Is an electronic signature valid?

Yes. Electronic signatures are generally valid under the ESIGN Act and UETA if the parties demonstrate intent to sign, consent to electronic records, attribution, and retention capability.

Not usually for contract variations. Notarization is only required if the contract or a specific jurisdiction mandates it; check the original contract and local rules.

What if a party refuses to sign?

Document the refusal, with reasons. Avoid proceeding with changed work until written agreement exists; continue communications and consider mediation or contractual dispute processes if necessary.

Can I use a template?

Yes. Use a standardized template to ensure all required fields are filled, but customize descriptions, cost lines, and attachments for accuracy and traceability.

How should I store executed copies?

Store signed copies in your contract management system as PDF/A with an audit trail; retain them per the project retention schedule and applicable regulatory periods.

When should legal counsel be involved?

Engage counsel for substantial cost or time impacts, ambiguous contract language, or if the variation may affect compliance or introduce liability beyond routine changes.

Electronic Signature
Templates
Project Management
Project Management Letter of Variation

Project Management Letter of Variation

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

PROJECT MANAGEMENT LETTER OF VARIATION

Project Identification

Project Title Project ID Client Name Client Address Service Provider Project Manager (Service Provider)

Variation Number: Date of Variation:

Recitals

This Letter of Variation (the "Variation") documents an agreed amendment to the Contract or Statement of Work referenced below between the Client and the Service Provider. Reference Contract / SOW Identifier: .

Scope of Variation

Detailed Description of Variation Items Added (if any) Items Removed / Out of Scope

Deliverables and Acceptance

List each deliverable affected by this Variation, with specific acceptance criteria and any changes to deliverable format or submission requirements.

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

Timeline and Milestones

Original Contract Start Date: Original Contract End Date:

Revised Start Date: Revised End Date:

Milestone 1

New Date:

Milestone 2

New Date:

Budget and Payment

Original Contract Sum: $ Variation Amount: $

Revised Contract Sum: $

Payment Schedule for Variation

Cost Impact Confirmed: Time Impact Confirmed:

Change Order Process and Claims

This Variation shall be effective only upon written approval by both parties. The Service Provider shall submit detailed cost breakdowns, time impact analyses, and supporting documentation for the Variation. The Client will not be liable for additional costs or time until such documentation is approved in writing. Any claim for additional time or monies arising from this Variation must be submitted within 10 business days of the occurrence giving rise to the claim, with full substantiation of quantum and entitlement.

Confidentiality

All information exchanged in connection with this Variation shall be treated as Confidential Information under the terms of the underlying Contract. Each party shall continue to protect Confidential Information by at least the same degree of care as it applies to its own confidential information but in no event less than reasonable care.

Governing Law

This Variation shall be governed by and construed in accordance with the laws of the jurisdiction specified in the underlying Contract. Any dispute arising from or relating to this Variation shall be resolved pursuant to the dispute resolution provisions of the underlying Contract, if any.

Notices

Primary Notice Contact (Client) Primary Notice Contact (Service Provider)

General Certifications

Each party certifies that it has the authority to enter into this Variation, that all internal approvals required to execute this Variation have been obtained, and that this Variation will form part of and be read together with the underlying Contract. Except as expressly amended by this Variation, the terms and conditions of the underlying Contract remain in full force and effect.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Letter of Variation Is

A Project Management Letter of Variation is a formal written amendment that documents changes to an existing project agreement, scope, schedule, or budget. It explains the nature of the variation, its effective date, the parties affected, and any cost or time impacts. The letter provides a clear record for approvals and future audits and helps prevent misunderstandings by linking the change to the original contract and any relevant purchase orders, drawings, or specifications.

Why a Letter of Variation Matters for Project Control and Compliance

Using a written Letter of Variation preserves intent, documents consent, and creates an auditable record that can support contract administration, claims management, and dispute avoidance. When executed electronically it is generally enforceable under the ESIGN Act (15 U.S.C. §7001) and state UETA frameworks, provided intent, consent, attribution, and record retention are satisfied.

Who Typically Prepares and Accepts a Variation Letter

Proper signatory authority and documented approval paths reduce disputes and ensure the change attaches to the underlying contract and project records.

Prime contractors and project managers who control scope changes and issue formal amendments to subcontractors or clients.
Clients, owners, and procurement officers who must approve budget or schedule adjustments before work continues.
Subcontractors and suppliers who confirm acceptance of revised scope, price, or time in writing.

Core Elements to Include for a Professional Variation Letter

A complete Letter of Variation is concise but specific: it identifies the contract, summarizes the change, quantifies cost and time effects, lists required approvals, and references supporting exhibits or drawings.

Reference

State the original contract or purchase order number, project name, and variation reference so the amendment links to existing records.

Description

Provide a clear, unambiguous description of the change in work, materials, or services, including affected contract clauses or deliverables.

Schedule Impact

Specify any change to milestones or completion dates, including new dates and whether interim milestones are affected.

Cost Impact

Itemize price changes, allowances, or rate adjustments and indicate whether the amount is provisional, final, or subject to further verification.

Approvals

List the parties who must approve the variation and include signature blocks, dates, and delegated authority references where applicable.

Attachments

Attach supporting documents such as revised drawings, estimates, timesheets, or vendor quotations as numbered exhibits.

Essential Information Fields to Record

Project Name: Full project title

Variation ID: Unique reference code

Effective Date: MM/DD/YYYY format

Change Summary: One-line description

Cost Impact: Net dollar change

Required Approvals: Named approvers

Step-by-Step: Preparing and Executing a Variation Letter

Follow a simple sequence to prepare, approve, and store the variation to ensure clarity and traceability.

01

Draft: Describe change, quantify impacts, and attach evidence.
02

Review: Internal technical and commercial review for accuracy.
03

Approve: Obtain signatures from authorized parties in order.
04

Record: Store executed letter with contract records.

How to Configure an Online Variation Workflow

Set up fields and routing to mirror your approval chain and capture required data automatically.

Field	Configuration
Project ID	Auto-fill from project database
Variation Reason	Dropdown with predefined options
Cost Lines	Repeatable table with totals
Signer Order	Sequential approvals enforced

Where to Send the Executed Letter

Route the signed letter to primary stakeholders and the contract repository to complete the administrative cycle.

Owner/Client: Primary approval and acceptance copy sent
Contractor: Executed copy for contractor records
Project File: Document management system record stored
Finance: Invoice and cost control team notified

Digital Delivery Options and Technical Requirements

Ensure recipients can view signed copies and that the platform preserves an audit trail, access logs, and a retrievable copy of the executed document.

Email: Standard delivery; best with audit trail
Secure eSign: Stronger authentication and tamper-evident PDFs
Document System: Store as searchable PDF/A

Typical Timing and Deadlines to Track

Track key dates to avoid unauthorized work and to align invoicing and schedule changes with acceptance milestones.

Variation Request Date:

Date change is proposed

Acceptance Deadline:

Date by which client must respond

Effective Date:

Date change takes legal effect

Billing Date:

When cost changes are invoiced

Record Closure:

Date file is finalized

Common Mistakes to Avoid When Drafting a Variation

Vague descriptions that fail to specify the changed work or reference impacted contract clauses, creating room for disputes and rework.
Missing effective dates or retroactive wording that leaves parties uncertain about when obligations and price changes begin.
Failing to obtain authorized signatories or delegated approval, which can render the variation unenforceable under contract governance rules.
Not attaching supporting documents such as revised drawings, estimates, or vendor quotes, which undermines reconciliation and auditability.

Risks and Consequences of Faulty Variation Letters

Unauthorized Work: May not be paid

Claim Disputes: Higher litigation risk

Schedule Delays: Milestone slippage

Cost Overruns: Budget variance increases

Regulatory Noncompliance: If permits are affected

Record Gaps: Audit findings possible

Two Typical Use Cases for a Project Management Letter of Variation

Concrete examples show how variations become enforceable when properly documented and approved.

Subcontractor Scope Change

A subcontractor identifies additional excavation work required due to unforeseen soil conditions

The contractor issues a variation request with cost estimate and schedule impact
The owner approves in writing, the subcontractor signs, and finance updates the billing schedule to include the agreed change.

Design Revision

Architect issues a revised drawing that alters foundation details

The project manager issues a variation detailing material and labor changes
Parties sign the variation and the change is appended to the contract with attached revised drawings and pricing.

Comparing eSignature Vendors for Executing Variation Letters

Platforms differ on price, bulk sending, and regulatory capabilities. signNow appears first to permit straightforward comparison across typical feature lines.

	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	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions About Variation Letters

Answers to common procedural and legal questions when you prepare or execute a Project Management Letter of Variation.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are generally valid under the ESIGN Act and UETA if the parties demonstrate intent to sign, consent to electronic records, attribution, and retention capability.
Do I need a notary?
Not usually for contract variations. Notarization is only required if the contract or a specific jurisdiction mandates it; check the original contract and local rules.
What if a party refuses to sign?
Document the refusal, with reasons. Avoid proceeding with changed work until written agreement exists; continue communications and consider mediation or contractual dispute processes if necessary.
Can I use a template?
Yes. Use a standardized template to ensure all required fields are filled, but customize descriptions, cost lines, and attachments for accuracy and traceability.
How should I store executed copies?
Store signed copies in your contract management system as PDF/A with an audit trail; retain them per the project retention schedule and applicable regulatory periods.
When should legal counsel be involved?
Engage counsel for substantial cost or time impacts, ambiguous contract language, or if the variation may affect compliance or introduce liability beyond routine changes.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now