When is a change order required?

Use a change order whenever the scope, schedule, or pricing of work under an existing contract changes materially. Documenting the change in writing protects both parties and creates an enforceable amendment under contract law.

Can a change order increase contract price?

Yes. A change order may increase or decrease the contract price if both parties agree and sign. Include a detailed cost breakdown and payment terms to avoid later disputes.

Are change orders electronically valid?

Electronic signatures are valid under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and retention requirements are met; some exceptions apply for narrowly enumerated document types.

Do change orders need notarization?

Generally, notarization is not required for standard commercial change orders. Verify local rules for specific instrument types or where statute or contract requires notarization.

Who can sign on behalf of a company?

An authorized representative with delegated signing authority should sign; contracts often specify titles or thresholds. Keep a delegation of authority record to validate signature power.

How can I cancel or revoke a change order?

Revocation requires written agreement of the parties or compliance with contract termination clauses. Document cancellations clearly, update baselines, and preserve prior approvals for audit trails.

Electronic Signature
Templates
Project Management
Project Management Change Order Document

Project Management Change Order Document

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

PROJECT CHANGE ORDER

Project Identification

Project Title:

Project ID: Change Order No.: Date of Request:

Contract / Agreement Reference Client Name Service Provider Project Manager

Change Summary

Type of Change: Scope Schedule Budget Specification Other

Brief Description of Change Reason for Change and Business Justification Out-of-Scope Items (if any)

Deliverables and Acceptance Criteria

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

Schedule and Milestones

Original Start Date: Original End Date:

Proposed Start Date: Proposed End Date:

Milestone 1

Date:

Milestone 2

Date:

Budget and Payment

Estimated Cost Impact (Change Order Only) Estimated Additional Hours (if applicable) Revised Total Contract Value Proposed Payment / Invoicing Schedule

Requires Contract Amendment: Yes

Change Order Procedure and Approvals

This Change Order amends the Contract/Agreement referenced above solely to the extent set forth herein. All work performed pursuant to this Change Order will be subject to the Contract terms and conditions except as expressly modified by this Change Order. The Service Provider shall not proceed with work described in this Change Order until it has received all required approvals and signatures below.

Approvals Required

Confidentiality

All information exchanged or developed under this Change Order shall be treated in accordance with the confidentiality and non-disclosure provisions of the Contract. Confidential information shall be used solely for performance under the Contract and Change Order and shall not be disclosed to third parties except as authorized in writing or as required by law.

Governing Law

This Change Order shall be governed by and construed in accordance with the laws specified in the Contract. Any disputes arising from this Change Order shall be resolved pursuant to the dispute resolution procedures set forth in the Contract.

Acknowledgment and Effect

By signing below, the parties acknowledge and agree that this Change Order constitutes a valid and binding amendment to the Contract, that they have authority to execute this Change Order, and that all information contained herein is true and accurate to the best of their knowledge. Execution of this Change Order is an express condition precedent to commencement of the changed work unless otherwise agreed in writing.

Attachments Included

Client Name:

By:

Date:

Service Provider Name:

By:

Date:

Definition and role of a Project Management Change Order Document

A Project Management Change Order Document records a formal, agreed modification to an existing project contract or scope baseline. It clearly describes the requested change, identifies affected tasks or deliverables, quantifies cost and schedule impacts, and documents required approvals. The document becomes an official amendment to the baseline contract once authorized by parties with signing authority. Project teams use change orders to maintain an auditable trail of scope changes, prevent disputes, and align budget, resource, and timeline adjustments with contractual obligations.

Why a clear change order matters for project control

A precise change order reduces ambiguity, preserves contract integrity, and protects both parties by documenting scope, price, and schedule adjustments. It supports risk management, cost tracking, and compliance with procurement rules while creating an auditable record for later review or disputes.

Who prepares and approves Project Management Change Orders

Roles and responsibilities should be defined in the contract so the change order follows established authority and approval pathways.

Project managers and schedulers who document scope changes and quantify impacts for stakeholders.
Contractors and subcontractors who submit cost and time proposals tied to the requested modification.
Owners, clients, or designated approvers who authorize the change and accept associated costs and schedule adjustments.

Primary signers and stakeholders

Project Manager

A project manager initiates or reviews change orders, evaluates technical and schedule impacts, and documents approvals. They coordinate cost estimates, update baseline schedules, and ensure traceability in project records to support audit and dispute resolution.

Contractor Representative

A contractor or subcontractor provides the cost breakdown, labor and material impacts, and a proposed schedule. Their signature certifies acceptance of revised terms and ensures the contractor can deliver under the new conditions.

Step-by-step: completing a Project Management Change Order Document

Follow these sequential steps to prepare, review, and finalize a change order in a controlled manner.

01

Document the request: Describe the change and reference affected contract sections.
02

Assess impacts: Estimate cost, schedule, and quality effects with supporting calculations.
03

Route for approval: Send to designated approvers in the required order.
04

Record and file: Store the signed change order with contract records and update baselines.

Typical lifecycle for issuing and executing a change order

A change order follows a clear flow from initiation to incorporation into project controls; streamline each handoff to minimize delay.

Initiation: Requestor submits scope change with rationale and initial estimates.
Review: Project team verifies scope, cost, and schedule consequences.
Approval: Authorized parties sign or decline; conditions documented.
Integration: Update budgets, schedules, contracts, and stakeholder notifications.

Essential elements to include in a professional change order

Include these elements to ensure the change order is complete, enforceable, and actionable across project systems and legal reviews.

Change description

Clear, unambiguous description of the work altered or added, including references to original contract sections, drawings, or specifications that the change modifies.

Scope reference

List affected deliverables and contract line items, identifying what is removed, modified, or newly added so teams can update scope baselines precisely.

Cost breakdown

Provide itemized pricing for labor, materials, subcontractor costs, contingency, and markups; include tax treatment and payment terms to support invoice reconciliation.

Schedule impact

State estimated change to the critical path, new milestone dates, and any required acceleration measures or float consumption to manage sequencing.

Approval block

Specify signers, delegated authority, and date fields. Include role-based approval order and any conditional approval thresholds tied to dollar amounts.

Attachments

Attach supporting estimates, revised drawings, change logs, and vendor quotes as exhibits so reviewers can validate assumptions without separate requests.

Configuring an online workflow for change order approval

Set up fields and routing rules so the change order progresses automatically and preserves an audit trail for each action.

Field	Configuration
Signature field	Required; signer name, title, date captured.
Conditional routing	Auto-route approvals when cost impact exceeds threshold.
Authentication	Use email + optional SMS code or stronger verification.
Archive	Save signed PDF and audit trail to project repository.

Technical delivery options and integration considerations

Integrate eSignature platforms with project management systems and cloud storage to streamline routing, approvals, and archival.

File formats: PDF or DOCX preferred
Integrations: CRM and PM tools
Authentication: Email, SMS, or KBA

Common deadlines and timing expectations for change orders

Timelines for submission, review, and implementation help teams manage expectations and avoid unapproved work or payment disputes.

Submission window:

Submit within 10–30 days of identifying the change.

Owner response:

Owner typically responds within 7–14 days of receipt.

Effective date:

Specify the effective date; default is approval date unless otherwise stated.

Payment terms:

State payment due date after approval and invoicing terms.

Record update:

Update schedules and budgets within one billing cycle.

Key milestones from request to execution

Track these sequential milestones so the change order becomes part of the project baseline without causing work or payment disruptions.

01

Request Submitted

Document arrives with justification and initial estimate for review.

02

Impact Assessment

Project team calculates cost, schedule, and risk implications.

03

Approval Decision

Authorized parties approve, reject, or request revisions in writing.

04

Implementation Start

Work proceeds only after signed approval and baseline updates.

How a change order differs from related contract documents

Compare common document types to choose the correct instrument for modifying contractual obligations.

Document Type	Primary purpose	Typical formality
Change Order	alter scope, cost, schedule	formal signed amendment
Contract Amendment	modify contractual clauses	formal, often legal review
Addendum	add supplementary terms before signing	formal, pre-execution
Work Authorization	authorize specific tasks under contract	short, operational

eSignature vendor comparison for change order processing

Cost and features vary by vendor; signNow is listed first for direct comparison across core criteria relevant to change order workflows.

	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 (Business Premium+)	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Common pitfalls to avoid when preparing change orders

Vague descriptions that fail to identify which contract clauses or drawings are affected, leading to disagreements about scope and deliverables.
Missing approvals or signatures before work starts, which can create exposure to uncompensated performance or contractor liability.
Inaccurate cost estimates that omit taxes, permitting, or subcontractor markups, resulting in disputes during invoicing and reconciliation.
Poor version control where multiple, conflicting change orders exist without clear effective dates or supersession statements.

Legal and financial risks from improper change order management

Dispute risk: Contract claims and litigation

Payment delays: Unapproved work may not be paid

Lien exposure: Contractors risk mechanic's liens

Regulatory fines: Industry compliance violations

Audit findings: Deficient records invite audit penalties

Warranty issues: Changed scope can alter warranty obligations

Frequently asked questions about Project Management Change Order Documents

Answers to common questions help teams apply change orders correctly and avoid delays, disputes, or unenforceable amendments.

Need help? Contact support

When is a change order required?
Use a change order whenever the scope, schedule, or pricing of work under an existing contract changes materially. Documenting the change in writing protects both parties and creates an enforceable amendment under contract law.
Can a change order increase contract price?
Yes. A change order may increase or decrease the contract price if both parties agree and sign. Include a detailed cost breakdown and payment terms to avoid later disputes.
Are change orders electronically valid?
Electronic signatures are valid under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and retention requirements are met; some exceptions apply for narrowly enumerated document types.
Do change orders need notarization?
Generally, notarization is not required for standard commercial change orders. Verify local rules for specific instrument types or where statute or contract requires notarization.
Who can sign on behalf of a company?
An authorized representative with delegated signing authority should sign; contracts often specify titles or thresholds. Keep a delegation of authority record to validate signature power.
How can I cancel or revoke a change order?
Revocation requires written agreement of the parties or compliance with contract termination clauses. Document cancellations clearly, update baselines, and preserve prior approvals for audit trails.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now