Can a change order be signed electronically?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes when intent, consent, attribution, and record retention criteria are met. Verify contract amendment clauses and any industry-specific exceptions before relying solely on e-signatures.

What makes a change order enforceable?

Clear identification of the parties, mutual assent to the change, adequate description of the modified work, any necessary consideration or price adjustment, and signatures of authorized representatives. Where required, follow the contract's amendment procedure to avoid questions of authority.

Is notarization required for change orders?

Not usually for ordinary change orders. Notarization is required only when the contract or state law mandates it, typically for real property instruments or certain formal affidavits. Check the relevant contract clause and state requirements before notarizing.

Who is authorized to sign a change order?

An authorized representative with express or apparent authority under the contract or corporate resolution should sign. Verify delegation of authority, corporate signature blocks, and any procurement thresholds before accepting a signature as binding.

How do I revoke or cancel a change order?

Revocation requires mutual written agreement or following the contract's amendment/cancellation procedure. Document the rescission with a signed reversal or a subsequent change order that supersedes the earlier document to create a clear audit trail.

How long should I retain signed change orders?

Retain change orders for the contract term plus at least three years to support tax and audit needs. For financial records follow IRC §6501(a); for healthcare-related content follow 45 CFR §164.530(j). State rules may require longer retention.

Electronic Signature
Templates
Project Management
Project Management Change Order Template

Project Management Change Order Template

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

What the Project Management Change Order Template Is

A Project Management Change Order Template is a standardized form used to record agreed modifications to a project’s scope, schedule, budget, or deliverables. The template ties each change to the original contract, explains why the change is needed, summarizes cost and schedule impacts, lists required attachments, and includes approval and signature fields with dates. A formal change order creates an auditable record for procurement, accounting, and legal review. Electronic execution is commonly accepted under federal and state e-signature laws when legal requirements are satisfied (ESIGN, UETA).

Why a Standardized Change Order Template Matters

Using a Project Management Change Order Template ensures consistent documentation of scope and cost changes, reduces approval delays, and preserves a chronological audit trail. When combined with an electronic signature platform such as signNow, turnaround and recordkeeping improve without changing contractual terms.

Who Typically Prepares and Signs Change Orders

Common users include project managers, contractors, owners, and contract administrators who must authorize scope changes.

Project managers: document scope, estimate impacts, route approvals, and update schedules.
Contractors/subcontractors: provide cost estimates, proposed timelines, and required resources.
Owners/clients: review changes, approve budgets, and confirm contract implications in writing.

In practice, procurement, legal, and finance stakeholders are often involved to verify budget, compliance, and payment impacts before final approval.

Essential Elements to Include in a Professional Change Order

Core elements below explain the structure a professional Project Management Change Order Template should include to enable accurate approvals, budget tracking, and auditable recordkeeping.

Change Order ID

Assign a unique sequential identifier that references the original contract number and project code. This ensures traceability across PM, procurement, and accounting systems and prevents duplicate entries during reconciliation or audits.

Effective Date

Record the effective date in MM/DD/YYYY format and note whether the change is retroactive. The effective date determines when costs accrue, schedule impacts begin, and statute of limitations periods may run.

Scope Description

Provide a clear, itemized description of work added, removed, or modified. Reference drawings, change indices, and acceptance criteria to reduce ambiguity and support inspection and payment.

Cost Impact

Show itemized cost adjustments with unit rates, quantities, subtotals, taxes, allowances, and the net change. Indicate whether amounts are estimates pending measurement or fixed amounts payable on milestones.

Schedule Impact

Document any schedule adjustments with revised milestone dates, critical-path effects, float changes, and required acceleration measures. State whether the change increases, reduces, or reallocates contingency time.

Approvals & Signatures

List required approvers by role and authority level, include signature blocks and dates, and specify whether electronic signatures are permitted under the contract and applicable law.

Required Fields and Minimum Data

Project Title: Full project name as on contract

Parties: Legal names of contracting parties

Change Order No.: Unique sequential identifier code

Description: Concise summary of scope change

Cost Change: Net increase or decrease amount

Signatures: Printed name, signature, date

Step-by-Step: Completing a Change Order

Follow these steps to prepare, approve, and record a change order so it is traceable and enforceable within the project file.

01

Identify Change: Describe scope variance and attach supporting documentation.
02

Calculate Impact: Quantify cost and schedule effects, include assumptions.
03

Route for Approval: Send to required approvers with deadline and backup.
04

Record & Distribute: Save final signed copy and notify finance and PMO.

How to Configure a Digital Approval Workflow

Configure digital workflow fields and authentication to match contractual approval order and corporate retention policies before sending the change order for signature.

Field	Configuration
Signature Order	Choose sequential or parallel approvals.
Authentication	Email OTP or SMS code available.
Notifications	Auto reminders at three and seven days.
Record Retention	Save PDF and audit trail for retention.

Where to Send and File the Completed Change Order

Typical routing for change orders includes preparation, review, signature capture, distribution, and storage; each step should be documented for traceability.

Prepare Document: Populate fields and attach supporting files.
Send to Approvers: Email or signing link sent to approvers.
Capture Signatures: Signer authenticates and applies signature.
Archive Record: Store signed PDF and export to PM system.

Technical Requirements and Integrations

Ensure your chosen platform supports PDF and DOCX uploads, audit trails, and integrations with project systems to preserve workflow continuity.

File formats: PDF, DOCX, XLSX supported
Integrations: Salesforce, NetSuite, Procore, Box
Signer Authentication: Email OTP, SMS, KBA options

Common Timelines and Internal Deadlines

Timelines for change orders vary by contract; the following internal deadlines reduce delay and preserve rights while the parties evaluate cost and schedule impacts.

Submit Change Notification:

Within 7 calendar days of identifying the change.

Provide Cost Estimate:

Contractor provides estimate within 10 business days.

Approval Decision:

Owner or PM responds within 14 calendar days.

Implement Change:

Work begins after signed approval and permitting, if required.

Payment Adjustment:

Invoice adjustment processed per contract terms, often 30 days.

Common Mistakes to Avoid

Incomplete scope descriptions cause disagreements about what work is included or excluded, leading to rework, disputed invoices, and schedule slippage that can escalate costs.
Missing or unclear cost breakdowns prevent accurate budgeting, complicate internal approval and reconciliation and increase the likelihood of contractor claims or audit findings.
Failing to obtain required signatures or approvals creates enforceability issues and may obligate parties to proceed without formal authorization, exposing them to contractual penalties.
Storing unsigned drafts or failing to archive signed documents in the project repository increases retrieval time and undermines auditability during disputes or regulatory inspections.

Penalties and Risks of an Incorrect Change Order

Contractual Penalties: May trigger liquidated damages

Payment Delays: Invoices withheld pending resolution

Scope Creep: Unapproved work increases costs

Dispute Risk: Raises potential breach claims

Regulatory Exposure: Sector rules may apply

Audit Findings: Recordkeeping deficiencies noted

eSignature Vendor Pricing and Feature Comparison

Representative vendor pricing and feature availability for eSignature solutions commonly used to execute change orders. signNow is listed first for direct comparison.

	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
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions

Answers to frequent questions about using, signing, and storing Project Management Change Order Templates, including eSignature legality and recommended retention practices.

Need help? Contact support

Can a change order be signed electronically?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes when intent, consent, attribution, and record retention criteria are met. Verify contract amendment clauses and any industry-specific exceptions before relying solely on e-signatures.
What makes a change order enforceable?
Clear identification of the parties, mutual assent to the change, adequate description of the modified work, any necessary consideration or price adjustment, and signatures of authorized representatives. Where required, follow the contract's amendment procedure to avoid questions of authority.
Is notarization required for change orders?
Not usually for ordinary change orders. Notarization is required only when the contract or state law mandates it, typically for real property instruments or certain formal affidavits. Check the relevant contract clause and state requirements before notarizing.
Who is authorized to sign a change order?
An authorized representative with express or apparent authority under the contract or corporate resolution should sign. Verify delegation of authority, corporate signature blocks, and any procurement thresholds before accepting a signature as binding.
How do I revoke or cancel a change order?
Revocation requires mutual written agreement or following the contract's amendment/cancellation procedure. Document the rescission with a signed reversal or a subsequent change order that supersedes the earlier document to create a clear audit trail.
How long should I retain signed change orders?
Retain change orders for the contract term plus at least three years to support tax and audit needs. For financial records follow IRC §6501(a); for healthcare-related content follow 45 CFR §164.530(j). State rules may require longer retention.

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Project Management Change Order Template

PROJECT CHANGE ORDER

Project Identification

Change Order Summary

Scope of Work — Modifications

Deliverables and Acceptance Criteria

Timeline and Milestones

Budget and Payment

Change Order Controls and Process

Acceptance, Testing, and Delivery

Risk, Assumptions and Dependencies

Attachments and Supporting Documents

Legal Provisions

Dispute Resolution

Authorization