Can a change order be signed electronically?

Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA when the parties consent to electronic records and the signature reflects intent to sign.

What if the owner objects to a proposed cost?

Document the objection, preserve contemporaneous communications, and follow dispute or notice provisions in the base contract to preserve entitlement to payment or time.

Is notarization required for a change order?

Not usually required for most contract amendments, but certain jurisdictions or specific contract terms may demand notarization or witnesses; verify with governing law or procurement rules.

How should time impacts be calculated?

Tie additional days to the project schedule critical path and provide supporting analysis; state whether days are calendar or business days to avoid ambiguity.

What records should be retained?

Keep executed change orders, supporting drawings, cost backup, and the audit trail for the contract term plus applicable retention (IRS, HIPAA, or procurement rules).

Who can sign to bind the contract?

Only authorized representatives with documented signing authority should sign. Check the contract’s delegated authority clauses to confirm limits on approval amounts or scope.

Electronic Signature
Templates
Miscellaneous
Project Change Order Update

Project Change Order Update

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PROJECT CHANGE ORDER UPDATE

Parties and Reference

Owner: Contractor:

Project Name:

Contract/Agreement Date: Change Order No.: Change Order Date:

RECITALS

WHEREAS, Owner and Contractor entered into a written Contract identified above to perform certain work described therein; and

WHEREAS, the parties have mutually agreed that certain modifications to the original Work are necessary for the satisfactory completion of the Project; and

WHEREAS, this Project Change Order Update sets forth the adjustments to Scope, Cost, and Schedule authorized by the Owner and Contractor in accordance with the Contract terms.

Scope of Work (Description of Change)

Describe the change in scope

Reason for Change

Basis for change (unforeseen conditions, design revision, owner request, etc.)

Cost Impact and Pricing

Original Contract Sum: $ Net Previous Change Orders: $

This Change Order Amount: $ New Contract Sum (if approved): $

Itemized Cost Breakdown (attach additional sheets if required)

Item 1 Description: Amount: $

Item 2 Description: Amount: $

Item 3 Description: Amount: $

Payment Terms

Payment for this Change Order shall be made in accordance with the Contract except as modified below:

Change Order Payment Schedule

Late payment interest: Invoice Reference:

Schedule Impact

Original Contract Completion Date: Net Time Extension Requested (calendar days):

New Project Completion Date (if approved): Work to proceed during review: Yes

Term and Termination

This Change Order shall become effective on the date of the last signature below and shall remain in effect for the duration necessary to perform the revised Work unless earlier terminated in accordance with the Contract.

Notice Period for Termination: days (unless the Contract prescribes a different period).

Confidentiality

Each party shall maintain the confidentiality of proprietary data and trade secrets disclosed in connection with this Change Order and shall not disclose such information to third parties except as required by law or as necessary to perform the Work. Confidential information shall be used only for performance under this Change Order.

Confidential materials attached: Yes If yes, describe attachments:

Approvals and Certification

By signing below, the signatories represent and warrant that they are authorized to execute this Change Order Update on behalf of their respective parties, and that approval of this Change Order Update will modify the Contract as set forth herein. All other terms and conditions of the Contract remain in full force and effect except as explicitly modified by this Change Order Update.

Governing Law; Entire Agreement

This Change Order Update shall be governed by and construed in accordance with the laws of the state specified in the Contract. This Change Order Update, together with the Contract and any incorporated documents, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations and understandings concerning such subject matter.

Notices

Owner Notice Address Contractor Notice Address

Attachments

Attachments included with this Change Order:

Owner:

By:

Date:

Contractor:

By:

Date:

What the Project Change Order Update Is

A Project Change Order Update is a formal, written amendment that documents changes to scope, schedule, cost, or specifications for a live project. It records the proposed change, the reason, the adjusted price or time impact, and acceptance by authorized parties. Organizations use it to create a clear contractual record, preserve audit trails, and align expectations among owners, contractors, and subcontractors. When executed properly it becomes part of the contract; electronic execution under ESIGN (15 U.S.C. ch. 96) or UETA is widely accepted for interstate and intrastate transactions.

Why a Clear Change Order Update Matters

A concise Project Change Order Update reduces disputes by documenting scope, cost, schedule, and approvals in one place. It protects contract rights, provides a defensible audit trail for billing and lien purposes, and ensures consistent treatment across project stakeholders while supporting electronic signature and storage compliance.

Who Prepares and Signs Change Order Updates

Each signer should have clear authority to approve budget or schedule changes; authority and role should be documented on the update itself.

Project Managers and Owners: Request, review, and approve scope and schedule changes; record cost impacts and acceptance.
General Contractors: Issue change proposals, adjust subcontracts, and confirm revised delivery or milestone dates.
Subcontractors and Suppliers: Submit pricing and time impacts for approval; accept adjustments and update invoices.

Core Elements of a Professional Change Order Update

A professional update is structured to be auditable, unambiguous, and actionable. Include references to the base contract, precise descriptions of changed work, quantified cost or time adjustments, and a clear signature block for each party.

Reference

Base contract number, original effective date, and related purchase order or bid reference to tie the change to existing documents.

Change Description

Concise, technical description of added, removed, or modified work with attached drawings or specifications when applicable.

Cost Adjustment

Itemized cost increase or decrease, unit rates, allowances, and any contingency, plus payment terms and invoicing instructions.

Schedule Impact

Precise change to milestone or completion dates, acceleration or delay analysis, and any concurrency effects.

Approval Terms

Acceptance criteria, effective date upon signature, and any conditions precedent to performance or payment.

Signatures

Authority block listing signers, titles, dates, and authentication method (wet, RON, or e-signature) for enforceability.

Step-by-Step: Completing and Circulating a Change Order Update

Follow a consistent sequence to capture technical, commercial, and approval information quickly and accurately.

01

Prepare Draft: Document technical change details, attach evidence, and calculate cost/time impacts.
02

Internal Review: Route to estimating, legal, and project control for validation of numbers and risks.
03

Issue to Stakeholders: Send the update to the owner and affected contractors for review.
04

Obtain Signatures: Collect authorized signatures and record the executed change in the contract file.

Where to Send and How Routing Works

A clear routing path speeds approvals and preserves an audit trail; identify primary recipients and alternates before sending.

Originator: Project manager or contractor who prepares the initial update and gathers supporting documents.
Reviewers: Estimating, procurement, and legal reviewers who verify cost and compliance.
Approver: Owner or authorized representative who accepts scope and cost changes.
Distribution: Record executed update in contract repository and send copies to all stakeholders.

Configuring an Online Change Order Workflow

Set up a digital workflow that enforces review order, attachments, and signer authentication to reduce manual handoffs.

Field	Configuration
Draft Trigger	Project manager initiates; auto-notify reviewers
Attachment Required	Engineering drawings and cost backup required before submission
Approval Order	Estimating > Legal > Owner
Signer Authentication	Email + SMS code or RON for high-value changes

Technical Options for eSubmission and Signing

Ensure retained copies include a tamper-evident audit trail and signer metadata to support compliance and dispute resolution.

File Formats: PDF, DOCX, and XLSX supported
Integrations: Salesforce, NetSuite, Procore, Box connectors
Authentication: Email, SMS, KBA, or RON

Key Timing and Deadline Considerations

Track critical dates for submission, review, signature, and enforcement to avoid payment delays or disputes.

Submission Window:

Submit as soon as the change is identified to minimize claims disputes.

Review Turnaround:

Establish a standard 5–10 business day internal review target.

Owner Response:

Contract may specify owner response time; follow that provision strictly.

Retroactive Changes:

Retroactive effective dates require explicit owner consent.

Invoice Timing:

Invoice per agreed payment terms after executed change order.

Typical Change Order Milestones

A typical lifecycle includes identification, pricing, review, execution, and implementation milestones that should be tracked sequentially.

01

Identify Change

Field or design team documents the issue and scope change.

02

Price & Assess

Estimators prepare cost and schedule impact.

03

Approve Change

Owner or representative signs to authorize work.

04

Implement Work

Contractor executes the change per revised schedule.

Common Preparation Mistakes to Avoid

Vague descriptions that lack drawings or specs, which lead to differing interpretations and disputes between parties.
Missing or inconsistent project identifiers that prevent correct linking to purchase orders, invoices, or the primary contract.
Failing to quantify time impacts, which delays entitlement to schedule relief or causes sequencing conflicts.
Using unsigned or informally approved communications as the only record of scope changes, risking nonpayment or contract breach.

Consequences of Incomplete or Incorrect Change Orders

Payment Denial: Owner may refuse invoicing without an executed change order

Schedule Disputes: Unclear time impacts can void entitlement to extension

Liability Shift: Work performed without approval may remain contractor responsibility

Contract Breach: Unauthorized changes can trigger breach claims

Lien Risk: Unpaid change order amounts can increase lien exposure

Audit Failure: Lack of trail may fail financial or compliance audits

eSignature Pricing Comparison Relevant to Change Orders

Compare starting prices and key capabilities for common eSignature providers; signNow appears first for parity in feature comparisons.

	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	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	Varies	Varies

Essential Data Elements to Capture

Project Number: Exact ID

Change Summary: Concise text

Amount: USD value

Time Impact: Days added/removed

Attachments: Drawings/specs

Approver Info: Name and title

Frequently Asked Questions About Change Order Updates

Answers to common questions help prevent execution errors and support faster approvals for change orders.

Need help? Contact support

Can a change order be signed electronically?
Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA when the parties consent to electronic records and the signature reflects intent to sign.
What if the owner objects to a proposed cost?
Document the objection, preserve contemporaneous communications, and follow dispute or notice provisions in the base contract to preserve entitlement to payment or time.
Is notarization required for a change order?
Not usually required for most contract amendments, but certain jurisdictions or specific contract terms may demand notarization or witnesses; verify with governing law or procurement rules.
How should time impacts be calculated?
Tie additional days to the project schedule critical path and provide supporting analysis; state whether days are calendar or business days to avoid ambiguity.
What records should be retained?
Keep executed change orders, supporting drawings, cost backup, and the audit trail for the contract term plus applicable retention (IRS, HIPAA, or procurement rules).
Who can sign to bind the contract?
Only authorized representatives with documented signing authority should sign. Check the contract’s delegated authority clauses to confirm limits on approval amounts or scope.

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