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Project change request form template

Propose a change to an agreed project and assess its impact.

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How to make a project change request form

  1. 1

    Check the questions: rename, add or delete any field, or change how it’s answered.

  2. 2

    Add your organisation’s name, a contact line and your logo if you like.

  3. 3

    Choose fillable PDF, printable PDF, Word or HTML, and the paper size.

  4. 4

    Download the project change request form and share it, print it or add it to your website.

About this project change request form

Once a project’s scope, budget and schedule are agreed, any change should be proposed and approved formally. A change request records what would change, why, and the impact on scope, time, cost, quality and risk, so the sponsor can approve it knowing the trade-offs.

For agencies and contractors, an approved change request is also the basis for billing extra work.

What’s on the project change request form

The template has 4 sections and 16 questions. Every one can be renamed, moved or deleted.

  • Request: Project name; Change request no.; Requested by; Date; Priority (choose one: Low, Medium, High, Critical)
  • The change: Description of the change; Reason for the change; Impact of not making the change; Alternatives considered
  • Impact: Impact table (Area, Impact description, Estimate); Additional cost; Schedule impact (days)
  • Approval: Decision (choose one: Approved, Approved with conditions, Rejected, Deferred); Conditions or comments; Approver name; Approver signature with date

Tips

  • Number change requests and keep a log.
  • Always state the impact of not making the change.
  • Get approval before work on the change starts.

Four ways to save it

A fillable PDF has typing boxes, tick boxes and choices built in. A printable PDF gives clean boxes and writing lines for pen and paper. The Word file can be edited further, and the HTML code adds the same questions to a website. Browse more form templates, or design a completely different layout in the custom form builder.

Frequently asked questions

Is a change request the same as a change order?

Close. In construction and contracting, a change order is the approved instruction that follows a change request, and often adjusts the contract price.

Who approves a change request?

The project sponsor or client, sometimes a change board for large projects. Small changes within tolerance may be approved by the project manager.

Can I add my logo to the project change request form?

Yes. Add your organisation’s name, a contact line and a logo in “Form details”. The logo is placed into the file on your device and is never uploaded.

Can I put the project change request form on my website?

Yes. Choose “HTML” to copy ready-made form code with labels and a simple style. Set the form’s action to the address that should receive submissions, such as your own form handler.

Can people fill in this project change request form on a phone?

Yes. Choose “Fillable PDF” and send the file. It opens in the Files or Drive app on Android, Files on iPhone, and any browser on a computer, where people can type their answers and save the result.

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