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IT change request form

IT change request form

Use this IT change request template to document and organize change requests. Capture essential details like approvals, impact assessments, and a clear communication plan.

Use this template
or download pdf
IT change request form

Use this IT change request template to document and organize change requests. Capture essential details like approvals, impact assessments, and a clear communication plan.

Use this template
or download pdf

About the IT change request form

Handling IT changes smoothly is key for smooth business operations, whether you’re managing software updates or rolling out new systems. This IT change request form helps you track, document, and implement changes efficiently, offering a centralized approach that keeps everyone aligned. This template provides essential fields—from request details and implementation plans to business and compliance impacts—so your team can manage every step of the change process conveniently.

How to use the IT change request form

Whether you’re overseeing a routine update or a high-stakes system upgrade, here’s how to make the most of the form:

  1. Start with complete details. When filling out the request title, description, and impacted systems, be specific. Clear descriptions help everyone involved understand the scope and importance of the change from the get-go. Don’t skip over specifics–being clear here will save time and prevent misunderstandings later.
  2. Determine urgency carefully. Assess if this change is low, medium, or high urgency. Think about both business and technical impact. For frontline staff managing real-time applications or systems, this allows IT teams to address the most critical changes first, minimizing downtime.
  3. Outline the impact. Use the impact sections to describe business, technical, and compliance implications. Be clear about the anticipated effects on system performance, data security, and legal requirements. By communicating this upfront, you make it easier for decision-makers to approve the request confidently.
  4. Build a clear implementation and rollback plan. Include a straightforward plan for both execution and reversal if issues come up. This proactive approach reduces risk, ensuring you’re prepared for a quick response if the change impacts key operations.
  5. Coordinate approvals and follow up. Submit for manager, board, and compliance approvals. If a change impacts frontline staff—like in a warehouse or retail setting—ensure they’re informed of upcoming changes so they can prepare.

Customizing the IT change request form

To make the template work even better for your team, try adding details that reflect your own workflows.

First, modify urgency levels to match your company’s priority scale. If your organization has a tiered priority system (e.g., Critical, Urgent, Standard, Low), replace the default “Low, Medium, High” with these custom levels. This way, your team can assess changes more accurately.

You can also add fields for specific approval steps based on your organization’s decision-making structure. You might include fields for the IT manager’s sign-off, department head approval, and compliance validation if your change impacts data privacy or regulated operations.

Another option is to adjust the communication plan by department so each relevant team knows how a change affects them specifically. You could include subsections for IT, Operations, and Customer Service, outlining the change’s impact and action points for each team.

Download Lumiform’s IT change request form today

Streamline your change management process with this IT change request template. It keeps essential details at your fingertips, supporting your team in handling change requests quickly and accurately. From approval tracking to priority customization, each section is crafted for practical use—ensuring you’re prepared from planning through to post-implementation.

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Preview of the template
Page 1
Change Request Details
Change Request Title
Change Request Description
Requested By
Requested Date
Planned Change Date
Impacted Systems
Urgency Level
Change Impact
Business Impact
Technical Impact
Compliance Impact
Change Implementation
Implementation Plan
Rollback Plan
Testing Approach
Communication Plan
Change Approvals
IT Manager Approval
Change Review Board Approval
Compliance Approval

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Related resources

Access a complete set of resources aimed at maximizing safety, quality, and operational excellence, including detailed guides, related templates, and real-world use cases.

Topic guides

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Kotter’s 8 steps of change management6 steps to guide employees through organizational changeSuccessful change management in your businessThe three top change management models you should know

Frequently asked questions

How do I assess the risks involved in an IT change?

Consider both technical and business impacts. Identify how the change might affect system performance, data security, and compliance. Look at past similar changes to spot potential issues and involve relevant teams for a holistic view. Test in a controlled environment if possible—this can reveal unexpected risks before full deployment.

Who should approve an IT change request?

IT change requests typically need approval from an IT manager, relevant department heads, and sometimes compliance officers if data privacy or security is involved. For high-impact changes, a change review board (CRB) might be needed. This board is responsible for evaluating the risks, resources, and potential impact to give a well-rounded decision.

How can I determine if a change request is urgent or routine?

Consider how the change affects business operations and system stability. Urgent changes typically address critical issues, like fixing security vulnerabilities or major system outages, while routine requests might be scheduled during regular maintenance. You can involve key stakeholders to help you prioritize requests.


This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.
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