Free Project Change Request Form: Change Request with Cost and Schedule Impact, Change Log, and a Client Change Order (PDF, Word, Excel)

What is on the page

Change requested and reason

What exactly would change and why. A vague request ("make it better") cannot be priced or approved.

Impact

The effect on scope, schedule, quality and other work, and an itemized cost estimate that Excel totals.

Options

Usually at least three: do it now, do it later, do not do it. Often "later" gives most of the benefit with none of the delay.

Change log totals

The approved extra cost and days across all changes, and the budget after changes, compared with the original.

Change order totals

Original contract amount plus previous change orders plus this one gives the new contract total, which both sides sign.

How change control works

Anyone can ask for a change, but only the sponsor or client can approve one, and only after seeing what it costs. The project manager writes the request (or helps the requester write it), works out the impact with the team, lists the options, and takes it to the approver. Every request goes on the change log, approved or not, so there's a record of what was asked and decided. Changes that are approved update the scope statement, the plan and the budget. Small teams can do all of this in a ten-minute conversation, as long as it's written down.

Estimating the impact

Look beyond the obvious work. A new feature needs building, but also testing, documentation, training and sometimes a subscription or a part. Ask whether it pushes the finish date, whether it adds risk, and what other work it delays. In the sample, adding store pickup costs $1,440 and five days; the approved option was to launch on time and add pickup in June which kept the launch date and the full benefit. That kind of choice is only visible when the options are written next to each other.

Change orders on client projects

For agencies, contractors, builders and freelancers, a change order is how extra work gets paid. Describe the change clearly, price it item by item, show the original contract amount and any earlier change orders, and state the new total and the new completion date. Do not start the extra work until the client signs; work done on a verbal "yes" is the most common source of unpaid invoices. Many construction contracts and some state laws set specific rules for change orders, so check yours. Invoice the change with the next milestone or as agreed in the payment terms. The estimate template helps price larger changes.

Editing the files

The PDFs are fillable, and the change order in Word can carry your logo and contract terms. Excel totals the cost estimate, the change log and the new contract total. Number change requests and change orders in sequence (CR-01, CO-01) and keep them with the contract.

Questions

What is a project change request?

A written request to change a project's scope, schedule, cost or quality, with the reason, the impact and the approval decision.

What is the difference between a change request and a change order?

A change request asks for and analyses a change; a change order is the signed agreement that amends a contract, usually its price and completion date.

Who approves project changes?

The project sponsor or client, or a change board on larger projects. The project manager prepares the request and impact analysis.

Should I start work before a change order is signed?

No. Start extra work only after the client signs, so the scope and price are agreed.

Does the form calculate the cost?

Yes. The Excel versions total the cost estimate, the change log and the new contract total.