Can the request be signed electronically?

Yes. Electronic signatures are generally legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Verify any state exceptions and follow the four-part validity test: intent, consent, attribution, and record retention.

Do I need notarization or witnesses?

Typically contractual requests do not require notarization, but state or transaction types may. Real-estate conveyances and certain powers of attorney often require notary or witnesses; check state rules before finalizing execution requirements.

What if a proposer submits incomplete attachments?

Clarify in the request whether missing attachments disqualify a proposal or will be assumed absent. Issuing a written addendum provides consistent guidance to all proposers and preserves fairness in procurement.

How should confidential materials be shared?

Mark documents as confidential, use secure file delivery or NDA protections, and avoid including regulated health or financial data unless a BAA or data sharing agreement is in place.

Can remote notary services be used?

Remote online notarization (RON) is permitted in many states with identity proofing and recording requirements; confirm the target signer's state allows RON and follow the state's technical and recordkeeping rules.

How do I correct an issued request?

Issue a formal addendum or revised request document and circulate it to all recipients. Maintain an audit trail of changes and ensure deadlines are adjusted if substantive clarifications are made.

Electronic Signature
Templates
Miscellaneous
Architectural Project Request

Architectural Project Request

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

ARCHITECTURAL PROJECT REQUEST

Date Submitted:

Parties and Recitals

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

WHEREAS, Architect Name: ("Architect") is qualified to provide architectural services and is willing to provide such services on the terms set forth in this request; and

WHEREAS, the parties desire to document the requested scope, budget parameters, schedule expectations and terms that will govern any subsequent engagement or design agreement.

Project Information

Project Title Project Address Primary Contact (Client) Primary Contact (Architect) Brief Project Description

Scope of Work

The requested scope to be delivered by Architect includes, at minimum, the tasks, deliverables and performance standards described below. The Architect shall perform services in a professional manner consistent with industry standards for similar projects.

Scope of Work (detailed) Deliverables & Milestones

Budget and Payment Terms

Total Estimated Design Fee: $

Payment Schedule

Deposit Required: $ Percent of Total: %

Late Payment Fee: % per month on overdue balances, applied to outstanding invoices in accordance with the Architect's standard billing practices.

Term, Commencement and Termination

Anticipated Start Date: Anticipated Substantial Completion Date:

Either party may terminate any subsequent engagement or agreement for cause upon written notice to the other party specifying the alleged breach and providing a cure period of days. Termination for convenience by the Client requires days' written notice and payment for services performed and reimbursable expenses through the effective date of termination.

Permits, Approvals, Insurance and Responsibilities

Client is responsible for securing project financing, land use approvals, permits, and for providing full and accurate project information. Architect will assist with permit drawings only where expressly included in the scope. The Client shall maintain property insurance and shall require Contractor to maintain general liability and worker insurance during construction.

Who will obtain permits?

Confidentiality

Each party shall treat as confidential all non‑public information disclosed by the other party and shall not disclose such information to third parties except as required for performance of the services, as required by law, or with the prior written consent of the disclosing party. Confidential information does not include information that is or becomes public through no breach of this provision or which is independently developed without use of the other's confidential information.

Governing Law

This request and any subsequent agreement shall be governed by the laws of the State of without regard to conflict of law principles.

Entire Agreement and Reliance

This Architectural Project Request, together with any attachments and any subsequently executed design agreement, constitutes the entire understanding of the parties with respect to the subject matter herein and supersedes all prior proposals and communications. No amendment shall be effective unless in writing and signed by both parties.

By submitting this request, the undersigned Client certifies that the information provided is accurate to the best of their knowledge and authorizes the Architect to prepare preliminary documents and fee estimates consistent with the Scope of Work above.

Acknowledgments

Client Entity Type: Individual Corporation LLC Partnership Other

Architect Entity Type: Individual Corporation LLC Partnership Other

Attachments

Attachments Provided: Existing plans Site photos Survey Other

Client Name:

By:

Date:

Architect Name:

By:

Date:

What an Architectural Project Request Is and When It’s Used

An Architectural Project Request is a formal document submitted by a client, developer, or project manager to engage an architect or design firm and to define scope, deliverables, schedule, and budget for a building or renovation project. It initiates the design procurement process, collects essential site and program data, and sets expectations for fees, approvals, and milestones. The request can be used for soliciting proposals, obtaining preliminary estimates, or starting a formal design contract and commonly accompanies site surveys, zoning information, and owner requirements.

Why a Clear Request Matters for Project Outcomes

A concise Architectural Project Request reduces ambiguity, shortens procurement cycles, and helps align owner, architect, and contractor expectations. Clear scope and required attachments reduce costly rework and accelerate permitting and budgeting decisions.

Who Typically Prepares and Reviews This Request

Project owners, developers, facilities managers, and procurement teams usually prepare the request to begin design services procurement.

Independent owners and developers seeking initial design proposals and cost estimates for new construction or renovations.
Public agencies and institutions issuing a scope to invited architects or for public procurement processes.
General contractors, project managers, or owner's representatives coordinating responses and managing required supporting documents.

Those who receive it—architects, planners, and permitting consultants—use the document to scope proposals and identify required studies or approvals.

Core Parts of a Professional Architectural Project Request

A complete request organizes information so responders can produce accurate proposals. Key sections should include project overview, scope, schedule, budget, submittal requirements, and evaluation criteria.

Project Overview

Concise description of location, project type, program goals, site constraints, and intended use; provides context for preliminary design assumptions and cost modeling.

Design Scope

Specific phases requested (schematic, design development, construction documents), deliverables (drawings, specifications), and any excluded services such as FF&E or specialty consultants.

Schedule and Milestones

Target dates for proposal submission, notice to proceed, key design reviews, permit submission, and anticipated construction start to guide staffing and timeline commitments.

Budget and Fees

Statement of available budget, expected fee structure (lump sum, hourly, percentage), and whether costs for consultants, testing, or permit fees are included or reimbursable.

Submission Requirements

Required attachments (site survey, geotechnical, permit history), proposal format, insurance and licensing evidence, and evaluation criteria for selection.

Evaluation Criteria

Weighted factors such as experience, past performance, technical approach, schedule, fee proposal, and references to be used for contractor selection.

Step-by-Step: Preparing and Issuing the Request

A clear sequence streamlines procurement from draft to selection. Follow these steps to finalize and distribute the request.

01

Draft the Request: Compile project facts, scope, and attachments into a single document.
02

Internal Review: Legal, procurement, and technical stakeholders verify scope and fee approach.
03

Issue to Firms: Send the request to selected firms or publish on appropriate procurement channels.
04

Evaluate Responses: Score proposals against stated criteria and check references and insurance.

Configuring the Online Request Workflow

Set up a digital workflow to collect proposals, signatures, and attachments consistently and securely.

Field	Configuration
Request Template	Create reusable template with mandatory fields and attachments
Signer Roles	Define owner, reviewer, and approver roles with email addresses
Authentication	Enable email verification or SMS code for signer identity
Document Retention	Set storage retention and export options for records

Typical Submission and Review Flow

This flow outlines how an Architectural Project Request moves from issuance to award in a digital environment.

Issue Request: Owner publishes the request and sends links to invited firms.
Receive Proposals: Firms upload proposals, attachments, and required credentials.
Conduct Reviews: Team scores submissions, verifies licenses, and checks references.
Select and Notify: Award letter issued and engagement terms finalized for signature.

Digital Signing and File Format Essentials

Confirm platform capabilities before issuing the request to ensure smooth e-submission and signature capture.

File Formats: PDF, DOCX, and Excel supported
Authentication: Email, SMS, or multi-factor options
Audit Trail: IP, timestamps, and action history

Common Timelines and Key Deadlines to Include

Specify firm deadlines and internal milestones so responders and reviewers align on timing and deliverables.

Proposal Submission Deadline:

Set a fixed date and time; late proposals are typically disqualified.

Question Deadline:

State a cutoff date for clarifying questions and addenda issuance.

Evaluation Period:

Allow time for scoring, interviews, and reference checks.

Notice of Award:

Provide an expected date for selection notification to bidders.

Design Start Target:

Indicate the desired notice-to-proceed and anticipated construction start.

Key Project Milestones from Request to Construction

Treat the request as the first milestone and map subsequent approvals and deliverables to avoid schedule slippage.

01

Request Issued

Formal issuance date triggers the response window and question period.

02

Proposals Received

Receipt of proposals closes the submission window and starts evaluation.

03

Agreement Executed

Signed engagement with defined scope and fee begins design work.

04

Permit Submission

Permit-ready documents submitted to authorities to begin approvals.

Common Preparation Errors That Cause Delays

Incomplete attachments such as surveys or existing drawings lead to divergent assumptions and underpriced proposals, causing rebids or claim disputes later in the project.
Vague scope language that omits exclusions forces repeated clarification and scope-creep negotiations, increasing procurement time and cost uncertainty for all parties.
Missing decision-maker contact information prevents timely answers to proposer questions and can invalidate submissions if formal signatures are delayed beyond deadlines.
Unclear evaluation criteria or weighting creates disputes after selection and can result in protests for public procurements or renegotiation risk for private owners.

Risks and Consequences of an Incorrect or Incomplete Request

Permit Delays: Longer approval cycles

Budget Overruns: Unanticipated cost increases

Contract Disputes: Claims over scope and fees

Selection Protests: Procurement challenges

Liability Exposure: Design omission risks

Tax/Reporting Impact: Incorrect invoicing records

Select eSignature Pricing and Compliance Comparison

Platforms vary on price, HIPAA readiness, and envelope limits; signNow appears first as a cost-effective option with enterprise features and compliance certifications.

	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	Yes, varies	Yes, varies	Yes, varies	Yes, varies
Bulk Send	Yes (premium)	Yes (enterprise)	Yes (enterprise)	Yes	Yes (paid)
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions and Practical Answers

Answers to common questions about preparing, submitting, and validating an Architectural Project Request, with attention to eSignature and compliance considerations.

Need help? Contact support

Can the request be signed electronically?
Yes. Electronic signatures are generally legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Verify any state exceptions and follow the four-part validity test: intent, consent, attribution, and record retention.
Do I need notarization or witnesses?
Typically contractual requests do not require notarization, but state or transaction types may. Real-estate conveyances and certain powers of attorney often require notary or witnesses; check state rules before finalizing execution requirements.
What if a proposer submits incomplete attachments?
Clarify in the request whether missing attachments disqualify a proposal or will be assumed absent. Issuing a written addendum provides consistent guidance to all proposers and preserves fairness in procurement.
How should confidential materials be shared?
Mark documents as confidential, use secure file delivery or NDA protections, and avoid including regulated health or financial data unless a BAA or data sharing agreement is in place.
Can remote notary services be used?
Remote online notarization (RON) is permitted in many states with identity proofing and recording requirements; confirm the target signer's state allows RON and follow the state's technical and recordkeeping rules.
How do I correct an issued request?
Issue a formal addendum or revised request document and circulate it to all recipients. Maintain an audit trail of changes and ensure deadlines are adjusted if substantive clarifications are made.

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