ITIL Change Record Template

by Rahulprasad Hurkadli

The ITIL Change Record Template captures and tracks changes in an organization's IT infrastructure in a standardized format. It ensures proper assessment, authorization, and implementation of changes to minimize risk and ensure mitigation measures are in place.

The template includes sections for change details, description, impact analysis, assessment, authorization, implementation, and review. It serves as a central repository for information and promotes best practices in change management.

The Importance of Using a Standardized Change Management Process

  • Consistency: A standardized process ensures that every change is handled in a consistent and systematic manner. This helps to avoid confusion, misunderstandings, and inconsistencies in how changes are implemented and communicated across the organization.
  • Efficiency: A standardized process provides a well-defined and structured approach to managing changes. This allows change managers to handle changes more efficiently, saving time and resources. It also helps to streamline decision-making and reduces the chances of delays or bottlenecks in the change management process.
  • Risk mitigation: By following a standardized process, organizations can assess and mitigate the potential risks associated with changes more effectively. This includes identifying and analyzing the impact of changes, conducting risk assessments, and developing appropriate mitigation strategies. A standardized process ensures that risks are evaluated consistently and that appropriate measures are taken to minimize their impact.
  • Stakeholder alignment: A standardized process ensures that all stakeholders are involved and informed at every stage of the change management process. This helps to build transparency, trust, and collaboration among stakeholders, leading to better alignment and support for the changes being implemented.
  • Enhanced decision-making: A standardized process provides a framework for making informed decisions about changes. It includes criteria and guidelines for assessing the feasibility, benefits, and potential risks of changes, allowing decision-makers to have a comprehensive understanding of the implications of the changes before making a decision.
  • Continuous improvement: A standardized process allows organizations to collect data and insights on the outcome of changes, enabling them to learn and improve their change management practices over time. By having a standardized process in place, organizations can capture lessons learned, identify improvement opportunities, and implement adjustments to ensure continuous improvement in managing changes.

Introducing the ITIL Change Record Template

  • Change record identification: This section captures the unique identifier for the change, as well as its status and classification.
  • Change details: Here, you can provide a summary of the change, including its purpose, scope, and desired outcomes. It also includes information on the individuals or teams responsible for implementing the change.
  • Change impact assessment: This section helps evaluate the potential impact of the change on various aspects, such as services, infrastructure, and stakeholders. It may include a risk assessment and a description of any necessary mitigations.
  • Change implementation plan: This part outlines the detailed steps required to implement the change, including any necessary pre- or post-implementation activities. It may also include a timeline and resource requirements.
  • Change authorization: This section captures the approval process for the change, including the individuals or groups responsible for approving it. It may include a change advisory board (CAB) review, where relevant.
  • Change review and closure: Once the change has been implemented, this section documents the results of the change, including any lessons learned or necessary follow-up actions.

Benefits of using the ITIL Change Record Template

  • Improved communication: The template includes fields for capturing all necessary information about a change, such as the reason for the change, impact analysis, and implementation plan. This promotes effective communication between IT teams, stakeholders, and other departments involved in the change process.
  • Efficient change management: By using the template, organizations can streamline their change management process. It provides a systematic approach to recording changes, making it easier to track, review, and approve changes within the IT infrastructure.
  • Enhanced risk management: The template includes a section for assessing and documenting the potential risks associated with the change. This allows organizations to proactively identify and mitigate risks, minimizing the chances of any negative impact on IT services.
  • Documentation and audit trail: The template serves as a documentation tool, capturing all relevant details of a change, such as the date, time, people involved, and approvals. This creates an audit trail that can be used for future reference, compliance, and regulatory purposes.
  • Continuous improvement: The template provides a mechanism for recording lessons learned and improvement opportunities during the change process. This allows organizations to learn from past experiences and continuously improve their change management practices.

Tips for Effective use of the ITIL Change Record Template

  • Fill in all the required fields: The ITIL Change Record Template typically includes fields for information such as the change description, impacted services or systems, change type, change request number, and authorization details. Make sure to fill in all the required fields accurately to provide a complete picture of the change.
  • Clearly describe the change: Provide a clear and concise description of the change being made. Include details such as the reason for the change, any risks or impacts associated with it, and the expected benefits.
  • Identify the impacted services or systems: Specify the services or systems that will be affected by the change. This helps to identify any potential dependencies or conflicts, ensuring that all necessary considerations are taken into account.
  • Choose the appropriate change type: ITIL offers various change types, such as standard changes, emergency changes, and major changes. Select the appropriate change type based on the nature and impact of your change. This helps to prioritize and manage changes effectively.
  • Include all relevant stakeholders: Identify all the stakeholders who need to be informed or involved in the change process. This may include IT teams, management, end-users, and vendors. Providing this information ensures that everyone necessary is kept in the loop and can contribute to the change process as needed.
  • Document the change request number: Assign a unique change request number to each change to facilitate tracking and reference. This helps to maintain a clear record of the change and any related activities, such as approvals and communications.


In conclusion, the availability of a free ITIL change record template for download is a valuable resource for organizations implementing ITIL processes. This template allows for the systematic and standardized documentation of changes in an IT environment, helping to ensure that changes are properly planned, executed, and evaluated. 

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