Can a change order be electronic?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

Do change orders need notarization?

Usually no for standard commercial contracts, but specific transactions or state rules may require notarization; confirm with contract terms or state notary law.

Who can sign a change order?

Only individuals authorized under the original contract or corporate resolution should sign. Verify delegated authority and approval thresholds before accepting signatures.

What if a party refuses to sign?

Document attempts to reach agreement, consider alternative dispute resolution per the contract, and avoid performing changed work without written authorization to reduce payment risk.

Are remotely notarized change orders valid?

Remote online notarization is valid in many states that permit RON; check the state's RON rules and ensure the notary retains the required audio‑visual record.

How should signed change orders be stored?

Store executed PDFs with audit trails in a secure records system with encryption, access controls, and retention schedules consistent with contract and regulatory requirements.

Electronic Signature
Templates
Miscellaneous
Project Scope Change Order

Project Scope Change Order

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

PROJECT SCOPE CHANGE ORDER

Parties and Contract Reference

Client Name: Contractor Name:

Original Contract Title:

Original Contract Date: Original Contract Number:

Recitals

WHEREAS, Client and Contractor entered into the Original Contract referenced above to perform certain work and services on the project described therein; and

WHEREAS, circumstances have arisen that require modification of the scope, schedule, or price of the Original Contract as set forth in this Change Order; and

WHEREAS, the parties wish to document the agreed changes and the adjustments to the Contractor's obligations, compensation, and schedule under the Original Contract.

Change Order Details

Change Order Number

Effective Date of Change Order: Reason for Change:

Scope of Work (Describe the specific additions, deletions or modifications to work)

Itemized Changes and Cost Impact

Item 1

Cost Impact for Item 1

Item 2

Cost Impact for Item 2

Item 3

Cost Impact for Item 3 Net Change in Contract Price Revised Contract Price (if applicable)

Payment Terms

Payment Amount for Change Order: Payment Schedule:

Late Payment Fee

Term and Termination

Change Order Start Date: Change Order End Date (if any):

Notice Period for Termination (days)

Confidentiality

All non-public information furnished by either party in connection with this Change Order and the Original Contract shall be treated as Confidential Information. Neither party shall disclose Confidential Information to third parties except as required to perform the changed scope, as required by law, or with the prior written consent of the disclosing party. Confidential Information does not include information that is or becomes publicly known through no breach of this Change Order or that is independently developed by the receiving party without reference to the disclosing party's Confidential Information.

Duration of Confidentiality (years)

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 laws principles.

Representations and Entire Agreement

Each party represents and warrants that it has the full right, power, and authority to enter into this Change Order and to perform its obligations hereunder. This Change Order, together with the Original Contract, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior representations, negotiations and agreements, whether written or oral, relating to the subject matter of this Change Order. Except as expressly amended by this Change Order, all terms and conditions of the Original Contract remain in full force and effect.

Authorization

By signing below, each party authorizes this Change Order and agrees that the person signing has authority to bind the respective party to the terms set forth herein. The parties acknowledge that execution of this Change Order modifies the Original Contract as specified above.

Client

Printed Name:

By:

Date:

Contractor

Printed Name:

By:

Date:

What a Project Scope Change Order Is and When It Applies

A Project Scope Change Order is a written amendment to an existing contract that documents modifications to the original project scope, schedule, deliverables, or price. It records what is changing, why the change is needed, the cost and schedule impacts, and the approvals required before work continues. Change orders create a contractual record to reduce disputes and clarify responsibilities for all parties. They are used across industries when unforeseen conditions, owner requests, design revisions, or regulatory requirements make an adjustment to the original scope necessary.

Why a Clear Change Order Benefits Projects

A formal Project Scope Change Order preserves agreement clarity, limits disputes, and documents cost and scheduling impacts for project records and audits.

Who Typically Prepares and Signs Change Orders

Project managers, contractors, subcontractors, owners, and procurement teams commonly prepare or approve change orders depending on contract terms.

Project managers and construction leads who document technical scope changes and obtain approvals from stakeholders.
Contract administrators and procurement teams who verify pricing, insurance, and compliance before execution.
Owners and client representatives who approve scope, cost adjustments, and schedule revisions before work resumes.

Roles vary by agreement; check the original contract for delegated authority and approval thresholds before issuing a change order.

Essential Elements to Include in a Professional Change Order

A complete Project Scope Change Order is concise but comprehensive: it identifies parties, references the original contract, explains the change, quantifies cost and schedule impacts, states approval authority, and lists attachments that substantiate the revision.

Change Description

Clear, itemized description of work added, removed, or revised so there is no ambiguity about the changed deliverables and tasks.

Reason for Change

Explain the trigger (unforeseen conditions, owner request, design change, regulatory update) so the basis for adjustment is documented.

Cost Impact

Itemize labor, materials, equipment, and markups with totals and any payment schedule or retainage adjustments tied to the change.

Schedule Impact

State any extension or acceleration of milestone dates, the number of calendar days added or subtracted, and critical path effects.

Approvals Required

List signers by title and authority, approval conditions, and whether a threshold or contingency requires higher-level authorization.

Attachments

Attach estimates, revised drawings, RFIs, or manufacturer quotes that validate scope, cost, and schedule items included in the change order.

Step-by-Step: How to Complete and Process a Change Order

Follow this sequence to prepare, review, and finalize a Project Scope Change Order efficiently and with a clear audit trail.

01

Prepare Draft: Document the change, attach supporting estimates, and compute cost and schedule impacts.
02

Internal Review: Have project controls and procurement check budgets, insurance, and contract compliance.
03

Obtain Approvals: Route to authorized signers in the order specified by the contract; record dates of approval.
04

Distribute Copies: Send executed copies to all parties, update project files and accounting records.

Typical Workflow for Electronic Change Order Execution

Digital workflows speed signatory routing and preserve an auditable trail; a typical electronic flow follows four main actions.

Upload Document: Upload the change order and supporting attachments as a single package.
Place Fields: Add signature, date, and approval fields mapped to each signer.
Authentication: Choose signer authentication (email, SMS code, or stronger methods) per contract requirements.
Complete & Archive: Signer executes, system captures audit trail, and executed PDF is archived for records.

Configuring an Online Change Order Workflow

Set up roles, fields, and authentication to match contract approval chains and internal controls before sending electronically.

Field	Configuration
Template Name	Use a consistent template name tied to project and contract ID.
Signing Order	Set sequential or parallel signing per contract authority rules.
Authentication Method	Choose email link, SMS code, or advanced signer ID verification.
Expiration & Reminders	Set expiration windows and automated reminders to reduce delays.

Technical Considerations for eSigning Change Orders

Ensure the eSignature platform supports required authentication, audit trails, and file formats before e-submission.

File Formats: PDF, DOCX supported
Integrations: Connects with NetSuite, Salesforce, Procore
Security Standards: TLS and AES encryption

Match platform capabilities to contract and regulatory requirements (access controls, audit log retention, and BAA where HIPAA applies).

Typical Timing and Processing Expectations

Project Scope Change Orders carry internal timing expectations for submission, review, approval, execution, and filing to avoid schedule slippage.

Submission Window:

Submit proposed change within 14 days of identifying change.

Response Time:

Review and comment within 7 business days of receipt.

Approval Deadline:

Obtain required approvals within 15 calendar days where practicable.

Effective Date:

Change becomes effective upon last required signature unless otherwise stated.

Record Filing:

File executed change order in project records within 30 days.

Key Milestones in the Change Order Lifecycle

Track milestones from request to implementation to maintain project continuity and an auditable history of approvals.

01

Request Submitted

Originator documents change and submits supporting materials.

02

Estimate & Review

Project controls prepare cost and schedule impacts for approval.

03

Authorization Obtained

Authorized signatories execute the change per contract thresholds.

04

Implementation Begins

Teams update schedules and start work under amended terms.

Common Mistakes to Avoid When Preparing a Change Order

Vague scope descriptions that leave room for differing interpretations and later disputes.
Failing to attach estimates or drawings, which delays approval and hinders cost validation.
Not verifying the authorised signer list in the original contract before sending for signature.
Missing schedule implications or failing to state the effective date clearly, causing work stoppages.

Principal Risks and Consequences of Improper Change Orders

Disputed Costs: Additional negotiation and potential litigation

Schedule Delays: Project milestones impacted; liquidated damages possible

Noncompliance: Violates procurement or contractual controls

Payment Withhold: Payments may be withheld pending resolution

Lien Risk: Subcontractor claims if unpaid

Record Deficiency: Audit findings and compliance issues

Security and Compliance Features to Preserve an Audit Trail

Encryption: TLS 1.2/1.3 transit; AES-256 at rest

Audit Trail: Detailed timestamps, IP and action log

Access Controls: Role-based permissions and SSO

HIPAA Support: BAA available where required

21 CFR Part 11: Controls for regulated records

Certifications: SOC 2 Type II and ISO 27001

Real-World Examples of Project Scope Change Orders

These short cases show how organizations document changes and the benefits of clear change orders in practice.

Optica Ventures — Construction Addendum

The team documented an unforeseen subsurface condition requiring extra excavation

Budgeted $45,000 for mitigation
The signed change order clarified cost allocation, avoided work stoppage, and was filed to the project ledger for future audits.

Martin Properties — Lease Fit-Out Revision

Tenant requested additional build‑out hours mid-project

Owner approved a phased cost schedule
The executed change order defined milestone payments, updated completion dates, and prevented a payment dispute during punchlist resolution.

FAQs and Troubleshooting for Project Scope Change Orders

Answers to common questions about validity, signatures, approvals, and electronic execution of change orders.

Need help? Contact support

Can a change order be electronic?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
Do change orders need notarization?
Usually no for standard commercial contracts, but specific transactions or state rules may require notarization; confirm with contract terms or state notary law.
Who can sign a change order?
Only individuals authorized under the original contract or corporate resolution should sign. Verify delegated authority and approval thresholds before accepting signatures.
What if a party refuses to sign?
Document attempts to reach agreement, consider alternative dispute resolution per the contract, and avoid performing changed work without written authorization to reduce payment risk.
Are remotely notarized change orders valid?
Remote online notarization is valid in many states that permit RON; check the state's RON rules and ensure the notary retains the required audio‑visual record.
How should signed change orders be stored?
Store executed PDFs with audit trails in a secure records system with encryption, access controls, and retention schedules consistent with contract and regulatory requirements.

eSignature Vendor Comparison for Executing Change Orders

This vendor snapshot highlights common plan attributes and pricing so teams can match eSignature capabilities to change order workflows and compliance 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, no card	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (available)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

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