Who must sign a change order?

The parties with delegated contract authority must sign. Identify signatories by role and monetary threshold in the contract to ensure the change order is binding.

Can a change order be signed electronically?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.

What if a party disputes cost after signing?

Maintain the signed change order and supporting estimates. Disputes are typically resolved per contract dispute resolution clauses; clear documentation reduces litigation risk.

Is notarization required for change orders?

Not generally. Notarization is uncommon for routine change orders but may be required by specific contract clauses or state rules for certain documents.

How long should executed change orders be stored?

Retain executed change orders at least three years after filing for tax purposes and longer where contract, HIPAA, or state law requires it; keep readily accessible for audits.

How do I correct an error after signing?

Issue a corrective change order that references the original and documents the agreed correction, then obtain required approvals and retain both records for audit trail clarity.

Electronic Signature
Templates
Project Management
Project Management Change Order Request

Project Management Change Order Request

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

PROJECT CHANGE ORDER REQUEST

Project Identification

Project Title

Project ID

Change Order Number

Client Name Client Address Service Provider Project Manager Project Manager Contact

Scope of Change

Brief summary of the requested change:

Detailed Description of Change Items Added or Modified (Out of Scope Items) Reason for Change

Type of Change (select all that apply) Scope increase Scope decrease Schedule extension Budget increase Budget decrease Other

Schedule Impact

Proposed change will commence on and is estimated to be completed by .

Milestones Affected (describe changes to milestone schedule)

Original Date: Revised Date:

Budget and Payment

Original Contract Amount: $ Current Approved Amount: $

Itemized Cost Impact

Proposed Additional Cost (if any): $

Proposed Payment Schedule and Terms

Deliverables & Acceptance Criteria

Deliverables Resulting From This Change Acceptance Criteria

Change Order Approval and Process

This Change Order Request amends the existing project agreement only as expressly stated herein. Upon written acceptance by both parties, the changes described shall become part of the contract. Unless otherwise stated, all other terms and conditions of the original agreement remain in full force and effect.

Procedure for Execution

Confidentiality

All information exchanged in connection with this Change Order Request shall be treated as Confidential Information under the parties' existing confidentiality obligations. Neither party shall disclose such information to third parties except as required to perform the amended work or as required by law, and then only after notice to the other party.

Governing Law

This Change Order Request shall be governed by and construed in accordance with the substantive laws governing the underlying contract. Any disputes arising from this Change Order Request shall be resolved in accordance with the dispute resolution provisions of the underlying agreement.

Administrative Details

Prepared By Prepared By Title Prepared Date

Certification

By signing below, each party certifies that (a) the facts stated in this Change Order Request are correct to the best of its knowledge; (b) the signatory is authorized to bind the respective party; and (c) acceptance constitutes a contractual modification enforceable under the terms of the original agreement and this document.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Change Order Request Is

A Project Management Change Order Request is a formal written document used to propose, document, and approve alterations to the scope, cost, schedule, or specifications of an existing project contract. It records the requested change, rationale, impact on price and timeline, and any revised milestones or deliverables. Change orders create an auditable record that stakeholders can sign to demonstrate mutual agreement and to update the governing contract terms. Properly completed change orders reduce disputes by clarifying responsibilities, pricing, acceptance criteria, and implementation timing.

Why a Clear Change Order Request Matters

A clear Project Management Change Order Request protects parties by documenting consent to altered terms, cost adjustments, and schedule changes. It supports enforceability under contract law and electronic signature statutes like the ESIGN Act (15 U.S.C. ch. 96) and UETA where applicable.

Who typically prepares and approves change orders

Project managers, contractors, subcontractors, clients, and procurement officers commonly prepare or review change order requests. Use clear role assignment to avoid approval delays.

Project Manager — drafts request, documents scope impact, and routes for approval.
Contractor/Prime — provides cost estimate, schedule impact, and resource plan for the change.
Client / Owner — reviews technical and commercial impact and provides formal approval or rejection.

Clearly naming the preparer and approver, plus required signatories and their authority, shortens review cycles and reduces disputes.

Step-by-step: completing a change order request

Follow a standard sequence to document, review, and finalize a change order to reduce approval friction and maintain auditability.

01

Draft: Prepare description, cost, schedule impact, and references.
02

Estimate: Break down labor, materials, and contingencies for transparent pricing.
03

Review: Route to stakeholders for technical and commercial comments.
04

Authorize: Obtain required signatures and record the approved change order.

Essential sections every professional change order should include

A complete Project Management Change Order Request captures the modification, its justification, measurable impacts, and the approval trail to avoid ambiguity and support contract administration.

Header

Contract and project identifiers, change order number, requester contact details, and effective date to tie the request to the original agreement unambiguously.

Scope Detail

Concise but specific description of the work to be added, removed, or modified; reference drawings, RFI numbers, and specification sections for clarity.

Cost Breakdown

Itemized labor, materials, equipment, overhead, and markup; note assumptions and contingencies so cost bases are transparent for auditors and approvers.

Schedule Adjustment

New milestone dates or completion estimates and explanation of critical-path impacts, resource constraints, or permitting delays that drove the change.

Approvals

Named signatories, authority level (e.g., PO threshold), signature dates, and version control to ensure only authorized personnel bind the parties.

Attachments

Supporting documents such as drawings, emails, quotes, test results, or regulatory approvals that substantiate the requested change and cost claims.

Required fields and administrative metadata

Contract ID: Full contract number

Change ID: Unique change order number

Requester Name: Full legal name

Approver Name: Authorized signatory

Amount: USD amount

Effective Date: MM/DD/YYYY

Common legal and commercial risks if a change order is incorrect

Payment Delays: Invoices may be withheld until a clear signed change order exists

Contract Disputes: Ambiguity can lead to claims and litigation

Scope Creep: Unauthorized work can increase costs without approval

Regulatory Noncompliance: Missing approvals can violate procurement rules

Warranty Exposure: Unapproved changes may void warranty provisions

Recordkeeping Violations: Failure to retain signed orders risks audit findings

Frequent preparation errors to avoid

Vague scope descriptions that require interpretation and lead to disputes during execution.
Missing cost assumptions such as labor rates, unit quantities, or exclusions that hide true price impacts.
Omitting the authority level for approvers, resulting in unsigned or improperly authorized approvals.
Failing to attach supporting documents like vendor quotes or revised drawings, which increases rejection rates.

How electronic submission and approval typically flow

A standard eSubmission workflow reduces delays by routing the change order to the right approvers and capturing an audit trail for each action.

Upload: Sender uploads the completed change order and attachments.
Field Placement: Signature, date, and approval fields are added where required.
Route: System sends signing links to designated approvers in order.
Complete: Signatures and timestamps are recorded; final PDF is archived.

Typical online workflow settings for change order approval

Configure routing, authentication, and notifications to match your contract’s approval matrix and compliance requirements.

Field	Configuration
Signing Order	Sequential or parallel routing based on approver roles
Authentication	Email link by default; SMS or ID verification for higher risk
Notifications	Email reminders and escalation after defined intervals
Audit Trail	Capture IP, timestamp, and action history

Digital signing and system integration considerations

Ensure the eSignature platform supports the authentication and recordkeeping your contract and industry require.

File Formats: PDF/A and DOCX supported
Integrations: Connectors for ERP and PM tools
Security: AES-256 at rest, TLS 1.2/1.3 in transit

Choose settings that preserve an unalterable audit trail and allow long-term export of executed change orders for compliance and audits.

Typical timelines and response expectations

Define clear deadlines for review, acceptance, and payment to avoid schedule slippage and disagreements.

Response Window:

7–14 calendar days for initial technical review

Commercial Approval:

14–21 days depending on contract thresholds

Implementation Start:

Begin after signature and issuance of an approved change order

Invoice Submission:

Submit per contract terms, often upon approval

Retain Executed Copy:

Keep signed record for the duration stated in retention policy

Common eSignature vendor comparison for managing change orders

Select an eSignature provider that meets security, audit trail, and integration needs. The table shows typical plan criteria with signNow listed first.

	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 plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about change order requests

Answers to common questions about preparing, signing, and storing Project Management Change Order Requests, including eSignature and authority issues.

Need help? Contact support

Who must sign a change order?
The parties with delegated contract authority must sign. Identify signatories by role and monetary threshold in the contract to ensure the change order is binding.
Can a change order be signed electronically?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.
What if a party disputes cost after signing?
Maintain the signed change order and supporting estimates. Disputes are typically resolved per contract dispute resolution clauses; clear documentation reduces litigation risk.
Is notarization required for change orders?
Not generally. Notarization is uncommon for routine change orders but may be required by specific contract clauses or state rules for certain documents.
How long should executed change orders be stored?
Retain executed change orders at least three years after filing for tax purposes and longer where contract, HIPAA, or state law requires it; keep readily accessible for audits.
How do I correct an error after signing?
Issue a corrective change order that references the original and documents the agreed correction, then obtain required approvals and retain both records for audit trail clarity.

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