Are e-signatures legally enforceable?

Yes — electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA (1999) where adopted. Certain document types are excluded from electronic execution under statutory exceptions, so verify whether your variation or an associated instrument falls into a specific exclusion.

When is notarization required?

Notarization is rarely required for standard commercial change requests but may be necessary for documents affecting real property or where state law requires an acknowledgment. Check state-specific rules for deeds, affidavits, or statutory instruments before notarizing.

Who can sign the variation?

Only persons with delegated authority under contract or corporate resolution should sign. Record the signer's printed name, title, and the basis of authority to reduce later disputes over validity.

Can I revoke an approved variation?

Revocation depends on contract terms and mutual agreement. To revoke, follow the amendment or termination process defined in the original contract and document the parties' consent in writing or by compliant e-signatures.

How should finalized variations be stored?

Store signed versions and audit trails in a secure document management system with backups. Retain per applicable retention schedules and export immutable PDFs for long-term preservation.

What if parties lack e-sign capability?

Use a hybrid approach: allow wet signatures or provide assisted signing via a secure portal. Ensure that whichever method used meets ESIGN/UETA's intent, consent, attribution, and retention criteria.

Electronic Signature
Templates
Project Management
Project Management Variation Template

Project Management Variation Template

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

Project Management Variation Template

Project Title:

Project ID: Client Name:

Service Provider: Project Manager:

Contract Reference: Variation Number:

Date of Request: Issued By (Name / Role):

Scope of Variation

Brief summary of variation and reason for change:

Detailed scope (IN-SCOPE) Out of scope items (if any)

Variation Type and Attachments

Variation Type (select all that apply):

Cost only Time only Cost and time Scope change

Required attachments (tick attached items):

Design or specification revisions Detailed cost breakdown Schedule impact analysis

Deliverables & Acceptance Criteria

Deliverable 1

Description Acceptance criteria

Target completion date:

Deliverable 2

Description Acceptance criteria

Target completion date:

Timeline and Milestones

Original contract start date: Original contract end date:

Proposed new start date: Proposed new end date:

Milestones or phased dates (list)

Budget and Payment

Original contract value: Proposed variation amount:

New contract value if approved:

Proposed payment schedule and invoicing

Will work commence prior to formal approval? Yes No

Change Order Process & Responsibilities

Instructions to Service Provider upon approval:

Change order authorization: Work incorporating this variation will only be a variation to the Contract when signed by both authorized representatives below. Any work carried out prior to such authorization will be at the performing party’s risk unless otherwise agreed in writing.

Confidentiality, Liability and Governing Law

Confidentiality: Each party shall keep confidential all non-public information disclosed in connection with this variation and shall not disclose such information except to those employees, consultants or subcontractors with a need to know, subject to equivalent confidentiality obligations.

Liability: Except to the extent caused by a party’s gross negligence or willful misconduct, neither party shall be liable to the other for any indirect, incidental or consequential damages arising from this variation. Nothing in this variation limits either party’s liability for breach of confidentiality or wilful misconduct.

Governing law and jurisdiction: This Variation shall be governed by the laws of and the parties submit to the exclusive jurisdiction of its courts.

Certifications and Signatures

By signing below, each signatory certifies that they are authorized to bind their respective party, that the information in this Variation is true and accurate to the best of their knowledge, and that acceptance of this Variation will modify the Contract only to the extent expressly set out herein.

Client - Printed Name:

By:

Date:

Service Provider - Printed Name:

By:

Date:

What the Project Management Variation Template Is

A Project Management Variation Template is a structured form used to document proposed changes to scope, schedule, or cost on an active project. It captures the variation reference, description of the changed work, attachments (drawings, estimates), quantified cost and time impacts, the parties affected, and the approval trail. The template standardizes review, ensures consistent information is available to stakeholders, and creates a record suitable for contract administration, audit, and downstream invoicing or claims.

Why standardizing variations matters

Using a consistent variation template reduces ambiguity, shortens review cycles, and preserves an auditable record of scope, cost, and approval decisions to limit disputes and accelerate resolution.

Who typically prepares and approves variations

Teams that touch scope, budget, or contract performance usually complete this template before approval.

Project managers and contract administrators preparing formal change requests for review and sign-off.
General contractors and subcontractors submitting costed proposals tied to schedule adjustments.
Owners, clients, or commercial teams approving changes and authorizing payment or time extensions.

Multiple signatures and a clear routing path help ensure the variation becomes part of the contract record once authorized.

Signatory roles and typical users

Project Manager

Responsible for drafting the variation, attaching supporting estimates and drawings, and routing to stakeholders. The PM ensures technical accuracy and records the expected impact on schedule and budget before seeking approvals.

Contracting Executive

Reviews financial and contractual implications, confirms compliance with contract terms, and signs for the contractor when authorized. This role coordinates with procurement and finance for invoicing or change order issuance.

Step-by-step: completing a variation request

Follow these sequential actions to prepare, review, and finalize a variation while maintaining a clear audit trail.

01

Prepare Request: Draft the variation with scope, references, and estimated impacts.
02

Attach Evidence: Include drawings, photos, quotations, and any site reports needed for evaluation.
03

Internal Review: Route to technical, commercial, and schedule owners for comment.
04

Obtain Approvals: Secure signatures from authorized approvers and record dates.

How to configure an online variation workflow

Suggested digital steps and settings for routing and approvals when using an e-submission workflow.

Field	Configuration
Routing Order	Sequential approvals with optional parallel reviewers
Authentication	Email + optional SMS code or SSO identity
Attachments	Allow multi-file upload (PDF, DOCX, JPEG)
Audit Trail	Enable complete action logging and exportable certificate

Where to submit the completed template

Common submission points and filing locations for finalized variations.

Contract Administrator: Primary repository for contract amendments and approved variations.
Project Document Control: Upload final signed copy to the project document management system.
Finance / Accounts Payable: Send approved cost-impact documents for invoice processing.
Owner / Client Representative: Provide client-signed variations as formal authorization to proceed.

Core components to include in a professional template

A complete template groups technical, commercial, and administrative data to support clear approval and contract incorporation.

Variation ID

Unique identifier linked to project code and version control to prevent duplication and ensure traceability across submissions and invoices.

Scope Details

Concise technical description referencing drawings, spec sections, and site conditions to precisely define the change and avoid later disputes.

Cost Breakdown

Itemized labor, materials, equipment, tax, overhead, and contingency with currency and whether amounts are provisional or fixed.

Schedule Impact

Clear statement of days or milestones affected, plus any proposed mitigation measures and revised completion dates.

Approvals & Signatures

Designated signatory block, printed name, title, date, and evidence of consent (wet or compliant e-signature).

Supporting Documents

Attachments list including quotes, revised drawings, site photos, and any contractual clause citations necessary for evaluation.

Technical capabilities that streamline digital variations

Choose features that reduce manual work and preserve a full legal record of changes.

Export Formats

Provide signed copies in PDF/A, DOCX, and exportable audit logs. PDF/A preserves document fidelity and metadata for long‑term storage, while DOCX allows future editing if permitted.

Custom Fields

Use conditional and calculated fields for automatic cost totals, dates, and variation numbering to reduce data entry errors and standardize reports.

Version Control

Track draft versions, approvals, and amendments with time-stamped records to support contract audits and dispute resolution.

Integrations

Connect with project systems and ERPs (e.g., Procore, NetSuite, Microsoft 365) to push approved variations into procurement and billing workflows.

Digital signing and distribution considerations

Ensure your platform supports secure authentication, audit trails, and the file formats your team needs.

Authentication Options: Email link, SMS code, SSO, or stronger methods for high-risk approvals
Audit Trail: Timestamped logs, IP capture, and signer attribution
Integrations: CRM, ERP, project management, and cloud storage connectors

Prefer platforms that produce tamper-evident signed PDFs and retain a verifiable audit trail to satisfy contract administrators, auditors, and legal reviews.

Security and compliance checklist

Encryption in Transit: TLS 1.2/1.3

Encryption at Rest: AES-256

Regulatory Standards: SOC 2 Type II

Healthcare Compliance: HIPAA (BAA required)

Signature Laws: ESIGN and UETA

Auditability: Detailed action logs

Common eSignature vendors and pricing considerations

Platform selection affects cost, bulk-send capability, and compliance options important for volume variation workflows.

	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 credit card required	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Real-world examples of variation templates in use

These examples show how organizations document and finalize variations to keep projects on track and auditable.

Martin Properties (Construction)

Project team standardized a single variation form to reduce ambiguity and speed approvals.

Resulted in clearer responsibility for cost and time impacts.
Tim Martin said: "I can process and execute all of these documents online with 100% compliance and built-in security," highlighting compliance and mobile execution benefits.

Optica Ventures LLC (Commercial Projects)

Optica used a template to attach cost estimates and revised schedules to every change request.

This improved cross-team review and reduced disputes.
Brian Fitzgibbons observed that the interface made it easy for both internal teams and customers to review and approve changes consistently.

Common pitfalls when preparing a variation

Insufficient scope detail that forces multiple clarifications and delays approval, increasing project friction and risk of dispute.
Failing to attach cost backup or supplier quotes, which slows finance approval and can invalidate the variation in audit reviews.
Using ambiguous dates (e.g., 'ASAP') instead of MM/DD/YYYY, causing misalignment on when revised work should start or finish.
Routing to the wrong approver or lacking delegated authority, leading to unauthorized changes and potential contract breaches.

Risks and consequences of incorrect or missing information

Payment Delays: Can trigger late payments and cashflow problems

Contract Disputes: Ambiguous scope may lead to claims and arbitration

Regulatory Exposure: Improper handling of PHI or financial records risks penalties

Audit Findings: Missing approvals may fail internal or external audits

Tax Consequences: Incorrect recordkeeping can affect tax reporting

Liability Increase: Unapproved work may shift liability to the contractor

Timing expectations and typical internal deadlines

Set explicit internal deadlines for submission, review, and approval to prevent schedule slippage and reporting gaps.

Submission Window:

Submit variation within a stated period after discovery (commonly 5–10 business days internally)

Review Period:

Technical and commercial review typically completed within 7–14 business days

Response to Claim:

Owner or client response expected within agreed contract timeframe

Payment Adjustment:

Invoicing for approved cost impacts follows standard AP cycles

Dispute Trigger:

Escalate unresolved items per contract dispute timelines

Key milestones in a variation lifecycle

Track these milestones to manage approvals, budget, and schedule impacts from initiation to closure.

01

Initiation

Variation created and assigned a unique ID for traceability.

02

Evidence Submission

Quotes, drawings, and site records attached for assessment.

03

Technical Review

Engineers assess feasibility and schedule impact.

04

Commercial Approval

Finance and contracting approve cost and payment terms.

Frequently asked questions about variations and e-signing

Answers to common questions on enforceability, signing authority, notarization, revocation, and storage when using a variation template.

Need help? Contact support

Are e-signatures legally enforceable?
Yes — electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA (1999) where adopted. Certain document types are excluded from electronic execution under statutory exceptions, so verify whether your variation or an associated instrument falls into a specific exclusion.
When is notarization required?
Notarization is rarely required for standard commercial change requests but may be necessary for documents affecting real property or where state law requires an acknowledgment. Check state-specific rules for deeds, affidavits, or statutory instruments before notarizing.
Who can sign the variation?
Only persons with delegated authority under contract or corporate resolution should sign. Record the signer's printed name, title, and the basis of authority to reduce later disputes over validity.
Can I revoke an approved variation?
Revocation depends on contract terms and mutual agreement. To revoke, follow the amendment or termination process defined in the original contract and document the parties' consent in writing or by compliant e-signatures.
How should finalized variations be stored?
Store signed versions and audit trails in a secure document management system with backups. Retain per applicable retention schedules and export immutable PDFs for long-term preservation.
What if parties lack e-sign capability?
Use a hybrid approach: allow wet signatures or provide assisted signing via a secure portal. Ensure that whichever method used meets ESIGN/UETA's intent, consent, attribution, and retention criteria.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now