Can a change order be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the four legal elements are met: intent, consent to transact electronically, attribution, and retention capable of reproduction.

What makes a change order enforceable?

An enforceable change order names the parties, references the base contract, describes the change with precision, states consideration or price adjustment, sets an effective date, and is signed by authorized parties per the contract’s delegation clause.

Do change orders require notarization?

Generally no for ordinary contract amendments. Notarization is only required where the underlying law or the contract requires it (for example, certain property-recordable instruments). If notarization is needed, check state RON rules for remote notarization options.

Who can sign a change order?

Only persons with authority under the original contract or a corporate delegation may bind a party. Verify corporate signing limits, purchase order thresholds, or delegated authority before accepting signatures.

How long should change orders be retained?

Retain for at least the IRS minimum of three years for tax purposes (IRC §6501(a)), seven years for robust claim defense, and six years where PHI is involved (45 CFR §164.530(j)). State rules may require longer retention.

How do I correct a signed change order with an error?

Execute an agreed amendment or replacement change order signed by the same authorized parties. Do not manually alter a signed original; preserve audit trails showing the revision and rationale for correction.

Electronic Signature
Templates
Project Management
Project Management Change Order

Project Management Change Order

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

Project Identification

Project Title:

Project ID: Client Name:

Project Manager: Change Order No.:

Date Issued:

Change Summary

Type of Change: Scope Schedule Budget Other

Brief Summary of Change Reason for Change

Scope of Work Adjustments

Describe additions to scope (what will be performed that was not in the original SOW):

Describe deletions from scope (what will no longer be performed):

Out-of-Scope Items (explicit exclusions)

Deliverables & Acceptance Criteria

List deliverables affected or added by this change order and the acceptance criteria for each.

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

Schedule & Milestones

Original Contract Start Date: Original Contract End Date:

Revised Start Date: Revised End Date:

Milestones (list key milestone, original date, revised date, impact)

Budget, Pricing & Payment

Original Contract Value: $

Change Order Cost (this CO): $ New Contract Value: $

Payment Schedule or Adjustment Change Order Cost Breakdown (labor, materials, fees)

Change Control & Authorization

Proposed By: Date Proposed:

Approval Required From (roles/titles):

Change Order Implementation Notes

Confidentiality & Legal Provisions

Confidentiality: The parties acknowledge that information exchanged in connection with this Change Order is subject to the confidentiality provisions of the underlying agreement. Any disclosure of confidential information shall be limited to employees, contractors or agents with a need to know and bound by confidentiality obligations no less protective than those in the underlying agreement.

No Waiver: Except as expressly modified by this Change Order, all terms and conditions of the original agreement remain in full force and effect. Acceptance of changes by either party shall not constitute a waiver of any other rights under the original agreement.

Governing Law: This Change Order shall be governed by and construed in accordance with the substantive laws of the jurisdiction identified in the underlying agreement, without regard to principles of conflict of laws.

Dispute Resolution: Any dispute arising from or relating to this Change Order shall be resolved in accordance with the dispute resolution procedures set forth in the underlying agreement.

Representations & Certifications

Each signatory below represents and warrants that: (a) they have the authority to execute this Change Order on behalf of the party they represent; (b) the information provided herein is accurate and complete to the best of their knowledge; and (c) execution of this Change Order will not violate any material obligation of the party.

Client Printed Name:

By (Signature):

Title:

Date:

Service Provider Printed Name:

By (Signature):

Title:

Date:

What a Project Management Change Order Is

A Project Management Change Order is a written amendment to an existing project contract that documents additions, deletions, or modifications to scope, price, schedule, or other contract terms. It should reference the original agreement, describe the change in measurable detail, state cost and schedule impacts, record assumptions, and show authorization and an effective date. Properly executed change orders control scope creep, authorize payment adjustments, and create an auditable record useful for claims, accounting, and contract administration across construction and professional services projects.

Why Formalizing Changes Matters

Formal change orders reduce disputes by clarifying scope, cost, and schedule effects; they document authorization to proceed, support accurate invoicing, and preserve evidence for claims or contract administration.

Core Components Every Change Order Should Include

A professional Project Management Change Order bundles identifying information, a precise scope modification, quantified cost and schedule impacts, and clear authorization language so the amendment is actionable and auditable.

Change Order No.

Unique identifier linking the amendment to the original contract and enabling version control across project records and accounting systems.

Effective Date

Exact MM/DD/YYYY effective date that determines when obligations, schedule changes, and payment adjustments take effect and impacts statute of limitations calculations.

Scope Description

Detailed, measurable description of added, removed, or revised tasks with references to drawings, RFI numbers, or deliverable units to avoid ambiguity.

Cost Impact

Clear dollar amounts, pricing basis (lump-sum or unit price), taxes, and contingency treatment so accounting and billing can apply changes correctly.

Schedule Impact

State the change to completion date(s), milestone adjustments, critical-path effects, and any conditions precedent for schedule acceptance.

Signatures & Authority

Name, title, organization, and date for each authorized signer; reference contract delegation clauses to confirm signing authority and enforceability.

Step-by-Step: How to Complete a Change Order

Follow these steps to complete a Project Management Change Order accurately and preserve the contract record.

01

Identify Contract: Record original contract number, parties, and baseline scope.
02

Describe Change: Provide precise description of added, removed, or revised tasks.
03

Cost & Schedule: State precise cost change, payment terms, and new completion date.
04

Authorize & Sign: Obtain signatures from authorized signatories and set effective date.

Configure an Online Change Order Workflow

Configure an online change order workflow to capture approvals, route versions, and create an audit trail for compliance and billing.

Workflow field name and purpose	Configuration
Signer approval sequence and routing options	Ordered or parallel routing with optional reminders and escalations.
Version control and document numbering	Auto-increment change order ID and store history for traceability.
Signer authentication and verification level	Choose email, SMS, or KBA authentication based on risk.
Approval deadline and reminder cadence	Set response windows and automated reminders to avoid delays.

Typical Routing and Execution Flow

Typical routing for a change order follows upload, assignment, signer review, and final acceptance with an audit trail.

Upload: Sender uploads change order document and attachments.
Place Fields: Add signature, date, and approval checkboxes.
Notify Signers: Send email or link with authentication option.
Complete: Signed copy and certificate of completion issued.

Choose Platform Features for Electronic Change Orders

Choose a signing platform that supports audit trails, secure storage, and flexible signer authentication to reduce disputes.

File Formats: Supports PDF and DOCX uploads
Integrations: Connects to MS 365, NetSuite
Security: TLS and AES-256 encryption

Pricing and Feature Snapshot for eSignature Vendors

Compare baseline eSignature pricing and core features relevant to executing Project Management Change Orders efficiently.

	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 (Premium tier)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Security and Compliance Elements to Include or Verify

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

Audit Trail: Timestamp, IP, and action history.

Access Controls: Role-based permissions and SSO.

HIPAA BAA: BAA available for healthcare workflows.

Tamper Evidence: Document checksum and versioning retained.

Audit Logs: Exportable logs for compliance review.

Common Risks and Consequences of Incorrect Change Orders

Unauthorised Amendment: May be unenforceable.

Scope Creep: Leads to cost overruns.

Payment Delay: Invoices may be withheld.

Dispute Litigation: Increases legal exposure.

Tax Implications: May affect deductible status.

Record Loss: Missing proof of approval.

Frequent Preparation Errors to Avoid

Using vague scope language that fails to quantify deliverables, units, or acceptance criteria leads to performance disputes and delayed payment; always tie changes to baseline drawings or RFIs.
Accepting informal approvals such as unsigned emails without documented authority risks unenforceability; require explicit signatures or verified delegation per the master contract.
Failing to maintain version history or unique change order numbering causes confusion among multiple amendments and may invalidate later invoices or warranty claims.
Neglecting to update project schedules, procurement plans, and resource allocations after approval creates conflicts and missed milestones with downstream cost effects.

Typical Deadlines and Response Expectations

Key timing expectations and response windows for submitting, approving, and implementing change orders help avoid project delays and payment disputes.

Submit Change Order Promptly:

Submit as soon as change is identified to avoid retroactive disputes.

Approval Response Window:

Specify required approval timeframe, commonly 7–14 calendar days.

Implementation Date:

Define when work may begin after approval to prevent premature performance.

Invoice Adjustment Cycle:

Tie payment adjustments to the next scheduled invoice or retention release.

Dispute Notice Period:

Include notice and cure periods for claims per contract clauses.

Illustrative Examples from Real Companies

Practical examples show how organizations convert informal requests into auditable change orders for approval, billing, and recordkeeping.

Martin Properties — Mobile Approvals

Martin Properties used electronic change orders to process property maintenance scope changes across distributed sites without onsite meetings.

Mobile signing enabled faster approvals.
Tim Martin reported that they can process and execute documents online with compliance and built-in security, enabling efficient returns from mobile or offline work.

BIS — Compliance Confidence

BIS integrated electronic change orders into its contract workflows to centralize approvals and audit trails.

Integration simplified audit readiness.
The team cited SOC 2 controls and ESIGN/UETA-focused compliance as reasons they felt comfortable relying on digital records for contract amendments.

FAQs: Enforceability, Signing, Notarization, and Recordkeeping

Answers to common questions about validity, signatures, notarization, and recordkeeping for Project Management Change Orders under U.S. law.

Need help? Contact support

Can a change order be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the four legal elements are met: intent, consent to transact electronically, attribution, and retention capable of reproduction.
What makes a change order enforceable?
An enforceable change order names the parties, references the base contract, describes the change with precision, states consideration or price adjustment, sets an effective date, and is signed by authorized parties per the contract’s delegation clause.
Do change orders require notarization?
Generally no for ordinary contract amendments. Notarization is only required where the underlying law or the contract requires it (for example, certain property-recordable instruments). If notarization is needed, check state RON rules for remote notarization options.
Who can sign a change order?
Only persons with authority under the original contract or a corporate delegation may bind a party. Verify corporate signing limits, purchase order thresholds, or delegated authority before accepting signatures.
How long should change orders be retained?
Retain for at least the IRS minimum of three years for tax purposes (IRC §6501(a)), seven years for robust claim defense, and six years where PHI is involved (45 CFR §164.530(j)). State rules may require longer retention.
How do I correct a signed change order with an error?
Execute an agreed amendment or replacement change order signed by the same authorized parties. Do not manually alter a signed original; preserve audit trails showing the revision and rationale for correction.

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