When is a formal change order required?

A formal change order is required whenever work, cost, or schedule permanently alters the contract’s scope or obligates the owner to additional payment; consult your contract’s change order clause for thresholds.

Can an eSignature make the proposal binding?

Yes—under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, a valid electronic signature can bind parties if intent, consent, attribution, and retention requirements are met.

What authentication level is recommended?

Use email plus SMS code for routine approvals; use stronger authentication, KBA, or enterprise SSO for high-value or regulated changes requiring additional assurance.

How should I store executed change orders?

Store executed PDFs with embedded audit trails in a secure document repository and retain per retention policy; ensure backups and access logs are maintained for audit readiness.

Are witness or notarization steps ever required?

Some jurisdictions require notarization or witnesses for certain recordable instruments; check state-specific rules before recording or when the change affects conveyance documents.

What if a signer’s name differs from contract records?

Mismatched names can create enforceability issues; verify signatory authority and update corporate resolution or attach proof of authority when variations exist.

Electronic Signature
Templates
Project Management
Project Change Order Proposal

Project Change Order Proposal

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

Project Change Order Proposal

Project Identification

Project Title Project ID

Client Name Client Contact

Service Provider Provider Contact

Project Manager PM Contact

Change Order Details

Change Order No.: Date Submitted:

Requested By Reason for Change

Scope of Work (Change)

Provide a precise description of the scope added, revised, or removed by this change order. This description amends the original scope of work only as expressly stated below.

Out-of-Scope Items (if any)

Deliverables and Acceptance Criteria

List each deliverable affected by this change order and specify objective acceptance criteria. Acceptance requires written confirmation by the Client or other formal acceptance procedure defined in the base agreement.

Deliverable 1 Description Deliverable 1 Acceptance Criteria Deliverable 2 Description Deliverable 2 Acceptance Criteria

Schedule Impact

Original Start Date: Original End Date:

Proposed Start Date: Proposed End Date:

Milestones / Schedule Notes

Budget Impact & Payment

Does this change increase cost? Yes Decrease No Change

Estimated Cost Change (delta) Cost Breakdown / Basis for Estimate Payment Schedule for Change Order Total Contract Value After Change

Assumptions and Dependencies

Change Control & Approval Process

This Change Order Proposal constitutes a proposed amendment to the existing project agreement. It shall become binding only upon execution by authorized representatives of both the Client and the Service Provider. Oral approvals are not sufficient. Where the base agreement requires additional documentation or approvals, those requirements remain in effect.

Required Approvals (check applicable)

Client Project Manager Approval
Client Executive Approval
Provider Project Manager Approval
Contract Administrator Approval

Confidentiality

All information exchanged as part of this Change Order Proposal shall be treated as confidential to the extent governed by the confidentiality provisions of the underlying agreement. Neither party shall disclose confidential information to third parties except as required by law or as necessary to perform obligations under this change order.

Governing Law

This Change Order Proposal and any agreement arising from its approval shall be governed by and construed in accordance with the laws of the jurisdiction specified in the underlying contract. Venue for disputes will be as specified in the underlying contract or, if silent, in the courts of the governing jurisdiction.

Final Certification

By signing below, the signatory represents and warrants that they are authorized to bind their respective party to the terms of this Change Order Proposal, that the information provided herein is true and accurate to the best of their knowledge, and that acceptance of this Change Order will amend the project scope, schedule, and compensation only as expressly set forth in this document.

Client Name:

By:

Date:

Service Provider Name:

By:

Date:

What a Project Change Order Proposal Is

A Project Change Order Proposal is a formal written request that documents proposed alterations to a project’s scope, schedule, cost, or deliverables. It describes the change, explains why it is needed, quantifies cost and time impacts, and lists required approvals. The proposal becomes part of the contract record once signed by authorized parties and should include an audit trail, clear effective dates, and a reference to the original contract or purchase order to avoid ambiguity and enable consistent project administration.

Why Use a Change Order Proposal

A clear, written proposal protects both parties by documenting scope changes, cost impacts, and revised schedules, reducing disputes and enabling faster approvals under contract terms.

Who Typically Prepares and Approves These Proposals

Project teams, contractors, and procurement or contract administrators commonly prepare change order proposals to document material adjustments.

Project manager or general contractor: drafts scope, schedule, and impact estimates for internal review before submission.
Subcontractor or vendor: proposes changes originating from site conditions, material shortages, or design clarifications.
Contract administrator or owner representative: reviews cost and schedule impacts and signs to authorize work.

Final approval normally requires signatory authority from project management and the contracting party; finance or legal may also review high-value changes.

Essential Elements to Include in a Professional Proposal

A complete change order proposal is structured, precise, and traceable; include identifiers, descriptive details, impact analysis, and signature blocks to ensure enforceability and clarity.

Change ID

Assign a unique change order number tied to the original contract and project code so the proposal can be tracked in accounting and project management systems.

Change Description

Describe the work being added, removed, or modified using clear, objective language and reference original document sections, drawings, or RFP items for context.

Reason for Change

State the cause (e.g., unforeseen conditions, owner request, design revision) with supporting evidence such as photos, field reports, or correspondence.

Cost Impact

Provide a detailed breakdown of labor, materials, equipment, and overhead with line-item totals and subtotals so the financial effect is transparent.

Schedule Impact

Explain changes to the critical path, milestone dates, and any acceleration or extension needs, including revised completion date and float adjustments.

Approval and Signatures

Include signature blocks for authorized representatives, printed names, titles, dates, and a statement of acceptance that binds the parties once signed.

Step-by-Step: From Request to Authorization

Follow a repeatable sequence to prepare, review, and finalize a change order proposal so approvals are auditable and scope changes are implemented correctly.

01

Prepare Request: Document the change, reason, supporting evidence, and draft cost estimate.
02

Estimate Impact: Calculate labor, materials, and schedule effects; attach line-item backup.
03

Internal Review: Route to PM, contracts, and finance for verification and comments.
04

Obtain Approvals: Secure signatures from authorized representatives and return executed copy to stakeholders.

How the Proposal Typically Moves Through Your Organization

A clear routing rule speeds decisions: draft, review, approve, archive. Each handoff should be documented with timestamps and approver identity.

Draft: Originator composes the proposal and uploads supporting documents.
Review: Project and finance teams verify estimates and contract terms.
Authorize: Authorized signers execute the change order; approvals logged.
Archive: Store executed copy in contract repository with audit trail.

Typical Digital Workflow Settings for Online Completion

Configure templates and authentication to match project complexity and compliance requirements; automate reminders and conditional fields to reduce errors.

Field	Configuration
Authentication Method	Email plus SMS code for moderate assurance
Template Name	Change Order Proposal template with prefilled fields
Conditional Fields	Show cost fields only when 'Cost Impact' is > $0
Notification Rules	Send reminders at 3 and 7 days after sending

Digital Signing and Technical Considerations

Choose an eSignature platform that supports audit trails, conditional fields, and your required authentication level.

File Formats: PDF and DOCX supported
Integrations: Connects to ERP or PPM systems
Mobile Support: Sign on desktop or mobile

Typical eSignature Vendor Comparison for Change Orders

Compare basic pricing and capabilities for high-volume change order workflows; signNow appears first to show competitive entry pricing and no envelope cap on some plans.

	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
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Key Security and Compliance Considerations

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

Certifications: SOC 2 Type II and ISO 27001 available

HIPAA: BAA required for PHI workflows

Audit Trail: Detailed signer events and timestamps

Authentication: Email, SMS, or advanced methods

Accessibility: WCAG 2.0 Level AA support

Risks and Consequences of Poorly Managed Change Orders

Cost Overruns: Unapproved work can shift liability

Schedule Delays: Missed approvals extend project timelines

Claim Disputes: Lack of documentation increases litigation risk

Recording Errors: Improperly notarized documents may be rejected

Tax Exposure: Misstated costs affect reporting

Compliance Breach: PHI or regulated data mishandled

Common Preparation Mistakes to Avoid

Submitting vague descriptions that fail to identify exact contract sections or drawings, which makes the scope ambiguous and delays approval.
Missing or inconsistent numbering and references that prevent accurate cross-referencing with original contract documents and change order histories.
Omitting supporting documentation such as photos, daily reports, or vendor quotes, forcing reviewers to request additional evidence and slowing processing.
Using informal or unsigned emails as purported approvals instead of an executed change order, which increases the risk of disputes and nonpayment.

Frequently Asked Questions About Change Order Proposals

Answers to common questions about preparing, approving, and storing change order proposals to reduce confusion and processing delays.

Need help? Contact support

When is a formal change order required?
A formal change order is required whenever work, cost, or schedule permanently alters the contract’s scope or obligates the owner to additional payment; consult your contract’s change order clause for thresholds.
Can an eSignature make the proposal binding?
Yes—under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, a valid electronic signature can bind parties if intent, consent, attribution, and retention requirements are met.
What authentication level is recommended?
Use email plus SMS code for routine approvals; use stronger authentication, KBA, or enterprise SSO for high-value or regulated changes requiring additional assurance.
How should I store executed change orders?
Store executed PDFs with embedded audit trails in a secure document repository and retain per retention policy; ensure backups and access logs are maintained for audit readiness.
Are witness or notarization steps ever required?
Some jurisdictions require notarization or witnesses for certain recordable instruments; check state-specific rules before recording or when the change affects conveyance documents.
What if a signer’s name differs from contract records?
Mismatched names can create enforceability issues; verify signatory authority and update corporate resolution or attach proof of authority when variations exist.

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