A change request template is a formal document used to propose modifications to project scope, schedule, cost, quality, or other approved baselines. According to the Project Management Institute (PMI), change control is a critical governance mechanism in PMBOK 8 that ensures all changes are evaluated for their full impact before being approved, rejected, or deferred. Using a standardized change request template prevents informal scope creep, maintains baseline integrity, and creates an auditable record of every decision made during project execution. Every project, regardless of size or delivery approach, benefits from a disciplined change control process supported by this template.

What is a Change Request?

A change request template documents a proposed change to an approved project baseline or management plan. It captures the justification for the change, a thorough impact analysis across all project dimensions, the stakeholders affected, and the formal disposition decision — approved, rejected, or deferred. Change requests are created whenever a team member, stakeholder, or sponsor identifies a need to modify what was originally agreed. They can result from new information, changed conditions, errors in original planning, or stakeholder-driven additions. In PMBOK 8, change requests flow through the Change Control Board (CCB) or sponsor review process and their approved outcomes are reflected in updated baselines and project documents.

What's Included in This Change Request Template?

• Summary Description and Category — A clear, concise statement of the proposed change and its type (scope addition, schedule adjustment, corrective action, defect repair, or preventive action) to ensure correct routing for review.
• Justification and Business Value — The reason the change is needed, the business value or risk reduction it delivers, and the consequences of not approving the change — providing the CCB with the context needed for an informed decision.
• Impact Analysis — Scope — Description of how the change affects project deliverables, WBS, and scope baseline, including whether in-scope work will be removed, modified, or whether new work packages will be added.
• Impact Analysis — Schedule and Cost — Quantified effects on project duration, critical path, and budget, including the specific activities, milestones, and cost accounts affected by the proposed change.
• Impact Analysis — Quality, Risk, and Resources — Assessment of how the change affects quality standards, risk exposure, and resource requirements, ensuring the CCB considers all six project dimensions before making its decision.
• Affected Stakeholders — List of parties impacted by the change with notes on required communication and any stakeholder approvals needed before or after the CCB disposition decision.
• Development Approach Implications — Analysis of how the change affects the predictive, agile, or hybrid delivery method, including any sprint plan or backlog adjustments required.
• Disposition and Approval — Approved / Rejected / Deferred decision with rationale, conditions, and authorized signatures from the CCB or sponsor, establishing the official record of the change control outcome.

How to Use This Change Request Template (PMBOK 8)

1. Identify and describe the change clearly — Document the summary description with enough detail for the CCB to understand the proposed change without needing to ask clarifying questions. Assign the change request a unique ID for tracking.
2. Assess the full impact across all six dimensions — Analyze the effects on scope, schedule, cost, quality, risk, and resources systematically before submitting. Incomplete impact analysis is the most common reason change requests are returned for revision.
3. Communicate with affected stakeholders — Identify all parties impacted and notify them before the CCB review so their input can be considered. Some stakeholder approvals may be prerequisites for CCB consideration.
4. Submit to the CCB or sponsor for disposition — Present the completed change request template at the next CCB meeting or via the agreed review process, providing a verbal summary of the key impacts and your recommendation.
5. Update baselines and documents upon approval — After approval, immediately update the project management plan, affected subsidiary plans, and baselines to reflect the approved change. Communicate the decision to all affected parties.
6. Track implementation of approved changes — Monitor that approved changes are implemented as documented and that their actual impact matches the estimated impact, capturing any variance as a lesson learned.

When to Create This Document (PMBOK 8)

A change request template is created whenever a proposed modification to an approved project baseline is identified during planning, execution, or control. In PMBOK 8's Governance Performance Domain, integrated change control ensures every change is formally evaluated before implementation. Change requests can originate from any project stakeholder at any lifecycle stage, and the change request template provides the consistent structure needed to evaluate them objectively regardless of source or timing.

Related Templates

• Project Management Plan Template
• Risk Report Template
• Status Report Template
• Lessons Learned Template
• Scope Management Plan Template

Complete Guide & Filled-In Example

Get the most out of this template with the two companion resources below:

• Change Request in PMBOK 8 — Complete Guide — Understand the purpose, key elements, and best practices before filling in the template.
• Download the Filled-In Example — Project Phoenix — See exactly how this document was completed for a real $72K website launch project.