Can a builder statement be e-signed?

Yes. Electronic signatures meet ESIGN and UETA requirements when intent, consent, attribution, and record retention are satisfied. Use required consumer disclosures for consumer-facing transactions.

Is notarization required for the statement?

Not always. Notarization depends on contract or state requirements; some jurisdictions accept electronic notarization (RON) while others require in-person notarization.

What happens if names don’t match?

Mismatch between the signer name and contract party can cause payment delays and identity disputes. Correct names to match government ID or contract records before signing.

Which supporting documents should be attached?

Attach the contract, applicable change orders, prior statements, lien waivers, and proof of completed work to substantiate the amounts claimed and speed review.

How long must I retain signed statements?

Retention depends on purpose: IRS records three years (IRC §6501(a)); HIPAA-related materials six years (45 CFR §164.530(j)); contract-specific terms may require longer retention.

Can I revoke a submitted statement?

Revocation depends on contract terms and whether funds were released. If no funds were disbursed, submit a corrected statement and obtain written acceptance; legal counsel may be needed if funds were released.

Electronic Signature
Templates
Miscellaneous
Builder Statement Template

Builder Statement Template

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

BUILDER STATEMENT TEMPLATE

RECITALS

WHEREAS, Builder Name: is engaged to perform construction services for Owner Name: (together, the Parties) for the project known as Project Name: located at Project Address:

WHEREAS, the Parties entered into a written construction contract dated Contract Date: pursuant to which Builder agreed to perform the Scope of Work described below for the Contract Sum set forth in this statement.

WHEREAS, this Builder Statement is submitted to summarize work performed, payments received, amounts due, and other material contract particulars as of the Statement Date: .

SCOPE OF WORK

Scope Description

SUMMARY OF CONTRACT AND PAYMENTS

Original Contract Sum Change Orders (Net) Adjusted Contract Sum (Current) Payments Received to Date Retainage Amount Due with This Statement Payment Schedule / Milestones

Late payment shall accrue interest at a rate of on overdue amounts, calculated from the date payment was due until paid in full. Acceptance of any payment shall not waive Builder's right to pursue additional remedies for nonpayment.

TERM AND TERMINATION

Term Commencement Date: . Anticipated Completion Date: .

Either Party may terminate this Agreement for material breach by the other Party if the breach remains uncured for Notice Period (days): after written notice specifying the breach. Termination shall be without prejudice to any rights or obligations accrued prior to termination.

CONFIDENTIALITY

Each Party shall hold in confidence and not disclose to any third party any non-public information obtained from the other Party in connection with this Statement and the related Contract, except (a) as required by law or binding legal process, (b) to perform obligations under the Contract, or (c) to the extent such information is publicly known through no fault of the receiving Party. Confidential information shall remain the property of the disclosing Party and must be returned or destroyed upon written request.

CERTIFICATION AND LIEN WAIVER

Builder certifies, under penalty of perjury where applicable, that the amounts represented in this Statement are true and correct to the best of Builder's knowledge and that Builder has paid or will promptly pay subcontractors and suppliers for work and materials covered by previous payments. Unless otherwise specified in writing, upon receipt of payment in full for the Amount Due with This Statement, Builder shall provide partial or final unconditional lien waivers for amounts paid.

GOVERNING LAW

This Builder Statement and any dispute arising out of or related to it shall be governed by and construed in accordance with the laws of: , without regard to conflict of law principles.

ENTIRE AGREEMENT

This Builder Statement, together with the referenced Contract and any duly executed change orders, constitutes the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings and representations, whether written or oral. Any amendment must be in writing and signed by both Parties.

ADDITIONAL REMARKS

Additional Notes or Instructions

Builder (Printed Name):

By:

Date:

Owner (Printed Name):

By:

Date:

What a Builder Statement Template Is and When It’s Used

A Builder Statement Template is a standardized construction accounting and status document that records contract terms, work performed, payments received, change orders, retainage, and the current balance due. It serves as an auditable record for owners, general contractors, subcontractors, and lenders to reconcile progress payments, certify completion milestones, and support lien or payment claims when disputes arise. The template reduces ambiguity by collecting project identifiers, contract references, dates, and authorization signatures in one place for consistent invoicing and recordkeeping.

Why a Clear Builder Statement Matters

A consistent template helps prevent payment disputes, simplifies progress billing, preserves lien rights, and creates a clear audit trail for project cash flow and closeout.

Who Typically Prepares and Reviews a Builder Statement

Use the template to align accounting, contract administration, and lien notice practices so project parties share a single, consistent record.

General contractors and project managers reconciling progress payments and retainage with the owner.
Subcontractors documenting work performed to support payment requests or preliminary notice requirements.
Owners, lenders, and quantity surveyors reviewing certified amounts prior to releasing funds.

Fill a Builder Statement in Four Focused Steps

Follow a clear sequence to ensure the statement is complete, auditable, and consistent with contract terms before sending for approval.

01

Gather Documents: Collect contract, change orders, previous statements, and pay applications.
02

Enter Project Data: Record contract sum, allowances, and authorized changes with dates.
03

Reconcile Payments: Apply prior payments, retainage, and current amount due.
04

Authorize and Distribute: Sign, date, and send certified copies to owner and accounting.

Essential Sections Every Professional Builder Statement Should Include

A comprehensive template standardizes accounting and reduces ambiguity by grouping data into predictable sections for reviewers and auditors.

Project Header

Contains project name, address, contract number, owner, and prime contractor so the statement is instantly identifiable and correctly routed.

Contract Summary

Shows original contract sum, approved change orders, allowances, and revised contract total so reviewers can verify authorized amounts.

Work Completed

Lists line-item values for completed work, quantities, unit prices, and subtotal to substantiate the progress claim.

Payments History

Chronological record of prior invoices, payments received, and retained percentages to reconcile the remaining balance.

Retainage Details

Specifies retainage percentage, amounts withheld to date, and conditions for release tied to milestones or acceptance.

Certifications & Signatures

Includes signer name, title, date, and statement of authority plus any notary or witness block required by contract or jurisdiction.

Required Data Elements at a Glance

Project ID: Unique project identifier

Parties: Owner and contractor names

Contract Sum: Original and adjusted totals

Period Covered: Start and end dates

Amounts: Current claim and prior payments

Authorization: Signer identity and date

Typical Routing and Approval Flow

A consistent routing sequence ensures approvers see required attachments and the audit trail before funds are released.

Prepare: Compile statement and supporting documents.
Submit: Send to contract administrator or owner.
Review: Approver verifies amounts and attachments.
Certify: Authorized signer certifies and returns copy.

Online Setup Checklist for Digital Completion

Configure your digital workflow to capture required fields, signer identity, and retention rules before sending for signature.

Field	Configuration
Required Fields	Make Project, Date, Amount required
Conditional Items	Show retainage only if applicable
Authentication	Enable email or SMS signer verification
Attachments	Require contract and change order PDFs

Digital Signing and Integration Considerations

Ensure the vendor produces tamper-evident PDFs, preserves an audit trail, and fits your back-office integration needs.

Authentication: Email, SMS, KBA, or advanced methods
Output Format: Signed PDF with audit trail
Integrations: Connectors for Procore, NetSuite, Salesforce

Common Timing and Deadline Considerations

Track key dates to protect payment rights, meet notice periods, and align with contract retention rules.

Progress Billing Cycle:

Specify invoice frequency and cut-off date

Payment Terms:

Net payment days after certification

Retainage Release:

Milestone or final acceptance date

Preliminary Notices:

Deadlines vary by state and notice type

Lien Filing Window:

State deadlines apply for enforcement

Common Errors That Cause Payment Delays

Missing contract reference or PO number leading to misapplied payments or rework by accounting.
Incomplete attachment of change orders which causes approvers to reject the claim or request further information.
Mismatched names between signer and contract producing identity disputes or withholding of funds.
Incorrect calculation of retainage percentages triggers reconciliation errors and slows final closeout.

Short Risks and Consequences to Watch

Payment Withheld: Delayed funds disbursement

Lien Loss: Unrecoverable claim rights

Contract Breach: Potential damages exposure

Tax Withholding: Incorrect reporting risk

Audit Findings: Accounting exceptions

Dispute Costs: Legal and arbitration fees

eSignature Vendor Pricing Snapshot for Document Execution

Compare common plan indicators and features for signing and distributing Builder Statement Templates; signNow is listed first per vendor ordering rules.

	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	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions About Using the Builder Statement Template

Answers to common practical and legal questions when preparing, signing, and delivering a Builder Statement Template.

Need help? Contact support

Can a builder statement be e-signed?
Yes. Electronic signatures meet ESIGN and UETA requirements when intent, consent, attribution, and record retention are satisfied. Use required consumer disclosures for consumer-facing transactions.
Is notarization required for the statement?
Not always. Notarization depends on contract or state requirements; some jurisdictions accept electronic notarization (RON) while others require in-person notarization.
What happens if names don’t match?
Mismatch between the signer name and contract party can cause payment delays and identity disputes. Correct names to match government ID or contract records before signing.
Which supporting documents should be attached?
Attach the contract, applicable change orders, prior statements, lien waivers, and proof of completed work to substantiate the amounts claimed and speed review.
How long must I retain signed statements?
Retention depends on purpose: IRS records three years (IRC §6501(a)); HIPAA-related materials six years (45 CFR §164.530(j)); contract-specific terms may require longer retention.
Can I revoke a submitted statement?
Revocation depends on contract terms and whether funds were released. If no funds were disbursed, submit a corrected statement and obtain written acceptance; legal counsel may be needed if funds were released.

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