Is an electronic signature valid?

Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. §7001) and state UETA laws when intent, consent, attribution, and retention requirements are met.

Do all change requests require notarization?

Not usually. Notarization is only necessary where state law or the contract requires it, such as changes tied to real property conveyances or other statutory formalities.

Who must sign to authorize a change?

The signatory should be an individual with authority per the contract's approval matrix or signature block; verify delegated authority before execution.

How do I correct a signed change request?

If a signed request contains an error, prepare an addendum or new change request and obtain the same level of approval as the original to maintain an auditable record.

Can I use remote online notarization?

Remote online notarization (RON) is permitted in many states if the notary and technology meet state RON requirements; verify your state's rules before relying on RON.

What records should be archived?

Archive the fully executed request, attachments, the audit trail showing signer identity and timestamps, and any related approval emails to satisfy retention and audit requirements.

Electronic Signature
Templates
Miscellaneous
Project Specification Change Request

Project Specification Change Request

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

Project Specification Change Request and Change Order Agreement

Recitals

WHEREAS, Client Name: and Contractor Name: entered into a Project Agreement dated establishing the initial project specifications and deliverables.

WHEREAS, the parties anticipate that certain modifications to the original project specification may be necessary to address changed requirements, unforeseen conditions, or refinements to scope;

WHEREAS, the parties desire to document any proposed specification changes, their scope, cost and schedule impact, and terms of approval through this written Change Request and Change Order Agreement.

Change Request Summary

Request ID Project Name Requested By Requestor Contact Information Date of Request

Scope of Work (Proposed Change)

Describe the change in specifications and the revised scope of work Technical Rationale and Acceptance Criteria

Impact Assessment

Check all categories affected by this change:

Cost Schedule Quality / Performance Resources / Staffing Other

Estimated Additional Cost (if any) Proposed Change to Completion Date Estimated Schedule Adjustment (days)

Payment Terms

The parties agree that payment for approved changes will be governed by the terms below. Any additional fees are subject to mutual written approval prior to commencement of changed work.

Additional Amount Due Payment Schedule (milestones or dates) Late Payment Fee

Term and Termination

This Change Order becomes effective upon authorized signature by both parties and, unless terminated earlier under the Agreement, continues in effect for the duration necessary to complete the changed work.

Effective Start Date of Change Anticipated End Date Notice of Termination Period

Confidentiality

All information exchanged in connection with this Change Request that is designated confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure shall be subject to the confidentiality obligations set forth in the underlying Agreement. Neither party shall disclose Confidential Information to third parties except as required to perform the changed work or as required by law, and then only after giving reasonable notice to the other party.

Approvals and Authorization

The undersigned authorized representatives have reviewed the proposed change, the impact assessment, and the payment terms, and by signing below authorize the change as set forth in this Change Request and Change Order Agreement.

Approval Status: Approved Rejected Requires Modification

Reviewer Comments

Governing Law

This Change Request and Change Order Agreement will be governed by and construed in accordance with the laws of the jurisdiction specified in the underlying Agreement. To the extent the underlying Agreement does not specify jurisdiction, the parties agree that the laws of the state or jurisdiction of the Client shall govern.

Entire Agreement; Amendment

This document, together with the underlying Agreement, constitutes the entire understanding between the parties with respect to the subject matter hereof. Any modification to this Change Request must be made in writing and signed by authorized representatives of both parties. In the event of any conflict between this Change Request and the underlying Agreement, the terms of this Change Request shall control only with respect to the specific changes described herein.

Client Printed Name:

By:

Date:

Contractor Printed Name:

By:

Date:

What a Project Specification Change Request Is

A Project Specification Change Request is a formal written record used to propose, document, and approve changes to an existing project specification or scope of work. It summarizes the requested change, describes the technical and schedule impact, estimates cost or resource implications, and identifies required approvals and documents. The form creates a traceable record for project managers, contract administrators, and stakeholders so changes are assessed consistently, implemented only after authorization, and retained for audit and compliance purposes.

Why a Clear Change Request Matters

Using a structured change request reduces ambiguity, ensures accountable approvals, and documents impacts on scope, budget, and schedule. Clear records support dispute resolution, audit trails, and regulatory compliance when changes touch contract terms or regulated work.

Who Typically Prepares and Approves These Requests

Project managers, business analysts, contract administrators, and technical leads commonly prepare and route change requests for review.

Project Manager — Prepares scope, impact analysis, and recommended action for stakeholder review.
Contract Administrator — Verifies contractual obligations, amendment language, and approval thresholds.
Technical Lead — Confirms technical feasibility, schedule impact, and resource estimates.

Final signatures usually come from authorized signatories named in the contract or organization approval matrix before implementation.

Step-by-Step: How to Complete and Route a Change Request

Follow these steps to prepare a complete, auditable request and move it through approval efficiently.

01

Draft Request: Populate all form fields and attach supporting documents.
02

Impact Assessment: Add schedule, cost, and technical impact summaries.
03

Route for Approval: Send to listed approvers in the specified sequence.
04

Archive Record: Store signed copy and audit trail with project records.

Essential Elements to Include in a Professional Change Request

A complete request uses standardized sections so reviewers can quickly assess scope, impact, and compliance with contract terms.

Change Summary

Concise statement of the proposed change, its purpose, and the deliverables affected. Should allow reviewers to understand the request in one or two sentences.

Scope Impact

Detailed description of how requirements, specifications, or deliverables will be altered, including any acceptance criteria or testing modifications required.

Schedule Update

Revised milestones, critical path impacts, and a clear explanation of how the change affects project deadlines and deliverable dates.

Cost Implications

Estimated direct and indirect costs, billing adjustments, and whether the change requires a contract amendment or change order for invoicing.

Approvals Required

Roles and authority levels needed to approve the change, including any contract signatory or executive authorization thresholds.

Attachments

List of supporting materials such as revised drawings, specifications, test plans, or vendor quotes that substantiate the proposed change.

Configuring an Online Change Request Workflow

When automating the request, configure required fields, approver routing, and notifications to match your organization policy.

Field	Configuration
Conditional Fields	Show cost fields only if 'Cost Implication' is Yes.
Required Approvers	Set role-based approvers and escalation order.
Notification Rules	Email and SMS alerts for pending approvals and overdue actions.
Audit Trail	Enable time-stamped logs and attachment versioning.

Where to Send a Completed Change Request

Route the signed request to all stakeholders and the project record repository so implementation and auditability are preserved.

Project Management Office: Primary repository for approved change requests and master schedule updates.
Contract Administration: For contract amendments, including notice and billing changes.
External Vendor: Send approved changes to suppliers or subcontractors when deliverables are impacted.
Document Repository: File signed version and audit trail in the official project document store.

Distribution Channels and File Format Considerations

Use secure, auditable channels for distribution and choose formats that preserve content and signature integrity.

Accepted Formats: PDF, Word DOCX, and secure HTML snapshots.
Delivery Methods: Email with encrypted attachments, secure signing links, or SFTP for large files.
Integrations: Connectors for PMIS, CRM, and cloud storage systems.

Ensure the chosen platform supports audit trails, version control, and export of a complete signed record to the project archive for future review.

Typical Timelines and Deadlines for Processing a Change Request

Set clear internal deadlines for each stage to avoid schedule slippage and ensure timely review of risk and cost.

Submission Date:

Date the request is filed; starts the review clock.

Impact Review Window:

Typical 5–10 business days for technical and cost assessment.

Approval Deadline:

Decision required within the timeframe specified in contract governance.

Implementation Window:

Period in which approved changes are scheduled and executed.

Record Retention Start:

Date signed request is archived for retention tracking.

Key Milestones from Request to Implementation

Track these sequential milestones to ensure accountability and timely execution across stakeholders.

01

Submission

Formal request submitted with supporting documentation.

02

Review & Impact Analysis

Technical, schedule, and cost impacts are documented.

03

Approval Decision

Authorized signatory approves, rejects, or requests revision.

04

Implementation Verification

Confirm changes applied and update project records.

Frequent Preparation Errors to Avoid

Incomplete scope descriptions that force multiple follow-up clarifications and delay approval.
Missing cost estimates or undisclosed third-party impacts that undermine approval authority.
Incorrect or absent approver information causing routing failures and noncompliant approvals.
Unattached supporting documents such as revised drawings or vendor quotes that are essential for review.

Consequences of an Incorrect or Unapproved Change Request

Contract Delay: Delayed deliverables and milestone schedule shifts.

Cost Overruns: Unapproved expenses billed without contractual basis.

Noncompliance: Breach of contract terms or procurement rules.

Rejection Risk: Request may be returned, requiring rework and time.

Liability Exposure: Increased dispute or indemnity risk for implementers.

Audit Findings: Negative findings during internal or external audits.

Typical eSignature Vendor Pricing and Feature Snapshot

Compare entry-level pricing and key feature availability for common eSignature providers; signNow is listed first per table convention.

	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

Frequently Asked Questions About Project Specification Change Requests

Answers to common questions about validity, signatures, and processing help avoid delays and ensure compliance.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. §7001) and state UETA laws when intent, consent, attribution, and retention requirements are met.
Do all change requests require notarization?
Not usually. Notarization is only necessary where state law or the contract requires it, such as changes tied to real property conveyances or other statutory formalities.
Who must sign to authorize a change?
The signatory should be an individual with authority per the contract's approval matrix or signature block; verify delegated authority before execution.
How do I correct a signed change request?
If a signed request contains an error, prepare an addendum or new change request and obtain the same level of approval as the original to maintain an auditable record.
Can I use remote online notarization?
Remote online notarization (RON) is permitted in many states if the notary and technology meet state RON requirements; verify your state's rules before relying on RON.
What records should be archived?
Archive the fully executed request, attachments, the audit trail showing signer identity and timestamps, and any related approval emails to satisfy retention and audit requirements.

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