Are e-signed change orders legally binding?

Yes. Under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws, electronic signatures are enforceable when the parties intend to sign and records are retained reliably.

Who must sign a change order?

Only individuals authorized by the contract or corporate resolution should sign. Check the contract's signature authority matrix to confirm who can bind each party.

Do change orders need notarization?

Typically no; notarization is uncommon for change orders. Obtain notarization only if contract or local law explicitly requires it for amendment validity.

How do I correct an executed change order?

Execute a subsequent change order that references and supersedes the erroneous document; avoid unilateral edits to the original signed file.

Can I use a simple typed name as a signature?

Yes, if intent is clear and the platform captures an audit trail. For higher assurance or regulated contexts, use stronger authentication or PKI-based signatures.

How long should I keep executed change orders?

Retain for the contract term plus at least three years; longer retention may be required for tax or HIPAA records (see IRS and 45 CFR §164.530(j)).

Electronic Signature
Templates
Miscellaneous
Project Proposal Change Order

Project Proposal Change Order

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

PROJECT PROPOSAL CHANGE ORDER

Change Order No.: Effective Date:

Project Name:

Client Name: Contractor Name:

Original Proposal Date: Original Proposal Reference No.:

WHEREAS

WHEREAS, Client engaged Contractor to perform the work described in the Original Proposal referenced above; and

WHEREAS, the parties desire to modify the scope, price, and schedule of the Original Proposal as set forth in this Change Order; and

WHEREAS, Contractor represents that the changes set forth herein are necessary to accommodate the revised scope and that Contractor has provided a good faith estimate of any additional costs and time impacts.

CHANGE SUMMARY

Description of Change Reason for Change

ITEMIZED CHANGES AND COSTS

Provide an itemized description of additional work, materials, or credits.

1. Description: Qty: Unit Price: Amount:

2. Description: Qty: Unit Price: Amount:

3. Description: Qty: Unit Price: Amount:

Original Contract Price: Change Order Amount: Revised Contract Price:

Price includes applicable taxes: Additional attachments (e.g., drawings, specs):

PAYMENT TERMS

Payment Schedule

Payments due within days of invoice. Late payment shall accrue interest at , and Contractor may suspend work if invoices remain unpaid after days following notice.

SCHEDULE IMPACT

Original Completion Date: Revised Completion Date: Additional Time Requested:

TERM AND TERMINATION

This Change Order is effective as of the Effective Date above and shall be incorporated into the Original Proposal. Unless otherwise terminated in accordance with the Original Proposal or this Change Order, the obligations created by this Change Order shall survive until final payment and completion of the changed work.

Either party may terminate this Change Order for material breach if the breaching party fails to cure within days after written notice. Termination of this Change Order does not relieve the non-breaching party of remedies available under the Original Proposal or applicable law.

CONFIDENTIALITY

Each party agrees to hold in confidence and not disclose to any third party any non-public information received from the other party in connection with this Change Order, including pricing, designs, technical data, and other proprietary business information, except as required by law or with prior written consent. Confidential information shall not include information that is or becomes publicly available through no fault of the receiving party, or information already lawfully in the receiving party's possession prior to disclosure.

GOVERNING LAW

This Change Order shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of law principles.

ENTIRE AGREEMENT

Except as expressly modified by this Change Order, the Original Proposal and any previously executed change orders remain in full force and effect. This Change Order, together with the Original Proposal, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, representations, and understandings, whether written or oral, relating to such subject matter.

ACKNOWLEDGMENT AND AUTHORIZATION

By signing below, each party warrants that the individual signing on its behalf is duly authorized to execute this Change Order and that the party accepts and agrees to the modifications, pricing, and schedule set forth herein. Upon execution by both parties, this Change Order shall become a binding amendment to the Original Proposal.

Client Printed Name:

By:

Date:

Contractor Printed Name:

By:

Date:

What a Project Proposal Change Order Is and When It Applies

A Project Proposal Change Order is a written amendment to an existing project proposal or contract that documents agreed changes in scope, cost, schedule, or deliverables. It converts an oral or informal change into a clear, auditable record that all parties sign. Change orders typically identify the original document, describe the modification, state any price or time adjustments, and include signature blocks for authorized representatives. Properly executed change orders help avoid disputes by establishing mutual consent, recording the decision date, and creating a paper trail for accounting, permitting, and lien purposes.

Why a Clear Change Order Matters for Project Control

A formal change order protects owners, contractors, and vendors by documenting approved scope, price, and schedule adjustments; it reduces ambiguity and provides evidence for billing, insurance, and dispute resolution.

Who Typically Prepares and Signs Change Orders

Parties involved in drafting and approving change orders vary by project size and industry; assign roles early to prevent delays.

Project Owners and Developers — Authorize scope and budget changes and confirm funding availability before approval.
General Contractors and Subcontractors — Propose technical or schedule changes, attach cost breakdowns, and request formal acceptance.
Project Managers and Architects — Review impacts to design, sequencing, and permits and certify technical acceptability.

Clear role definitions and signature authority streamline approvals and reduce rework during implementation.

Core Components of a Professional Project Proposal Change Order

A robust change order includes concise identifiers, a precise description of the change, quantified cost and time impacts, references to the original contract, signer identification, and any attachments like drawings or revised schedules.

Change ID

Unique number or code linking this amendment to the original proposal or contract document for tracking and audits.

Reference

Cite the original proposal/contract name, date, and section or line items affected, so reviewers can locate the baseline.

Description

A clear, technical description of work added, removed, or modified; include drawings, specifications, or scope bullet lists as needed.

Cost Impact

Itemized cost increases or decreases, unit rates, totals, contingencies, and payment schedule if different from the original.

Schedule Impact

State added or reduced duration, any milestone shifts, and revised completion dates with float and critical path notes.

Authorization

Printed name, title, organization, signature, and date for each approving party; include contact info for follow-up.

Step-by-Step: Completing and Executing a Change Order

Follow a consistent workflow to capture approvals, update schedules, and process payments; this reduces disputes and administrative lag.

01

Draft: Prepare the change text and attach technical documents and cost backup for review.
02

Review: Internal review by PM and design team; validate costs, code, and permit impacts.
03

Approve: Obtain authorized signatures from owner and contractor per contract authority matrix.
04

Distribute: Share signed copies with accounting, site superintendent, and permit authorities as applicable.

How to Set Up an Online Change Order Workflow

Configure your digital workflow to capture signers, attach evidence, and route notifications automatically for faster execution.

Field	Configuration
Signers	Add roles and emails; set signing order for sequential approvals.
Attachments	Allow PDF and DOCX uploads; require drawings or cost worksheets as mandatory fields.
Authentication	Choose email link, SMS code, or KBA depending on required signer assurance.
Audit Trail	Enable timestamps, IP logging, and document history for compliance and dispute evidence.

Where to Send and File an Executed Change Order

After signatures, route the executed change order to internal and external stakeholders and update official project records immediately.

Owner/Developer: Primary recipient for approval records and payment processing.
Contractor File: Retain in project folder and distribute to site management and accounting.
Permitting Authority: Submit only when the change affects code, permits, or inspections.
Project Management System: Upload signed PDF to PM software and link to schedule and invoice records.

Digital Signing and eSubmission: Technical Requirements

Choose an eSignature platform that supports secure uploads, audit trails, and the authentication level your contract or regulator requires.

File Types: PDF, DOCX supported
Authentication: Email, SMS, KBA options
Integrations: Connectors for project systems

Ensure retention, export, and access controls meet your compliance and recordkeeping policies before finalizing eSubmission.

Timing Considerations and Typical Deadlines

Track approval and invoice deadlines tied to change orders; timely execution avoids payment disputes and potential penalties.

Approval Window:

Respond within contract-stated period to preserve claims and pricing.

Invoice Submission:

Submit change-order invoices per payment schedule to avoid holdbacks.

Permit Amendments:

File permit updates promptly when scope affects regulated elements.

Lien Deadlines:

Preserve lien rights by following state notice and filing timelines.

Record Updates:

Update schedule and budgets immediately after execution.

Key Milestones from Proposal to Implementation

Track these milestones as a sequential checklist from change proposal through closeout to keep teams aligned.

01

Change Proposal Submitted

Originator issues written request with cost and schedule estimates.

02

Technical Review Complete

Design or engineering review certifies feasibility and permit impact.

03

Official Authorization

Authorized signatures obtained per contract authority matrix.

04

Implementation and Closeout

Work performed, invoices submitted, and records updated.

Common Mistakes to Avoid When Preparing a Change Order

Vague descriptions that do not tie changes to specific contract clauses or drawings, creating room for interpretation.
Failing to attach cost backup or breakdowns, which delays approval and increases disputes over billed amounts.
Not obtaining signatures from authorized signatories or missing required approvals under the contract's authority matrix.
Delaying distribution of the executed change order to accounting, permitting, and construction teams, causing schedule slippage.

Risks and Potential Consequences of Incorrect Change Orders

Payment Delays: Invoice disputes can delay payment.

Contract Breach: Unauthorized changes may constitute breach.

Lien Exposure: Missed notices may jeopardize lien rights.

Permit Violations: Unpermitted changes can trigger fines.

Scope Creep: Uncontrolled changes increase costs.

Dispute Risk: Poor documentation increases litigation chances.

eSignature Pricing Snapshot for Change Order Workflows

Platform pricing and features vary by plan and volume; below is a concise comparison of starting prices and common feature considerations.

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

Real-World Examples: How Teams Use Change Orders

Two brief examples show practical use and outcomes from firms managing frequent contract amendments.

Optica Ventures (COO)

Optica used standardized change orders to accelerate approvals on renovation projects and reduce back-and-forth.

The change order template captured line-item costs and attachments.
As a result, the team reduced approval timeframes, improved recordkeeping, and minimized invoice disputes across multiple projects.

Martin Properties (Founder)

Martin Properties digitized change order approvals for lease hold improvements and remote signings.

They required signature capture and schedule updates before work began.
This approach ensured compliance, faster vendor payment, and consistent documentation for property closeouts and audits.

Required Security and Compliance Elements for eSubmissions

Transport Encryption: TLS 1.2/1.3

At-Rest Encryption: AES-256

Audit Trail: Timestamped logs and IP addresses

Regulatory Certs: SOC 2 Type II, ISO 27001

Healthcare: HIPAA support with BAA

FDA / Regulated: 21 CFR Part 11 compliance

Common Questions About Change Orders and Electronic Execution

Answers to frequently asked questions about legal enforceability, signatures, revisions, and recordkeeping for change orders.

Need help? Contact support

Are e-signed change orders legally binding?
Yes. Under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws, electronic signatures are enforceable when the parties intend to sign and records are retained reliably.
Who must sign a change order?
Only individuals authorized by the contract or corporate resolution should sign. Check the contract's signature authority matrix to confirm who can bind each party.
Do change orders need notarization?
Typically no; notarization is uncommon for change orders. Obtain notarization only if contract or local law explicitly requires it for amendment validity.
How do I correct an executed change order?
Execute a subsequent change order that references and supersedes the erroneous document; avoid unilateral edits to the original signed file.
Can I use a simple typed name as a signature?
Yes, if intent is clear and the platform captures an audit trail. For higher assurance or regulated contexts, use stronger authentication or PKI-based signatures.
How long should I keep executed change orders?
Retain for the contract term plus at least three years; longer retention may be required for tax or HIPAA records (see IRS and 45 CFR §164.530(j)).

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