Is an electronic signature valid?

Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states; ensure intent, consent, attribution, and retention are documented to meet the four-part ESIGN test.

When is notarization required?

Notarization depends on state law and the original contract terms; deeds and certain power-of-attorney amendments often require notarization—verify state requirements with the Secretary of State or notary commission.

What if a signer has no delegated authority?

If the signer lacks authority, the change could be voidable. Confirm delegated signing limits in procurement policy and obtain executive sign-off for amounts above threshold.

How to handle cost disputes after approval?

Preserve all estimates, communications, and acceptance certificates; follow the contract's dispute resolution clause and consider mediation before formal litigation.

Can a change order alter governing law?

Yes, but any change to governing law or venue is material and should be reviewed by counsel and signed by authorized representatives.

How long should I keep change orders?

Retain executed change orders for the contract term plus recommended retention: at least 3 years for tax purposes (IRC §6501(a)), 6 years for HIPAA-related documents (45 CFR §164.530(j)), and longer where state law requires.

Electronic Signature
Templates
Project Management
Project Management Contract Change

Project Management Contract Change

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

PROJECT MANAGEMENT CONTRACT CHANGE

This Project Management Contract Change (the "Change Order") modifies that certain Project Management Agreement identified below. Client Name: Service Provider:

Project Title: Project ID:

Original Agreement Date: Change Order Number: Effective Date of Change:

Scope of Change

Detailed Description of Change Items Specifically Out of Scope

Deliverables and Acceptance Criteria

Number of Deliverables Defined:

Deliverable 1 — Description Deliverable 1 — Acceptance Criteria Deliverable 1 — Due Date Deliverable 2 — Description Deliverable 2 — Acceptance Criteria Deliverable 2 — Due Date

Timeline Adjustments

Original Start Date: Original End Date:

Revised Start Date: Revised End Date:

Milestones (describe changes to milestones and dependencies)

Budget, Fees, and Payment Schedule

Original Contract Amount (USD) Change Order Amount (USD) New Contract Total (USD) Payment Schedule / Milestones for Payment

Any additional reimbursable expenses require prior written approval: Yes

Change Order Process and Approvals

This Change Order is effective only upon execution by authorized representatives of both parties. The Service Provider shall commence work as set forth herein when the Effective Date is reached and when any required deposits or advance payments identified in the Payment Schedule have been received. Any further modifications to scope, schedule, or fees must be processed through a subsequent written Change Order signed by authorized representatives of both parties.

Approval Conditions, Notifications, and Required Supporting Documents

Confidentiality

All information exchanged or generated in connection with this Change Order is subject to the confidentiality provisions of the underlying Agreement. Each party shall maintain the confidentiality of the other party's proprietary information and shall not disclose it to any third party except as required by law or as necessary to perform obligations under this Change Order.

Liability and Indemnification

Except as expressly modified herein, all limitations of liability, disclaimers, and indemnity obligations set forth in the underlying Agreement remain in full force and effect. Neither party shall be liable to the other for incidental or consequential damages for breaches arising out of this Change Order except to the extent such liability is expressly provided in the underlying Agreement.

Governing Law and Dispute Resolution

This Change Order shall be governed by and construed in accordance with the laws of the state or jurisdiction specified below. The parties agree that any dispute arising under this Change Order shall be resolved under the dispute resolution provisions of the underlying Agreement.

Governing Law (State/Jurisdiction)

Effect on Agreement

Except as expressly amended by this Change Order, all terms and conditions of the underlying Agreement remain unchanged and in full force and effect. In the event of any inconsistency between this Change Order and the underlying Agreement, the terms of this Change Order shall control only to the extent of the inconsistency.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Contract Change Is and When It Applies

A Project Management Contract Change (also called a change order or amendment) is a written modification to an existing project management agreement that alters scope, schedule, price, deliverables, or roles. It documents the parties' mutual consent to changes after the original contract was signed, establishes new obligations and timelines, and preserves a clear audit trail for billing, approvals, and dispute resolution. Consistent, signed change documentation reduces ambiguity about responsibilities and helps enforce revised payment and schedule terms under contract law and procurement policies.

Why a Formal Contract Change Matters for Projects

Using a formal Project Management Contract Change ensures clear authorization for scope or budget adjustments, protects both parties from unilateral changes, creates a legal record for invoice and performance disputes, and supports compliance with internal procurement and external regulatory requirements.

Who typically prepares and approves contract changes

Assigning clear roles for request, review, and approval reduces processing time and prevents disputes about whether a change was authorized.

Project managers or program managers who request and justify the change and track schedule and budget impacts.
Procurement or contracts administrators who verify compliance with purchasing rules and update contract records.
Client or owner representatives who provide formal approval and confirm funding or scope adjustments.

Core components every professional change order should include

A robust Project Management Contract Change contains structured elements that make it enforceable and actionable: identification, scope description, pricing, schedule impact, approvals, and references to the underlying contract. These elements allow stakeholders to verify authority and compute consequential obligations with minimal ambiguity.

Change Identifier

Unique change number and relation to the original contract for traceability and recordkeeping.

Scope Description

Concise but precise description of added, modified, or removed work, deliverables, and acceptance criteria.

Price or Cost Impact

Net cost change, unit rates, allowances, or authorization to exceed budgets with approvals.

Schedule Impact

Revised milestones, completion date, and any acceleration or delay disclaimers.

Approvals

Authorized signatories, titles, dates, and any delegated approval thresholds or board-level signoff.

Contract References

Cite original contract section(s) being amended; include effective date and attachment references.

Required information fields to make the change valid

Change ID: Unique change order identifier

Original Contract: Contract title and execution date

Parties: Full legal names of all contracting parties

Effective Date: MM/DD/YYYY effective date of change

Signatures: Printed name, title, signature, and date

Attachments: Supporting estimates, drawings, or approvals

Step-by-step: completing and executing a contract change

Follow a predictable workflow to ensure the change is authorized, documented, and stored correctly before any work or billing reflects the new terms.

01

Request: Document requester completes change rationale and scope.
02

Estimate: Project team calculates cost and schedule impact.
03

Review: Procurement and legal verify compliance and contract alignment.
04

Approve & Sign: Authorized signatories execute the change and date it.

Configuring an online workflow for change orders

Set up a digital workflow to route the change request, collect approvals, and archive the signed amendment with an audit trail.

Field	Configuration
Request Form	Include mandatory fields: Change ID, Effective Date, Scope, Cost Impact
Approval Routing	Route by threshold: PM -> Procurement -> Legal -> Executive
Authentication	Use email link or SMS code; stronger auth for high-value changes
Archive	Store signed change with original contract and attachments

Where to send and store the executed change order

After signatures are captured, distribute copies to stakeholders and retain a master in the contract repository to ensure traceability.

Project File: Primary repository with versioned contract and change history
Finance: Invoice and budget teams for payment and ledger updates
Contracting Office: Procurement records the amendment against the master agreement
External Parties: Provide executed copy to subcontractors or vendors if obligations change

Digital signing and distribution considerations

Choose a platform that captures comprehensive audit data and supports required authentication for your jurisdiction and industry.

Formats: PDF and Word DOCX supported
Integrations: Salesforce, NetSuite, Google Workspace, Microsoft 365
Authentication: Email link, SMS code, or advanced signer verification

Typical timing and deadlines to monitor

Track dates tied to cost, schedule, and payment terms to avoid disputes and ensure timely approvals and invoicing.

Submission Deadline:

Submit change request as soon as scope variance is known

Approval SLA:

Internal review often set at 3–10 business days

Effective Date:

Change takes effect on the signed effective date unless stated otherwise

Invoice Timing:

Align invoicing with billing schedule and contract payment terms

Record Retention:

Archive executed change with contract per retention policy

Common mistakes to avoid when preparing a change order

Failing to link the change to the original contract or citing the wrong contract date
Vague scope language that creates interpretive gaps and disputes
Missing or incorrect signatory authority causing invalidation
Not updating budget or schedule systems after approval, creating billing mismatches

Risks and consequences of poorly documented changes

Billing Disputes: Late or unpaid invoices

Contract Breach: Potential claims for damages

Regulatory Exposure: Noncompliance in regulated procurements

Audit Findings: Adverse audit outcomes

Legal Costs: Higher litigation and counsel fees

Reputational Harm: Loss of client trust and future work

Real-world scenarios where a contract change is used

Project Management Contract Changes are common when scope grows, schedule shifts, or unforeseen site conditions arise; below are two illustrative scenarios.

Infrastructure Upgrade

A municipality requests added network work to original scope due to new requirements.

Scope and cost are documented in a change order with an updated completion date.
The executed change order protects both parties by authorizing budget changes, clarifying deliverables, and enabling payroll and invoice adjustments while preserving the original contract record.

Software Integration

A client asks to integrate a third-party API after project start.

The PM provides impact analysis and revised timeline.
Executing a signed amendment records the added tasks, adjusts milestones, and ensures invoicing aligns with the newly agreed payment schedule.

Who is authorized to sign a change order

Project Manager

The Project Manager typically prepares and routes the change request but signs only when delegated authority exists; signature should be limited to amounts within the PM's approved threshold to avoid invalid approvals.

Authorized Executive

An authorized company executive or contracting officer must sign changes that exceed delegated thresholds or alter core contract terms; ensure the signer's authority is documented in procurement policy or delegation schedules.

Supporting documents to attach with the change order

Attaching clear supporting materials reduces processing time and provides the factual basis for cost and schedule adjustments.

Estimate or Quotation

Detailed cost breakdown and rate assumptions used to compute the price impact, including labor, materials, and markup.

Revised Schedule

Gantt excerpt or milestone table showing how the change affects delivery dates and dependencies.

Approval Emails

Relevant pre-approval communications or internal authorization memos that justify the change.

Technical Deliverables

Drawings, specifications, or test plans that define the changed work and acceptance criteria.

eSignature platform comparison for executing contract changes

Choose a platform that supports the authentication, audit trail, and integrations your project environment requires; below is a concise feature and price comparison 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	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

FAQs and troubleshooting for contract change execution

Common questions about validity, signatures, notarization, and recordkeeping are addressed below to reduce processing delays and legal risk.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states; ensure intent, consent, attribution, and retention are documented to meet the four-part ESIGN test.
When is notarization required?
Notarization depends on state law and the original contract terms; deeds and certain power-of-attorney amendments often require notarization—verify state requirements with the Secretary of State or notary commission.
What if a signer has no delegated authority?
If the signer lacks authority, the change could be voidable. Confirm delegated signing limits in procurement policy and obtain executive sign-off for amounts above threshold.
How to handle cost disputes after approval?
Preserve all estimates, communications, and acceptance certificates; follow the contract's dispute resolution clause and consider mediation before formal litigation.
Can a change order alter governing law?
Yes, but any change to governing law or venue is material and should be reviewed by counsel and signed by authorized representatives.
How long should I keep change orders?
Retain executed change orders for the contract term plus recommended retention: at least 3 years for tax purposes (IRC §6501(a)), 6 years for HIPAA-related documents (45 CFR §164.530(j)), and longer where state law requires.

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