Projects request template

Change order approval signing request template

A change order records an approved variation to a project's agreed scope, cost or timeline so the change is authorised before work proceeds.

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What is a change order approval?

A change order is the document used to formally vary an existing agreement when the work shifts from what was originally scoped. It describes the change, its effect on price and timing, and confirms that the client has authorised it. Without one, additional work tends to happen on a handshake and then becomes contested when the invoice arrives.

Change orders matter because projects rarely run exactly to plan, and the cost of an undocumented variation usually lands on whoever cannot prove it was approved. A signed change order ties each variation back to the original scope and creates a clear, dated trail of what changed, why, and who agreed to it. That protects margin for the supplier and protects the client from surprise charges.

When to use a change order approval

The client requests work beyond the originally agreed scope
A variation changes the project cost, timeline or deliverables
An unforeseen site or technical issue requires extra work to proceed
You need written authorisation before doing additional billable work

What to include in a change order approval

Change description: what is being added, removed or altered, in specific terms.
Reason: why the change is needed, linking it back to the original scope.
Cost impact: the additional or reduced fee and how it is calculated.
Schedule impact: any change to dates, milestones or completion.
Authorisation: the client approver who can commit to the variation and its terms.

Pros and cons of sending a change order approval as a signing request

Pros

Captures written client authorisation before extra work starts
Short expiry keeps pricing valid while the variation is current
Tracking shows whether the approver has seen the cost impact
The receipt links each variation to a dated, signed approval

Cons and things to watch

An approved change order still relies on the original agreement being sound
If the cost basis is unclear, disputes can survive the signature
It does not retrospectively authorise work already done without approval
A signing tool records agreement but cannot assess if the price is fair

How to send a change order approval with Cosign

Upload the change order and preview it so the cost and schedule impact are clearly stated before sending.
Add the client approver who has authority to commit to the variation as the signer.
Set a short expiry, around 7 days, so the quoted pricing stays current, and add a password if needed.
Send the private link, track when it is opened and signed, then keep the receipt against the project file.

Change order approval request details

Email subject

Change order approval

Default message

Please review this change order and sign if approved.

Signer setup

Client approver

Suggested expiry

7 days

Button label

Approve change order

Best fit

Projects teams

Change order approval FAQs

Is an electronically signed change order enforceable in Australia?

Electronic signatures are generally recognised under Australian electronic transactions legislation where the signer consents and is reliably identified. A signed change order is commonly treated as authorisation for the variation, though this is general information, not legal advice.

Why use a change order instead of just emailing the client?

A change order pulls the scope, cost and timeline impact into one document and captures a clear signature against it. That is harder to misread than a thread of emails and gives you a single dated record of approval.

Is my change order kept private?

Yes. Cosign delivers the change order as a private link to the approver only, and the page is not indexed by search engines. You can add a password if the pricing detail is sensitive.

Why set such a short expiry on a change order?

Change orders often contain time-sensitive pricing. A short expiry, such as 7 days, encourages a prompt decision and avoids the client approving an out-of-date quote weeks later. You can resend if it lapses.

What if the client declines the change order?

If a signer declines, Cosign records the decline so you have a clear status. The original scope then stands unchanged, and you can revise the variation or discuss it further before resending.