# Machinery Project Change Order Request Template

> Source: https://netray.co/tools/oem-change-order-request-template
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

A change order request for engineer-to-order machinery projects, recording the scope change, price and schedule impact, and customer approval.

## Category

compliance-legal

## Industry

Industrial Machinery

## Audience

- Project manager
- Sales engineer
- OEM contracts

## Tool

**Kind:** template

**Output:** document

**Fields:**

#### Supplier

**Key:** oem

**Type:** text

**Default:** Northfield Automation Ltd

#### Customer

**Key:** customer

**Type:** text

**Default:** Harbor Packaging Inc

#### Project / PO

**Key:** project

**Type:** text

**Default:** PO 48-7731, Case Packer CP-12

#### Change order number

**Key:** co_no

**Type:** text

**Default:** CO-003

#### Date raised

**Key:** date

**Type:** date

**Default:** 2026-10-20

#### Requested by

**Key:** requester

**Type:** text

**Default:** Customer engineering

#### Description of change

**Key:** change

**Type:** textarea

**Default:** Add a second reject conveyor and a vision check for carton print quality.

#### Reason for change

**Key:** reason

**Type:** select

**Options:**

- Customer scope addition
- Customer design change
- Regulatory requirement
- Supplier error
- Site condition

**Default:** Customer scope addition

#### Price impact

**Key:** price

**Type:** text

**Default:** + 18,400 USD

#### Delivery impact in working days

**Key:** days

**Type:** number

**Default:** 15

#### Documents affected

**Key:** docs

**Type:** textarea

**Default:** Layout drawing rev C, electrical schematics, PLC program, FAT protocol, spare parts list.

**Blocks:**

#### Change Order Request

**Body:** Change order: {{co_no}}
Date: {{date}}
Supplier: {{oem}}
Customer: {{customer}}
Project: {{project}}
Requested by: {{requester}}

#### Change description

**Body:** {{change}}

Reason: {{reason}}

#### Impact

**Table:**

**Columns:**

- Area
- Impact
- Notes

**Rows:**

**0:** Price

**1:** {{price}}

**0:** Delivery (working days)

**1:** {{days}}

**0:** Payment milestones

**0:** Warranty start

**0:** Safety / CE assessment

#### Documents affected

**Body:** {{docs}}

#### Authorization

**Body:** Work on this change does not start until both parties sign. Unless stated above, all other terms of the contract remain unchanged.

#### Approvals

**Signatures:**

- Supplier project manager
- Customer representative
- Supplier commercial approval

**Notes:** A starting point, not legal advice. Your contract governs how changes are priced and approved. Have counsel review before using this as a binding document.

## Content

**Intro:** Engineer-to-order machines change after the contract is signed. A written change order stops a verbal request from becoming unpaid work and shows the impact on price, schedule and compliance before anyone starts.

**Sections:**

#### How to use the change order template

**Body:** Give each change a sequential number and state it in a sentence a purchasing manager could approve. Select the reason because it decides who pays: customer additions are billable, supplier errors usually are not, and regulatory changes depend on the contract. Enter the price and delivery impact, then list every affected document so engineering updates all of them. Export to PDF and obtain both signatures before releasing work. Keep a register of all change orders so the final account reconciles.

**Bullets:**

- One change per form for a clean audit trail
- No work before signatures, except by written exception
- List drawings, programs and manuals affected
- Check CE or safety impact on every mechanical change

#### Pricing the impact honestly

**Body:** A change costs more than its parts and hours. Add engineering rework, re-test time, documentation updates, project management and the cost of disrupting the build sequence. A common failure is pricing only the new component. If the change moves the delivery date, say so on the form and tie it to milestone billing and the warranty start. Where the contract allows, include a validity period on the price, since component costs move.

#### Safety and compliance effects

**Body:** Adding a conveyor, changing a guard or editing a safety function can change the risk assessment and the CE technical file. The template includes a safety row so the question is asked every time. If the answer is yes, schedule a review of the risk assessment and update the declaration documents before shipment. This is far cheaper than discovering the gap at the customer's site.

#### Common mistakes

**Body:** Teams start work on an email, forget to update the FAT protocol and spare parts list, or bundle several changes together so one disputed item blocks the rest. Another mistake is leaving the schedule impact blank, which later becomes a delay dispute. Close every change order with a note on whether the documents were updated and the register total was adjusted.

**Cta:** If your change orders live in email, Netray can help connect them to project costing in your ERP. Ask for a short review.

**Faq:**

#### Is a change order the same as a variation order?

**Answer:** Yes in practice. Variation order is the common term in UK and international construction and engineering contracts, while change order is common in the US. Both formalize a change to agreed scope, price or schedule.

#### Who can sign a change order?

**Answer:** Someone with authority to commit money and schedule on each side. Define this in the contract. A site engineer may raise a request but usually cannot approve price changes.

#### Should small changes get a form?

**Answer:** Set a threshold in the contract, for example any change affecting price, delivery, safety or specification. Even cheap changes should be logged, because they accumulate and can affect FAT and documentation.

#### What if the customer refuses to sign?

**Answer:** Do not proceed with the change. Escalate to the commercial owner, and continue work on the original scope. Starting unapproved work weakens your position on payment and delay claims.

## Search terms

change order request template, machine build change order form, project change request template manufacturing, scope change form equipment, variation order template machinery, engineer to order change order

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