Project Change Request Form
A form for requesting a project change with impact and decision.
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What’s Included in This Resource
Every resource on The Office File provides a complete toolkit rather than an empty, unhelpful document shell:
- Editable Microsoft Word (.docx) template (42 KB)
- Printable PDF version (95 KB)
Sample included: Example: Project Change Request Form in use. Handling project changes on the record: change details, reason and impact, cost and time assessment, decision, and implementation.
How to Use This Template
Follow these practical steps to customize and roll out this procedure with your team:
1. Describe the change and reason
State the change in one line with the reason behind it.
2. Assess all four impacts
Cover scope, timescale, budget, and risk before deciding.
3. Decide on the record
Record approve, reject, or defer with reasons and conditions.
4. Implement approved changes fully
Update the plan, budget, and stakeholders for approved changes.
About This Template
Inconsistent information collection creates rework and frustration. This form template standardises what you ask for and how, with labelled fields and instructions that guide the person filling it in. The result is cleaner data, faster processing, and fewer 'we need to ask them again' moments.
Handling project changes on the record: change details, reason and impact, cost and time assessment, decision, and implementation.
When to Use This Template
- Collecting consistent information from every applicant, client, or employee
- Supporting HR, compliance, or administrative processes with uniform records
- Reducing back-and-forth by asking for everything needed upfront
- Standardising intake so no critical detail is missed at the start
- Creating a paper trail for requests, approvals, and authorisations
Key Sections Explained
Understanding what goes in each part of the document helps you fill it in correctly the first time:
Main data sections
The grouped fields collecting the substantive information, ordered logically from general to specific.
Declarations
Statements the filler confirms as true, which give the form its formal weight.
Form title and reference
What the form is for and its version or reference number, so completed copies can be identified later.
Signatures and date
Who signed, their role, and when, the section that makes the form an accountable record.
Applicant/subject details
Who the form is about, name, contact, and identifying details needed to process it correctly.
Frequently Asked Questions
What if someone submits incorrect information?
Build a verification step into your process for critical fields, and include a declaration the submitter signs. Prevention beats correction.
Should the form be paper or digital?
Digital for anything with volume, it enforces required fields, validates formats, and files itself. Paper for walk-in, on-site, or low-tech contexts. Match the medium to the audience.
How do we get people to fill it in completely?
Ask only for what you actually use, explain why you need sensitive items, and mark required fields clearly. Every unnecessary field increases abandonment.
How long should we keep completed forms?
Follow your retention policy and any legal requirements for the data type, longer for financial, HR, and safety records. Define it in writing rather than keeping everything forever.