Can an amendment be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.

When is notarization required?

Notarization is only required if the contract or state law demands it; check local rules. Certain acknowledgements or affidavits may need notarization or RON.

What if parties disagree after signing?

Retain all supporting documents and communications; disputes may be resolved per contract dispute resolution clauses or through mediation, arbitration, or litigation.

How should I handle urgent field changes?

Document the change in writing, obtain immediate written authorization if possible, and follow up with a fully executed amendment and cost backup.

Can I revise an executed amendment?

Yes, only by mutual written agreement. Create a new amendment referencing and superseding the prior version, and obtain authorized signatures from all parties.

How do I preserve admissible proof of signing?

Use an eSignature provider that captures an audit trail (timestamps, IP, signer email) and stores the executed PDF; ensure retention policies meet IRS, HIPAA, or contract requirements.

Electronic Signature
Templates
Project Management
Project Management Additional Works

Project Management Additional Works

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

PROJECT MANAGEMENT ADDITIONAL WORKS

Project Identification

Project Title: Project ID:

Client Service Provider / Contractor Project Manager (Client)

Change Order Reference

Change Order Number: Effective Date:

Scope of Additional Works

Description: The Service Provider shall perform the following additional works, supplementing the original contract. The additional works are limited to the scope described below; any deviation must be approved in writing through a subsequent change order.

Detailed Scope of Additional Works Items expressly out of scope

Deliverables and Acceptance

Each deliverable below shall include acceptance criteria. Deliverables will be considered accepted when Client provides written acceptance or fails to provide rejection with documented non-conformities within ten (10) business days after submission.

Deliverable 1 - Description Deliverable 1 - Acceptance Criteria Deliverable 1 - Fee

Deliverable 2 - Description Deliverable 2 - Acceptance Criteria Deliverable 2 - Fee

Deliverable 3 - Description Deliverable 3 - Acceptance Criteria Deliverable 3 - Fee

Timeline and Milestones

Proposed Start Date: Proposed End Date:

Milestones (date and description)

Milestone 1 Date: Description:

Milestone 2 Date: Description:

Milestone 3 Date: Description:

Budget, Payment and Change Order Costs

Total Additional Cost (sum of deliverables and expenses):

Payment Schedule and Terms Change Order Cost Allocation and Approval Conditions

Does this additional work impact the original project schedule? Yes No

Does this additional work require changes to previously approved deliverables/specifications? Yes No

Confidentiality and Data Handling

All materials, data, and information exchanged in connection with these additional works shall be treated as Confidential Information under the terms of the existing agreement. Confidential Information shall not be disclosed except as required by law or with the prior written consent of the disclosing party. The Service Provider shall implement reasonable technical and organizational measures to protect Confidential Information.

Warranties, Liability and Change Control

The Service Provider warrants that the additional works will be performed in a professional manner consistent with industry standards. Except as expressly set forth herein, all other warranties are disclaimed to the fullest extent permitted by law. Liability for direct damages arising from the additional works shall be subject to the limits set forth in the original agreement. Any material change to cost, schedule, scope, or resources arising from unforeseen conditions requires a written change order and approval by the Client prior to execution.

Governing Law and Dispute Resolution

This Change Order shall be governed by and construed in accordance with the laws of the state specified below, without regard to conflict of law principles. Any dispute arising under or in connection with this Change Order shall be resolved in accordance with the dispute resolution provisions of the original agreement, unless otherwise agreed in writing.

Governing State:

Authorizations and Notices

The parties acknowledge that execution of this document constitutes authorization to proceed only as specifically described herein. Work shall not commence on these additional works until this Change Order is signed by authorized representatives of both parties. Any notices required under this Change Order shall be provided in writing to the addresses specified in the original agreement or as otherwise agreed in writing.

Client - Printed Name:

By:

Date:

Service Provider - Printed Name:

By:

Date:

What a Project Management Additional Works document is

A Project Management Additional Works document (often called a change order or amendment) records agreed changes to a project's scope, schedule, or budget after the original contract is executed. It identifies the parties, describes the additional work, sets new deliverable dates, and documents price adjustments or payment terms. Used across construction, professional services, and technology projects, it creates a written trail for approvals, invoicing, and dispute resolution while preserving contract continuity.

Why documenting additional works matters

A clear, signed Additional Works document reduces disputes, ensures budget alignment, and creates an auditable record for approvals and payments under the primary contract or purchase order.

Who typically prepares and approves Additional Works

Several project stakeholders commonly prepare or approve Additional Works to keep projects on track and protect contractual rights.

Project managers and PMO staff who control scope, schedule, and risk allocation across workstreams.
Contractors and subcontractors seeking written authorization and payment for extra labor or materials.
Owners or client representatives who must authorize cost and time changes before work proceeds.

Use clear signatory authority and versioning so reviewers can quickly confirm who approved each amendment.

Primary signatories and their responsibilities

Project Manager

The Project Manager initiates change documentation, summarizes impacts to scope and schedule, and coordinates internal approvals. They must ensure the amendment ties to the original contract and that risk and contingency allocations are recorded.

Owner / Client Representative

The Owner or authorized client rep reviews technical and financial effects, confirms budget availability, and provides final signature authority to authorize work and payment under the updated terms.

Core elements to include in a professional Additional Works entry

A complete Additional Works document has structured, contract-referenced content so it can be validated, approved, tracked, and attached to invoicing and closeout records.

Scope Description

Concise, itemized description of the extra tasks or deliverables, including measurable acceptance criteria so both parties can confirm completion.

Schedule Impact

Specific start and completion dates, milestone adjustments, and any liquidated damages or time-related cost effects tied to the change.

Cost Breakdown

Line-item labor, materials, equipment, markup, tax, and a total adjusted contract value with currency and billing terms.

Acceptance Criteria

Test, inspection, or delivery requirements that define when the Additional Works are accepted and eligible for payment.

Approvals & Signatures

Designated signer names, titles, signature blocks, dates, and any witness or notary details required by contract or jurisdiction.

Attachments

Supporting exhibits such as revised drawings, vendor quotes, time sheets, and cost backup to justify the change.

Essential fields every Additional Works entry should contain

Parties: Full legal names

Project ID: Contract or PO number

Work Description: Brief scope summary

Effective Date: MM/DD/YYYY

Price Change: Amount or percentage

Signatures: Authorized signer names

Step-by-step: creating and finalizing an Additional Works entry

Follow a consistent approval workflow so the change is authorized before work starts and payment terms are clear.

01

Draft the Change: Record scope, cost, schedule, and attachments.
02

Internal Review: PM and finance verify cost and budget.
03

Obtain Approvals: Get signatures from authorized parties.
04

Distribute Records: Send executed copy to contract file and billing.

Configuring a digital workflow for Additional Works

Set consistent fields, signer order, and retention rules when building the document in a document management or eSignature system.

Field	Configuration
Signer Order	Require PM approval before Owner signature
Conditional Fields	Show cost fields only if price change > $0
Authentication	Use email + SMS code for external signers
Retention	Archive executed version in contract folder

Where to send the executed Additional Works document

After signatures, route copies to project stakeholders and store a master in the contract repository for traceability.

Project Folder: Save executed PDF in central project repository
Billing/Finance: Send cost backup to accounts payable
Contract Administrator: Attach amendment to the master contract record
Field Team: Distribute approved scope to site supervisors

Digital signing and format considerations

Choose platforms that support common file types, signer authentication, and an auditable certificate of completion.

File Formats: PDF and DOCX supported
Integrations: CRM and PM integrations possible
Authentication: Email, SMS, or advanced options

Ensure the chosen tool provides secure storage and an audit trail to demonstrate intent, consent, attribution, and retention for legal validity.

Typical timelines and internal deadlines to observe

Contracts often specify notice and approval windows; follow those terms and document the submission date to preserve entitlement to compensation or time extensions.

Change Notice Window:

Submit within the contract-specified notice period, commonly 7–30 days.

Review Period:

Allow 5–15 business days for technical and cost review.

Approval Deadline:

Owner approval usually set within contract-defined timeframe.

Billing Milestone:

Invoice after accepted completion per amended payment terms.

Record Retention Start:

Retention begins on the effective date of the amendment.

Common preparation mistakes to avoid

Vague scope descriptions that leave room for differing expectations and disputes over what work was authorized.
Failing to include signed cost backup or site logs, which can lead to denied payment or audit findings.
Skipping required contract approvals and proceeding with the work, which may void entitlement to extra compensation.
Not versioning or attaching revised drawings and specifications, causing misalignment between field teams and contract records.

Risks and potential consequences of improper or missing amendments

Denied Claims: No payment without proper authorization

Schedule Delays: Unapproved work can cause dispute-driven delays

Contract Breach: Risk of damages or termination

Warranty Gaps: Unapproved work may not be covered

Tax Reporting: Incorrect invoicing affects tax records

Regulatory Exposure: Noncompliance with public contracting rules

Real-world examples of Additional Works in practice

Examples show how different organizations document, approve, and archive Additional Works to reduce disputes and speed payment.

Optica Ventures LLC

Project operations team adopted a standardized change form to reduce ambiguity in scope and cost estimates.

The new form required line-item backup and an owner signature.
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Martin Properties

A small owner used an electronic amendment to authorize urgent site corrections and preserve warranty eligibility.

The amendment included schedule relief and a fixed-cost addendum.
"I can process and execute all of these documents online with 100% compliance and built-in security."

Comparing eSignature vendor pricing and features for Additional Works workflows

Choose a signing solution that supports bulk routing, audit trails, and required compliance features. Pricing and feature availability vary by vendor and plan.

	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, no credit card required	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (plan-dependent)	Yes (plan-dependent)	Yes (plan-dependent)	Yes (plan-dependent)	Limited or plan-dependent
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes (BAA available)	Yes (BAA available)	No	No

Frequently asked questions about Additional Works

Answers to common legal, procedural, and technical questions when preparing or executing a Project Management Additional Works document.

Need help? Contact support

Can an amendment be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.
When is notarization required?
Notarization is only required if the contract or state law demands it; check local rules. Certain acknowledgements or affidavits may need notarization or RON.
What if parties disagree after signing?
Retain all supporting documents and communications; disputes may be resolved per contract dispute resolution clauses or through mediation, arbitration, or litigation.
How should I handle urgent field changes?
Document the change in writing, obtain immediate written authorization if possible, and follow up with a fully executed amendment and cost backup.
Can I revise an executed amendment?
Yes, only by mutual written agreement. Create a new amendment referencing and superseding the prior version, and obtain authorized signatures from all parties.
How do I preserve admissible proof of signing?
Use an eSignature provider that captures an audit trail (timestamps, IP, signer email) and stores the executed PDF; ensure retention policies meet IRS, HIPAA, or contract requirements.

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