A change request form allows for a better-organized system to request changes within an organization that may be regarding a schedule, cost, scope, requirements, tests, resources or any other field. This template provides you with the requester and project details, change category, with its description and benefits and its level of priority.
You can customize the template and adapt it to your own business structure, easily change, add or remove fields with Jotform Form Builder’s add and drop feature, customize the fonts, colors, layout, and background and embed it to your system or use it as a standalone form.
What is a change request?
A change request is a formal notification to a company or organization that a change to an existing product, service, or system is necessary. The adjustment could be due to a customer request, a change in regulations, or because the original product or service is no longer meeting the customer’s needs. It’s up to the company or organization to decide whether or not to implement the change.
How do you write a change request document?
When writing a change request document, it’s essential to be clear and concise. Include all relevant information, such as the nature of the requested change, the impacted areas, and any potential risks associated with the change.
Start by describing the issue you’re trying to address and then outline the proposed changes. Include the reasons for each change and any potential risks or benefits. Last, provide an estimated cost and timeline for implementation.
Assuming you have all the necessary information, writing a change request document shouldn’t take more than a few minutes. However, before moving forward, confirm that all stakeholders are on board with the proposed changes. Otherwise, you may find yourself dealing with a lot of resistance.
Regardless of the type, a change request form typically contains the following sections:
- Summary of the change: a brief description of the proposed change
- Details of the change: a detailed explanation of the proposed change and the reasons for the request
- Impact of the change: the potential benefits that could result from implementing the proposed change
- Approval process: relevant information about the approval process and who needs to approve the request
- Implementation plan: details of how and when the proposed change will be implemented
- Risks and mitigation: potential risks and mitigation strategies for the risks identified
- Related tickets: identification of any existing support tickets related to the proposed change
- Sign-off: a space where the individual requesting the change can sign and date the form
What is an example of a change request?
There are many types of change requests; some common examples include proposals for new features or functionality, changes to existing features or functionality, and changes to the delivery of a product or service. Below is a simple example of a support team’s request to make the home icon more accessible in their app:
- Summary of the change: Replace the home icon on the XYZ app.
- Details of the change: We need to differentiate the XYZ home icon since people are confusing it with the menu icon.
- Impact of the change: The user experience will improve, and we’ll receive fewer complaints regarding our app.
- Approval process: We need approval from our CTO and design team.
- Implementation plan: The design team will create a new home icon over the next week, and our development team will ensure its deployment across our digital assets.
- Risks and mitigation: We may further confuse users by changing the system’s layout. Before making the changes public, we should test the new design on a small user group.
- Related tickets: 123, 145, 176, 185, and 192
- Sign-off: CTO
What is a document change request form?
A document change request form allows individuals to request changes to official documentation like standard operating procedures, instruction manuals, etc. The form typically includes fields for the name of the document, the date, the requested changes, and the name of the person making the request.
The purpose of a document change request form is to standardize the process for requesting changes. Standardization helps ensure that an organization can track all requests and notify the appropriate people about the changes. It also prevents anyone from making unauthorized changes to a document.
How do you present a change request?
When presenting a change request, be clear and concise. Include any documentation that supports the change, such as support tickets, data showing the impact, or team requests.
You can present change requests in person, in writing, or electronically. Whichever method you choose, be sure to include all relevant information so the appropriate decision-makers can properly consider your request.
What are the different types of change requests?
Change requests will vary widely depending on your industry and role, but these are some of the most common ones:
- A request for new functionality or features
- A request to change existing functionality
- A request to add or remove data from a system
- A request for a change in design or layout
- A request for a change in business process or workflow
- A request for new or changed reports or other outputs from a system
Some change requests will be specific, while others may be more general in nature. It’s important to evaluate each request carefully to determine its potential impact on the system and its users.