What makes a change order legally binding?

A change order is binding when it clearly identifies the parties, describes the change, states cost and schedule impacts, and is signed by authorized parties. For electronic signatures, ensure the signing process meets ESIGN (15 U.S.C. ch. 96) and any applicable state UETA requirements.

Can I use an electronic signature on a change order?

Yes, electronic signatures are enforceable under the federal ESIGN Act and UETA in most states. Confirm exceptions in your jurisdiction and ensure evidence of intent, attribution, and reliable record retention.

When is notarization required for a change order?

Notarization is rarely required for routine change orders, but specific contract clauses or state rules may require notarized signatures for certain certifications. Check contract terms and state notary guidance before assuming notarization is unnecessary.

How do I handle disputed or partially approved changes?

Document partial approvals explicitly, note reserved issues, continue work only as authorized, and preserve contemporaneous communications. Maintain the change log to support any future claims or dispute resolution.

What if the signed name doesn't match company records?

Mismatched signer names can create enforcement problems. Verify authority and correct legal entity names before finalizing; consider adding a signer title and an explicit statement of signing authority.

How should executed change orders be archived?

Store a tamper-evident copy with the audit trail, attached exhibits, and metadata. Maintain retention per contract, IRS rules, and industry-specific requirements outlined in your document retention policy.

Electronic Signature
Templates
Miscellaneous
Project Change Order Template

Project Change Order Template

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

PROJECT CHANGE ORDER

Change Order Information

Change Order No.: Project Name:

Date of Change Order: Original Contract Date:

Contractor Contractor Address Client / Owner Client Address

Recitals

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

WHEREAS, unforeseen conditions and modifications to the scope of work have been identified that require an adjustment to the Contract Price and/or Contract Time; and

WHEREAS, the parties desire to amend the Contract as set forth in this Project Change Order in accordance with the Contract terms.

Scope of Work (Amended)

Scope of Work (describe the work added, deleted, or modified)

Description and Reason for Change

Detailed Description of Change Reason for Change

Itemized Adjustments to Contract Price

Item 1 Description: Amount: $

Item 2 Description: Amount: $

Item 3 Description: Amount: $

Net Adjustment to Contract Price (sum of items)

Payment Terms

Unless otherwise provided below, this Change Order shall be paid as follows:

Payment Schedule

Late Payment Fee: per month on overdue amounts.

Retainage Applies: If checked, retainage percentage:

Term and Termination

Work under this Change Order shall commence on and shall be substantially completed by unless extended in writing.

Notice Period for Termination: Either party may terminate this Change Order for material breach by providing days' written notice to the other party, provided the breaching party fails to cure within the notice period.

Schedule Impact

Net change to Contract Time: days. New anticipated completion date:

If no change to Contract Time, check here:

Confidentiality

The parties agree that all non-public information disclosed in connection with this Change Order, including pricing, schedules, methods and trade information, shall be treated as confidential and shall not be disclosed to third parties except as required by law or to perform the obligations under this Change Order. Each party shall take reasonable measures to protect such confidential information.

Representations, Governing Law, and Entire Agreement

Each party represents that it has the authority to enter into this Change Order and that execution of this Change Order will not violate any other agreement to which it is a party.

Governing Law: This Change Order shall be governed by and construed in accordance with the laws of the state identified by the parties for the underlying Contract. Any dispute arising out of or related to this Change Order shall be resolved in the courts of competent jurisdiction in that state.

Entire Agreement: This Change Order, together with the Contract and any prior amendments, constitutes the entire agreement between the parties with respect to the subject matter hereof. In the event of a conflict between the terms of this Change Order and the Contract, the provisions of this Change Order shall govern as to the specific changed matters only.

Attachments and Additional Provisions

List attachments, drawings, specifications or special conditions incorporated by reference

Approval of this Change Order constitutes authorization to proceed with the work described herein and entitlement to the adjustments to the Contract Price and Contract Time set forth above, subject to the terms and conditions of the original Contract except as expressly modified by this Change Order.

Contractor (Print Name):

By:

Date:

Client / Owner (Print Name):

By:

Date:

What a Project Change Order Template Is

A Project Change Order Template is a standardized contract amendment used to record and authorize deviations from an existing project scope, cost, or schedule. It provides a clear, auditable record of the requester, a concise description of the change, itemized cost and time impacts, and the sequence of approvals required. The template helps avoid disputes by capturing acceptance terms, signatures, and any related documents such as revised drawings, lien waivers, or revised payment schedules. Use of a template speeds processing and preserves a single source of truth for project records.

Why a Consistent Change Order Template Matters

A consistent template reduces ambiguity, limits back-and-forth approvals, and creates an auditable record that supports payment and schedule adjustments while reducing the risk of disputes and delays.

Who Typically Prepares and Signs Change Orders

Common participants include the prime contractor, subcontractors, project managers, owners, and design professionals who must agree to scope, cost, and schedule changes.

Prime contractor or contractor representative responsible for initiating and tracking change requests and approvals on behalf of the general contract.
Subcontractor or vendor when the change originates from a trade package and requires cost or schedule impact confirmation.
Owner or owner’s representative to accept cost and schedule impacts and authorize payment or contract modification.

Each party’s role should be defined in the contract—knowing who initiates and who approves prevents processing delays and conflicting authorizations.

Typical Signatories and Their Responsibilities

Project Manager

A project manager commonly initiates the change order, documents technical justification, evaluates schedule impact, and routes the form for approvals. They maintain the change log and ensure the signed change order is attached to project records for invoice and retention requirements.

Contract Administrator

A contract administrator reviews cost impacts, confirms budget authority or contingency availability, secures required signatures from the owner and contractor, and updates contractual schedules and payment terms after final approval.

Core Elements to Include in a Professional Change Order

A professional template minimizes ambiguity by separating scope, cost, schedule, approvals, and attachments into distinct fields for easy review and electronic signature.

Change Summary

A concise title and short description of the modification, including reference to original contract clause or drawing numbers to precisely identify what is changing and why.

Detailed Scope

A step-by-step description of the added, deleted, or revised work with measurable deliverables, locations, and any clarifying diagrams or attachment references to avoid disputes.

Cost Impact

Itemized labor, materials, equipment, and indirect costs with subtotal, taxes, and total change amount; identify whether costs are fixed or estimated and include contingency assumptions.

Schedule Impact

Clear statement of added or reduced duration, revised completion date, sequencing notes, and any acceleration or delay mitigation measures tied to the change.

Approvals

Designated approval blocks for each party with name, title, company, date, and signature line; include conditional approval instructions when partial acceptance is allowed.

Supporting Attachments

Space to list or attach revised drawings, revised SOW exhibits, supplier quotes, lien waivers, or permits that substantiate scope and cost changes.

How to Complete and Process a Change Order

Follow a controlled sequence: document the change, estimate impacts, obtain approvals, adjust contracts, and file the executed change order.

01

Document Change: Record the reason and scope of the requested change in the template.
02

Estimate Impacts: Prepare itemized cost and schedule effects for reviewer evaluation.
03

Obtain Approvals: Route to required signatories in the contract-defined order.
04

File and Archive: Attach executed documents to the project file and update the change log.

Configuring an Online Change Order Workflow

When automating the template, configure roles, required fields, conditional routing, and notifications to match contract approval paths.

Field	Configuration
Requester Role	Assign create/edit rights to project managers and foremen
Approver Sequence	Set signing order: contractor → owner → design professional
Conditional Fields	Show cost or schedule fields only when applicable
Notifications	Enable email/SMS reminders and escalation rules

Typical Routing and Submission Flow

A reliable flow reduces delays: initiate, validate, route to approvers, sign, and store with linked backup documents.

Initiation: Submit completed template with attachments
Validation: Reviewer confirms cost and scope accuracy
Approval: Designated signers add their signatures
Recordkeeping: Archive executed change order and update logs

Digital Signing and File Format Considerations

Choose a platform that supports PDF and DOCX, audit trails, conditional fields, and the signer authentication level required by the contract.

Formats Supported: PDF, DOCX, and Excel for cost tables
Integrations: Connectors for NetSuite, Google Workspace, Procore
Audit Trail: Timestamps, IP, and action history

Security and Compliance Considerations

Encryption: TLS 1.2/1.3 in transit

Data at Rest: AES-256 encryption at rest

Certifications: SOC 2 Type II available

HIPAA: BAA available when required

Audit Trail: Persistent signatures and logs

21 CFR Part 11: Compliance options exist

Typical Timelines and Notice Requirements

Contracts commonly set notice periods for change requests; follow those deadlines and internal billing cycles to reduce payment delays.

Submit Notice Period:

Often 7–14 days from discovery; follow contract terms

Owner Review Time:

Allow 10–30 days for pricing and schedule review

Billing After Approval:

Invoice per contract payment milestones after signed CO

Retain Documentation:

Keep approvals and attachments for audit and claim defense

Dispute Window:

Contract will define time to contest change order

eSignature Pricing and Feature Comparison

Compare common plan and feature criteria for executing and storing executed change orders electronically across multiple providers; signNow appears first for clarity.

	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	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 env/user/yr	Varies	Varies	Varies

Common Preparation Errors to Avoid

Missing or vague scope descriptions that create differing expectations and increase the likelihood of a dispute over deliverables.
Failing to include itemized cost or schedule impacts, which delays approval and can result in partial approvals or rejection.
Routing in the wrong approval order or omitting a required approver identified in the prime contract, causing payment holds.
Not attaching supporting documentation such as revised drawings or supplier quotes, forcing reviewers to request follow-up and extend review time.

Consequences of an Incorrect or Unsigned Change Order

Payment Delay: Payments withheld until approval

Disputed Claims: Increased litigation or arbitration risk

Scope Creep: Uncontrolled work without compensation

Lien Exposure: Contractor may lose lien protection

Schedule Impact: Unapproved delays still affect deadlines

Record Gaps: Missing audit trail for compliance

Frequently Asked Questions About Change Orders

Answers to common questions on validity, e-signing, and dispute prevention for change orders used on U.S. projects.

Need help? Contact support

What makes a change order legally binding?
A change order is binding when it clearly identifies the parties, describes the change, states cost and schedule impacts, and is signed by authorized parties. For electronic signatures, ensure the signing process meets ESIGN (15 U.S.C. ch. 96) and any applicable state UETA requirements.
Can I use an electronic signature on a change order?
Yes, electronic signatures are enforceable under the federal ESIGN Act and UETA in most states. Confirm exceptions in your jurisdiction and ensure evidence of intent, attribution, and reliable record retention.
When is notarization required for a change order?
Notarization is rarely required for routine change orders, but specific contract clauses or state rules may require notarized signatures for certain certifications. Check contract terms and state notary guidance before assuming notarization is unnecessary.
How do I handle disputed or partially approved changes?
Document partial approvals explicitly, note reserved issues, continue work only as authorized, and preserve contemporaneous communications. Maintain the change log to support any future claims or dispute resolution.
What if the signed name doesn't match company records?
Mismatched signer names can create enforcement problems. Verify authority and correct legal entity names before finalizing; consider adding a signer title and an explicit statement of signing authority.
How should executed change orders be archived?
Store a tamper-evident copy with the audit trail, attached exhibits, and metadata. Maintain retention per contract, IRS rules, and industry-specific requirements outlined in your document retention policy.

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