Can a change order be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure parties consent to electronic records and preserve an audit trail to demonstrate intent and attribution.

When is notarization required for a change order?

Notarization depends on state law and the document type; real estate-related amendments often require notarization and may require witnesses in some states. Verify local recording and notarization rules before relying on an unnotarized amendment.

Who can legally sign a change order?

A person with contract authority per corporate resolutions or delegation. Verify signatory authority with an officer certificate or corporate resolution for significant contract amendments.

How do I correct an error after signing?

Execute a corrective change order or amendment signed by the same authorized parties. Note corrections in the project file and preserve prior versions for auditability.

How long should I keep executed change orders?

Retain for the active contract term plus at least three years; certain records such as tax or HIPAA-related documents require longer retention under IRS and HIPAA rules.

What if a party refuses to sign the change?

Follow contract dispute-resolution and notice requirements. Preserve written evidence of the proposed change and continue to document costs and schedule impacts to support later claims if necessary.

Electronic Signature
Templates
Project Management
Project Management Change of Order Contract

Project Management Change of Order Contract

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

PROJECT MANAGEMENT CHANGE ORDER CONTRACT

Change Order No. Project ID: Effective Date:

Project Identification

Project Title Client Name Service Provider Project Manager (Client) Project Manager (Service Provider)

Recitals

This Change Order Contract (the "Change Order") modifies the existing Project Agreement between Client Name: and Service Provider: for Project ID identified above. All terms not expressly modified remain in full force and effect.

Change Order Summary

Primary Reason for Change

Change Type: Scope Schedule Budget Other If Other, specify:

Scope of Change

Detailed Scope of Work to be Added or Modified Items Specifically Excluded from This Change

Deliverables and Acceptance Criteria

Deliverable 1 Description Deliverable 1 Acceptance Criteria Deliverable 2 Description Deliverable 2 Acceptance Criteria

Timeline and Milestones

Change Order Start Date: Change Order End Date:

Milestone 1

Due Date: Acceptance Deliverable Reference:

Milestone 2

Due Date: Acceptance Deliverable Reference:

Budget and Payment

Original Contract Amount Change Order Cost Impact (positive for increase, negative for decrease) New Contract Amount After Change Payment Schedule Billing and Invoicing Instructions

Impact Assessment

Cost Impact Analysis Schedule Impact Analysis

Contingency Required: Yes No

Change Order Control and Approvals

This Change Order shall become effective when signed by authorized representatives of both parties below. Any work commenced prior to such signatures is at the initiating party's risk and may not be compensable absent express retroactive approval.

Approver (Client) Name

Approval Date:

Approver (Service Provider) Name

Approval Date:

Notices

Client Notice Address Service Provider Notice Address

Confidentiality

The parties acknowledge that certain information exchanged in connection with this Change Order may be confidential. Each party shall protect confidential information of the other with the same degree of care it uses to protect its own confidential information, but no less than a reasonable standard of care, and shall not disclose such information except as required by law. Confidential obligations shall survive termination of this Change Order for a period of three years unless otherwise agreed in writing.

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 laws principles.

General Provisions

Entire Agreement: Except as modified by this Change Order, the original Project Agreement and prior changes remain in full force. This Change Order and the Project Agreement constitute the entire agreement between the parties regarding the subject matter herein.

Amendment: No amendment to this Change Order shall be binding unless executed in writing by authorized representatives of both parties.

Indemnity and Liability: Each party shall indemnify the other for losses arising from its negligent or willful acts in connection with the performance of this Change Order, subject to the limitations set forth in the Project Agreement.

Authorization

The undersigned represent and warrant that they are authorized to execute this Change Order on behalf of their respective parties and that, upon execution, this Change Order will be binding upon the parties.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Change of Order Contract Is

A Project Management Change of Order Contract documents a proposed alteration to a project’s scope, cost, or schedule and records mutual acceptance of those changes. It converts informal scope changes into a binding amendment that adjusts deliverables, pricing, milestone dates, responsibilities, and any needed contingencies. The contract typically references the original agreement, specifies change details, quantifies cost and time impacts, and establishes approval and payment terms so both owner and contractor have a clear, auditable record of work authorizations and obligations.

Why a Formal Change of Order Contract Matters

Using a written change order reduces ambiguity, creates an enforceable record of approvals and cost adjustments, and limits later disputes by aligning expectations. It preserves audit trails and supports timely payment and schedule management while enabling clear project governance.

Who Typically Prepares and Signs These Change Orders

A clear workflow with designated approvers reduces processing time and strengthens enforceability.

Project managers or contract administrators who evaluate scope and assemble the change documentation for approvals.
General contractors or subcontractors proposing scope, cost, or schedule adjustments tied to on-site conditions.
Owners, client representatives, or program managers who review impact and authorize changes under contract terms.

Core Components Every Change of Order Contract Should Include

A professional change order combines descriptive, financial, and administrative elements so parties can assess impact and finalize approval without ambiguity.

Reference

Cite the original contract and change order number to maintain linkage and avoid confusion across multiple amendments.

Scope Detail

Describe the exact work added, removed, or revised, with drawings or attachments as enforceable exhibits where needed.

Cost Impact

State the fixed dollar change or unit rates, identify allowances, and explain how taxes or retainage apply to the adjustment.

Schedule Impact

Specify revised milestone or completion dates and any liquidated damages or extension-of-time provisions triggered by the change.

Approvals

Name authorized approvers, their roles, and required signature sequence to finalize the change order legally.

Payment Terms

Detail invoicing, payment timing, retainage release, and whether progress payments or final payment are affected.

Step-by-Step: Approve and Execute a Change Order

Follow a consistent sequence to evaluate, price, approve, and distribute change orders to prevent rework and payment delay.

01

Identify Change: Document reason and scope for the change.
02

Estimate Cost: Obtain pricing and quantify schedule impact.
03

Obtain Approval: Route to authorized decision-makers in order.
04

Execute and Distribute: Collect signatures and circulate executed copies.

Online Workflow Settings to Streamline Change Orders

Configure digital workflows to enforce signer order, attach exhibits, and capture an auditable trail when processing change orders online.

Field	Configuration
Signer Order	Sequential routing with role-based assignments
Required Attachments	Force upload of drawings or cost backup
Authentication	Email link, SMS code, or stronger methods
Audit Trail	Enable IP, timestamp, and activity history

Where to Send and Store an Executed Change Order

After execution, distribute copies to stakeholders and file the executed document in contract records and project management systems.

Owner/Client: Primary record of authorization and payment
General Contractor: Update job file and CPM schedule
Subcontractor: Receive copy if scope or payment changes
Project Repository: Archive in contract management system

Digital Signing and Integration Essentials

These capabilities reduce processing time and preserve an evidentiary trail for audits and dispute resolution.

Authentication: Email, SMS, or two-factor
Integrations: CRM, PM, and cloud storage
Document Formats: PDF, DOCX, and templates

Key Milestones in the Change Order Lifecycle

Track discrete stages from proposal to archive so stakeholders know when approvals and payments must occur.

01

Change Proposed

Submit description and initial cost estimate.

02

Impact Assessment

Owner and contractor quantify time and cost.

03

Formal Approval

Authorized signatories accept changes.

04

Record and Payment

Issue updated invoice and file executed order.

Typical Timing Expectations and Contract Deadlines

Specific timing is contract-dependent; these are common internal deadlines used to keep change orders moving and visible.

Proposal Submission Window:

Submit within 7–14 days of identifying the change

Owner Review Period:

Owner to respond within 10–21 days

Approval Turnaround:

Finalize approvals within 14 days when feasible

Invoice Adjustment Timing:

Resubmit revised invoice within 30 days

Claim Preservation:

Adhere to contract notice clauses and discovery deadlines

Common Mistakes to Avoid When Preparing a Change Order

Fuzzy or incomplete scope descriptions that leave room for interpretation and later disputes.
Missing or unsigned approvals that invalidate the change order under contract terms.
Failing to quantify schedule impact, which creates disagreement over completion dates and liquidated damages.
Not attaching supporting cost backup or drawings, delaying review and payment processing.

Risks and Consequences of Poorly Executed Change Orders

Cost Overruns: Unapproved charges risk nonpayment or disputes

Schedule Delays: Late approvals can trigger delay claims

Contract Claim: Improper notice may forfeit entitlement

Mechanic's Lien Risk: Disagreements can lead to lien filings

Tax Reporting: Incorrect invoicing affects tax records

Regulatory Compliance: Breaches invite penalties and remediation

Real-World Examples of Change Order Use

Project teams rely on change orders to preserve timelines and maintain financial control while responding to site conditions or client requests.

Martin Properties

A development firm adopted digital change orders for on-site approvals

Reduced signature turnaround from days to hours
The firm reported more consistent recordkeeping and faster contractor payment reconciliation after transitioning to a formal digital workflow.

Optica Ventures LLC

A portfolio operations team standardized change order templates across projects

Enforced required attachments and cost backup
Standardization shortened review cycles and provided a single source of truth during audits and portfolio reporting.

Security and Compliance Checklist for Executed Change Orders

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamps, IP, and activity history

Certifications: SOC 2 Type II and ISO 27001

HIPAA: BAA required for PHI handling

ESIGN/UETA: Validates electronic signature enforceability

Access Controls: Role-based permissions and SSO

eSignature Pricing and Feature Snapshot for Change Order Workflows

Compare starter pricing and critical capabilities for common eSignature platforms relevant to project change order processing.

	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	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (plan-dependent)	Yes	Yes	Yes	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes	Yes	No	No

Typical Authorized Signers and Their Responsibilities

Project Manager

The project manager evaluates scope and authorizes routine change orders within delegated limits, coordinates pricing and schedule input, and ensures the change is recorded in the project management system for traceability and claims avoidance.

Contractor Executive

An officer or authorized representative signs higher-value change orders, certifies cost backup, and accepts revised payment terms; their signature confirms corporate authority and binds the contractor to performance and payment obligations.

Frequently Asked Questions About Change Order Contracts

Answers to common legal, procedural, and technical questions encountered when preparing, signing, and storing change orders.

Need help? Contact support

Can a change order be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure parties consent to electronic records and preserve an audit trail to demonstrate intent and attribution.
When is notarization required for a change order?
Notarization depends on state law and the document type; real estate-related amendments often require notarization and may require witnesses in some states. Verify local recording and notarization rules before relying on an unnotarized amendment.
Who can legally sign a change order?
A person with contract authority per corporate resolutions or delegation. Verify signatory authority with an officer certificate or corporate resolution for significant contract amendments.
How do I correct an error after signing?
Execute a corrective change order or amendment signed by the same authorized parties. Note corrections in the project file and preserve prior versions for auditability.
How long should I keep executed change orders?
Retain for the active contract term plus at least three years; certain records such as tax or HIPAA-related documents require longer retention under IRS and HIPAA rules.
What if a party refuses to sign the change?
Follow contract dispute-resolution and notice requirements. Preserve written evidence of the proposed change and continue to document costs and schedule impacts to support later claims if necessary.

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