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Project Change Order Notice

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PROJECT CHANGE ORDER NOTICE

Change Order No.:    Project Name:    Original Contract Date:

Parties

Recitals

WHEREAS, Client and Contractor entered into a written Contract for the Project identified above, dated (the Contract); and

WHEREAS, circumstances have arisen that require modification of the Scope of Work and/or Contract Sum described in the Contract; and

WHEREAS, the parties desire to document the agreed changes by issuance of this Change Order, which shall modify the Contract only as expressly set forth herein.

Change Order Summary

Change Order Effective Date:    Reason for Change:

Scope of Work (Revised)

Cost Adjustments (Itemized)

Line Item 1 Description:    Qty:    Unit Price:    Total:

Line Item 2 Description:    Qty:    Unit Price:    Total:

Line Item 3 Description:    Qty:    Unit Price:    Total:

Net Change to Contract Sum:    New Contract Sum (if applicable):

Payment Terms

Payment for the net change shall be made as follows:

Payment Method:    Payment Due After Invoice (days):

Late Payment Fee: . Any additional costs reasonably incurred as a result of delayed payment shall be paid by the party responsible for such delay.

Time Impact and Schedule

Contract Time Adjustment Requested:    If approved, new completion date:

Term and Termination

This Change Order shall be effective as of the Change Order Effective Date above and shall remain in effect until the earlier of completion of the revised Scope of Work or termination of the Contract in accordance with the Contract's termination provisions.

Notice of termination specific to this Change Order must be given in writing with not less than days' notice, unless termination rights in the underlying Contract provide otherwise.

Confidentiality

Each party shall maintain the confidentiality of non-public information disclosed in connection with this Change Order that is identified as confidential or that a reasonable person would deem confidential ("Confidential Information"). Confidential Information shall not include information that (i) was known to the receiving party prior to disclosure, (ii) is or becomes publicly available through no breach by the receiving party, or (iii) is rightfully obtained from a third party without restriction. The receiving party shall use the same degree of care to protect Confidential Information as it uses to protect its own confidential information, but no less than reasonable care. The confidentiality obligations in this paragraph shall survive termination or expiration of the Contract for a period of .

Representations and Approvals

Contractor represents that the costs and time effects set forth herein are reasonable and represent Contractor's good faith estimate of the necessary adjustments to perform the revised Scope of Work. This Change Order shall not be effective until signed by authorized representatives of both parties and, where required by the Contract, approved by the Owner or Architect as specified in the Contract documents.

Governing Law

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.

Entire Agreement

Except as expressly modified by this Change Order, all terms and conditions of the Contract remain in full force and effect. This Change Order, together with the Contract, constitutes the entire agreement of the parties with respect to the subject matter hereof and supersedes all prior negotiations, representations, or agreements, whether written or oral, concerning such subject matter.

Signatures and Acknowledgment

By signing below, each party acknowledges and agrees that it has authority to execute this Change Order and that this Change Order will become a binding modification to the Contract upon execution by both parties.

Client Name:

By:

Date:

Contractor Name:

By:

Date:

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What a Project Change Order Notice Is

A Project Change Order Notice documents a proposed alteration to the scope, schedule, or price of work under an existing construction or service contract. It formally notifies the other contracting party of the change, describes the work or omission, and records the requested cost and time impacts. The notice typically starts the review and approval process set out in the contract and serves as the written foundation for any later change order, amendment, or claim. Use precise language and reference the original contract and job identifiers.

Why the Notice Matters for Project Controls

A clear Project Change Order Notice preserves rights, creates an auditable record, and reduces disputes by aligning expectations about cost, schedule, and responsibilities.

Why the Notice Matters for Project Controls

Typical Users and Signers

Tailor the notice content and approval routing to the specific contract’s change procedures and delegated authority tables.

  • Contractors and superintendents who document scope changes and estimate cost/time impacts for approval.
  • Owners or owner representatives who review, approve, or reject scope and budget adjustments.
  • Project managers and contract administrators who track notices as part of project records and claims mitigation.

How to Complete and Submit a Change Order Notice

Follow these sequential steps to prepare, validate, and forward a compliant notice under most contracts.

  • 01
    Gather documents: Collect contract, specs, drawings, and correspondence that show the change.
  • 02
    Draft the notice: Describe scope, attach backup, and calculate cost and time impacts.
  • 03
    Internal review: Have project manager and estimators review for accuracy and completeness.
  • 04
    Submit and record: Send per contract routing and save signed copies in the project record.

Online Workflow Settings for Change Order Notice

Configure a repeatable digital workflow to reduce processing time and capture a complete audit trail.

Field Configuration
Routing Order Sequential signer routing with conditional approver steps
Authentication Email link or SMS code; add stronger ID for critical approvals
Attachments Allow multiple PDF/DWG uploads; enforce required backup
Notifications Automatic reminders at 3, 7, and 14 days

Where to Send and How It Is Processed

A standard routing captures submission, initial review, technical approval, and final sign-off for a change order notice.

  • Submit to Owner: Send to the owner or owner rep listed in the contract.
  • Technical Review: Design or engineering checks scope and schedule impact.
  • Commercial Review: Estimating reviews cost breakout and change pricing.
  • Final Approval: Authorized representative signs to accept or reject.

Digital Signing and eSubmission Considerations

Ensure the selected platform can produce a tamper-evident signed PDF and retains records in a searchable project folder.

  • Integrations: Connectors for Procore, NetSuite, and Google Workspace streamline attachments and tracking.
  • File formats: Support for PDF, DOCX, and DWG ensures drawings and specs attach correctly.
  • Audit trail: Capture timestamps, IP addresses, and signer authentication details.

Typical eSignature Pricing and Feature Comparison

Compare common vendor entry-level pricing and core features relevant to change order workflows.

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 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/yr Varies Varies Varies

Essential Parts of a Professional Change Order Notice

Include these elements to make the notice actionable and defensible under contract and for project records.

Reference Data

Original contract number, purchase order, project name, location, and relevant contract clause citations to precisely link the notice to the governing agreement.

Clear Scope

Short summary of the changed work plus attached detailed specifications, drawings, or photographs that define the new or omitted tasks.

Cost Breakdown

Itemized labor, materials, equipment, overhead, and markup with supporting quotes or estimates to substantiate the dollar impact.

Schedule Impact

Requested extension in days, explanation of critical-path effect, and reference to baseline schedule excerpts demonstrating delay cause and magnitude.

Supporting Evidence

Photographs, RFI transcripts, site logs, and change-related correspondence that justify the change and quantify impacts for reviewers and auditors.

Approval Block

Designated signature lines with authority titles and dates, plus routing instructions and any conditional approvals that control execution.

Required Data Elements to Capture

Contract Identifier: Project or contract number
Notice Date: MM/DD/YYYY
Submitted By: Entity name and contact
Change Description: Concise scope statement
Cost Estimate: Itemized dollars
Time Request: Days and justification

Typical Contract Response Times and Deadlines

Contracts often set explicit timeframes; where absent, act promptly and document dates to preserve entitlement to relief.

Immediate Notification:

Provide prompt written notice when the event occurs; many contracts require notice 'within X days' of discovery

Owner Review Period:

Commonly 10–30 calendar days for technical and commercial review

Request for Information:

Allow 5–10 days for the owner to request additional backup

Negotiation Window:

Typical negotiation or clarification period spans 15–45 days

Final Approval or Dispute:

If unresolved, proceed to contract dispute clauses or change resolution procedures

Key Milestones in the Change Order Lifecycle

A milestone view clarifies the typical sequence from discovery to final execution and record closure.

01

Issue Notice

Submit written notice with scope, cost, and schedule impact for owner review and record

02

Owner Response

Owner or representative acknowledges receipt and requests additional information if needed

03

Cost Adjustment

Parties negotiate price adjustments; contractor documents basis and backup for proposed costs

04

Execution and Filing

Authorized signer executes change order and file the signed copy in the project records

Common Mistakes to Avoid

  • Vague scope descriptions that omit drawings or measurable acceptance criteria lead to later disputes and variation claims.
  • Failing to date or link the notice to the original contract can cause entitlement disagreements and delay resolution.
  • Not including itemized backup for cost or labor estimates invites owner rejection or demands for substantiation.
  • Ignoring required routing or delegated authority tables risks invalid approvals and payment denials.

Risks and Consequences of Incorrect Notices

Lien Exposure: Missed steps may affect rights to file lien claims
Payment Delay: Incomplete notices can delay change order payment
Contract Breach: Procedural lapses can be treated as breach
Lost Entitlement: Failure to timely notify may waive relief
Dispute Costs: Increased legal and arbitration expenses
Record Rejection: Invalid formality may render notice unenforceable

How Change Order Notices Differ from Similar Documents

Compare purpose, timing, legal effect, and formality to choose the correct instrument when changing work or price.

Criteria Change Order Notice Contract Amendment
Purpose document proposed change modify contract terms
Typical Timing during performance often after negotiation
Effect on Price proposes adjustment grants permanent adjustment
Execution Formality notice then approval formal signed amendment

Real-World Examples of Change Order Notices

Practical examples show how change notices are used on active projects and the outcomes they produce.

Optica Ventures — Brian Fitzgibbons

Brian Fitzgibbons at Optica Ventures documented an unexpected site condition requiring structural remediation and attached photos and a contractor estimate.

  • The notice proposed a defined scope with cost and 14-day time impact.
  • The owner approved after technical review, the change order was executed, and project records included the signed backup to support final payment reconciliation and audit trails.

Martin Properties — Tim Martin

Tim Martin used a standardized notice template to capture tenant-requested HVAC upgrades and material cost changes.

  • The contractor itemized material and labor added.
  • Using the structured notice reduced back-and-forth, produced a signed change order within three weeks, and simplified final invoicing and warranty tracking.

Frequently Asked Questions About Change Order Notices

Answers to common questions that arise when creating, submitting, or disputing a Project Change Order Notice.


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