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Project Management CO1 Template

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PROJECT MANAGEMENT CO1 TEMPLATE

Project Identification

Project Title:

Change Order Summary

Change Order Number:    Requested By:

Date of Request:    Priority: High Medium Low

Scope of Work — Proposed Change

Deliverables & Acceptance Criteria

Describe each deliverable, due date, and acceptance criteria. Attach additional sheets as necessary.

Due Date:   Acceptance Criteria:

Due Date:   Acceptance Criteria:

Schedule and Milestones

Proposed Start Date:   Proposed End Date:

Cost, Fees & Payment

Does this change affect the Contract Price? Yes No

Change Authorization and Process

Type of Change: Scope Cost Schedule Other

Effect of change on project completion dates and sequencing must be identified. If an extension of time is required, specify number of calendar days:

Confidentiality

All nonpublic information disclosed between the parties in connection with this Change Order shall be maintained as confidential and used solely for performance of the change. Neither party shall disclose confidential information to third parties without prior written consent, except as required by law. Reasonable efforts, including contractual protections with subcontractors, must be used to protect confidentiality.

Representations, Warranties and Mutual Covenants

Each party represents that it has authority to enter into this Change Order and that execution will not violate any other agreement. The Service Provider warrants that work performed under this Change Order will be carried out in a professional manner consistent with industry standards and in compliance with applicable laws.

Limitation of Liability

Except for liability resulting from willful misconduct or gross negligence, neither party shall be liable to the other for special, incidental, consequential, or punitive damages arising out of this Change Order. The aggregate liability of the Service Provider for claims related to this Change Order shall be limited to the amount paid under this Change Order.

Governing Law and Dispute Resolution

This Change Order shall be governed by the laws of the jurisdiction identified below without regard to conflict of laws principles. The parties shall attempt in good faith to resolve disputes through negotiation, and if not resolved within thirty (30) days, disputes shall be resolved by the dispute resolution method specified by the parties below.

Governing Law (State/Country):   Dispute Resolution: Negotiation Mediation Arbitration Litigation

Miscellaneous

Integration: This Change Order, together with the underlying contract documents, constitutes the entire agreement between the parties with respect to the subject matter and supersedes prior proposals and communications. All other terms of the underlying contract remain in full force except as expressly modified herein.

Acknowledgment and Acceptance

By signing below, the authorized representatives of the parties acknowledge and agree that this Change Order is authorized, that the Service Provider shall proceed in accordance with the terms herein, and that any price or schedule adjustments are as stated above unless otherwise agreed in writing.

Client

Printed Name:

Title:

By:

Date:

Service Provider

Printed Name:

Title:

By:

Date:

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What the Project Management CO1 Template Is

The Project Management CO1 Template is a standardized change-order form used to document authorized modifications to a project’s scope, schedule, or cost. It records the change description, parties involved, cost adjustments, time impacts, and approval signatures so stakeholders have a single source of truth for amendments to an existing contract. The template is commonly used on construction and professional services projects to reduce ambiguity, support invoicing and accounting, and preserve an audit trail of approvals and dates for legal and compliance purposes.

Why a CO1 Template Matters for Project Control

A clear CO1 Template reduces disputes by capturing the who, what, when, and cost of each change; it supports timely approvals, accurate billing, and defensible project records under contract and regulatory review.

Why a CO1 Template Matters for Project Control

Typical Users and Signers for CO1 Forms

Teams and stakeholders who manage scope, budget, and compliance most often prepare or sign a CO1 change order.

  • Project managers and construction superintendents responsible for scope and schedule changes, cost tracking, and site approvals.
  • Contract administrators and procurement staff who confirm contractual authority, pricing, and accounting codes for change orders.
  • Owners and client representatives who accept scope or budget changes and authorize payments or schedule adjustments.

Use the template to align internal teams and external partners so approvals, accounting, and record retention are consistent across the project.

Core Sections to Include in a Professional CO1 Template

A project change order should collect structured information so reviewers can evaluate impact quickly and record an auditable decision.

Header

Project name, CO1 number, contract reference, and issuing party so the change links to the correct contract and project record.

Change Description

Concise description of work added, deleted, or modified, including drawings, specifications, or reference documents for scope clarity.

Cost Impact

Itemized cost breakdown showing labor, materials, equipment, markups, and total delta to the contract price for accounting.

Time Impact

Number of calendar or working days added or removed with a brief schedule rationale and reference to critical-path effect if applicable.

Approvals

Designated signer roles, signature blocks, dates, and any witness or notarization requirement stated to establish authority for the change.

Attachments

Supporting documents such as revised drawings, RFIs, vendor quotes, and cost backup attached and indexed for auditability.

Step-by-Step: From Request to Approved CO1

Follow these steps to ensure a complete, auditable change-order lifecycle that supports timely payment and schedule updates.

  • 01
    Initiate Request: Document scope change and attach supporting quotes.
  • 02
    Estimate Cost: Prepare itemized cost and time impacts.
  • 03
    Review & Approve: Route to contract administrator and owner for sign-off.
  • 04
    Distribute Copies: Send executed CO1 to accounting, field, and records.

Configuring an Online Approval Workflow

When you digitize CO1 forms, configure role-based routing and approval thresholds to reduce manual handoffs and lost forms.

Field Configuration
Requester Role Auto-assign to originating project staff
Approver Sequence Contract admin then owner then finance
Authentication Email link or SMS code for signer verification
Storage Destination Archive to project folder in cloud storage

Technical Considerations for eSubmission and Storage

Choose a platform that supports searchable PDFs, audit trails, and secure access controls for CO1 records.

  • File formats: PDF, DOCX supported
  • Integrations: Connects to NetSuite, Salesforce
  • Authentication: Email, SMS, or stronger

Ensure the chosen service meets project procurement rules and record retention policies, and supports export to your document management system for long-term archival.

Typical Digital CO1 Routing Flow

A consistent digital flow reduces cycle time and preserves the audit trail for each action taken on the CO1.

  • Upload Document: Sender uploads completed CO1 and attachments.
  • Place Fields: Add signature, date, and cost fields.
  • Assign Signers: Map roles and email addresses.
  • Capture Audit Trail: Platform logs timestamps and IPs.

Comparing eSignature Pricing Options for CO1 Workflows

Basic vendor pricing and capability differences affect per-user cost and compliance features; choose a plan that maps to volume and regulatory needs.

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 Varies Varies Varies Varies
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

Security and Compliance Features to Expect

Transit Encryption: TLS 1.2/1.3
At-Rest Encryption: AES-256
Audit Logs: Detailed time/IP stamps
HIPAA: Compliant — BAA required
21 CFR Part 11: Supported for regulated records
Certifications: SOC 2 Type II, ISO 27001

Risks and Consequences of Incomplete CO1s

Payment Delays: Invoices may be withheld when approval history is incomplete
Contract Disputes: Unclear scope can trigger change-order litigation
Audit Exposure: Missing backups increase risk during audits
Tax Implications: Improperly recorded costs may affect tax reporting
Compliance Breach: HIPAA or contract violations if PHI handled incorrectly
Invalid Signature: Improper authentication can render approval unenforceable

Common Preparation Mistakes

  • Incomplete scope descriptions that omit reference drawings or RFI numbers create ambiguity about deliverables and acceptance criteria.
  • Using informal approval channels (email threads without signed CO1) makes it difficult to establish an enforceable contract amendment.
  • Failing to attach vendor quotes or cost backup delays accounting and can lead to rejected reimbursements or disputes.
  • Not updating the project schedule and notifying affected parties results in coordination failures and downstream claims.

Practical Tips for Accurate, Efficient CO1 Processing

Adopt standardized fields and enforce required attachments to shorten approval cycles and preserve clear records.

Use a Unique Identifier
Assign a persistent CO1 number and track revisions to avoid duplicate or lost change orders; include version and effective dates for clarity.
Require Cost Backup
Mandate attached estimates or vendor quotes for any cost change and ensure finance codes are provided to speed invoice processing.
Define Approval Thresholds
Set monetary thresholds in the contract that determine who must approve which CO1s to prevent unauthorized commitments.
Preserve Audit Trail
Capture signer authentication, timestamps, and document history; store signed PDFs and attachments in a secure, indexed archive for retrieval.

How Teams Use CO1 Templates in Practice

Real-world examples show how standardizing change orders reduces cycle time and preserves compliance for project teams and owners.

Martin Properties — Field-to-Office

Tim Martin used online change orders to close approvals while on-site.

  • Streamlined field approvals reduced turnaround time.
  • He reported processing and executing documents online with full compliance and mobile capability, enabling faster project closeouts and consistent records across stakeholders.

Xerox — Systems Integration

Kodi-Marie Evans integrated signed CO1s with NetSuite for accounting alignment.

  • Automated posting of cost deltas to ERP.
  • The integration ensured the right signatures on the right documents and synchronized financial entries to accelerate billing and reduce reconciliation errors.

Frequently Asked Questions and Troubleshooting

Answers to common legal, technical, and procedural questions about completing, signing, and storing CO1 change orders.


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