Change Request

A change request is the formal proposal to alter something baselined on a project — scope, schedule, cost or deliverables — so that every change is assessed, decided and recorded rather than absorbed silently.

A change request is a documented proposal to modify a project’s baseline — a new or altered requirement, a scope adjustment, a schedule or budget change, or a design revision. It captures what is being requested, why, and by whom, and then flows through change control: impact assessment, a decision by an authorised person or change control board, and, if approved, an update to the affected baselines and plans. The change request and its outcome are recorded in a change log, creating an audit trail.

Why it matters

Change is inevitable on projects; the danger is uncontrolled change (scope creep). A change-request process makes every proposed change visible and forces an explicit decision that weighs its impact on scope, time, cost and quality. This protects the baseline, keeps stakeholders honest about trade-offs ("yes, and here is the new date"), and provides traceability — you can always see what changed, why, who approved it, and what it cost.

When to use it

Use change requests once baselines are set — from planning through execution. The formality should scale with the project: a large or contractual project needs a full form and change control board; a small internal one may use a lightweight ticket. The key is that any baseline change goes through some deliberate assessment and approval, however light.

How to use it

1. Raise the request: document what is being changed, the reason, and the requester.
2. Assess the impact on scope, schedule, cost, quality and risk.
3. Submit to the authorised approver or change control board for a decision.
4. If approved, update the affected baselines, plans and the change log; if rejected, record why.
5. Communicate the decision and implement the change in a controlled way.

Example

On a construction project the client requests upgraded flooring after the budget is baselined. A change request is raised; assessment shows +€40k cost and +1 week. The change control board approves it, the budget and schedule baselines are updated, and the change log records the decision. Without the process, the crew might have just done it — and the overrun would have surfaced only at the end.

Template

A change request template captures ID, description, reason, requester, impact analysis, decision and date; pair it with a change log.

Browse templates →

Tools

Related topics

FAQs

Alternatives

• Agile backlog reprioritisation — change handled by re-ordering, not formal requests
• Configuration management — controls changes to product/technical items specifically