Exhibit F (Project Change Form)

This contract addendum serves as a formal change-control mechanism for an existing agreement between a Company and a Customer. It is structured around two parts. Addendum A documents a Project Change Request.

Addendum B records the Financial Impact and Schedule Impact. Together, they help the project manager collect all the information needed to plan, manage, and track a change from request through approval, with authorized signatures and initials confirming acceptance.

Addendum A focuses on scope. It should capture the project name, a clear description of the requested change, the reason for it, and any constraints or dependencies. Teams often include a concise summary, acceptance criteria, and a note about risks.

The project manager can gather input from stakeholders, attach supporting materials, and record comments. Many organizations implement this as a fillable PDF or a simple browser form so requesters can enter details, edit fields, and submit a final PDF for review. A well-defined change request helps prevent confusion and aligns the plan with current needs.

Addendum B connects the change to outcomes. It should state cost and schedule effects, show the revised budget, and outline timeline moves such as milestone shifts. A brief report can accompany the numbers to explain assumptions and any resource impacts.

This section gives decision makers a direct way to weigh trade-offs and keep commitments realistic. Once approved, the signed addendum becomes part of the contract record so teams can track what was changed and why.

Common use cases include, for example, adding a new feature in a software rollout, revising materials in a construction job due to supply issues, or extending a marketing campaign to capture seasonal demand. In each case, stakeholders submit the change request, review the financial and schedule impacts, add comments, and approve with signatures and initials. The project manager then updates the plan and budget accordingly.

Proposal Kit can streamline this process with document assembly that produces consistent addenda, automated line-item quoting to build clear cost summaries for Addendum B, and an AI Writer that can write supporting documents, summaries, and reports based on your inputs. Its extensive template library and ease of use help teams deliver professional change documentation quickly and reliably.

Beyond documenting scope, cost, and timing, this contract addendum also supports governance. It creates a single point where the project manager can verify the project name, capture who requested the change, and confirm approvals, creating an audit trail. By requiring all the information to be centralized, teams can plan how the change affects quality, compliance, and resources, then manage the rollout in a controlled way. Many organizations set thresholds in the addendum process, such as when a minor update can be fast-tracked versus when executive approval is needed.

A practical approach is to standardize the form. A fillable PDF or a simple browser-based form lets requesters enter details, attach a short summary, and add comments. Reviewers can edit sections, note assumptions, and record decisions, then output a final PDF for records.

Version control and a change log help track what changed, when, and why. Linking the addendum to baseline schedules ensures schedule impact is reflected in downstream plans, not just in the approval file.

Financial transparency matters. Addendum B can tie estimates to the budget structure already in use, showing line items for labor, materials, and contingencies. A brief report alongside the numbers can explain resource reallocations and risk buffers. Clear references to milestones prevent misunderstandings about delivery windows and dependencies across teams and vendors.

For communication, the addendum can prompt outreach to stakeholders most affected by the change, and it can request a rollout plan with checkpoints and KPIs. That plan might include training updates, acceptance tests, and a post-implementation review to capture lessons learned. This helps avoid scope creep and keeps teams aligned with business goals.

Additional use cases include, for example, replacing a third-party API in a fintech product after a provider sunset, adjusting data-retention settings in a healthcare system to meet new guidelines, or swapping a long-lead component in a manufacturing build. In each scenario, the addendum captures the rationale, budget effects, and timing shifts so leaders can make informed trade-offs and keep delivery commitments.

Proposal Kit supports this disciplined process with document assembly for consistent change forms and addenda, automated line-item quoting that speeds cost summaries for financial impacts, and an AI Writer that can write supporting summaries and reports from your inputs. Its extensive template library and ease of use help teams produce professional change documentation quickly and reliably.

To strengthen change control, teams can categorize requests as emergency, standard, or major and assign an effective date, a sunset date, and a unique ID tied to the project name. This lets the project manager track cumulative impacts, bundle related changes, and avoid duplicate submissions. The addendum can prompt for dependencies across vendors and procurement, note any SLA, warranty, or compliance effects, define test and acceptance environments, and require a rollback plan and cutover window when needed. Setting freeze periods around critical milestones reduces disruption and helps manage risk.

Financially, Addendum B can distinguish CapEx versus OpEx, align the budget with payment milestones and retainage, and forecast cash flow. It can also trigger a re-baseline of schedule and cost and provide a concise executive summary and report that show critical-path shifts, resource capacity effects, and guardrails like contingency drawdown limits. This clarity supports informed approvals while keeping delivery commitments feasible.

For documentation quality, standard fields help collect all the information consistently: requester, impacted modules, data classification, assumptions, and success metrics. A fillable PDF or browser form allows contributors to add comments, edit entries, and generate a final PDF for records. Clear file naming, version numbering, and access controls make it easier to manage the archive and respond to audits. Using a consistent index helps stakeholders locate prior changes and understand the rationale quickly.

Additional examples include an enterprise rebrand requiring asset updates, an accessibility compliance mandate, a merger-driven system integration, currency volatility prompting price adjustments, or an emergency cybersecurity patch with narrow deployment windows.

Proposal Kit supports this discipline with document assembly that outputs consistent change addenda, automated line-item quoting that rolls up budget impacts, and an AI Writer that drafts summaries, assumptions, and stakeholder notices from your inputs. Its extensive template library and ease of use help teams plan, manage, and document changes efficiently.

How do you write a Exhibit F (Project Change Form) document? - The Narrative

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