Top 3 Change Request Forms

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A change request form also known as a change order form is a formal proposal commonly used by contractors and stakeholders to make alterations to the project scope. Failure to issue change request forms as soon as problems are identified with the ongoing project can lead to potential legal and cost blowouts.

This article covers: 1) a step by step procedure in issuing a change request form; 2) downloadable change request templates; and 3) technology to help you streamline change request forms.

Click here to download Top 3 Change Request Forms.

Modifications to the original work scope may be necessary in the event of unexpected site conditions, poorly defined project scope, or drawing/plan errors. In such cases, change order forms can help quantify potential costs and ensure that concerned parties are in agreement. Here is the ideal sequence to follow in the issuance, approval, and documentation of a change request form:

Step 1: Communicate with the owner

Notify the owner and determine whether he/ she is considering to make adjustments beyond the original work scope provided in the contract.

Step 2: Create a change request form

In drafting the change request form, describe the planned work in detail. This involves providing new design documents, drawings and/ or specifications to illustrate the changes clearly. Estimated costings for labor, materials, and equipment should be indicated together with the new project schedule.

Step 3: Submit change request form and quotation to owner

Submit the change request form and supporting documents required (i.e., original contract, revised drawings, construction daily reports etc.) along with the quotation prepared by the contractor. During this step, negotiations will most likely occur regarding the quotation. Once all parties involved in the project agree on the potential work to be done, everyone will sign off and proceed to do the work. Otherwise, a rewrite of the change request will be made.

Step 4: Commence works

Once the issued change request has been signed off, planned works should be carried out according to the revised project schedule.

Step 5: Do a quality check

After conducting the modifications on the project, contractors should conduct an inspection to ensure that conditions stated in the issued change request form have been successfully met. Document the inspection by taking photos to reduce chances of liability to problems found after work completion.

Automate and streamline your change request form with iAuditor, the world’s most powerful digital form app. Issue paperless change order forms and view it using your mobile device or web app.

✔ Take photos of drawings, specifications, and forms supporting the potential work

✔ Authorize change request forms by gathering electronic signatures from all parties involved in the project

✔ Securely save form online in the cloud

To help you get started we have created 3 best change request form templates you can download and customize for free.

Top 3 Change Request Form Templates

1. Change Request Template

A change request template is used as a formal authorization to make changes to the original scope of work. You can customize this template accordingly to your business needs. You can utilize this template by following the points below:

  1. Describe the planned work in detail and provide estimated costings
  2. Take or attach photo evidence of drawings, and specification needed to support the planned work
  3. Specify reasons for changing project scope and provide photos or drawings of item/ area concerned.
  4. Provide the revised project schedule (if any)
  5. Sign-off with a digital signature from all parties involved

2. Change Order Form Template

Use this change order form template for requesting, approving and documenting alterations to the project. This template is divided into three sections intended for: individual submitting the change request, project manager communicating their initial impact analysis of requested change and Change Control Board (CCB) to document final decision.

3. Construction Change Order Form

A construction change order template is used by contractors or engineers as formal authorization to make project modifications. Use this template to specify planned works in detail and indicate the reason for change with photo evidence of the item or area concerned. Provide estimated costings, and new project schedule (if any). Gather digital signatures from parties involved and take photos of work done as evidence of work completion.

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