Can a change order be signed electronically?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted; verify any contract-specific signature requirements or statutory exceptions before relying solely on e-signatures.

What if the signer’s name doesn’t match records?

A name mismatch can complicate enforcement. Resolve by adding printed name and title, attaching proof of authority, or having the signer provide a declaration; consistent naming and signer authority reduce the risk of challenged approvals.

Do change orders require notarization?

Not typically. Most change orders do not require notarization; however, specific contract clauses or state procurement rules may ask for notarized approvals—confirm contract language and local requirements.

How do I revoke or cancel a proposal?

Withdraw the proposal in writing and notify all recipients. If already signed, execute a formal amendment or reversal signed by authorized parties; maintain copies of withdrawal notices for the project record.

How long should executed change orders be kept?

Retain executed change orders for at least three years after filing for tax purposes (IRC §6501(a)), seven years for many project records, and six years for HIPAA-covered healthcare records (45 CFR §164.530(j)).

What should I do when parties disagree on cost?

Document both positions, provide supporting quotes or time logs, and follow contract dispute resolution steps; preserve all communications and estimates as evidence in case of arbitration or litigation.

Electronic Signature
Templates
Miscellaneous
Proposal for Change Order

Proposal for Change Order

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

PROPOSAL FOR CHANGE ORDER

Recitals

WHEREAS, Client Name: and Contractor Name: entered into a written Contract identified by Contract Number: dated Effective Date: for work at Project Address: .

WHEREAS, the parties desire to modify the scope, schedule, and/or contract sum by issuing this Proposal for Change Order No.: , with an Effective Date: .

WHEREAS, this Proposal describes the modifications, adjustments to contract sum, and any changes to the Contract Time, and sets forth the conditions under which the parties will accept such modifications.

Parties and Contact Information

Client (Owner) — Full legal name Owner Address Contractor — Full legal name Contractor Address

Scope of Work — Proposed Change

Describe the proposed work in detail Attachments included with this Proposal

Change Order Price and Payment Terms

Contract Sum Adjustment (increase/decrease): $

Basis for adjustment (check applicable)

Lump Sum Unit Price Time & Materials

Payment schedule / milestones

Invoices for this Change Order shall be submitted to: and payment shall be due within days of approval of the invoice.

Late payment

Late payment shall accrue interest at the rate of or at the maximum rate permitted by law, plus reasonable collection costs.

Effect on Contract Time and Schedule

Proposed adjustment to Contract Time: calendar days. Anticipated revised completion date: .

The Contractor represents that the change described herein does/does not (select one) impact other trade scopes beyond those expressly identified in this Proposal. Cost and time impacts for any additional affected scopes are to be negotiated in good faith and documented by additional change orders as required.

Term and Termination

This Proposal becomes effective upon execution by both parties on Effective Date: and shall remain in effect until the Work described herein is completed or until End Date: , unless earlier terminated in accordance with the Contract.

Either party may terminate this Proposal for material breach by the other party upon days' prior written notice, provided the breaching party fails to cure within such period. Termination shall be without prejudice to any rights or remedies that accrued prior to termination.

Confidentiality

The parties acknowledge that non-public technical and business information exchanged in connection with this Proposal is confidential. Each party shall maintain such information in confidence and shall not disclose it to third parties except to the extent necessary to perform the Work or as required by law. Confidential information shall not include information that is or becomes public through no wrongful act of the receiving party.

Representations and Warranties

Contractor warrants that all labor and materials furnished under this Change Order will be free from defects and performed in a workmanlike manner consistent with industry standards. Owner warrants that it has the authority to approve this Change Order and to make the adjustments to the Contract Sum and Contract Time as proposed herein.

Governing Law

This Proposal shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of laws principles.

Entire Agreement

Except as expressly modified hereby, the terms and conditions of the original Contract remain in full force and effect. This Proposal, when executed by both parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, representations, or agreements, whether written or oral, relating to the same.

Miscellaneous

No modification to this Proposal shall be effective unless made in writing and signed by authorized representatives of both parties. If any provision of this Proposal is held invalid or unenforceable, the remainder of the Proposal shall continue in full force and effect.

Additional notes or clarifications

Owner / Client:

Printed Name:

By:

Date:

Title/Capacity:

Contractor:

Printed Name:

By:

Date:

Title/Capacity:

What a Proposal for Change Order Is and When it Applies

A Proposal for Change Order is a written request to alter a contract's scope, price, or schedule and is commonly used in construction and project-based contracts to document proposed modifications before they are executed. It typically describes the change, quantifies cost and time impacts, explains technical or design adjustments, and lists supporting attachments such as drawings, specifications, or cost breakdowns. The proposal becomes binding only after required approvals and signatures are obtained; electronic signatures are generally acceptable under federal and state e-signature laws such as the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted.

Why a Clear Change Proposal Matters

A professional Proposal for Change Order reduces disputes, documents authorization and cost allocations, preserves audit trails for claims, and ensures consistent project records for owners, contractors, and subcontractors under applicable laws including ESIGN and UETA.

Who Typically Prepares and Signs Change Proposals

Ensure the person who signs is authorized under the contract; unauthorized signatures can create disputes or invalid approvals.

General Contractor — Prepares detailed cost and schedule impact; routes to owner and affected subcontractors for approval.
Subcontractor or Vendor — Submits proposed work changes and supporting estimates when scope deviates from the original contract.
Owner / Project Manager — Reviews, negotiates, and signs to authorize budget and schedule adjustments.

Essential Parts of a Professional Change Proposal

A complete Proposal for Change Order presents facts, calculations, and approvals so reviewers can evaluate cost, time, and technical consequences without follow-up.

Change Description

Concise narrative of the proposed modification, including location, affected work, and any referenced drawings or specification sections.

Scope Impact

Clear statement of which contract items or deliverables are added, modified, or deleted and whether work is additive or deductive.

Cost Estimate

Line-item pricing with labor, materials, equipment, markups, and assumptions; indicate fixed price or time-and-materials basis.

Schedule Effect

Number of calendar or working days added or removed, critical-path implications, and required sequencing adjustments.

Authorization

Designated signatory block(s) for all parties with printed name, title, and signature date to confirm approval.

Attachments

Supporting documents such as revised drawings, supplier quotes, test reports, or change calculations to substantiate the proposal.

Key Compliance and Security Considerations

Legal Framework: ESIGN/UETA acceptance

Audit Trail: Timestamps and action logs

Encryption: TLS 1.2/1.3 in transit

Data at Rest: AES-256 encryption

Industry Standards: SOC 2 Type II available

Healthcare Use: HIPAA requires BAA

Step-by-Step: Creating and Completing a Change Proposal

Follow a consistent approval workflow to reduce back-and-forth and keep the project schedule aligned.

01

Prepare Request: Draft description, attach drawings, and build a cost estimate.
02

Internal Review: Route to estimating and project leads for validation before sending externally.
03

Submit to Approver: Send the proposal to the owner or contract administrator for authorization.
04

Document Outcome: Record approvals, apply signed changes to project schedules and budgets.

Digital Workflow Overview from Draft to Signed Change

A streamlined eSubmission workflow reduces delays and ensures a complete audit trail from routing to signature.

Upload Document: Import PDF or DOCX of the proposed change with attachments.
Place Fields: Add signature, date, and calculated cost fields as needed.
Invite Signers: Send by email or share a secure signing link; choose authentication level.
Finalize: Collect signatures, generate certificate of completion, and distribute executed copy.

Configuring an Online Change Order Workflow

Set up the routing and authentication settings before sending to reduce signer friction and preserve evidentiary value.

Field	Configuration
Authentication Level	Email link \| SMS code \| KBA as required
Signing Order	Sequential or parallel routing based on contract
Mandatory Fields	Enforce cost, signature, and date fields
Attachments	Require upload of quotes or drawings

Technical and Integration Considerations for eSubmission

Validate integrations where change orders update ERP or accounting records to avoid duplicate manual entry and ensure traceability across systems.

File Formats: PDF and DOCX supported
Integrations: Connectors to NetSuite and Salesforce
Browser Support: Modern browsers and mobile devices

Typical Timeframes and Deadlines to Track

Change proposals trigger contract-specific response periods; track submission dates and contractual review windows to avoid missed approvals.

Contractor Response Time:

Often 7–14 days to accept or counter the proposal

Owner Approval Window:

Commonly 14–30 days depending on contract terms

Effective Date:

Usually the date of final signature unless contract specifies otherwise

Payment Adjustment:

Applied on next invoice cycle; check contract billing terms

Recordkeeping Start:

Retention begins from execution date for retention timelines

Key Processing Milestones from Submission to Closeout

Track these sequential stages so each milestone is visible to stakeholders and linked to dates and responsible parties.

01

Request Submitted

Originator files proposal and attaches supporting documents.

02

Estimate & Review

Project leads assess cost and schedule impact.

03

Approval & Signature

Authorized signers approve and date the change order.

04

Implement & Archive

Update project baseline and retain executed documents.

Common Preparation Errors to Avoid

Omitting itemized cost detail, which forces rework and increases dispute risk between contractor and owner.
Using vague descriptions of work that leave room for differing scope interpretations and downstream claims.
Routing to an unauthorized signer, which can invalidate approval and delay project execution while permissions are confirmed.
Failing to attach supplier quotes or drawings, which undermines cost credibility and slows approval.

Potential Consequences of an Incorrect or Unapproved Change

Delay Claims: Schedule slippage and extension disputes

Payment Disputes: Withholding or contested invoices

Contract Breach: Work performed without authorization

Liquidated Damages: Monetary penalties for missed deadlines

Tax Implications: Cost reallocation affecting tax reporting

Invalid Approval: Signatures by unauthorized personnel

Typical eSignature Vendor Comparison for Executing Change Orders

eSignature platforms vary on price, bulk-send, HIPAA support, and envelope or session limits; pick a vendor that matches your volume 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 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 env/user/yr	Varies	Varies	Varies

Real-World Examples of Change Order Usage

These brief case sketches show how organizations document and authorize change orders in practice.

Martin Properties — Tim Martin, Founder

A small property developer standardized change proposals to avoid site delays

Used mobile-ready forms for on-site approvals
The team reported that consistent, documented approvals reduced rework and helped maintain schedules while preserving an audit trail.

BIS — Dan Rotelli, CEO

An enterprise integrator centralized change requests into a single workflow

Integrated approvals with project accounting
Centralization improved visibility across departments and simplified reconciliation of contract amendments with billing records.

Typical Authorized Signers and Their Responsibilities

Brian Fitzgibbons, COO

As COO, the signer's role is to confirm business approval and budget availability for change orders. Responsibilities include validating cost estimates, confirming schedule impacts, and ensuring that the change complies with contractual terms before signing.

Tim Martin, Founder

In smaller organizations the founder or principal often acts as the authorized signer, reviewing both commercial and technical elements and providing final authorization to proceed with the proposed change.

Frequently Asked Questions About Proposals for Change Orders

Answers to common questions on signing, revocation, recordkeeping, and legal validity for change proposals.

Need help? Contact support

Can a change order be signed electronically?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted; verify any contract-specific signature requirements or statutory exceptions before relying solely on e-signatures.
What if the signer’s name doesn’t match records?
A name mismatch can complicate enforcement. Resolve by adding printed name and title, attaching proof of authority, or having the signer provide a declaration; consistent naming and signer authority reduce the risk of challenged approvals.
Do change orders require notarization?
Not typically. Most change orders do not require notarization; however, specific contract clauses or state procurement rules may ask for notarized approvals—confirm contract language and local requirements.
How do I revoke or cancel a proposal?
Withdraw the proposal in writing and notify all recipients. If already signed, execute a formal amendment or reversal signed by authorized parties; maintain copies of withdrawal notices for the project record.
How long should executed change orders be kept?
Retain executed change orders for at least three years after filing for tax purposes (IRC §6501(a)), seven years for many project records, and six years for HIPAA-covered healthcare records (45 CFR §164.530(j)).
What should I do when parties disagree on cost?
Document both positions, provide supporting quotes or time logs, and follow contract dispute resolution steps; preserve all communications and estimates as evidence in case of arbitration or litigation.

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