Can a change order be e-signed?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are generally legally valid when the parties demonstrate intent and consent and the record can be retained and reproduced.

Who must sign a change order?

An authorized representative of the contractor and an authorized owner representative should sign. Confirm signer authority via titles and company affiliation to avoid later challenges to validity.

Is notarization required?

Not typically for ordinary change orders. Notarization may be required if state law or contractual terms demand it; verify local rules and lender or permit requirements before requesting notarization.

What if the parties disagree after signing?

Preserve all communications, attachments, and the executed change order. Dispute resolution follows the original contract terms; documented approvals and timestamps strengthen each party’s position.

How do I cancel a change order?

Cancellation should be in writing and signed by the same parties who executed the change order. Note any costs already incurred and whether work must be remediated or compensated.

How should I store signed change orders?

Store executed copies with the main contract file, retain digital audit trails and signed PDFs, and follow retention guidance (see retention timeline). Ensure backups and access controls are in place.

Roofing Change Order

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

ROOFING CHANGE ORDER

WHEREAS

WHEREAS, Owner: and Contractor: entered into a written Roofing Contract identified as Contract Number: dated: for the Project located at: .

WHEREAS, the parties desire to amend the Scope of Work and Contract Price as described in this Change Order; and

NOW, THEREFORE, the parties agree as follows:

CHANGE ORDER DETAILS

Change Order Number Change Order Date Reason for Change Summary Description of Change

SCOPE OF WORK

The Contractor shall perform the following additional or modified work in a professional manner and in accordance with applicable building codes and industry standards:

ITEMIZED COSTS

Item 1 Description Item 1 Amount Item 2 Description Item 2 Amount

Previously Approved Change Orders Total: $

Total Additional Cost (this Change Order): $

PAYMENT TERMS

The parties agree that the Contract Price shall be adjusted by the Net Change specified above. Payment of the Net Change shall be made under the following schedule:

Payment Schedule (describe milestones, percentages, or amounts)

Late payment will incur interest at the rate of on unpaid balances, compounded monthly, beginning thirty (30) days after the due date.

Is this change subject to retainage?

Yes No

TERM, SCHEDULE & TERMINATION

Commencement of the changed work shall begin on or about and is estimated to be completed by unless otherwise extended in writing.

If the Change Order causes a delay to the original contract schedule, the Contract Time shall be extended by calendar days. Any claim for additional time must be supported by contemporaneous documentation.

Either party may terminate performance under this Change Order for material breach if the breaching party fails to cure such breach within days after written notice specifying the nature of the breach.

CONFIDENTIALITY

All non-public information exchanged in connection with this Change Order shall be treated as confidential and shall not be disclosed to third parties without the prior written consent of the disclosing party, except as required by law. This obligation survives completion or termination of the work.

GOVERNING LAW

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

ENTIRE AGREEMENT

This Change Order, together with the original Contract and any prior written change orders, constitutes the entire agreement of the parties with respect to the subject matter hereof. Except as expressly modified by this Change Order, all provisions of the original Contract remain in full force and effect.

ADDITIONAL PROVISIONS

Any additional work not expressly included in the Scope of Work shall not be performed until agreed in writing and signed by both parties. Contractor warrants that materials and workmanship for the changed work shall be in accordance with industry standards and any applicable manufacturer warranties.

Owner

Printed Name:

By:

Date:

Contractor

Printed Name:

By:

Date:

What a Roofing Change Order Is and When It Applies

A Roofing Change Order is a written amendment to an existing roofing contract that documents agreed changes in scope, materials, schedule, or price after the original contract has been executed. It creates a separate, dated record that both owner and contractor sign to confirm consent to the modification, the reason for the change, and any payment or schedule adjustments. Properly executed change orders reduce disputes by clarifying responsibility for added work, cost allocation, and revised completion dates while preserving the original contract terms unless otherwise specified.

Why Use a Formal Roofing Change Order

A formal change order protects both parties by documenting scope, costs, and schedule updates in writing and creating an evidentiary trail for contracting, permitting, and lien purposes.

Who Typically Prepares and Signs Roofing Change Orders

Roofing Change Orders are used by contractors, property owners, project managers, and lenders to confirm agreed project adjustments.

General contractors and roofing subcontractors — prepare technical description, cost estimate, timeline adjustments, and obtain signatures.
Property owners and property managers — review scope, approve costs and schedule changes, and sign to confirm consent.
Project managers and construction administrators — coordinate approvals, attach relevant drawings and notices, and file executed records.

Use the list below to identify common roles and their typical responsibilities when completing a change order.

Step-by-Step: Completing a Roofing Change Order

Follow these sequential steps to prepare, approve, and file a roofing change order consistently and defensibly.

01

Identify Need: Document what changed and why in plain language.
02

Estimate Cost: Prepare a detailed line-item estimate tied to labor and materials.
03

Obtain Approvals: Send the draft to owners and stakeholders for written approval.
04

Execute and File: Collect signatures, date the document, and attach to the project file.

Essential Components to Include in a Professional Change Order

A complete Roofing Change Order contains specific elements that make it enforceable and useful for project administration and dispute resolution.

Identifier

Unique change order number and a clear reference to the original contract to ensure traceability across project records and invoices.

Scope

Precise description of added or omitted tasks, locations on the roof, quantities, and applicable drawings or sketches; include serial numbers for specific materials if relevant.

Cost Breakdown

Line-item pricing for materials, labor, equipment, taxes, and overhead with subtotal, contingency, and total net change amount.

Schedule Impact

New completion dates or milestone adjustments plus any acceleration or delay costs tied to the change.

Approvals

Designated signature lines for contractor, owner, and any required third parties; include printed name, title, company, and date.

Attachments

Reference to supporting documents such as revised drawings, product data, photos, permit amendments, and any testing or inspection reports.

Key Authentication, Compliance, and Storage Considerations

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

Audit Trail: Tamper-evident timestamps and access logs

HIPAA: Compliant — BAA required

ESIGN / UETA: Legally recognized e-signatures

21 CFR Part 11: Supported for regulated records

SOC 2: SOC 2 Type II certification

How to Configure an Online Change Order Workflow

Set up a clear digital workflow to accelerate approvals while preserving a legal audit trail.

Field	Configuration
Signature Order	Sequential or parallel signer routing
Authentication	Email link, SMS code, or two-factor
Attachments	Allow PDF, DOCX, and image uploads
Retention	Auto-archive signed copy and audit log

Digital Signing and Delivery: Platform Requirements

Choose a platform that supports common file formats, integrations, and required authentication levels for construction workflows.

File Formats: PDF, Word DOCX, Excel
Integrations: Salesforce, NetSuite, Procore, Google Workspace
Advanced Auth: SMS codes, KBA, SSO

Where to Send an Executed Roofing Change Order

After signatures, route executed copies to stakeholders and the project record to ensure everyone has the same version.

Owner: Signed copy to owner or property manager for their records.
Contractor: Retain executed copy in contractor project folder.
Lender/Insurer: Send to lender or insurer if change affects financing or coverage.
Permit Office: File with building department only if permit condition changes.

Typical Timelines and Response Expectations

Establish response windows and internal deadlines to keep work and payments aligned after a change order is proposed.

Proposal Response Time:

Contractors often request written owner approval within 3–7 business days to avoid schedule hold.

Work Authorization:

Do not begin changed work until the change order is signed unless contract allows verbal authorization.

Invoice Timing:

Invoice per contract terms after executed change order; adjust payment milestones as specified.

Permit Amendment:

Submit permit amendments promptly if the change alters approved scope; local timelines vary by jurisdiction.

Dispute Window:

Preserve all change order records for at least 3–7 years depending on retention policy.

Consequences of an Incorrect or Missing Change Order

Payment Disputes: Late or withheld payments

Lien Exposure: Increased risk of mechanics lien claims

Scope Claims: Unclear responsibilities and added change claims

Schedule Delays: Unapproved work can cause timeline disputes

Contract Termination: Material breaches may permit termination

Audit Issues: Inadequate records impede audits and insurance claims

Common Mistakes to Avoid When Preparing a Change Order

Using vague scope language such as 'additional work as required' without measurable quantities or locations increases the chance of disagreements and payment disputes.
Failing to attach revised drawings, photos, or product specifications can create ambiguity about the intended work and hamper inspections or permit reviews.
Starting work before the change order is signed may waive contractual rights to recover costs or may trigger owner refusal to pay for the change.
Not keeping a clear audit trail of approvals, communications, and versions makes it difficult to resolve later disputes or support lien defenses.

Comparing eSignature Options for Roofing Change Orders

Platform features and pricing vary; the table below compares common capabilities relevant to executing and storing signed change orders. signNow appears first per vendor ordering requirements.

	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	No	Yes, limited	Yes, limited
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 by plan	Varies by plan	Varies by plan

Real-World Examples of Roofing Change Orders

These short examples show how change orders are used in typical project scenarios.

Martin Properties

Martin Properties used a Roofing Change Order to standardize amendments across multiple tenant projects and reduce manual rework.

The team implemented on-site and mobile signing capability.
By attaching executed change orders to each project record and making approvals part of the billing workflow, the company improved traceability, reduced invoice disputes, and preserved evidence for warranty and lien defense.

Optica Ventures LLC

Optica Ventures adopted a standardized Roofing Change Order to capture material upgrades, cost adjustments, and revised completion dates across client projects.

The form required clear line-item cost breakdowns and revised timelines.
With signed change orders saved in the project folder and an audit trail retained, billing matched approved scope changes and the firm simplified project closeout documentation.

Practical Tips for Clear and Enforceable Change Orders

Follow these best practices to reduce ambiguity and strengthen enforceability when preparing change orders.

Document Scope Precisely

Describe changes with measurable quantities, locations, and materials. Attach annotated drawings or photos to eliminate interpretive discrepancies during execution or inspection.

Itemize Costs

Provide a clear line-by-line cost breakdown including taxes, allowances, and labor rates so owners can review and accountants can reconcile payments without estimations.

Confirm Signatures

Obtain written signatures from authorized representatives and record printed names and titles. Verify signer authority to avoid later challenges to approval validity.

Maintain Version Control

Keep a single executed final copy attached to the contract. Archive older drafts with timestamps and do not let unsigned drafts circulate as authoritative documents.

Frequently Asked Questions About Roofing Change Orders

Answers to common questions about execution, e-signing, authority, and dispute handling for Roofing Change Orders.

Need help? Contact support

Can a change order be e-signed?
Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are generally legally valid when the parties demonstrate intent and consent and the record can be retained and reproduced.
Who must sign a change order?
An authorized representative of the contractor and an authorized owner representative should sign. Confirm signer authority via titles and company affiliation to avoid later challenges to validity.
Is notarization required?
Not typically for ordinary change orders. Notarization may be required if state law or contractual terms demand it; verify local rules and lender or permit requirements before requesting notarization.
What if the parties disagree after signing?
Preserve all communications, attachments, and the executed change order. Dispute resolution follows the original contract terms; documented approvals and timestamps strengthen each party’s position.
How do I cancel a change order?
Cancellation should be in writing and signed by the same parties who executed the change order. Note any costs already incurred and whether work must be remediated or compensated.
How should I store signed change orders?
Store executed copies with the main contract file, retain digital audit trails and signed PDFs, and follow retention guidance (see retention timeline). Ensure backups and access controls are in place.

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