Can a proposal be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states if intent, consent, attribution, and record retention are met.

When is notarization required?

Notarization is rarely required for proposals alone but may be needed for related documents (deeds, POAs); check state rules for specific execution requirements.

Who is authorized to sign?

An authorized corporate officer or designated agent should sign; confirm signatory authority to avoid challenges to acceptance or payment.

What supporting documents are typical?

Include site survey, preliminary drawings, fee schedule, insurance proof, and consultant letters to substantiate assumptions and timelines.

How to handle scope changes?

Document change orders in writing with revised fees and schedule before performing additional work to prevent disputes.

How long to retain signed proposals?

Keep signed proposals for the contract term plus at least three years; longer retention applies for tax or HIPAA-related records.

Electronic Signature
Templates
Miscellaneous
Architectural Design Proposal

Architectural Design Proposal

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

ARCHITECTURAL DESIGN PROPOSAL

WHEREAS

WHEREAS, Client Name: (the "Client") seeks architectural design and related professional services for the project described below; and

WHEREAS, Architect Name / Firm: (the "Architect") is willing to provide such services under the terms and conditions set forth in this Proposal.

Project Title: — Project Location / Address:

SCOPE OF WORK

The Architect shall perform professional architectural services as set forth below. Services shall include preparation of design documents, coordination with consultants, and delivery of the listed deliverables. Additional services beyond this scope shall require a written amendment and additional compensation.

Detailed Scope of Work Deliverables / Phases

Schematic Design (SD)
Design Development (DD)
Construction Documents (CD)
Bidding & Negotiation
Construction Administration (CA)

PAYMENT TERMS

The Client shall pay the Architect for services rendered in accordance with the following fee schedule. Fees are exclusive of taxes and reimbursable expenses unless otherwise stated.

Total Fee (lump sum or estimated) Payment Schedule / Milestones Invoicing Address or Billing Contact

Late Payment: Amounts past due shall accrue interest at the rate of on the outstanding balance, payable by Client. The Architect may suspend services for nonpayment after providing written notice and a period of days to cure.

TERM AND TERMINATION

This Agreement shall commence on Commencement Date: and continue until Completion Date: , unless earlier terminated in accordance with this section.

Either party may terminate this Agreement for material breach by the other party if the breach is not cured within days after written notice. Upon termination, Client shall pay Architect for all services performed and expenses incurred through the effective date of termination, plus any costs of demobilization.

Termination Effects / Close-out

CONFIDENTIALITY

Each party shall treat as confidential all non-public information disclosed by the other party in connection with this Agreement, and shall not use or disclose such information except as necessary to perform its obligations hereunder or as required by law. Confidential information does not include information that is or becomes publicly available through no wrongful act of the receiving party or that the receiving party can demonstrate was independently developed without use of the disclosing party's confidential information.

INTELLECTUAL PROPERTY

The Architect retains copyright in all design documents, drawings, specifications, and other materials created by the Architect. Upon full payment of fees due, the Architect grants the Client a non-exclusive license to use the deliverables for construction and operation of the Project. Use of the Architect's instruments of service on other projects or for modifications by others without the Architect's written permission is prohibited and constitutes a breach.

INSURANCE, LIABILITY AND INDEMNITY

The Architect shall maintain professional liability insurance and general liability insurance customary for projects of similar scope. The Client shall be responsible for carrying property and builder's risk insurance as appropriate. Except for liability arising from gross negligence or willful misconduct, the parties' aggregate liability under this Agreement shall be limited to the total fees paid to the Architect for the services giving rise to the claim, or , whichever is greater.

Insurance Requirements (summary)

DISPUTE RESOLUTION

The parties shall attempt to resolve disputes arising under this Agreement through good faith negotiations. If negotiations fail, the parties agree to submit the dispute to mediation prior to initiating litigation. If mediation is unsuccessful, either party may pursue any available legal remedies.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to its conflict of laws principles.

ENTIRE AGREEMENT

This Proposal, together with any attachments or referenced schedules, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior negotiations, representations, or agreements, whether written or oral. No modification shall be effective unless in writing and signed by both parties.

MISCELLANEOUS

If any provision of this Agreement is held invalid or unenforceable, the remainder of the Agreement shall remain in full force and effect. Headings are for convenience only and shall not affect interpretation.

Acceptance: By signing below, the undersigned parties acknowledge that they have read, understand, and agree to the terms of this Architectural Design Proposal and authorize the Architect to proceed in accordance with this Agreement.

Client:

By:

Date:

Architect / Firm:

By:

Date:

What an Architectural Design Proposal Is and When It’s Used

An Architectural Design Proposal is a written offer from an architect or design firm to a client that describes scope, deliverables, schedule, fees, and terms for a building or renovation project. It frames responsibilities, assumptions, milestones, and exclusions so both parties share expectations before entering a formal contract. Proposals can include conceptual drawings, preliminary budgets, phasing plans, and permit strategy. For U.S. projects the proposal often supports procurement, lender review, or municipal pre-application meetings and serves as the basis for a later services agreement when both parties agree on terms.

Why a Clear Proposal Matters for Project Outcomes

A well-crafted proposal reduces misunderstandings, clarifies scope, and helps align budget and schedule expectations between owner and architect, improving decision quality before contract execution.

Who Typically Prepares and Reviews These Proposals

Different reviewers focus on scope, budget, regulatory compliance, and contractual protections before signing a services contract.

Architects and design principals preparing scope, fees, and deliverable schedules for clients.
Project owners, developers, and property managers evaluating cost, timeline, and compliance risks.
Contract administrators, lenders, and municipal reviewers who verify prerequisites and financing contingencies.

Core Parts of a Professional Architectural Design Proposal

A complete proposal presents scope, fees, schedule, deliverables, assumptions, and terms in clear sections so stakeholders can compare offers and confirm alignment before signing.

Scope of Work

Describe design phases, tasks, and deliverables (schematic design, design development, construction documents, permitting assistance). Be explicit about included and excluded items to avoid scope drift.

Fee Structure

State total fee, billing method (lump sum, hourly, percentage), payment schedule, reimbursable expenses, and conditions that trigger fee adjustments or change orders.

Project Schedule

Provide milestone dates for deliverables, review windows, and permit submittals; include assumptions about client approvals and weather or site constraints.

Deliverables

List document types, drawing scales, file formats (PDF, DWG, BIM), number of revisions, and electronic delivery methods required by the owner or authorities.

Assumptions & Exclusions

Call out site investigations, geotechnical work, surveys, specialty consultants, or permit fees not included so responsibilities are unambiguous.

Terms & Conditions

Include governing law, insurance requirements, dispute resolution, intellectual property, termination rights, and conditions for client-supplied information.

Step-by-Step: Preparing and Issuing the Proposal

Follow these sequential steps to prepare, review, and deliver an Architectural Design Proposal.

01

Gather Project Data: Collect site info, program, survey, and client requirements before drafting.
02

Draft Scope and Fees: Write clear phase descriptions and compute fees and reimbursables.
03

Internal Review: Have technical and commercial leads review for accuracy and risk.
04

Issue to Client: Send proposal with versioning and request written acceptance or signed agreement.

Where to Send or Submit an Architectural Design Proposal

Understand typical submission destinations and how routing affects acceptance and recordkeeping.

Direct to Client: Email the proposal to the named client contact with delivery receipt requested.
Procurement Portal: Upload to owner or public procurement portals when required for RFQ/RFP responses.
Lender or Stakeholder: Provide copies to lenders, investors, or grant administrators when contract terms affect financing.
Municipal Intake: Submit conceptual materials to planning or building departments for pre-application review if needed.

How to Set Up an Online Proposal Workflow

Configure a repeatable digital workflow to collect signatures, track status, and store signed agreements.

Field	Configuration
Template Name	Save a reusable proposal template per project type
Signer Roles	Define architect, client, and approver roles with email addresses
Authentication	Set email confirmation or SMS code for signer identity
Notifications	Enable reminders and completion receipts for all parties

Digital Signing and eSubmission Considerations

Ensure the chosen provider supports your compliance needs (HIPAA BAA if health data, 21 CFR Part 11 for FDA records) and offers reliable audit logs.

File Formats: PDF, DOCX, and CAD export required
Integrations: Connectors for Google Workspace, MS 365, NetSuite
Security: TLS in transit; AES-256 at rest

Typical eSignature Vendor Pricing and Feature Snapshot

Compare common vendor price points and basic features relevant to signing and delivering an Architectural Design Proposal; signNow appears first per platform comparison conventions.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	Varies	Varies

Key Risks and Legal Consequences of Defective Proposals

Unenforceability: Missing signatures can void acceptance

Project Delays: Ambiguous scope triggers schedule disputes

Payment Withholding: Incorrect fee terms may justify nonpayment

Liability Exposure: Vague scope increases professional exposure

Tax Penalties: Incorrect vendor forms may trigger IRS penalties

Compliance Breach: HIPAA or procurement violations risk fines

Common Mistakes When Preparing an Architectural Design Proposal

Leaving the scope vague or using open-ended phrases that invite different interpretations by client and contractor.
Failing to state billing cadence and triggers for additional services, which leads to invoicing disputes and delayed payments.
Omitting required attachments such as surveys, geotechnical reports, or consultant fee estimates that owners expect to evaluate.
Not specifying governing law or jurisdiction, increasing friction if disputes require mediation or litigation.

Frequently Asked Questions About Architectural Design Proposals

Practical answers to common execution, signing, and compliance questions for proposal drafters and reviewers.

Need help? Contact support

Can a proposal be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states if intent, consent, attribution, and record retention are met.
When is notarization required?
Notarization is rarely required for proposals alone but may be needed for related documents (deeds, POAs); check state rules for specific execution requirements.
Who is authorized to sign?
An authorized corporate officer or designated agent should sign; confirm signatory authority to avoid challenges to acceptance or payment.
What supporting documents are typical?
Include site survey, preliminary drawings, fee schedule, insurance proof, and consultant letters to substantiate assumptions and timelines.
How to handle scope changes?
Document change orders in writing with revised fees and schedule before performing additional work to prevent disputes.
How long to retain signed proposals?
Keep signed proposals for the contract term plus at least three years; longer retention applies for tax or HIPAA-related records.

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