Change Request Form (CR)
A written request to change the agreed scope, schedule or cost: what changes and why, the effect on time and money with the totals worked out, alternatives, risks and the decision with signatures.
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Country versions
- International
- Korea *
- Japan *
* check with local advice
A template, not advice.
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What it is
A change request is how a project handles a change after scope, schedule and budget have been agreed. Instead of a corridor conversation nobody remembers, the person who wants the change writes down what should change and why, the team works out what it costs in time and money, and a named person decides. The written trail protects everyone: the customer sees what the extra cost buys, the supplier is paid for work that was not in the original agreement, and the team avoids slow, unnoticed growth of the scope.
This form asks for the change, the reason, the effect on scope, finish date and money, the alternatives that were considered and the risks of going ahead or not. Effort, cost and the new budget are added up for you, and the new finish date follows from the days you enter. The decision is a tick (approved, approved with conditions, rejected, deferred) with three signatures. Pick Korea or Japan for approval boxes and seal marks. The form records a decision; whether a change also needs an amendment of a contract is for that contract and, if in doubt, for legal advice.
When to use it
- A customer or colleague asks for something that was not in the agreed scope.
- A defect fix, a regulation or a technical finding forces a change to the plan.
- The work would move the finish date or the budget beyond what the project manager may decide alone.
- You need evidence of who asked for an extra and who approved its price.
How to fill it in
- Give the request a number, name the project and describe the change in a short title and a few sentences.
- Explain why it is needed and which deliverables or documents it touches.
- State the effect on scope, enter by how many days the finish date moves and list the effort and cost lines (a minus sign for savings); the totals and the new finish date appear.
- Write down the alternatives you considered and the risks of going ahead and of not going ahead.
- Let the approver tick the decision, add any conditions and sign; keep the signed copy with the project records.
Common mistakes
- Describing the solution but not the reason. The approver cannot weigh a change whose purpose is unclear.
- Counting only the cost of building it. Include testing, documentation, training and the effect on other work.
- Skipping the alternatives. A request with no alternative looks like a decision that has already been made.
- Starting work before the decision. An unapproved change that is already under way is hard to refuse.
- Forgetting to update the plan and the budget after approval; the form only helps if the project documents follow it.
Steps at a glance
- Fill in
- Check the preview
- Save as PDF, Word or Excel
Country versions
Pick the country you need. Each version uses the wording and layout commonly found there; a version marked “check with local advice” should be read by someone who knows the local rules before it is used.
- International (XX): Written in English, Korean, Japanese, German
- Korea (KR): Written in Korean, English – check with local advice
- Japan (JP): Written in Japanese, English – check with local advice
Designs
The same form in several designs. The fields and the wording stay the same; only the look changes.
- Boxed form
- Ledger
- Compact
- Banner
- Warm
- Plain (black and white)
- Modern
- Formal
- Side band
- Classic
- Minimal
- Executive
Your details fill it in
Fields that ask for your name, address or company details are filled from My details, so you do not type them again; you can still change any field for one form. Signed in, your details stay in your account; otherwise they stay in this browser only. A passport, identity or social security number is never saved.
Questions
- Who may approve a change request?
- The person or group the project agreed on: usually the sponsor, a change board, or the customer if the contract requires it. Name them in the charter or the contract. Small changes inside the project manager's authority may need only the manager's approval.
- What is the difference between rejected and deferred?
- Rejected closes the request. Deferred keeps it open: the change may be worth doing, but not now, for example in a later release. Say in the conditions field what has to happen before it is looked at again.
- How are the totals worked out?
- Effort and cost are the sums of their lines. The new budget is the current budget plus the cost total, the percentage compares the two, and the new finish date adds the days you enter to the current finish date.
- Does an approved change request change the contract?
- Not by itself; it records the decision. If the change alters the price, the deadline or the obligations in a contract, check that contract's rules on amendments and ask a lawyer if you are unsure.
- Can I use it for internal changes with no customer?
- Yes. Use internal costs or leave the money lines empty; the approver is then the sponsor or the manager who owns the budget.
- Is this form legal, tax or accounting advice?
- No. It is a template: it gives you the usual structure and wording, not advice. Rules differ by country and case, so have someone qualified read anything that matters before you sign, send or file it.
- Which countries and designs does it come in?
- It comes in 3 country versions: International, Korea, and Japan. 12 designs.
A form is a template, not legal, tax or accounting advice. Rules differ by country and case.