Change Order Form Template
Change Order Form Template
Manage client change requests and contract changes with this change order form template, designed to streamline the change order process.
Who this template is for
Customer success managers, account managers, and sales reps who need a clear, structured way to document and approve project changes to a project’s scope, timeline, or budget. Whether they’re upgrading to more features or adding to the project scope, this template can help.
What this template is for
This change order form template helps sales teams manage project changes efficiently by keeping all change requests in one place. It ensures that both stakeholders—contractors and clients—are aligned on project updates, minimizing miscommunication and disputes. With a standardized form, you can clearly outline the description of change, its impact on the original contract, and the necessary approvals required to move a project forward.
How to use this template
- Sign up for a free Dock account to access and customize your template.
- Create a new workspace and select the change order form template.
- Personalize the template by adding your company branding, project details, and approval workflows.
- Save your customized version as a reusable template for future projects.
- Generate a new change order form for each proposed change and share it with stakeholders for review.
- Use the workspace as a single source of truth, tracking change order documents, approvals, and project updates in one place.
What’s in this template?
Scope Changes
Explain at a high level what changes need to be made to your agreement, including the original scope of work, net-new project change orders, and the business impact.
Change Order Proposal
Outline in detail the requested changes, line by line. This includes annual contract changes, new implementations, cost changes, and the total cost impact.
Why use Dock’s Change Order Form Template?
Dock’s change order form template is the easiest way to track, approve, and document project changes without the usual back-and-forth.
With Dock, project teams get a shared workspace where they can submit, review, and approve change orders in one place—eliminating scattered emails, missing approvals, and misunderstandings. Since clients can access the change order form with just their email, there’s no need to set up new accounts or manage multiple logins.
Dock’s flexible workspace lets you organize change order documents alongside business contracts, project details, and key files, making it simple to see the full impact of a proposed change before approving it. And with built-in analytics, you can track when stakeholders open the form and how they engage with it.
Best of all, you can templatize your change order process. Save your customized change order form as a reusable template and use it for every project—ensuring consistency while still allowing for easy revisions.
Here’s what else the change order form template can do for you:
Keep projects on track
- Maintain a clear, documented history of all change orders.
- Ensure both parties sign off on revisions before work begins.
- Prevent scope creep by setting clear expectations and approvals.
Streamline client collaboration
- Provide a single location for submitting and reviewing change order requests.
- Automatically notify stakeholders when a change order request form needs approval.
- Keep all change order documents and discussions in one workspace.
Reduce risk and disputes
- Create a clear audit trail of every change order request and approval.
- Standardize how change orders are documented to avoid misunderstandings.
- Ensure project changes are always accessible to all stakeholders.
Save time with a repeatable process
- Customize the template to fit your project management workflow.
- Save your version as a free change order template for future use.
- Quickly generate and share new change orders without starting from scratch.
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How do I use this template?
Sign up for Dock for free, create a new workspace, and select the change order form template. Customize it to fit your project management process, then save it as a reusable template. For each project change order, generate a new form and share it with your team and stakeholders.
Is this template free?
Yes. Dock is free to try for up to fifty workspaces. Every paid Dock plan includes unlimited template and workspace usage.
Can I modify this template?
Yes, you can customize the template to match your project workflow. You can also modify each change order form before sharing it with stakeholders.
Can I personalize this template for every client?
Yes. You can update project details, client names, pricing, and any other fields to ensure each change order form is specific to your project.
Can I share this template with my team?
Yes. You can keep the template private for personal use or share it with your team. Dock allows you to control visibility settings so only the right people have access.
What is a change order form?
A change order form is a document used in project management to record and approve modifications to a business contract. It serves as an official agreement between the client and your team, ensuring that all change order documents are properly documented and executed.
What is a project change order?
Similarly, a project change order is a formal document that details a requested change to the original contract. It must be reviewed and approved before any modifications to the scope of work take place.
When should you use a change order form?
A change order form should be used anytime a project requires modifications that affect the original contract, project scope, or completion date.
Change order form mistakes to avoid
- Missing information: Make sure to fully document all proposed changes to a contract, as well as relevant information like project name, key stakeholders, the change order number, and any additional deliverables that will be needed.
- Forgetting cost changes: Always document how a proposed change affects the total cost to prevent disputes.
- Ignoring completion dates: Delays can affect an entire project, so update the completion date as needed.
How to share a change order form with clients
- Send a shared Dock workspace link instead of an email attachment. Clients can access the form, review changes, and approve in one place.
- Introduce the workspace early so clients know where to find change requests when needed.
- Use notifications and reminders to keep approvals moving. Dock alerts stakeholders when an update is made, preventing delays.
Do change orders need to be signed?
Yes. A change order should always be signed by both the contractor and client to ensure mutual agreement on the updated scope, timeline, and cost before implementation.
How do change orders impact the project timeline?
Change orders can extend project timelines depending on the scope of the modification. Amendments to one area of the contract can impact whether or not a project is completed on time. It’s best to document the expected timeline impact in the change order form to keep all parties aligned.
How do I keep track of multiple change orders?
Using a tool like Dock helps centralize all change orders in one place, allowing you to track approvals, document updates, and maintain a clear audit trail.
Can I attach supporting documents to a change order?
Yes. Dock allows you to embed project plans, estimates, and other supporting documents directly into the change order workspace, ensuring everything is easily accessible.
What happens if a client disputes a change order?
If a client disagrees with a change order, you should refer to the original contract terms and any supporting documentation. Having a detailed history of all requests and approvals in Dock can help resolve disputes more efficiently.
How do I make sure my team follows a standardized change order process?
By creating a template in Dock, you can ensure every team member follows the same structured approach. You can also set permissions so only approved team members can modify or approve change orders.
What industries commonly use change order forms?
Change order forms are most commonly used in the construction industry, software development industry, and event planning industry—any industry where project scopes frequently change and need formal documentation. Dock’s change order template is designed to work well for any industry, whether it’s a construction project or a procurement deal.
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