Who should submit this request

Typically the party requesting the change (project manager or contractor) prepares the form. Final approval must come from contract-authorized signatories such as owner or client representative; financial officers approve cost adjustments. Ensure signatory authority is documented.

What information is required for completion

Core fields include change description, justification, estimated cost impact, schedule effect, reference to original contract clause, proposer name/contact, and effective date. Attach supporting documents like revised drawings, estimates, or vendor quotes to substantiate cost and scope changes.

How are dates and effective periods entered

Enter all dates as MM/DD/YYYY. Indicate both the requested effective date and any schedule milestones affected. If the change phases, show start and completion dates for each phase. Accuracy affects scheduling and delay claim calculations.

Can the Project Change Order be signed electronically

Yes; electronic signatures meet ESIGN and UETA requirements when intent, consent, signer attribution, and record retention are demonstrable. For healthcare or financial records, confirm additional consumer disclosure or HIPAA requirements before e-signing. Use authenticated signing methods for higher-risk approvals.

What are common preparation mistakes

Omitting linked contract references, failing to attach supporting estimates, using vague descriptions, missing required approvals, and inconsistent dates. These errors delay processing, increase dispute risk, and can trigger credit hold or payment disputes if cost impacts are not pre-authorized.

How to revise or cancel a change order

Submit a formal amendment or cancellation noting original request ID, reasons, and signatures of all previously approving parties. Treat revocations like new requests when cost or schedule implications exist. Keep an audit trail for any rescinds or rework approvals.

Electronic Signature
Templates
Miscellaneous
Project Change Order Request

Project Change Order Request

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

Project Change Order Request

Recitals

WHEREAS, Client Name: and Contractor Name: entered into a written Contract dated for the Project: (the "Original Contract").

WHEREAS, the Parties desire to modify the scope, price, and/or schedule of the Original Contract in accordance with the terms of this Project Change Order Request (this "Change Order") as described below.

WHEREAS, this Change Order, upon proper execution by authorized representatives of both Parties, shall amend the Original Contract only to the extent expressly set forth herein.

Change Order Details

Change Order Number Effective Date of Change Reason for Change

Scope of Work (Change)

The Contractor shall perform the following additional or revised work not included in the Original Contract. All work shall be performed in a workmanlike manner consistent with industry standards and in compliance with applicable laws and regulations.

Detailed Description of Changed Scope Itemized Change(s)

1. Description

Estimated Cost

Schedule Impact (days)

2. Description

Estimated Cost

Schedule Impact (days)

3. Description

Estimated Cost

Schedule Impact (days)

Payment Terms

The Original Contract Price shall be adjusted by the net sum set forth below. Contractor shall invoice Client in accordance with the payment schedule described below. All invoices issued under this Change Order shall refer to the Change Order Number and include supporting documentation reasonably requested by Client.

Total Change Order Amount Payment Schedule / Milestones Late Payment Charge

Term and Termination

Except as modified by this Change Order, all terms and conditions of the Original Contract remain in full force and effect. The schedule and completion obligations are amended as set forth below.

Revised Contract Start Date Revised Contract Completion Date Notice Period for Termination

Confidentiality

Each Party shall keep confidential and shall not disclose to any third party any confidential information of the other Party obtained in connection with this Change Order, except as required by law or as necessary to perform obligations under this Change Order. Confidential information does not include information that (i) is or becomes publicly known through no breach of this Change Order, (ii) is lawfully received from a third party without restriction, or (iii) is independently developed without use of the other Party’s confidential information.

Governing Law

This Change Order shall be governed by and construed in accordance with the laws of the state or jurisdiction specified in the Original Contract. If no governing law is specified in the Original Contract, the laws of the state in which the Project is located shall govern without regard to conflict of law principles.

Entire Agreement

This Change Order, together with the Original Contract and any previously executed change orders, constitutes the entire agreement between the Parties with respect to the subject matter hereof. To the extent of any conflict between the terms of this Change Order and the Original Contract, the terms of this Change Order shall control.

Approvals and Acknowledgements

By signing below, each Party represents and warrants that (i) it has the right and authority to enter into this Change Order, (ii) the individuals signing have been duly authorized to execute this Change Order on behalf of the Party, and (iii) the Party agrees to be bound by the terms contained herein.

Contractor Printed Name:

By:

Date:

Client Printed Name:

By:

Date:

What a Project Change Order Request Is

The Project Change Order Request is a standardized form used to document proposed modifications to scope, schedule, or cost on a construction or professional services project. It records a clear description of the change, the reason, estimated impact on price and timeline, and approval decisions by authorized parties. The form links the change to the original contract, references supporting attachments such as revised drawings or schedules, and captures signatures from requester, contractor, and client to create an auditable amendment record.

Why a Formal Change Order Request Matters

A Project Change Order Request formalizes any agreed modification to contract scope, schedule, or price, creating a clear record for both parties. It reduces ambiguity, supports billing adjustments, and helps manage claims by documenting authorization and linking changes to contract terms.

Who Prepares and Signs Change Orders

Typical users who prepare or sign Project Change Order Requests include project managers, contractors, owners, and contract administrators.

Project managers: draft requests, assemble supporting evidence, and track approvals through the established workflow.
Contractors: provide cost estimates, resource impacts, and revised schedules for evaluation.
Owners/clients: review impacts, authorize budget changes, and sign approvals to proceed.

Assign roles clearly: who drafts, who estimates cost, who reviews impacts, and who has authority to sign to avoid processing delays.

Step-by-Step: Complete and Route a Change Order

Follow these steps to complete a Project Change Order Request accurately and route it for approval.

01

Prepare Details: Describe change, reason, and impacted contract items.
02

Estimate Impact: Provide cost, schedule, and resource estimates.
03

Attach Documentation: Upload drawings, specs, and revised schedules.
04

Obtain Approvals: Collect signatures from authorized representatives and date.

Essential Elements of a Professional Change Order

A professional Project Change Order Request should be structured to capture scope, cost, schedule, and approvals with traceable references and supporting evidence.

Change Summary

Clear, concise statement of what is changing, why, and which contract clause or drawing number is affected. This forms the basis for approvals and audit reviews.

Scope Impact

Detail tasks added, removed, or modified. Include affected work area, deliverables, and dependencies to assess schedule and resource implications accurately.

Cost Breakdown

Provide itemized costs for materials, labor, subcontractor fees, contingency, and markup. Distinguish between estimate and firm pricing with attached vendor quotes.

Schedule Changes

List new milestones, adjusted durations, float impacts, and any acceleration or sequencing changes. Tie dates to baseline schedule references.

Attachments

Attach revised drawings, vendor quotes, time impact analyses, and RFIs. Label each attachment and reference it in the main description.

Approvals

Specify required approvers, their roles, and signature blocks with dates. Record electronic signature metadata for audit purposes.

How Change Orders Move Through Your Process

Routing and approval flow for a change order typically follows a predictable sender-to-approver path with audit trail capture.

Submit Request: Requester completes form and attaches documents.
Notify Reviewers: Automated notifications route to reviewers.
Evaluate Impact: Stakeholders review cost and schedule impacts.
Authorize Change: Authorized signatories sign and finalize record.

Configuring an Online Change Order Workflow

Configure form fields, routing, and validation to match project approval authorities and integrate with accounting systems.

Change Order Workflow Field Name	Configuration and allowable values
Auto-fill metadata and timestamps automatically	Enable automatic population of requester, date, and request ID.
Approver sequence and role assignment	Define order of approvers and role-based routing.
Required attachments and validation rules	Enforce attachments for quotes, drawings, and schedules.
Signature method and signer authentication	Select e-sign or wet-sign, choose MFA if needed.

Platform Capabilities to Support Change Orders

Platforms used to manage Project Change Order Requests should support secure signing, attachments, and routing.

Document Formats: PDF, DOCX, and editable templates supported.
Integrations: Connectors for Procore, NetSuite, and Salesforce.
Authentication Options: Email link, SMS code, or SSO/MFA.

Key Dates to Track for Each Change Order

Key dates and deadlines govern when a change order takes effect, when approvals are due, and when related invoicing should occur.

Requested effective date for the change:

Date when the change is intended to begin.

Submission deadline for change order evaluation:

Submit prior to milestone impact for timely review.

Approvals due date for affected parties:

Approvals must be obtained before work commences.

Payment adjustment effective date and invoicing:

Invoice per agreed change after approvals and documentation.

Dispute notification window after change discovery:

Notify within contract-specified period to preserve claims.

Milestones from Submission to Closure

Follow these sequential milestones to move a change order from request to closure and archival.

01

Submission

Requester files change order with supporting documents.

02

Impact Assessment

Stakeholders analyze cost, schedule, and risk effects.

03

Approval

Authorized signatories review and sign the change order.

04

Closure and Archive

Finalize documentation, update contract records, and archive.

Common Preparation Challenges to Avoid

Incomplete cost breakdowns cause frequent back-and-forth with finance, slowing approval and increasing likelihood of later disputes over reimbursable items.
Using informal emails instead of a completed change order leaves authorization gaps and increases the risk of non-payment.
Failing to reference the original contract or baseline schedule makes it hard to evaluate impact and link approvals during audits.
Submitting unsigned or partially signed forms, or relying on initials without documented authority, prevents proper execution and payment processing.

Risks When Change Orders Are Incorrect or Missing

Invalid Approval: Can void payment entitlement.

Scope Ambiguity: Leads to disputes and claims.

Missing Attachments: Delays evaluation and approval.

Incorrect Dates: Affects entitlement and delay claims.

Unauthorized Signer: May render approval invalid.

Recordkeeping Failure: Complicates audits and defense.

Security and Compliance Considerations

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

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

HIPAA: HIPAA compliant — BAA required for PHI.

Legal Compliance: ESIGN and UETA compliant for electronic signatures.

Audit Trail: Detailed timestamps, signer attribution, and history.

Accessibility: WCAG 2.0 Level AA conformance.

eSignature Pricing and Feature Comparison

Basic pricing and common feature availability for leading eSignature providers; signNow is listed first per comparative format.

	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	Trial available	Trial available	Trial available	Trial available
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Examples: How Organizations Use Change Orders

The examples below illustrate how teams use Project Change Order Requests to standardize approvals and reduce transactional friction.

Martin Properties — Tim Martin

A regional property manager standardized Project Change Order Requests to manage amendments across multiple property portfolios and vendors.

Faster approvals reduced turnaround on tenant improvements.
"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."

Optica Ventures — Brian Fitzgibbons

A small services firm used change order requests to formalize scope adjustments with third-party vendors and consultants.

Clear records reduced disputes and shortened billing cycles.
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Practical Tips to Improve Change Order Accuracy

Use these best practices to reduce review time, avoid disputes, and speed approvals for Project Change Order Requests.

Use unique sequential identifiers for traceability

Assign a unique change order ID, reference the original contract clause, and list attachments. This reduces confusion and links approvals to specific contract versions during audits.

Always attach vendor quotes and revised schedules

Include supporting vendor quotes, revised schedule extracts, and drawings. Proper labeling and pagination help reviewers evaluate cost and time impacts quickly.

Confirm approver authority and approval limits

Verify that signers are contract-authorized to approve costs or schedule changes. Document any delegated authority to avoid later challenges.

Record electronic audit trails and metadata

Capture signer IP, timestamps, and authentication method. Retain audit logs with the signed change order to meet ESIGN/UETA and internal control requirements.

Frequently Asked Questions

Answers to common practical questions about completing, signing, and submitting a Project Change Order Request.

Need help? Contact support

Who should submit this request
Typically the party requesting the change (project manager or contractor) prepares the form. Final approval must come from contract-authorized signatories such as owner or client representative; financial officers approve cost adjustments. Ensure signatory authority is documented.
What information is required for completion
Core fields include change description, justification, estimated cost impact, schedule effect, reference to original contract clause, proposer name/contact, and effective date. Attach supporting documents like revised drawings, estimates, or vendor quotes to substantiate cost and scope changes.
How are dates and effective periods entered
Enter all dates as MM/DD/YYYY. Indicate both the requested effective date and any schedule milestones affected. If the change phases, show start and completion dates for each phase. Accuracy affects scheduling and delay claim calculations.
Can the Project Change Order be signed electronically
Yes; electronic signatures meet ESIGN and UETA requirements when intent, consent, signer attribution, and record retention are demonstrable. For healthcare or financial records, confirm additional consumer disclosure or HIPAA requirements before e-signing. Use authenticated signing methods for higher-risk approvals.
What are common preparation mistakes
Omitting linked contract references, failing to attach supporting estimates, using vague descriptions, missing required approvals, and inconsistent dates. These errors delay processing, increase dispute risk, and can trigger credit hold or payment disputes if cost impacts are not pre-authorized.
How to revise or cancel a change order
Submit a formal amendment or cancellation noting original request ID, reasons, and signatures of all previously approving parties. Treat revocations like new requests when cost or schedule implications exist. Keep an audit trail for any rescinds or rework approvals.

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