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Project Change Order Selection

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PROJECT CHANGE ORDER SELECTION

Parties and Recitals

Client Name:

Contractor Name:

Project Title:

WHEREAS, the Client and Contractor entered into a written Contract dated for construction or services related to the Project;

WHEREAS, a proposed change affecting the Scope of Work has been submitted and is identified as Change Order Number dated ; and

WHEREAS, the parties desire to document the Client's selection with respect to the proposed change and to record associated cost, schedule, and legal terms.

Scope of Work (Change Order Description)

Selection Options

Please indicate the Client's selection for the proposed change (check one box and complete required fields below):

Accept the Change Order as proposed (implement as submitted)

Accept with negotiated modifications (describe modifications below)

Reject the proposed change (no work to proceed)

Proceed as time-and-materials pending final pricing (temporary authorization to proceed)

Cost and Schedule Impacts

Payment Terms

The Client shall pay the Change Order Amount in accordance with the Payment Schedule above. Final payment shall be due upon acceptance of the work described in the Scope of Work and submission of an invoice in accordance with the Contract. All undisputed payments not received within the agreed payment period shall accrue interest at the rate specified below.

Term and Termination

Start Date:     Completion Date (estimated):

This Change Order will commence on the Start Date and shall remain in effect until completion of the described Scope of Work or earlier termination under the Contract. Either party may terminate this Change Order for material breach if the breaching party fails to cure within the notice period below.

Confidentiality

Each party shall hold confidential and shall not disclose to third parties any proprietary information or pricing disclosed solely in connection with this Change Order. Confidential information does not include information that is or becomes publicly available through no fault of the receiving party or is rightfully received from a third party without restriction.

The parties acknowledge that unauthorized disclosure may cause irreparable harm and agree that the non-breaching party shall be entitled to injunctive relief in addition to any other remedies at law or equity.

Client acknowledges confidentiality obligation:

Governing Law; Entire Agreement

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: Except as expressly modified herein, this Change Order, together with the original Contract and any prior written modifications, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior oral or written agreements relating to the same subject matter.

Approvals and Administrative Information

Certification: By signing below, the signatory represents and warrants that they are duly authorized to bind the party on whose behalf they sign, that the selections and information provided above are accurate to the best of their knowledge, and that the parties agree to the terms set forth in this Change Order Selection.

Owner/Client:

By:

Date:

Contractor:

By:

Date:

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What a Project Change Order Selection Is

A Project Change Order Selection is a structured form used to document and authorize changes to the scope, price, schedule, or specifications of an existing project agreement. It identifies the original contract, describes the proposed modification, quantifies cost/time effects, and records required approvals before work proceeds. Organizations use this document to create an auditable decision trail linking the change request to budget, schedule, and contract terms, reducing disputes and ensuring consistent internal and external communication between owner, contractor, and subcontractors.

Why a Clear Selection Form Matters

A concise Project Change Order Selection clarifies authorization, limits scope creep, and reduces disputes by documenting cost and schedule impacts alongside formal approvals.

Why a Clear Selection Form Matters

Who typically completes a Project Change Order Selection

Use the form to ensure consistent records for accounting, change control, and later audits or disputes.

  • Project Managers and PMOs who evaluate technical and schedule impacts before approving a change.
  • Contractors and subcontractors who propose adjustments to scope, materials, or sequencing with cost estimates.
  • Owners, clients, or procurement officers who provide formal acceptance and budget authorization.

Essential parts of a professional Change Order Selection

A complete selection includes identification, concise change description, quantified impacts, approval signatures, effective dates, and attachments that support cost or schedule claims.

Document ID

Unique change order number and contract reference to link the selection to the base agreement and track audit history across project records and financial systems.

Change Description

Clear, objective description of work added, removed, or modified that avoids vague terms and cites drawings, specifications, or RFI/ASIs that prompted the change.

Cost Impact

Line-item estimate of added or reduced costs, including labor, materials, equipment, taxes, and contingency with supporting quotes or backup invoices attached.

Schedule Impact

Updated milestone dates, critical-path adjustments, and any required float changes, including a short narrative explaining how the change affects completion.

Approvals and Signatures

Designated signatory roles, printed names, dates, and signature blocks to record authorization from owner, contractor, and any required third parties.

Supporting Attachments

Relevant drawings, revised scope exhibits, subcontractor proposals, and photos or inspection reports appended to substantiate the requested change.

Core information required on the form

Contract Reference: Contract number
Change Order Number: CO identifier
Effective Date: MM/DD/YYYY
Requested By: Name and role
Estimated Cost: Dollar amount
Approver: Name and signature

Step-by-step: issuing and approving a change order selection

Follow a controlled sequence to prepare, review, approve, and record the change in project records and accounting systems.

  • 01
    Draft the Request: Record scope, reason, and impacts.
  • 02
    Obtain Estimates: Collect quotes and schedule analysis.
  • 03
    Review and Approve: Secure required signatories.
  • 04
    Distribute and File: Send copies and update systems.

Configuring an online change order workflow

Map who fills fields, who approves, and how copies are routed to finance and document control before automating notifications.

Initiator Field Mapping Configure which users can create change orders
Approval Sequence Set routing order for required approvers
Conditional Rules Auto-escalate by cost or schedule impact
Notifications Enable email or SMS alerts on status changes
Archive Action Auto-file executed COs to project folder

Where completed selections should be sent

A standard routing ensures approvals, accounting entries, and contract repositories are updated consistently.

  • Project File: Store executed change order PDF
  • Contractor: Send signed copy to contractor
  • Accounting: Submit cost lines to accounts payable
  • Document Control: Register and index for audits

Digital delivery and technical considerations

Confirm the platform meets regulatory and internal security requirements before e-signing or sending documents for approval.

  • File formats: PDF and DOCX supported
  • Integrations: Connects to CRMs and ERPs
  • Authentication: Email, SMS, or stronger

Typical deadlines and processing expectations

Establish clear internal deadlines for review and approval to avoid schedule delays and cost disputes.

Submission Window:

Submit change requests promptly when the issue arises

Review Period:

Allow 3–10 business days for technical and cost review

Approval Turnaround:

Shorter for low-cost items; longer for high-impact changes

Contract Update:

Record approved CO within 5 business days

Payment Timing:

Invoicing follows your contractual payment schedule

Common mistakes to avoid

  • Vague descriptions that leave scope ambiguous and invite disputes over what work is included or excluded.
  • Missing supporting documentation such as quotes, revised drawings, or inspection reports that justify the cost changes.
  • Skipping required approvals or failing to route the change order to accounting and contract administration for recording.
  • Using inconsistent numbering or versioning that undermines traceability and causes duplicate or conflicting change orders.

Consequences of incorrect or incomplete change orders

Contract Disputes: Unclear orders increase litigation risk
Denied Payment: Incomplete backup can delay or deny invoices
Schedule Delays: Unauthorized work may halt project progress
Warranty Exposure: Unapproved changes may void warranties
Audit Findings: Missing approvals cause noncompliance
Financial Misstatement: Incorrect cost allocation affects accounts

Typical eSignature vendor comparison for change order workflows

Comparison of baseline pricing and capabilities for electronic signature vendors commonly used to execute change orders; signNow is listed first per convention.

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 (Business Premium) Varies by plan Varies by plan Varies by plan Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real-world examples of change order workflows

Practical examples show how organizations reduce delays and improve auditability when they standardize change order selections.

Optica Ventures LLC

The team standardized change orders across projects to reduce variation and approval time.

  • They used a single template and approval matrix.
  • The result improved traceability and reduced contractor disputes by creating a consistent, signed record for each change, making financial reconciliation simpler at closeout.

Martin Properties

A regional developer moved selection approvals online to avoid onsite delays.

  • Project managers issued e-signed approvals from mobile devices.
  • This allowed faster contractor mobilization and ensured that the owner, contractor, and accounting teams received identical signed documentation immediately for processing.

Frequently asked questions about Project Change Order Selection

Answers to common questions about completing, signing, and storing change order selections for contractual and audit purposes.


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