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How to Use a Contract Change Order Template to Ensure Smooth Project Management

When managing a project, changes are inevitable. These changes can be caused by various factors such as miscommunication, unforeseen circumstances, or even the need for additional work. That’s where a contract change order template comes in handy. It is a document that outlines the changes that need to be made to the original contract and ensures that all parties involved are on the same page. In this article, we will discuss how you can use a contract change order template to ensure smooth project management.

Understanding Contract Change Orders

Before we dive into using a contract change order template, let’s first understand what they are. A contract change order is an amendment to an existing agreement between two parties. It outlines any changes that need to be made and includes details such as timelines and costs associated with those changes.

Change orders help ensure that all parties involved in a project are aware of any modifications being made and can take necessary action accordingly. Without proper documentation of these changes, it can lead to confusion, delays, and even legal disputes.

Benefits of Using a Contract Change Order Template

Now that we know what contract change orders are let’s discuss why using a template is beneficial. First and foremost, it saves time and effort since you don’t have to create one from scratch every time there is a modification needed in the original contract.

Secondly, it helps ensure consistency across all projects by having standardized language and format for documenting changes. This makes it easier for everyone involved in the project management process to understand what modifications were made.

Lastly, using a template ensures accuracy and completeness of information since all necessary fields are included in the document.

How to Use a Contract Change Order Template

Using a contract change order template is simple. The first step is identifying which template suits your needs best based on your industry or specific project requirements. Once you’ve found the right template, fill in all the required fields with accurate information. This includes details such as the reason for the change, timelines, costs, and any other relevant information.

It’s important to ensure that all parties involved in the project management process review and approve the contract change order before making any modifications to the original agreement. Once everyone has agreed upon the changes, it’s time to implement them.

Best Practices for Using a Contract Change Order Template

To ensure smooth project management, it’s important to follow best practices when using a contract change order template. First and foremost, be clear in your communication with all parties involved about what changes are being made and why.

Secondly, make sure that all necessary information is included in the contract change order document. This includes timelines, costs, and any other relevant details.

Lastly, keep a record of all contract change orders for future reference. This will help you track modifications made throughout the project timeline and can be used as evidence if any legal disputes arise.

In conclusion, using a contract change order template is an essential tool for ensuring smooth project management. It helps document changes made to original agreements between parties while ensuring consistency across projects and accuracy of information presented. Remember to follow best practices when using these templates to ensure effective communication and record-keeping throughout your project timeline.

This text was generated using a large language model, and select text has been reviewed and moderated for purposes such as readability.

MORE FROM ASK.COM

Changes to Employment Contract Letter

Ensure compliance when changing your employees’ employment terms & conditions with this change of contract letter template. An employment contract amendment letter is a letter that tells your employee what it is you are changing in their employment agreement and why following the consultation process.

It’s a legal document to ensure you have the employee’s written consent, to make a proposed change to their terms & conditions. In it, you’ll set out the change you want to make, and the impact this will have.

If you need help with changing an employment contract, get in touch with one of Croner's contract and documentation experts here .

Do employees need an employment contract?

Employers are required by law to offer their employees a written statement from day one of their employment. The written statement will outline the main terms of their employment.

You must include the following pieces of information As per the Good Work Plan April 2020 whereby the government outlined what must be within a contract of employment.

• Name of employee and employers.
• Start Date.
• The date that continuous employment started.
• Place of work.
• Details about pay.
• Holiday entitlement, sick pay, probationary period and notice period.
• Hours of work.
• Paid leave entitlement.
• Company benefits.

Whilst there isn't a legal obligation for employment contracts to be a physical document, there is for the wider written statement.

Employers should remember that it's considered best practice to have a written employment contract and have the employee sign it. This helps to avoid confusion later on and gives both the employer and employee something to refer to should they need to.

Why would I need to change my employee's employment contract?

There are several reasons why you would need to change an employee’s contract. Any changes can be from an employer, or an employee can make a request for a change in their contract of employment.

Reasons that employers would need to change employee contracts could be;

• Change an employee's working hours (if your business needs to reduce their hours).
• If employees are being moved from a fixed-term contract to a full-time contract of employment.
• Their job title.
• Pay changes (minimum wage increases).
• Annual leave entitlement changes can include paid leave and public holidays.
• Changes to contractual benefits.

Changes to implement additional employee benefits such as;

• Employee Assistance Programmes (EAP)
• Contractual Sick leave and pay, or if they will only be entitled to statutory sick
• Change in notice period and probationary period.
• Employee health insurance.

Can an employee use this template?

No. An employee is legally entitled to request changes to their employment contract. This letter won’t help them do that.

They can request a change via letter or by speaking to their line manager. In cases where this results in a change in company policy, you must issue a letter confirming the change.

Employees may request that they want to adjust their working hours to fit better around their home life schedule, particularly if they have dependents . These changes would still need to be outlined in an employment contract change letter.

Can employers change a contract of employment without permission?

In short, no. If you make a change without permission from your employee or their trade union it is a breach of contract .

Even if in your employment contract you have a clause that states you can make minor changes, you still need to go through the consultation process with your employee before the change is made .

Why do I need an employment contract amendment letter?

An employment contract amendment letter is an employer's way of informing their employee of the changes that they've made.

When you are adapting a contract of employment, you need to reach an agreement with your employees. Once you've reached a conclusion on the changes, you should send employees a contract letter that outlines what was discussed and when the changes come into effect.

This letter will formalise what changes will be made to the employment contracts and should be filed with the employee contract. The employee should also receive a copy of the letter for their own records.

The contract change process

Before you make any changes to your employee’s contract , you need to follow a certain process.

• Speak to your employees or representatives . In this discussion, you should outline the changes you want to make in their contract and why you are changing them. For example, if you are changing an employee's job title because they've been promoted, or moved teams.
• Offer details as to why the change is needed, this is the reason you're making the change. For example, if you have to adjust your employees working hours because of a dip in business or because of other business needs.
• Take into account other ideas. Take on the feedback given to you by your employees. They might be able to offer up alternative solutions that you hadn't considered previously.

Do I need to use this template?

If the employee agrees there is a variation clause in the employee’s contract you may not have to issue a letter. However, it’s best practice to do so.

Issuing a letter helps avoid confusion and allows the employee to prepare for the change.

If you don’t have a variation clause, you must issue a letter informing the employee of the change.

How to use this template

Issuing this letter alone won’t be enough to protect an employee working for you from constructive dismissal claims.

You have to follow the right process to ensure compliance. Seeking the agreement of the employee is a significant part of that.

You must give your employee reasonable notice periods too. A major change in employment will require much more than one week's written notice than a minor one.

If you expect an employee to relocate to the other side of the country, they’ll need a few weeks at least. A pay change , however, could take place within a week with no disruption.

Communication is key throughout the process. If either the employee or former employee understands and knows the nature of the change and the timeframe, they’re less likely to have a grievance.

What is included in this letter template?

This sample letter to amend the contract of employment agreement covers:

• The reason for making a change to the contract
• Details of the change to terms that you’re going to make
• Optional arrangements for consultation

It’s also important to note that this template is for use when you don’t have a variation clause.

Download your sample letter

Your sample letter to change the terms and conditions of employment is free to download. All you need to do is input your personal details and the relevant change to the terms & conditions.

REMEMBER: issuing this change of employment contract template alone will not ensure your compliance.

To protect yourself from claims of constructive dismissal or discrimination, follow a fair process. If you need further direction, don’t hesitate to speak to a Croner expert by calling 0800 470 2738

How Croner can help

A contract change may seem simple, but it can be fraught with risks. To ensure you don’t fall foul of them, you can seek the support of a Croner expert. We can help at all stages of the contract-changing process, offering 24/7 advice .

If you’re looking to make a change, or are worried about how a current one is going, speak to an employment law adviser today on 0800 470 2738

If you like this content, you may also like

• Zero Hour Contracts: An Employer's Guide

• Do Small Businesses Need Contracts?

• Restrictive Covenants

About the Author

Deborah Manktelow is a CIPD Qualified HR professional with over 7 years’ experience in generalist HR management working within the Construction Industry.

Working for a National provider of Insulation provided Deborah with the opportunity to strategically support Operations across the UK, supporting HR functions and the wider business.

Deborah is Croner’s Advice Manager, taking responsibility for overseeing the provision of advice to all Croner clients, bringing together our Corporate, Simplify and Association service provisions.

Related resources

• Business Advice
• Contracts & Documentation
• Culture & Performance
• Disciplinary & Grievances
• Dismissals & Conduct
• Employee Conduct
• Employment Law
• End of Contract
• Equality & Discrimination
• Health & Safety
• Hiring & Managing
• Leave & Absence
• Managing Health & Safety
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Contract change notices

Contract change notices for Government Gateway

Contract change notice 001

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Contract change notices for the provision of managed services and hosting for the Government Gateway (September 2006). You can also view the Contract schedules

We have redacted certain details in agreement with the Information Tribunal in decision EA/2010/0073.

There is no Contract Change Notice 003.

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Employment contract amendment template

Employment contract amendments are a quick and easy way to update existing employment contracts. Use this free employment contract amendment template to get started.

If you need to make changes to an employment contract, you don’t necessarily need to create a whole new one. Instead, you can create an employment contract amendment. 

This post explores what an employment contract amendment is and how to create one. To make it even easier for you, we’ve included a free employment contract amendment template. Enjoy!

What is an employment contract amendment?

An employment contract amendment is an agreement used to modify and make changes to the terms of an existing employment contract without needing to create a new one . 

Once effective, the employment contract amendment works alongside the original employment contract but changes, adds, or removes a specific term. In other words, an employment contract amendment is a type of supplemental agreement . 

Employment contract amendments can be used for minor changes or more substantial amendments, but we’ll explore how and when they’re used in more detail in a moment.  

Like this template? Grab our other popular employment contract templates:

• Employment termination agreement template
• Offer letter template
• Option agreement template
• Recruitment agreement template

When are employment contract amendments used?

Let’s run through a few examples of when an employment contract amendment is used, and more specifically, which amendments are typically made. 

⚖️ Ensure compliance with laws and regulations

One reason for varying or amending an employment contract is to comply with new laws and regulations. These employment contract amendments need to be made in order to reflect the new laws and protect employees’ rights under these. 

This could involve updating the compensation employees receive, the amount of holiday they’re entitled to, and how they can be dismissed. Either way, it’s important to capture changes to the law by amending an employee’s contract. 

🧱 Reflect restructuring within the company

Employers may also choose to use an employment contract amendment to reflect changes in a company’s structure. If a company undergoes restructuring, and this affects an employee’s responsibilities, management, or compensation, their employment contract should reflect these changes. 

It’s also an important opportunity for employees to confirm that they are willing to accept these changes to their employment terms. 

➕ Implement new perks or benefits

It’s also extremely common for employers to vary an employment contract when introducing new perks or benefits. 

While most employee perks will only be discussed briefly in an employment offer letter, some more substantial schemes should be covered using an employee contract amendment.

Examples of these more substantial benefits could include pension plans, increased redundancy pay, and enhanced maternity and paternity provisions.

💰Update with a new salary

It’s also common for employers to use an employment contract amendment to reflect a salary increase. This happens regardless of whether the compensation increase came with a promotion or not. 

Moving beyond verbal discussions and reflecting on this increase in a legally-binding contract is important, as it provides employees with certainty around their income and updated salary. 

🏷️ Change in job role or title 

Employment contract variations are also used to reflect changes in an individual’s job responsibilities or title. This is important since it provides clarity around what’s expected of an employee, and it also helps to ensure that their title reflects the work they actually do. 

It’s natural for an employee’s responsibilities to increase or change over time, but it’s still important to recognize these changes by amending the employment contract or even creating a whole new one. 

⏰ Update with new working hours 

Employment agreement amendments are also commonly used to reflect changes to a company’s working hours. This has been particularly common in recent years as companies have moved towards flexible working and hybrid work. Some businesses have even adopted a four-day work week . 

An employment contract variation can be used to reflect this flexibility in employees’ working arrangements. 

So now we know when employment contract amendments are used and why we use them. But how should employers approach amending employment contracts? Let’s find out.

How to approach employment contract amendments 

1. consider the amendment carefully .

Before committing to an employment contract amendment on paper, it’s important to consider the variation carefully and discuss it with the relevant stakeholders. 

For example, if you’re looking to increase an employee’s salary, you’ll want to consult both the HR and finance teams first. That way you can ensure that the change is aligned with the direction the company is going in, as well as their current priorities as a business.

Similarly, if you’re introducing an enhanced pension plan, you’ll need to have finalized the specifics of this plan before updating HR contracts to reflect it. Otherwise, it can become confusing for employees, and this defeats the purpose of a contract .

2. Discuss the change with employees first

It’s also important not to get ahead of yourself when amending employment contracts. Before you make any changes to an employment agreement, you should consult the employee first. 

Even if the change to the contract is a positive one, these changes shouldn’t come as a surprise to employees. After all, employment contract variations can affect different employees in different ways.

In some circumstances, an employee may even want to consult their trade union about the changes. They may want to negotiate the amendment to ensure it better suits their needs. But we’ll get into that shortly.

Either way, having open and meaningful discussions with employees about the proposed changes is important to maintaining a respectful working relationship.

It also gives employers the opportunity to explain why they’re making specific changes, and this can encourage employees to accept variations to their employment terms.

3. Draft the employment contract amendment

Once you’re set on the amendment you wish to make, and you’ve checked that it’s legal to make it, it’s time to put the promise onto paper. 

This can be done in two main ways: 

1. Contract authoring 

This is the manual way of creating the employment contract amendment. It typically involves authoring the contract manually in a platform like Microsoft Word. This can be done from scratch or by copying and pasting certain elements from existing agreements and templates found in shared drives. 

It’s time-consuming, but it works if you’re only amending a handful of contracts. 

2. Contract generation

Alternatively, you can generate contracts . This is the process of automating contracts using pre-approved contract templates .

Contracts created in this way require far less contract admin since most contract tools enable users to automatically populate contract smartfields with the relevant values, rather than manually extracting and inputting this data by hand.

Most contract platforms will also enable users to generate contracts at scale using bulk actions . Juro is one example of this, making it a great option for HR teams that need to roll out employment contract amendments right across the business. The same is true for other employment contracts and forms of onboarding paperwork .

4. Receive internal contract approval 

If a contract requires sign-off from legal or finance, for example, it’s also good practice to establish contract approval workflows for employment contract amendments. 

5. Open the amendment up to negotiations 

It’s also valuable to give employees the opportunity to negotiate any employment contract amendment you propose. 

If there isn’t scope for negotiation, you can lock the contract terms down automatically using a tool like Juro. But if there is, you can streamline this negotiation process using a contract management system . This eliminates the need to move back and forth between multiple different tools just to discuss the employment contract variation.

Instead, all collaboration and negotiation can happen in one workspace. 

Can an employment contract amendment help?

As we just described, the process of amending an employment contract can be made far easier with the right employment contract amendment template. 

Using a template for contract amendments has numerous advantages, such as: 

• Greater consistency: using a pre-approved employment contract amendment template helps to ensure that all employment agreements use consistent wording. This is particularly important for employment contract amendments that are rolled out across the entire business.
• Faster contract generation: generating employment contract amendments is significantly faster when most of the content is already templated. Using an employment contract amendment template saves precious time and resources that would otherwise be spent drafting the contract from scratch. 
• Language pre-approved by legal: by using an employment contract amendment template, you can ensure legal retains control over variations while HR teams self-serve on contract creation. This is because legal has pre-approved the terms included. What’s more, if using Juro, legal teams can also bake certain clauses into contract templates for when certain conditions have been met. This is achieved through a feature called conditional logic . 

Put simply, using an employment agreement amendment template can reduce contract admin, save time and enable HR teams to focus on higher-value tasks, like hiring. 

What should an employment contract amendment template include? 

To recap: we’ve discussed what an employment contract amendment is, how to vary employment contracts, and what the benefits of using an employment contract amendment template are. What we haven’t discussed is what this template should include. 

Fortunately, employment contract amendment templates aren’t as lengthy or comprehensive as ordinary employment contracts. This is because they don’t need to be. Instead, they simply need to discuss: 

• Who the parties are : Like most contracts, an employment agreement amendment template should briefly describe who the contract is between. This is done by listing the parties and where they’re based. This is common practice for business contracts , and it’s usually found at the start of the template. 
• What the amendment actually is: Here’s where the juicy stuff is. Every employment contract amendment template should include details about what you’re actually changing about the existing contract. This is where you’d cover salary increases, pension plans or specific changes to working hours, for example. 
• When the amendment comes into effect: Next you’ll need to mention when the amendment will become effective. This is done by adding an effective date to your contract. 
• How it changes the existing contract: Amendment templates should also describe how the existing contract is affected by the changes. In most employment contract amendment templates, this is as simple as stating that all terms and conditions of the existing employment contract should remain effective. But if the employment contract amendment does change the way the existing agreement operates, you need to explain exactly how this happens. 
• Which laws govern the amendment: It’s also important to detail which jurisdiction’s laws govern the contract. This is more of a formality than anything, but covering it is still necessary. 

Alternatively, you can reduce this contract admin and use our free employment contract amendment template. Use the buttons to the right to download this as a PDF or use it in Juro.

Other HR contract templates can help you automate people ops admin too. Check out this Employment Termination Agreement template .

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Employment contract - variation letter

A employment contract variation letter is an agreement used to amend or vary the terms of an existing employment contract by mutual consent of the employer and employee.

What is an employment contract variation letter?

An employment contract variation letter is an agreement used to amend or vary the terms of an existing employment contract by mutual consent of the employer and employee. In other words, where the parties agree to do something differently from what was originally agreed, whilst the remainder of the original agreement terms remain the same.

When should you use an employment contract variation letter?

Whilst amendments or variations to employment contracts do not strictly need to be in writing, we would strongly recommend that agreed changes be in writing to ensure clarity and transparency. This is particularly important when there is a change in remuneration, notice period or post-termination obligations. If the amendments or variations are substantial, or if the original employment contract was created prior to April 2020 (when there were substantial changes to employment contract law) the employer should consider if a new employment contract should be entered into instead of this employment contract variation letter.

Why is an employment contract variation letter important?

Having a written agreement documenting the change in the employment contract is important because:

There is no uncertainty or dispute about what change to the terms has been agreed, or when it is effective from. Without a written employment contract variation letter in place, it is far more likely that there will be a dispute between the employer and employee either during the employment or after the employment ends about what the employer and employer agreed i.e. what change in terms was agreed, particularly where verbal discussions have taken place over a period of time. It reduces confusion, avoids ambiguity or uncertainty and gives everyone clarity and peace of mind.

The employer is adequately protected. Provided that all necessary parts of the employment contract are updated (in particular taking into account April 2020 changes, to which see further above and below) the employment contract will remain legally compliant and fit for purpose.

It encourages good relationships between the employer and employee. It shows the employee that their employer is serious about getting things right.

What are the common pitfalls of an employment contract variation letter?

Not documenting the variation in writing As explained above, changes to an employment contract should be confirmed and agreed in writing, to avoid any misunderstandings or dispute about what was agreed.

Not updating the rest of the contract As explained above, if the original employment contract was created prior to April 2020 (when there were substantial changes to employment contract law) the employer should enter into a new employment contract reflecting both the changes to the law in April 2020 and the agreed variations of the employment contract.

Losing the signed copy Without a signed copy of the employment contract variation letter, there is no evidence of what the change in the agreed terms and conditions of the employment are. Signed contract variations can quickly and easily be saved on the PocketLaw platform so that they are securely stored.

Access all the templates you need with PocketLaw. Save time and reduce risk by leveraging our extensive library of 130+ templates , which are developed by qualified lawyers.

Ready to get started? Create all your employment contract variation letters in minutes. PocketLaw offers a platform with legal documents, guidance and a clever contract management system, as well as personal legal advice. All legal you need to grow your business and drive it forward.

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