Can a change order be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, electronic signatures are generally legally enforceable if intent, consent, attribution, and record retention are present.

What fields are essential on the form?

Essential fields include change order ID, reference PO/contract number, effective date (MM/DD/YYYY), detailed scope change, cost impact, and authorized signatures; missing items can delay approval.

Do change orders require notarization or witnesses?

Most commercial change orders do not require notarization or witnesses. Exceptions occur for documents tied to real estate or jurisdictions with special execution rules; check state requirements.

Who can sign on behalf of the company?

Only individuals with delegated authority per corporate policy or procurement delegation may execute change orders. Record the approver’s title and authority reference on the form.

How do I revoke or cancel a change order?

A revocation should be documented in writing and signed by authorized parties. Record the cancellation, reason, effective date, and any restitution or reversal instructions.

Where should signed change orders be stored?

Store signed documents in the contract repository and ERP system with an audit trail. Retain for the required statutory period and ensure backups meet your records-retention policy.

Electronic Signature
Templates
Finance
Supplier Change Order Form

Supplier Change Order Form

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

SUPPLIER CHANGE ORDER FORM

Issuing Company (Buyer)

Company Name Address

Contact Name

Phone / Email

Supplier

Supplier Name Supplier Address

Contact Name

Phone / Email

Change Order Details

Change Order Number: Original Purchase Order Number: Issue Date:

Effective Date of Change: Requested By:

Change Type (check all that apply)

Quantity Increase Quantity Decrease Price Change Delivery Schedule Change Add Item Remove Item Other

Brief Description of Change

Itemized Adjustment (if applicable)

Provide each affected line. Use negative values in Change Amount for decreases.

Line	Description	Original Qty	New Qty	Unit Price	Original Amount	Change Amount	New Amount

Subtotal of Change Tax (if applicable) Shipping / Handling Net Change (Increase/Decrease) Revised PO Total

Schedule Impact

Original Delivery Date: Revised Delivery Date: Net Change in Days:

Detailed Schedule Notes

Payment & Authorization

Payment Terms for Change:

Accepted Payment Methods

ACH / Electronic Transfer Check Credit Card Wire Transfer

Late Payment / Dispute Handling

Terms, Representations & Certifications

This Change Order amends only the terms expressly stated herein. Except as modified by this Change Order, all terms and conditions of the original Purchase Order remain in full force and effect. The parties acknowledge that this Change Order constitutes the entire agreement with respect to the changes described and supersedes any prior oral or written representations related to such changes.

The Supplier represents and warrants that all goods and services supplied under this Change Order will conform to the specifications and quality standards of the original Purchase Order and will be free from defects in material and workmanship for the warranty period specified in the original Purchase Order. The Supplier shall indemnify and hold harmless the Buyer from losses, liabilities, and expenses resulting from the Supplier's breach of this Change Order.

If the Change Order increases the price or delivery time beyond thresholds that require higher authorization under Buyer policy, the Buyer confirms that appropriate internal approvals have been obtained and are documented with this form.

Governing Law (State) Additional Terms or Conditions

Authorizations

The undersigned certify that they have authority to execute this Change Order on behalf of their respective organizations. Execution of this form authorizes the Supplier to proceed with the described changes and modifies the Purchase Order only as set forth herein.

Buyer — Printed Name:

By:

Date:

Supplier — Printed Name:

By:

Date:

What a Supplier Change Order Form Is and When It’s Used

A Supplier Change Order Form documents a proposed modification to an existing procurement, purchase order, or contract with a supplier. It records the change request, scope adjustments, cost or schedule impacts, authorization by contract parties, and an effective date. Organizations use change orders to control scope, establish approval traceability, and preserve the original contract terms while documenting agreed deviations. Properly completed change orders reduce disputes, provide an auditable record for finance and procurement, and form the basis for invoicing or revised delivery obligations.

Why a Clear Change Order Form Matters

A standardized Supplier Change Order Form reduces ambiguity, creates a record of mutual consent to scope and price changes, and supports timely payments and auditability.

Typical Users and Signers for a Change Order

Teams that complete or review Supplier Change Order Forms include procurement, project managers, accounts payable, contract administrators, and supplier representatives.

Procurement teams managing vendor relationships and contract compliance.
Project managers documenting scope or schedule changes on active projects.
Finance/accounts payable validating cost adjustments and approving payment terms.

Final signatures usually come from an authorized buyer or contracting officer and an authorized supplier signatory per internal delegation-of-authority rules.

Who Can Sign a Change Order

Buyer Authorized Representative

Procurement manager or contracting officer authorized by company policy to approve price or scope changes. Verify delegation limits in your procurement manual and record authority in the form.

Supplier Authorized Signatory

An officer or representative of the supplier with contractual authority to bind the company. Include printed name, title, and contact details next to the signature block for validation.

Core Sections to Include in a Professional Change Order

A robust Supplier Change Order Form collects identifying details, the change description, impact on cost and schedule, approvals, and references to the original contract or purchase order for clear linkage.

Header

Contract number, original PO number, unique change order ID, and effective date to tie the change to the base agreement and accounting records.

Change Description

Concise narrative of what is changing, including technical specs, quantities, deliverables, or services being added, removed, or modified.

Price and Payment

Itemized price adjustments, taxes, payment timing, invoicing references, and whether the change is a credit or additional charge.

Schedule Impact

Any change to delivery or milestone dates, work duration, or acceptance periods and how delay claims are handled.

Approvals

Designated approval lines with printed name, title, signature, and date for both buyer and supplier; note any delegated authority rules.

Attachments

Supporting documents such as revised drawings, specifications, amended SOW, or cost breakdowns that form part of the change order record.

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

Follow these sequential steps to prepare, obtain approvals, and finalize a Supplier Change Order without interrupting procurement or project workflows.

01

Draft the Change: Complete form fields and attach supporting documents.
02

Internal Review: Route to procurement, project, and finance for impact analysis.
03

Supplier Approval: Send to supplier for review and signature.
04

Finalize and Archive: Record signed copy in contract repository and update PO/ERP.

Typical Online Workflow Settings for Change Orders

Configure these settings in your document or contract management system to automate routing, validations, and notifications for change orders.

Field	Configuration
Approval Routing	Sequential approvers: project manager → procurement → finance
Conditional Fields	Show cost-impact fields only when price changes are selected
Notifications	Email alerts to approvers with SLA reminders
Attachments	Require supporting files for cost or scope changes

How Electronic Change Orders Flow in Practice

An electronic process speeds approvals and preserves an audit trail. The typical flow below shows key interactions from request to archive.

Create Request: Originator completes the change order form and attaches documentation
Route for Approval: System sends to designated approvers per routing rules
Supplier Signs: Supplier reviews and signs electronically via secure link
Archive Record: Signed copy and audit trail saved to contract repository

Platform and Integration Considerations

Ensure your eSignature and document-management platform supports required integrations, secure storage, and required authentication methods.

Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace, Procore compatibility
File Formats: Support for PDF, DOCX, and Excel templates
Authentication: Email links, SMS codes, or advanced signer authentication

Confirm the chosen platform can export signed PDFs, preserve the audit trail, and connect to your ERP or contract repository for automated updates.

Common Preparation Mistakes to Avoid

Incomplete references to the original contract or PO cause uncertainty and delay accounting reconciliation and approval.
Vague descriptions of scope changes invite disputes about deliverables, acceptance criteria, and warranty obligations.
Omitting delegated authority or approver names can invalidate the change and require re-execution.
Failing to attach updated technical documents or drawings leads to implementation errors and potential rework costs.

Risks and Consequences of Improper Change Orders

Payment Delays: Invoices may be withheld pending proper authorization

Contract Disputes: Unclear scope changes can trigger breach claims

Cost Overruns: Unapproved work may not be compensable

Audit Findings: Poor records increase audit risk and compliance issues

Lien Exposure: Construction changes without release can enable liens

Tax Withholding: Incorrect supplier classification may trigger withholding

Typical Timelines and SLA Expectations

Change-order processes usually include fixed response windows and SLA targets to prevent project delays and invoicing gaps.

Submission Window:

Submit change request within contract-specified modification period

Internal Review SLA:

Procurement or PM responds within 5–10 business days

Supplier Response:

Supplier returns signed acceptance within agreed vendor turnaround

Effective Date:

Effective on the date both parties sign unless otherwise stated

Invoice Adjustment Timing:

Price changes applied to the next invoice cycle or specified billing period

Key Processing Milestones

Track these numbered milestones to monitor progress from request to archival and ensure accountability at each stage.

01

1. Request Submitted

Originator completes form and uploads supporting documents.

02

2. Internal Approval

Procurement, project, and finance approve or request revisions.

03

3. Supplier Acceptance

Supplier reviews, negotiates changes, and signs the document.

04

4. Close and Archive

Record signed change order in contract repository and update systems.

eSignature Pricing and Feature Comparison for Change-Order Workflows

Compare entry-level pricing and feature availability to choose an eSignature provider compatible with Supplier Change Order Form workflows and integrations.

	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	Varies by plan	Varies by plan	Trial available	Trial available
Bulk Send	Yes	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions About Supplier Change Order Forms

Answers to common questions about form validity, signing, storage, and correction procedures for Supplier Change Order Forms.

Need help? Contact support

Can a change order be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, electronic signatures are generally legally enforceable if intent, consent, attribution, and record retention are present.
What fields are essential on the form?
Essential fields include change order ID, reference PO/contract number, effective date (MM/DD/YYYY), detailed scope change, cost impact, and authorized signatures; missing items can delay approval.
Do change orders require notarization or witnesses?
Most commercial change orders do not require notarization or witnesses. Exceptions occur for documents tied to real estate or jurisdictions with special execution rules; check state requirements.
Who can sign on behalf of the company?
Only individuals with delegated authority per corporate policy or procurement delegation may execute change orders. Record the approver’s title and authority reference on the form.
How do I revoke or cancel a change order?
A revocation should be documented in writing and signed by authorized parties. Record the cancellation, reason, effective date, and any restitution or reversal instructions.
Where should signed change orders be stored?
Store signed documents in the contract repository and ERP system with an audit trail. Retain for the required statutory period and ensure backups meet your records-retention policy.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now