Are electronic signatures valid on change orders?

Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes when the signature demonstrates intent, consent, attribution, and record retention. Exceptions like wills do not apply to typical construction change orders.

Do change orders require notarization or witnesses?

Generally no for most states; however, specific public contracts or owner requirements may ask for notarization. Check contract terms and state rules; Florida and New York may have additional formalities for certain documents.

What if the contractor signs but the owner does not?

If the prime contract requires owner approval for cost or schedule changes, the change is not effective until the owner signs. Keep interim notices and provisional agreements in writing to protect entitlement to time or payment.

How should disputes over a change order be handled?

Refer to the dispute resolution clause in the subcontract. Preserve contemporaneous records, correspondence, and supporting documents. Consider mediation or expert time-impact analysis before escalating to arbitration or litigation.

Can I revise a signed change order?

Yes, by executing a subsequent change order or amendment signed by the same authorized parties. Clearly reference the prior change order number and describe the revision to maintain a clear audit trail.

What records should be retained for audits?

Retain signed change orders, supporting quotes, correspondence, and payment records. Follow federal rules such as IRC §6501(a) for tax relevance and HIPAA retention if healthcare applies; many organizations keep records seven years for contract audits.

Electronic Signature
Templates
Legal
Subcontractor Change Order Form

Subcontractor Change Order Form

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

SUBCONTRACTOR CHANGE ORDER FORM

This Subcontractor Change Order is entered into as of by and between Contractor: and Subcontractor: .

RECITALS

WHEREAS, Contractor and Subcontractor entered into a Subcontract dated (the "Subcontract") for work at the Project described as: ; and

WHEREAS, Contractor desires to authorize changes to the Subcontract Work and Subcontractor agrees to perform such changes under the terms and conditions set forth in this Change Order; and

WHEREAS, the parties intend by this instrument to document and authorize adjustments to the Contract Price, Contract Time, and other terms of the Subcontract as specified below.

NOW, THEREFORE

In consideration of the mutual covenants herein, the parties agree as follows:

1. CHANGE ORDER IDENTIFICATION

Change Order Number: Effective Date:

2. SCOPE OF CHANGE

The Subcontractor shall perform the following additions, deletions and/or modifications to the Subcontract Work (the "Change Work"). The Change Work shall be performed in accordance with the Subcontract Documents except as expressly modified herein.

Itemized Change Work (attach sketches/specifications as necessary):

Line	Description	Qty/Units	Unit Price	Line Total

Net Change to Contract Price: Original Contract Sum: New Contract Sum:

3. TIME EXTENSION

The Contract Time shall be adjusted as follows: additional calendar days. New Completion Date: .

4. PRICE ADJUSTMENT AND PAYMENT

Contractor agrees to pay Subcontractor for the Change Work in the amount set forth above subject to adjustments for approved extras, credits, taxes, and retention required by the Subcontract. Payment shall be made in accordance with the Subcontract payment provisions, except as modified below.

Payment Terms (if different from Subcontract): Invoice Submission Instructions:

5. EFFECT ON CONTRACT DOCUMENTS

Except as expressly modified by this Change Order, the Subcontract Documents remain in full force and effect. This Change Order amends only those provisions expressly identified herein and all other terms and conditions of the Subcontract shall remain unchanged.

6. WARRANTIES, INSURANCE, AND INDEMNITY

Subcontractor warrants that all Change Work shall be performed in a good and workmanlike manner and in accordance with the Subcontract requirements. Subcontractor shall maintain insurance coverages and limits as required by the Subcontract and shall indemnify, defend and hold harmless Contractor from and against all claims, liabilities, losses, damages and expenses (including reasonable attorneys' fees) arising out of Subcontractor's performance of the Change Work, except to the extent caused by Contractor's gross negligence or willful misconduct.

7. COORDINATION AND PERFORMANCE

Subcontractor shall coordinate the Change Work with Contractor and other contractors and shall maintain the project schedule. Any acceleration required to meet the revised completion date shall be at Subcontractor's expense unless otherwise agreed in writing.

8. DISPUTE RESOLUTION

Any dispute arising out of or relating to this Change Order shall first be submitted to the parties' project representatives for good faith negotiation. If unresolved, the parties agree to mediation, and if mediation fails, to binding arbitration in accordance with the arbitration provisions of the Subcontract or, if none, under generally accepted construction arbitration procedures. Recovery of attorneys' fees shall be governed by the Subcontract or by applicable law.

9. NOTICES

Formal notices required by this Change Order shall be delivered in accordance with the Subcontract. For convenience, the parties designate the following contacts for notice delivery:

Contractor Notice Address Subcontractor Notice Address Other Notice Instructions

10. AMENDMENTS; WAIVER

This Change Order may not be amended, modified, or waived except by a written instrument signed by authorized representatives of both parties. No waiver of any provision shall be effective unless in writing.

11. GOVERNING LAW; ENTIRE AGREEMENT; SEVERABILITY

Governing Law: This Change Order shall be governed by and construed in accordance with the laws of the state of without regard to its conflicts of law principles.

Entire Agreement: This Change Order, together with the Subcontract Documents referenced therein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations and agreements with respect to the Change Work.

Severability: If any provision of this Change Order is held invalid or unenforceable, the remaining provisions shall continue in full force and effect.

12. ACCEPTANCE

The parties represent and warrant that the individuals signing below are duly authorized to execute this Change Order on behalf of their respective principals and that, upon execution, this Change Order will be binding upon the parties in accordance with its terms.

Contractor:

By:

Date:

Subcontractor:

By:

Date:

What the Subcontractor Change Order Form Is

A Subcontractor Change Order Form documents proposed alterations to an existing subcontract: scope changes, cost adjustments, or schedule revisions. It creates a written record of the requested change, the work affected, estimated price and time impacts, and required approvals. Properly prepared change orders reduce disputes by clarifying responsibilities, payment terms, and acceptance criteria. Use the form whenever work diverges from the original subcontract to create enforceable, auditable evidence of agreement among contractor, subcontractor, and owner or project representative.

Why a Formal Change Order Matters

A written Subcontractor Change Order Form protects parties by documenting the scope, cost, and schedule effects of a change and establishing approval authority and payment terms.

Who Typically Prepares and Reviews Change Orders

Clear routing and role identification reduce approval delays and preserve rights to additional compensation or time extensions.

General contractor or contract administrator — prepares and routes the change order for review and approval on behalf of the prime contract.
Subcontractor or trade contractor — submits cost, labor, and schedule impacts and confirms ability to perform the revised scope.
Owner or project representative — reviews cost and schedule impacts when owner-authorized changes affect project budget or completion milestones.

Typical Signatories and Their Roles

General Contractor — Project Executive

The contractor's authorized representative reviews technical and contract compliance, confirms budget availability, and issues final acceptance or rejection of the change order request. Their signature binds the prime contractor to any agreed changes.

Subcontractor — Authorized Officer

A subcontractor officer or foreman authorized to bind the trade provides the cost estimate, schedule revision, and signature certifying the change can be completed under the stated terms and within any stated warranties.

Essential Components of a Professional Change Order Form

A complete form organizes the change logically so reviewers can quickly assess impact on budget, schedule, and contract obligations.

Header

Project name, subcontract number, and change order number for cross-referencing the original contract and project records; essential for audit trails and document control.

Scope Summary

Concise description of the work added, omitted, or modified. Include technical references such as drawing numbers, specification sections, or site locations to prevent ambiguity.

Cost Breakdown

Itemized labor, materials, equipment, overhead, and markup with subtotal and total figures. Specify whether the price is lump sum or unit-rate based.

Schedule Impact

State any days added or reduced to the contract schedule, identify critical-path effects, and note revised milestone dates or completion deadlines.

Attachments

Reference supporting documents such as revised drawings, vendor quotes, time impact analyses, and photos that substantiate the change and cost estimate.

Approvals

Signature blocks for subcontractor, contractor, and owner (if required), including printed names, titles, dates, and any required notarization or witness details.

Required Fields and Data Elements

Subcontractor Name: Legal company name

Contractor Name: Prime contractor name

Change Description: Concise scope summary

Cost Impact: Dollar amount(s)

Schedule Impact: Days added or reduced

Approval Signatures: Signer name and date

Step-by-Step: Fill and Route a Change Order

Follow these steps to create an auditable change order and secure timely approvals.

01

1. Draft: Populate project, scope, and cost fields accurately.
02

2. Attach Support: Add quotes, drawings, and schedule analyses.
03

3. Route for Approval: Send to contractor and owner as required.
04

4. Archive: Save signed copies in project records.

Configuring an Online Change Order Workflow

Set up an electronic workflow to standardize routing, approvals, and record retention for change orders.

Template	Create a reusable change order template with required fields and attachments.
Conditional Fields	Show cost or schedule fields only when the change impacts price or time.
Signer Roles	Define contractor, subcontractor, and owner signer roles and signing order.
Authentication	Choose email, SMS code, or stronger ID proofing per project risk.
Notifications	Enable automated reminders and completion receipts for all parties.

Digital Signing and File Format Requirements

Ensure the chosen platform provides tamper-evident PDFs, retention of the audit trail, and exportable signed documents for project archives.

File Formats: PDF and DOCX widely supported
Integrations: CRM and ERP connectivity available
Authentication: Email, SMS, or advanced options

Where to Send and File a Signed Change Order

Route completed change orders to defined project repositories and responsible parties to ensure payment and schedule updates.

Contractor Record: Store in the contractor's contract administration folder.
Subcontractor File: Provide a signed copy to the subcontractor for site records.
Owner or PM: Send the owner or PM a reviewed copy where required for budget approval.
Project Archive: Archive in the project management system for auditability.

Typical Timelines and Response Deadlines

Establish clear submission and approval deadlines to avoid delays and disputed entitlement to time or money.

Submission Window:

Submit within contractual notice period, often 7–30 days

Contractor Review:

Contractor typically responds within 7–14 days

Owner Approval:

Owner decision periods vary; document any extensions

Payment Timing:

Payment follows invoicing and any retainage provisions

Record Retention:

Keep signed change orders per retention schedule

Common Mistakes to Avoid

Vague descriptions that fail to tie the change to specific contract drawings or spec sections, leading to disputes.
Omitting a clear cost breakdown or failing to identify whether prices include tax, shipping, or markups.
Skipping signatures or using initials only when the contract requires full authorized signatures or notarization.
Not capturing the effective date or failing to document the work start date, which affects entitlement and schedule impacts.

Risks and Consequences of Incorrect Change Orders

Delay Damages: Loss of entitlement to time extensions

Payment Disputes: Unpaid invoices or back-charges

Lien Risk: Failure to document may impede lien claims

Breach Liability: Contract breach exposure

Regulatory Fines: Industry-specific compliance penalties

Invalid Change Order: Unenforceable without required approvals

Comparison: eSignature Options for Change Orders

Sign and route change orders with platforms that support audit trails, HIPAA/industry compliance, and bulk processing. The table shows starting price and common feature availability across vendors.

	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	Yes, 7-day free trial	Yes	Yes	Yes	Yes
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Use Cases: Real-World Change Order Scenarios

These scenarios illustrate how change orders are used to document scope, cost, and schedule changes across common projects.

Commercial Renovation

A subcontractor discovers structural conditions differing from plans and submits a change order with photos and a vendor quote.

The contractor reviews the cost and requests a time-impact analysis.
After owner approval the change order is signed, the schedule updated, invoices processed, and the signed change order archived with the project records for audit.

Public Works Repair

An unforeseen subsurface condition requires additional excavation and dewatering work not in the subcontract.

The subcontractor proposes a lump-sum change with daily unit charges.
The contracting officer conducts expedited review, approves a provisional notice to proceed, and the final change order is executed once cost documentation is verified and recorded.

Tips for Accurate and Efficient Completion

Adopt consistent habits to shorten approval cycles and reduce disputes.

Use a Standard Template

Maintain a single standardized change order template that includes required fields, checkbox options for common change types, and built-in conditional logic to reduce omissions and speed reviewer understanding across projects and teams.

Attach Verifying Documentation

Always include vendor quotes, revised drawings, or time-impact analyses; attachments substantiate price and schedule requests and are frequently required by owners and auditors before payment.

Keep a Clear Audit Trail

Record every routing action, communication, and approval timestamp digitally. A tamper-evident signed PDF plus an audit log helps establish intent and execution under ESIGN/UETA frameworks when disputes arise.

Define Approval Authority

Document who may approve changes at specified thresholds. Lower-value modifications can be delegated, while high-value or time-impacting changes should require higher-level signoffs to control risk.

Common Questions About Subcontractor Change Order Forms

Answers to frequent questions about validity, signatures, and practical issues when preparing change orders.

Need help? Contact support

Are electronic signatures valid on change orders?
Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes when the signature demonstrates intent, consent, attribution, and record retention. Exceptions like wills do not apply to typical construction change orders.
Do change orders require notarization or witnesses?
Generally no for most states; however, specific public contracts or owner requirements may ask for notarization. Check contract terms and state rules; Florida and New York may have additional formalities for certain documents.
What if the contractor signs but the owner does not?
If the prime contract requires owner approval for cost or schedule changes, the change is not effective until the owner signs. Keep interim notices and provisional agreements in writing to protect entitlement to time or payment.
How should disputes over a change order be handled?
Refer to the dispute resolution clause in the subcontract. Preserve contemporaneous records, correspondence, and supporting documents. Consider mediation or expert time-impact analysis before escalating to arbitration or litigation.
Can I revise a signed change order?
Yes, by executing a subsequent change order or amendment signed by the same authorized parties. Clearly reference the prior change order number and describe the revision to maintain a clear audit trail.
What records should be retained for audits?
Retain signed change orders, supporting quotes, correspondence, and payment records. Follow federal rules such as IRC §6501(a) for tax relevance and HIPAA retention if healthcare applies; many organizations keep records seven years for contract audits.

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