Project Change Request Form (During Maintenance)

This contract functions as a straightforward change request and invoice tool used in project management to manage change requests during maintenance or enhancement work. It directs project managers, project sponsors, and any team member to submit a requested change with detailed information so the organization can make an educated decision and keep the project's scope under control. It combines a basic invoice (product and/or service, hourly rate or fixed rate) with an acceptance section where the client signs to authorize the designer to execute the task and to confirm Net 30 payment terms and 1.5% monthly interest on past-due balances.

The form template asks for all the information needed to explain the proposed change: the exact page or frame, the location on that page, and what to modify. Listing every correction in one place helps the project team handle the matter, prevent scope creep, and track progress. You can attach additional forms if needed. As a first step in the change management process, include important details such as project name, date submitted, date needed, and priority level, plus any change number your organization uses to monitor status.

A practical process follows: a person submits the request; stakeholders evaluate the impact on the project plan, deliverables, objectives, schedule, budget, resources, and risk; then, they determine priority and timeline. Types of change requests may range from minor content updates to major feature changes or emergency changes that require immediate attention. The request may be approved, deferred, or rejected.

Once approved, the team can plan and implement, document comments, and assess the outcome for quality control. The acceptance language makes it clear when the designer is authorized to proceed and provides financial clarity to deal with what can happen if payment is late.

Use case examples include a website page copy fix, noting a specific frame and location; a software UI adjustment to resolve a usability issue; a marketing brochure correction by page; or an emergency security patch that must be addressed right away. Each example shows how to identify, evaluate, and resolve a change.

Proposal Kit can help organizations create and download a change request template, assemble documentation, and automate line-item quoting for hourly or fixed rates. Its AI Writer can generate supporting materials like a formal proposal or risk summaries, and the extensive template library makes it easier to access and streamline the process.

Beyond the basics, this form supports governance by making the change request process a predictable path from proposal to approval. Requesters fill in specifics and also propose why the change matters, tying it to project goals, budget, schedule, and risk. That clarity helps managers manage project baselines, compare options, and address the impact on resources and quality before work starts.

The same structure prompts teams to consider every topic of the change, including customer experience, operations, compliance, and any other topic that could affect outcomes. A simple sign and accept step creates accountability and a clear starting point for handling project updates, which reduces rework and speeds delivery. The benefit is faster decisions, better control of scope, and a consistent record of what was requested, approved, or deferred.

For busy teams, Proposal Kit helps operationalize this discipline. You can create standardized change forms with signature blocks, assemble documentation around each request, and generate a formal proposal or change order aligned to the original contract. Automated line-item quoting for hourly or fixed fees makes it easier to compare options before approval.

The AI Writer can write impact summaries and rationale statements that explain cost, schedule, and risk in plain language, so stakeholders can sign with confidence. Used this way, the Proposal Kit becomes a practical tool to manage project variance while keeping documentation clean and consistent across departments.

Adding to the practical use of this form, organizations gain an audit trail that links each proposed change to a clear business reason and acceptance criteria. Requesters can attach mockups or screenshots, fill in dependencies, and note how the change aligns with project goals and deliverables. That context strengthens the change request process by enabling triage: assess risk, estimate effort, and slot work into available capacity without disrupting critical path tasks.

Project managers can rebaseline schedules, update the project plan, and coordinate handling of project windows (such as release or blackout periods) so work happens at the right time. Including a simple definition of done and test expectations before approval reduces ambiguity and improves quality at delivery.

Financially, listing hourly versus fixed rates for each item helps stakeholders decide how to manage project budget exposure. When requesters propose scope options (minimal viable fix versus full solution), sponsors can compare timelines and outcomes and choose the best path. Capturing a change number, the responsible team member, and dependencies provides control across teams, especially when multiple vendors or departments share resources. Another topic to address is communications: add brief stakeholder notes and escalation contacts so the team can resolve issues quickly if blockers arise.

Proposal Kit further streamlines this by letting teams create tailored form template variants for standard, major, and emergency changes, assemble companion documents like change orders and cost summaries, and generate executive briefs with the AI Writer. You can include signature blocks so decision-makers can sign at the right checkpoints and keep documentation consistent. The benefit is faster, clearer approvals and well-structured records that support accountability across the lifecycle.

Writing the Project Change Request Form (During Maintenance) document - The Narrative

How to Build a Legal Contract with Proposal Kit

This video illustrates how to create a legal contract using the Proposal Pack Wizard software. It also shows how to create a proposal with an invoice and contract at the same time.