Can this form be signed electronically?

Yes. Most states accept electronic signatures under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Verify exceptions such as notarized acknowledgements or specific state requirements before relying on e-signatures for final recording.

Do I need a notary or witnesses?

Not usually for standard change forms, but certain jurisdictions or contract clauses may require notarization or witness attestation. Check state rules and the primary contract; use remote online notarization where permitted and when a notarized acknowledgement is specified.

What happens if names do not match IDs?

Mismatched names can delay processing, prevent vendor registration, and trigger backup withholding for payments. Correct errors before signing or include an attestation explaining the difference and supporting ID documents to reconcile records.

Is a PKI-based digital signature required?

Digital (PKI) signatures are a stronger subset of electronic signatures and may be required by regulated industries or 21 CFR Part 11 workflows. For most commercial change orders, an audit trail-based e-signature suffices under ESIGN/UETA.

How long should I keep the signed form?

Retain according to business and legal requirements: at least three years for tax purposes (IRC §6501(a)), six years for HIPAA-related records (45 CFR §164.530(j)), and longer where state law or contract demands.

Can the form be amended after signing?

Yes, by executing a new change form or an addendum signed by the same parties. Clearly reference the original change order number and date to maintain auditability; avoid handwritten corrections without signatures.

Electronic Signature
Templates
Miscellaneous
Window Option Change Form

Window Option Change Form

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

Window Option Change Form

Project and Parties

Project Name Client Name Company / Builder

Change Request No.: Original Contract Date:

Recitals

WHEREAS, Client entered into an original purchase agreement or construction contract with Company for the Project identified above on the date indicated as Original Contract Date; and

WHEREAS, Client requests a modification to window selections, finishes, or specified options for one or more units within the Project, and Company is willing to accept the modification subject to the terms and additional charges set forth in this Window Option Change Form; and

WHEREAS, the parties intend for this form to operate as a change order to the original agreement and to govern the specific scope, cost, timing, and related obligations for the window option changes described below.

Scope of Work

Detailed description of window option changes

Itemized Option Changes

Provide each change as a separate line. Additional lines may be attached and incorporated by reference.

Change Line 1 — Description

Change Line 2 — Description

Subtotal of Option Changes

Payment Terms

Additional Amount Due:

Payment Schedule / Instructions

Late Fee for Delinquent Payment: Payment Due By:

Term and Termination

Effective Date: Anticipated Completion / End Date:

Either party may terminate this change order if the other materially breaches its obligations and fails to cure within following written notice. Termination of this change order does not relieve Client of payment for work performed and materials ordered through the date of termination.

Confidentiality

The parties acknowledge that pricing, specifications, and certain project details may constitute confidential business information. Each party agrees to hold confidential information received from the other in strict confidence and not to disclose such information except as required by law or with prior written consent. Confidentiality obligations shall survive termination of this change order for a period of two years.

Representations and Warranties

Company represents that work performed pursuant to this change order will conform to the Scope of Work and industry standards. Client acknowledges that selections and color matches are subject to normal material tolerances and that final finish may vary. Company makes no additional warranties beyond those set forth in the original contract, except as expressly stated in writing in this change order.

Governing Law; Dispute Resolution

This Window Option Change Form shall be governed by and construed in accordance with the laws of the state of without regard to conflict of law principles. Any dispute arising out of or related to this change order shall be resolved according to the dispute resolution provisions of the original agreement between the parties, unless otherwise agreed in writing.

Entire Agreement

This Window Option Change Form, together with the original contract and any prior written change orders expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof. To the extent of any inconsistency, the terms of this change order shall govern the specific items changed.

Authorization and Acknowledgment

By signing below, Client authorizes Company to proceed with the described window option changes in accordance with the Scope of Work and Payment Terms set forth above. Client acknowledges additional charges may apply for field modifications, concealed conditions, or delays not caused by Company; such charges will be invoiced separately and are due under the Payment Terms.

Client confirms selections and accepts responsibility for verifying measurements, finishes, and option codes prior to installation. Company will make commercially reasonable efforts to accommodate requested installation dates but will not be liable for delays caused by supply chain issues, permitting, weather, or Client-directed changes.

Client Printed Name:

By:

Date:

Company Printed Name:

By:

Date:

What the Window Option Change Form Is and Why It Exists

The Window Option Change Form documents a buyer or tenant's selection, modification, or cancellation of window-related options in a property transaction or renovation order. It records parties, property identification, original option, requested change, cost adjustments, and effective date. The form is used to create clear contractual evidence of scope and pricing changes, to authorize vendor work, and to update purchase or lease exhibits. Properly completed, it reduces disputes by providing an auditable record suitable for electronic signature, archival, and integration into project or lease files.

Why a Clear Change Form Matters for Projects and Leasing

Using a Window Option Change Form clarifies price and scope changes, creates a written record for accounting and permitting, and helps reduce disagreements by documenting consent and cost allocations. It also streamlines approvals when incorporated into electronic workflows and audit trails.

Who Typically Completes or Signs a Window Option Change Form

Typical users include project managers, property owners, contractors, and leasing agents who need recorded changes to window options.

Property owners and buyers who change upgrade selections during purchase or build.
General contractors and subcontractors updating work scope and ordering replacement materials.
Leasing managers revising tenant-paid upgrade options and lease exhibit attachments.

After completion, distribute copies to all signatories and retain a signed version in the project record.

Representative Roles and How They Use the Form

Project Manager

Oversees construction schedule and vendor orders; completes the form to authorize option changes, confirm pricing adjustments, and ensure procurement aligns with revised delivery dates. Maintains records for change orders and coordinates signatures from owner and contractor.

Property Owner

Reviews cost and schedule impacts, signs to accept charges, and keeps a copy for warranty and invoice reconciliation. Uses the form to track elected upgrades and to resolve disputes about scope or price differences during final inspection and closing.

Key Security and Compliance Controls to Track

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

Audit Trail: Full action log with timestamps

HIPAA Support: BAA available for covered entities

Access Controls: Role-based permissions and 2FA

Document Integrity: Tamper-evident PDF and versioning

Compliance Certifications: SOC 2 Type II, ISO 27001

Consequences of Incomplete or Incorrect Change Forms

Delayed Work: Causes schedule slips and extra cost

Incorrect Pricing: Triggers billing disputes and delays

Missing Signatures: May render change unauthorized

Noncompliance with Permit: Fines or work stoppage risk

Tax Withholding: Incorrect reporting risk if contractor paid

Document Rejection: Insufficient data may be rejected

Common Preparation Mistakes to Avoid

Leaving cost fields blank or vague language like 'to be determined' increases disputes and slows vendor ordering and billing.
Failing to reference the original option order or contract exhibit makes it difficult to tie the change to prior approvals.
Not capturing initials or dated signatures from all parties can void consent and open the record to legal challenge.
Using handwritten amendments without updating the electronic record leads to version control problems and lost auditability.

Step-by-Step: Completing the Window Option Change Form

Follow these steps to complete, approve, and distribute the Window Option Change Form so changes are documented and work can proceed.

01

Identify Change: Describe current option and the requested change clearly.
02

Calculate Cost: List price delta, taxes, and any labor fees.
03

Obtain Approvals: Get signatures from owner, contractor, and project manager.
04

Distribute Copy: Provide signed PDF to accounting, procurement, and vendor.

How Electronic Routing and Signing Typically Works

Typical routing uses an electronic workflow: upload, tag fields, invite signers, collect signatures, and archive signed record.

Upload: Attach original contract and option exhibit as PDF.
Tag: Place fields for selection, cost, initials, and signature.
Invite: Send secure link or email with signing order.
Archive: Store signed copy with audit trail in project folder.

Essential Components of a Professional Change Form

A professional Window Option Change Form includes clear identification fields, cost calculations, signature blocks, and references to the primary contract or lease exhibit.

Identification

Record property address, unit number, buyer or tenant legal name, contractor or vendor name, and contact information to ensure changes are attributable and to avoid mismatched records at closing or inspection.

Scope

Describe original window option, new selection, materials, finishes, and any installation notes; include measurements and reference to the original line item or exhibit for clarity.

Pricing

Specify base cost, cost difference, labor charges, taxes, and who bears additional expense; indicate whether price is estimate or firm and how adjustments will be invoiced.

Schedule

State the effective date, expected delivery and installation windows, and any dependencies such as weather or permit approvals that affect timing and acceptance. Also include penalties for missed dates or changes to lead time.

Signatures

Provide signature lines for all parties with printed name, title, date, and space for initials on each page; require signatory authority confirmation to avoid later challenges.

References

Attach or cite the original purchase agreement, change order number, exhibit pages, and permit numbers so auditors and future reviewers can reconcile the change efficiently.

Practical Best Practices for Accurate, Enforceable Forms

Follow best practices to keep the Window Option Change Form accurate, auditable, and enforceable across electronic and paper workflows.

Use clear cross-references to contracts

Reference the contract clause, exhibit number, and original order line to prevent ambiguity. Use exact wording or clause numbers and include hyperlinks or exhibit page numbers in electronic versions for quick verification during audits.

Capture authoritative signer identity and title

Require printed name, job title, and a method to attribute the signature such as an email address, government ID match, or organization authorization. This reduces later disputes over authority to approve changes and billing obligations.

Retain signed records in accessible systems

Store the signed form with a PDF/A copy and an audit trail entry in your document management system. Ensure retrieval policies and backups are in place to meet retention rules and for potential warranty or tax inquiries.

Use consistent numbering and version control

Assign a change order number, increment version fields, and mark superseded documents. Communicate version and effective dates to all stakeholders to avoid executing work based on outdated instructions, which can cause extra cost and warranty disputes.

Timelines, Deadlines, and Processing Expectations

Typical timelines show approval, procurement, and installation windows; internal SLAs and permit lead times affect the schedule and costs.

Approval turnaround target (internal SLA):

Typical internal SLA is 3 to 5 business days for signatures.

Vendor material lead time (estimate):

Ranges from 2 to 8 weeks depending on manufacturer.

Permit and inspection wait times:

Municipal permits can add 2 to 6 weeks.

Installation scheduling window and contractor availability:

Book installers 1 to 3 weeks after approval to confirm dates.

Document retention and start date:

Retention clock typically begins on the signed effective date.

Frequently Asked Questions: Signing, Notarization, and Errors

Answers to common questions about completing, signing, and storing the Window Option Change Form, including electronic signature and notary concerns.

Need help? Contact support

Can this form be signed electronically?
Yes. Most states accept electronic signatures under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Verify exceptions such as notarized acknowledgements or specific state requirements before relying on e-signatures for final recording.
Do I need a notary or witnesses?
Not usually for standard change forms, but certain jurisdictions or contract clauses may require notarization or witness attestation. Check state rules and the primary contract; use remote online notarization where permitted and when a notarized acknowledgement is specified.
What happens if names do not match IDs?
Mismatched names can delay processing, prevent vendor registration, and trigger backup withholding for payments. Correct errors before signing or include an attestation explaining the difference and supporting ID documents to reconcile records.
Is a PKI-based digital signature required?
Digital (PKI) signatures are a stronger subset of electronic signatures and may be required by regulated industries or 21 CFR Part 11 workflows. For most commercial change orders, an audit trail-based e-signature suffices under ESIGN/UETA.
How long should I keep the signed form?
Retain according to business and legal requirements: at least three years for tax purposes (IRC §6501(a)), six years for HIPAA-related records (45 CFR §164.530(j)), and longer where state law or contract demands.
Can the form be amended after signing?
Yes, by executing a new change form or an addendum signed by the same parties. Clearly reference the original change order number and date to maintain auditability; avoid handwritten corrections without signatures.

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