

Contractor represents that it has the experience, personnel, and resources necessary to perform the Work in a professional manner consistent with industry standards. Except as expressly provided herein, all warranties and liabilities shall be governed by the Original Contract. The parties agree that neither party shall be liable to the other for consequential damages arising out of this Change Order, except as may be finally determined to have resulted from gross negligence or willful misconduct.

Governing Law

This Change Order shall be governed by and construed in accordance with the laws of the State of without regard to its conflicts of law principles.

Entire Agreement; Amendments

This Change Order, together with the Original Contract, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations and understandings relating thereto. Any amendment or modification to this Change Order must be in writing and signed by authorized representatives of both parties.

Execution; Authorization

The individuals signing below represent and warrant that they are authorized to execute this Change Order on behalf of the respective parties and to bind such parties to the terms herein.

Contractor:

By:

Date:

Client:

By:

Date:

What the Project Change Order Document Is and Why It Exists

A Project Change Order Document records formal amendments to an existing construction or professional services contract. It identifies the change in scope, clarifies cost adjustments, sets a revised schedule, and records approvals from authorized parties. Typical content includes reference to the original contract, a clear description of the added or removed work, price and payment terms, any schedule impacts, and signatures with dates. Change orders protect both owner and contractor by creating a written trail that documents mutual consent and prevents later disputes over scope, cost, or timing.

When a Change Order Matters for Project Control

Use a Project Change Order Document to formally record scope, budget, and schedule changes so all parties agree on revised obligations. It reduces disputes, creates an audit trail for billing and insurance, and supports compliance with contract clauses and payment withholding rules.

Who Prepares and Signs Change Orders

Project stakeholders who typically prepare or approve change orders include construction managers, general contractors, project owners, and design consultants.

General contractors — prepare detailed cost and schedule adjustments for subcontractor and owner review.
Project owners — approve or dispute change scope, approve additional funding, and require documentation.
Design professionals — document design revisions, provide pricing impacts, and certify changed work.

Final approval should come from persons with contractual authority and be recorded with signatures and dates.

Typical Authorized Signers

Contractor Rep

The authorized representative signs on behalf of the contractor and confirms price, scope, and schedule changes. Include title and evidence of signing authority such as a company board resolution or corporate authorization to avoid later challenges to validity.

Owner Signatory

The owner or owner's authorized agent must sign and date to accept cost and schedule revisions. If the owner is a corporate entity, provide name, title, and proof of authority; homeowner signatures require all named owners to avoid future disputes.

Essential Elements of a Professional Change Order

A professional Project Change Order Document includes clear identifiers, scope details, cost adjustments, schedule impacts, supporting exhibits, and authorized signatures to ensure enforceability and accounting accuracy.

Identification

Reference the original contract by number and date, list the change order number, and record project name, location, and parties to avoid ambiguity during administration and audit.

Scope

Provide a precise, itemized description of added or deleted tasks, deliverables, quantities, and workmanship standards so contractors and owners understand exactly what is changed and how performance will be measured.

Cost

List the price adjustment with breakdowns (labor, materials, equipment), unit rates, markups, taxes, retainage impacts, and net effect on the contract sum to support invoicing and accounting.

Schedule

State any changes to milestones, completion dates, and interim deliverables; include float adjustments and identify responsibility for acceleration or time impacts to avoid future delay claims.

Attachments

Attach drawings, specifications, supplier quotes, change directives, and signed subcontracts as exhibit references so all supporting evidence is preserved with the change order.

Authorization

Specify who can approve the change, include printed name, title, signature, date, and contact information for each authorized party to validate acceptance and create legal effect.

Step-by-Step: Preparing and Finalizing a Change Order

This step-by-step checklist helps you prepare, review, and finalize a Project Change Order Document so changes are documented, agreed, and enforceable.

01

Reference Contract: Cite original contract number and effective date.
02

Describe Change: Provide explicit scope, deliverables, and location details.
03

Price Adjustment: State added or credited amounts, unit rates, and totals.
04

Signatures: Collect authorized signatures, dates, and witness or notary if required.

How to Configure an Online Change Order Workflow

Configure online workflows to enforce approvals, notify stakeholders, track status, and preserve signed change order records for compliance.

Field	Configuration
Signature Order	Sequential or parallel routing with defined signers.
Notifications	Email and in-app alerts for pending approvals.
Authentication	Email, SMS code, or advanced signer verification.
Storage	Encrypted cloud storage with audit trail retention.

Typical Routing for a Change Order

The diagram below shows the typical routing for a change order: request, estimate, approval, and incorporation into contract records and schedule.

Submit Request: Originator submits description and reason for change.
Estimate Impact: Contractor calculates cost and schedule implications.
Approval: Owner or authorized delegate reviews and signs.
Update Records: Integrate approved change into project schedule and budget.

Delivery Options and System Requirements

Deliver change orders via email, secure link, or integrated project management systems to ensure traceability and timely responses.

Supported Formats: PDF, DOCX, and fillable forms
Integrations: Procore, Google Workspace, NetSuite, Salesforce
Access: Mobile and desktop signing supported

eSignature Vendor Comparison for Change Order Workflows

Compare basic plan pricing and feature availability for eSignature tools commonly used to manage change orders. signNow is listed first per vendor ordering rules.

	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 by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Common Deadlines to Track for Change Orders

Key dates and deadlines govern when change orders take effect, when invoices are payable, and when disputes must be submitted.

Effective Date:

Change takes effect on the signature date unless otherwise stated.

Invoicing Deadline:

Submit invoice per contract, typically within 30 days of approval.

Approval Window:

Allow defined review period, commonly 7–14 business days.

Dispute Notice:

File formal disputes within contract-specified period, often 30–60 days.

Record Retention:

Retain signed change orders per retention policy for audits.

Milestone Timeline for Processing a Change Order

Use a milestone timeline to track each change order step from initial request through estimation, approval, execution, and final closeout to maintain accountability.

01

Request Submitted

Originator provides detailed description and supporting documents.

02

Impact Estimation

Contractor quantifies cost, time, and resource impacts.

03

Formal Approval

Authorized signatory signs revised terms and cost.

04

Execution & Closeout

Work performed, invoices issued, and records updated.

Common Pitfalls to Avoid When Preparing Change Orders

Vague scope language that omits measurable deliverables leads to disagreements and lets parties interpret work differently, increasing litigation or change pricing disputes.
Failing to update the project schedule or accepting oral authorizations creates mismatches between expected completion dates and documented obligations.
Not specifying payment terms and milestones delays invoicing and can trigger retainage or stop-work notices from contractors.
Missing signatures or unsigned attachments create enforceability gaps and often require retroactive ratification that courts may scrutinize.

Risks and Consequences of Poorly Drafted Change Orders

Unapproved Work: Payments withheld; breach claims possible

Cost Disputes: Higher legal fees and arbitration risks

Delay Claims: Liquidated damages or schedule extensions

Lien Risk: Subcontractor liens if unpaid

Tax Reporting: Incorrect reporting may trigger penalties

Recordkeeping: Insufficient records weaken enforcement

Security and Compliance Considerations

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

Audit Trail: Comprehensive timestamps, IP, and event logs

Access Control: Role-based permissions and SSO options

HIPAA: BAA available for protected health information

21 CFR Part 11: Compliant options for FDA-regulated records

Certifications: SOC 2 Type II, ISO 27001, PCI DSS

Practical Examples from Real Organizations

Real-world examples show how standardized change orders reduce turnaround and preserve audit trails across industries.

Martin Properties

Martin Properties replaced paper change orders with a mobile-friendly eSignature workflow to approve site change requests from project managers.

Enabled mobile approvals and offline signing capability.
"I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Fertility Centers of Illinois

A medical provider standardized contract amendments and vendor change orders to maintain compliance and faster processing during patient care projects.

Improved control and compliance on vendor changes.
"The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company."

Practical Best Practices for Reliable Change Orders

Adopt consistent drafting, approval, and recordkeeping practices to minimize disputes and accelerate payment for change order work.

Draft clear, itemized scope descriptions

Describe changed work in measurable terms, include quantities, drawings, and acceptance criteria. Avoid general phrases. Attach supporting bids and subcontracts and reference exhibit numbers so all parties and auditors can trace the basis for cost or schedule adjustments.

Define pricing and payment mechanics

Specify unit pricing, markup policies, taxes, retainage, and payment milestone dates. Include whether costs are lump-sum or unit-price based and provide invoice submission instructions to prevent payment delays and conflicting interpretations.

Confirm authority before issuing

Obtain written authority for issuing change orders in contract governance sections. Verify approver titles and delegation to prevent unauthorized commitments that may be rejected later or require ratification.

Preserve audit-ready records

Store final signed change orders, attachments, correspondence, and approvals in a secure, searchable system. Maintain exportable audit trails and backups for the required retention period and regulatory reviews.

Frequently Asked Questions About Project Change Order Documents

Practical answers to common questions about validity, signatures, notarization, dispute handling, and electronic submission for change orders.

Need help? Contact support

Is a change order valid with an e-signature?
Yes in most cases. Under the ESIGN Act (15 U.S.C. §7001) and UETA, electronic signatures are legally enforceable when intent, consent, attribution, and retention requirements are met. Exceptions include testamentary documents and certain court filings; verify state law for specific exclusions.
Do change orders require notarization or witnesses?
Generally no; notarization is rarely required for standard change orders unless they affect real property or state law specifies otherwise. For documents affecting deeds or mortgages, follow state notary and witness rules and consider RON where allowed.
How do I correct a signed change order with an error?
Execute a new change order or a written amendment signed by the same authorized parties. Avoid handwritten corrections on signed originals. Preserve both versions and a clear chain of approval to prevent disputes and support billing adjustments.
Who is authorized to approve a change order?
Authorized signatories are defined by the contract and company policies—typically owner representatives, project managers, or corporate officers. Verify delegated authority and procurement thresholds before accepting approvals to ensure they bind the organization.
What steps if parties disagree about a change?
Follow the contract's dispute resolution clause: document the issue, attempt negotiation or mediation, then pursue arbitration or litigation if required. Preserve all communications, estimates, and supporting documents as evidence.
Can I use remote online notarization for change orders?
Remote online notarization (RON) is permitted in most states but requirements vary. Check state notary commission rules for identity proofing, audio‑video recording retention, and accepted technology before relying on RON for documents tied to property or statutory filings.

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