How do I correct a submitted change request?

If the request is not yet approved, update the draft or create a revision with a new version number and resubmit; if already approved, submit a follow-up change request documenting why a correction is needed and link both records.

Can I use electronic signatures for approvals?

Yes. Under federal ESIGN (15 U.S.C. ch. 96) and state UETA statutes, electronic signatures are generally enforceable when intent, consent, attribution, and retention are met; ensure your workflow captures an audit trail and any required consumer disclosures.

Who is authorized to sign a change request?

Authorized signers are defined by your organization's approval matrix and may include project sponsors, budget owners, or contract managers; confirm signer authority before routing to avoid invalid approvals.

What supporting documents should I attach?

Attach impact analyses, budget worksheets, revised SOWs, vendor quotes, and any regulatory approvals required to validate cost, schedule, or compliance assertions.

When is notarization required?

Notarization is rare for internal change requests but may be required when a change amends a legally recorded contract; check state requirements or legal counsel for documents needing notarization.

How long will review typically take?

Review time varies by governance; expect 3–14 business days depending on whether the PMO, change control board, or external approvals are required.

Electronic Signature
Templates
Project Management
Project Change Request Template

Project Change Request Template

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

PROJECT CHANGE REQUEST

Project Identification

Project Name:

Project ID: Request No.: Date Submitted:

Client Service Provider Project Manager (Primary Contact) Contact Information

Change Request Summary

Brief summary of the requested change:

Reason for Change

Scope of Work — Proposed Change

Describe proposed additions, removals, or modifications to the scope of work. Include work description, tasks, and deliverables affected.

Items to remain explicitly out of scope

Deliverables & Acceptance Criteria

List affected deliverables and specific acceptance criteria. Attach supporting documentation as necessary.

Deliverable 1 — Title Acceptance Criteria Deliverable 2 — Title Acceptance Criteria

Schedule Impact & Milestones

Identify schedule changes and milestone adjustments. Provide current and proposed dates where applicable.

Current Project Start Date: Proposed Start Date:

Current Project End Date: Proposed End Date:

Key Milestone 1 — Description

Scheduled Date:

Key Milestone 2 — Description

Scheduled Date:

Budget, Cost Impact & Payment

State current budget, additional costs attributable to this change, and resulting budget totals.

Current Approved Budget Proposed Change Amount Resulting Budget Total Payment Schedule for Change

Impact Assessment & Resources

Indicate impacts to scope, schedule, cost, quality, and resource allocation. Check all that apply.

Scope Schedule Cost Quality

Risk Assessment and Mitigation Resource Requirements / Changes

Change Order Process & Approvals

The requested change shall be governed by the contract change order procedures. Approval of this document constitutes authorization to proceed with work only as specifically described herein. Additional work beyond this description requires a separate change request and written approval.

Emergency Change (requires immediate action):

Approvals Required

Approver (Client): Title: Date:

Approver (Service Provider): Title: Date:

Confidentiality

All information exchanged in connection with this change request and any subsequent change order shall be treated as confidential to the extent permitted by the underlying agreement. Neither party shall disclose proprietary or confidential material to third parties without prior written consent, except as required by law. Confidential information shall be used only for the purposes of evaluating and implementing the approved change.

Governing Law

This change request and any resulting change order shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of law principles.

Authorizing Statement

By signing below, the authorized representatives of the Client and Service Provider acknowledge that they have reviewed this Project Change Request, agree that the proposed changes are accurately described, and authorize the actions described herein in accordance with the terms of the governing contract and change order procedures.

Client — Authorized Representative

Printed Name:

By:

Date:

Service Provider — Authorized Representative

Printed Name:

By:

Date:

What the Project Change Request Template Is

The Project Change Request Template is a standardized form used to propose modifications to a project's scope, schedule, budget, deliverables, or resources. It captures the requester, detailed description of the proposed change, justification, impacted tasks and dependencies, estimated cost and schedule effects, and required approvals. The template creates a single source of truth for decision-making, documents approvals or rejections, and preserves an audit trail for contract management and post‑implementation review, reducing disputes and scope creep across project lifecycles.

Why a Standardized Change Request Template Matters

A consistent Project Change Request Template improves transparency, speeds review cycles, and reduces legal and financial ambiguity by documenting impacts and approvals in a single, auditable record.

Who Typically Completes a Project Change Request

Project managers, PMOs, procurement teams, and contract administrators commonly complete change requests to control scope and budgets.

Project managers initiating scope changes during execution and capturing impact analysis for stakeholders.
Procurement or contract teams requesting supplier or statement‑of‑work adjustments tied to cost or deliverables.
PMO or governance committees receiving consolidated requests for prioritization and portfolio impact assessment.

Use documented roles and approval matrices so requests reach authorized signers and maintain an auditable decision trail.

Step-by-Step: Completing and Routing a Change Request

Follow these steps to complete and route a Project Change Request Template from initiation through final approval and documentation.

01

Initiate Request: Open the template, enter requester and change summary, attach supporting docs.
02

Assess Impact: Document affected tasks, resources, and quantify cost and schedule consequences.
03

Approve or Reject: Route to approvers in defined order; capture electronic signatures and decisions.
04

Record Decision: Update project plan, change log, and notify stakeholders of next steps.

Core Elements Every Professional Change Request Should Include

A professional template structures information so reviewers can quickly evaluate scope, risk, cost, and approvals before deciding.

Header Info

Project name, project code, request ID, requester name, request date, and version history to ensure traceability across iterations and audits.

Change Summary

A concise title and short description that frame the requested modification and its objectives for quick triage by reviewers.

Detailed Description

A narrative of the proposed change including precise scope, technical specifics, affected deliverables, and acceptance criteria for testing and validation.

Impact Analysis

Identify affected milestones, tasks, dependencies, quality risks, and stakeholder impacts to support informed approval decisions.

Cost and Schedule

Provide estimated cost delta, funding source, schedule shifts in days or dates, and any contingency assumptions for budgeting purposes.

Approvals

Define required approvers, approval order, signature fields, and any conditional approvals tied to budget thresholds or regulatory acceptance.

Essential Fields to Include on the Template

Requester Name: Full legal name

Change Summary: One-line description

Affected Tasks: List by ID

Estimated Cost: USD, two decimals

Schedule Impact: Days or new dates

Approval Status: Pending/Approved/Rejected

Risks of Incomplete or Incorrect Change Requests

Delayed Delivery: Missed milestones

Budget Overruns: Unauthorized spend

Contract Disputes: Unclear scope

Regulatory Exposure: Compliance gaps

Audit Failures: Missing records

Reputational Harm: Stakeholder mistrust

Common Mistakes When Preparing a Change Request

Submitting vague or high-level descriptions that force reviewers to reopen the request for clarification and extend decision time.
Omitting cost assumptions and funding sources, which can cause budgetary disputes and unapproved spending during execution.
Failing to list impacted tasks and dependencies so downstream teams are surprised by schedule shifts and resource conflicts.
Routing to incorrect or incomplete approver lists that invalidate approvals or require re‑routing and re‑signing of the document.

Where to Send or File a Completed Change Request

Decide the primary destination based on organizational policy: PMO, contract repository, or project document management system.

PMO Submission: Upload to PMO folder or ticketing system for portfolio review.
Email Distribution: Email intended approvers with attached request and supporting files.
Document Repository: Store final, signed request in the official document library for retention.
Change Log Entry: Record request ID and outcome in the master change log.

Configuring an Online Change Request Workflow

Typical online setup automates validation, notifications, and signer authentication to shorten cycle times.

Field	Configuration
Required Fields	Make requester, description, cost required
Notifications	Auto-notify approvers on submission
Authentication	Email or MFA for approvers
Retention	Auto-archive signed requests

How to Share and Sign the Template Electronically

Use secure eSignature and document storage platforms to route, collect signatures, and retain the final change request.

File Formats: PDF and DOCX supported
Authentication: Email link, SMS code, or MFA
Integrations: Connect to cloud storage or PM tools

Typical Timelines and Processing Expectations

Set clear internal deadlines for submission, review, and implementation to avoid schedule drift and resourcing conflicts.

Submission Lead Time:

Submit requests at least 5 business days before planned changes for routine reviews.

PMO Review Period:

Allow 3–7 business days for initial impact analysis in most organizations.

Change Board Decision:

Expect 7–14 calendar days for committee review if escalated.

Implementation Window:

Schedule changes into next release or sprint per governance.

Record Update:

Finalize documentation within 2 business days after approval.

Key Milestones in Processing a Change Request

Track these milestones to measure progress from submission through closeout and to identify bottlenecks in approvals.

01

Submission

Requester completes template and attaches supporting documents for intake.

02

Impact Assessment

Team evaluates technical, cost, schedule, and risk impacts and documents findings.

03

Approval Decision

Authorized approvers approve, reject, or request revisions with recorded rationale.

04

Implementation and Closeout

Approved changes are scheduled, executed, and records updated in project artifacts.

Common eSignature Pricing and Feature Comparison for Executing Change Requests

Compare baseline pricing and core capabilities for eSignature platforms commonly used to route and sign Project Change Request Templates.

	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	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Real-World Examples of Change Request Use

Two short examples show how organizations structure and approve project changes.

Optica Ventures — Project Scope Change

A project manager submitted a scope reduction to avoid cost overruns

Impact analysis estimated a 12% cost decrease
The PMO approved and updated the schedule, preserving contract compliance and stakeholder alignment.

Martin Properties — Schedule Adjustment

A construction firm requested a two-week schedule extension due to weather delays

Cost impact showed minor overtime increases
The change was approved with a revised milestone plan and recorded in the master change log.

Frequently Asked Questions and Troubleshooting

Answers to common questions about completing, signing, submitting, and correcting a Project Change Request Template are provided below.

Need help? Contact support

How do I correct a submitted change request?
If the request is not yet approved, update the draft or create a revision with a new version number and resubmit; if already approved, submit a follow-up change request documenting why a correction is needed and link both records.
Can I use electronic signatures for approvals?
Yes. Under federal ESIGN (15 U.S.C. ch. 96) and state UETA statutes, electronic signatures are generally enforceable when intent, consent, attribution, and retention are met; ensure your workflow captures an audit trail and any required consumer disclosures.
Who is authorized to sign a change request?
Authorized signers are defined by your organization's approval matrix and may include project sponsors, budget owners, or contract managers; confirm signer authority before routing to avoid invalid approvals.
What supporting documents should I attach?
Attach impact analyses, budget worksheets, revised SOWs, vendor quotes, and any regulatory approvals required to validate cost, schedule, or compliance assertions.
When is notarization required?
Notarization is rare for internal change requests but may be required when a change amends a legally recorded contract; check state requirements or legal counsel for documents needing notarization.
How long will review typically take?
Review time varies by governance; expect 3–14 business days depending on whether the PMO, change control board, or external approvals are required.

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