Change Request Form

# Change Request Form

## Purpose
Use whenever a client or stakeholder requests a change to an active project to document and assess impact before proceeding.

## When to Use
A formal change request form for project scope, timeline, or budget modifications with impact assessment fields and approval routing.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (Asana or HubSpot)

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## Change Request Form

**Purpose:** Formally document and assess requested changes to project scope, timeline, or budget before approval, ensuring all impacts are considered and agreed upon.

### Section 1: Request Information
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Change Request Number | Auto-generated | Yes | Format: CR-YYYY-001 | Auto-populated |
| Date Submitted | Date | Yes | Auto-populated | Today's date |
| Requested By | Text | Yes | Min 2 characters | Jane Smith |
| Role / Relationship | Dropdown | Yes | - | Client / Internal Stakeholder / Team Member / Vendor |
| Project Name | Dropdown | Yes | - | [Populate with active projects] |
| Project Manager | Dropdown | Yes | - | [Populate with team members] |

### Section 2: Change Description
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Change Title | Text | Yes | Min 5 characters, Max 100 | Brief summary of the requested change |
| Type of Change | Checkbox (multi-select) | Yes | Min 1 selected | Scope / Timeline / Budget / Resources / Requirements / Other |
| Priority | Radio | Yes | - | Low / Medium / High / Critical |
| Detailed Description of Change | Textarea | Yes | Min 50 characters, Max 2000 | Describe exactly what is being requested and why... |
| Reason for Change | Textarea | Yes | Min 20 characters, Max 1000 | Explain the business reason or trigger for this change... |

### Section 3: Impact Assessment (completed by Project Manager)
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Impact on Scope | Textarea | Yes | Max 1000 characters | Describe how scope will be affected... |
| Impact on Timeline | Textarea | Yes | Max 500 characters | e.g., Extends delivery by 2 weeks |
| Original Completion Date | Date | Yes | - | DD/MM/YYYY |
| Revised Completion Date | Date | Yes | - | DD/MM/YYYY |
| Impact on Budget | Textarea | Yes | Max 500 characters | e.g., Additional $3,500 for design revisions |
| Additional Cost ($) | Number | No | Min 0 | 0.00 |
| Impact on Quality or Risk | Textarea | No | Max 500 characters | Note any quality or risk implications |
| Impact on Other Projects | Textarea | No | Max 500 characters | Will this affect resourcing or timelines on other projects? |

### Section 4: Recommendation
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Project Manager Recommendation | Radio | Yes | - | Approve / Approve with Conditions / Reject / Requires Further Analysis |
| Conditions or Notes | Textarea | No | Max 500 characters | Any conditions for approval or reasons for rejection... |

### Section 5: Approval
| Field | Type | Required | Validation | Placeholder |
|-------|------|----------|------------|-------------|
| Approved By (Client) | Text | No | - | Name of client approver |
| Client Approval Date | Date | No | - | DD/MM/YYYY |
| Approved By (Internal) | Text | No | - | Name of internal approver |
| Internal Approval Date | Date | No | - | DD/MM/YYYY |
| Decision | Radio | Yes | - | Approved / Rejected / Deferred |

### Conditional Logic
- If "Type of Change" includes "Budget", show "Additional Cost" field and require financial approval
- If "Priority" = "Critical", send immediate notification to project sponsor and project manager
- If "Decision" = "Approved", trigger scope document update and revised timeline notification

### Submission
- **Button text:** "Submit Change Request"
- **Confirmation message:** "Change request CR-[Number] has been submitted. The project manager will assess the impact and provide a recommendation within 2 business days."
- **Notification:** Email project manager and client, log in project management tool, update project change log

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**Complexity:** intermediate | **Setup time:** 10 minutes | **Tools:** Asana, HubSpot, Zapier