Can a proposal be signed electronically?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are satisfied.

When is notarization necessary?

Notarization is rarely required for a proposal itself but may be necessary for documents converted to contracts or for affidavits and some jurisdictional filings; verify local rules before notarizing.

How do I prove the signer’s identity?

Use platform authentication such as email verification, SMS codes, or knowledge-based verification; stronger methods reduce risk of later repudiation and may be required for some regulated work.

Is a scanned handwritten signature sufficient?

A scanned signature image can be valid when accompanied by an audit trail showing intent and attribution. For high-assurance needs, consider cryptographic/digital signatures.

How should I store executed proposals?

Store signed PDFs with audit trails in secure, access-controlled repositories and retain according to applicable retention rules, including IRS and HIPAA where relevant.

What if the client requests changes after signing?

Treat changes as amendments requiring mutual agreement and new signatures; document change orders and link them to the original proposal to maintain clear contractual history.

Electronic Signature
Templates
Miscellaneous
Building Design Proposal Template

Building Design Proposal Template

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

Building Design Proposal

This Building Design Proposal Agreement (the "Agreement") is made as of Proposal Date: by and between Client Name: and Designer Name: .

Recitals

WHEREAS, Client desires the preparation of building design documents, drawings and specifications for the Project known as Project Name: , located at Project Address: ; and

WHEREAS, Designer represents that Designer is duly qualified, experienced and competent to perform professional building design services; and

WHEREAS, the parties desire to set forth the terms and conditions under which Designer will perform the services and Client will compensate Designer.

Scope of Work

Designer shall provide professional design services as described below. Services shall include preparation of schematic design, design development, construction documents, and reasonable coordination with authorities having jurisdiction as required for permit application.

Detailed scope (include phases, deliverables, and exclusions) Key deliverables

Project Schedule

Preliminary design will commence upon Designer's receipt of an executed Agreement and initial deposit. Estimated commencement date: . Target substantial completion date: .

Milestones and schedule details

Payment Terms

Client shall pay Designer compensation in accordance with the fee schedule set forth below. Fees are exclusive of taxes and third‑party costs unless otherwise stated.

Total fee Deposit / Retainer required Payment schedule and invoicing

Late payments shall incur a late fee of on unpaid balances, compounded monthly, and Client shall be responsible for collection costs including reasonable attorneys' fees.

Term and Termination

Term: This Agreement shall commence on Start Date: and continue until End Date: unless earlier terminated in accordance with this Agreement.

Either party may terminate this Agreement for cause upon thirty (30) days' written notice if the other party materially breaches and fails to cure within the notice period. For convenience, either party may terminate upon Notice Period: days' written notice, subject to payment for services performed and reimbursable expenses to date.

Confidentiality

Each party shall treat all non-public technical, financial and business information disclosed by the other party as confidential. Confidential information shall not be disclosed to third parties and shall be used only for the performance of this Agreement. The obligations of confidentiality shall survive termination for a period of Confidentiality Duration: years, except for information that becomes public other than by breach.

Intellectual Property and Use of Deliverables

Upon full payment, Designer grants Client a non-exclusive, perpetual license to use the final design documents for construction of the Project for the specified site. Designer retains the right to use general knowledge, techniques and non-confidential information learned in the course of the engagement. Any transfer of copyright, if required, shall be documented in a written amendment.

Check applicable ownership option: Transfer of copyrights to Client upon final payment Designer retains copyright; Client receives license for the Project

Liability and Insurance

Designer shall perform services with the degree of skill and care ordinarily exercised by members of the profession practicing under similar conditions. Designer's liability for direct damages shall be limited to the total amount paid by Client for the services under this Agreement. Designer shall maintain professional liability insurance in amounts customary for the services.

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

Notices and Contact Information

Client address Client phone Client email Designer address Designer phone Designer email

Acceptance

By signing below, the parties acknowledge and agree to the terms set forth in this Building Design Proposal Agreement and authorize Designer to proceed in accordance with the terms herein.

Designer (Print Name):

By:

Date:

Client (Print Name):

By:

Date:

What the Building Design Proposal Template Is

A Building Design Proposal Template is a structured document used by architects, engineers, design firms, and contractors to present a formal offer for design services. It defines project scope, deliverables, schedule, fees, assumptions, exclusions, and client responsibilities. The template standardizes language for scope-of-work descriptions, pricing and payment terms, milestone schedules, and acceptance criteria so proposals are consistent and comparable. It also establishes baseline legal terms—intellectual property, liability limits, and governing law—reducing negotiation time and creating a record suitable for conversion into a binding contract once accepted and signed.

Why a Standardized Proposal Matters

Using a template speeds preparation, reduces omissions, clarifies expectations, and lowers dispute risk by documenting scope, milestones, and fees in one consistent file.

Who Typically Prepares and Reviews These Proposals

Common users include internal project leads and external design professionals who must align scope, budget, and schedule before work begins.

Design firms and architects preparing formal offers for clients and municipalities.
Contractors and subcontractors estimating design-related scope and bid packages.
Owners and procurement teams comparing proposals to evaluate cost and schedule.

Reviewers commonly include clients, procurement teams, legal counsel, and permitting authorities when proposals feed into contracting or permit submissions.

Core Sections to Include in a Professional Proposal

A complete template organizes information so reviewers can quickly find scope, schedule, fees, responsibilities, and legal terms. Include clear headings and numbered exhibits to minimize ambiguity.

Scope of Work

Describe tasks, design phases, and deliverables in detail, including schematic design, design development, construction documents, and any optional services or phased work for clarity and bidding.

Deliverables

List drawings, specifications, models, reports, and submission formats, plus deliverable counts and revision rounds so the client understands what is delivered and when.

Schedule

Provide milestone dates, durations for each design phase, key review windows, and dependencies so scheduling and contractor coordination are explicit.

Fees & Payments

State fixed fees, hourly rates, payment schedule, retainers, reimbursement of expenses, and conditions for change orders to avoid later payment disputes.

Assumptions & Exclusions

Document critical assumptions, items excluded from the proposal, and circumstances that will trigger additional fees or an amended scope to manage expectations.

Terms & Conditions

Include governing law, liability limits, IP ownership or license grants, termination rights, confidentiality, and dispute resolution to make legal obligations explicit.

Step-by-Step: Completing and Issuing the Proposal

Follow these sequential actions to prepare, approve, and deliver a legally clear proposal.

01

Draft Document: Populate template fields with project facts and attach exhibits.
02

Internal Review: Have legal and finance confirm terms and fees.
03

Client Review: Send for client questions and requested adjustments.
04

Sign and Deliver: Obtain signatures, provide final copies, and archive the executed agreement.

Typical Digital Workflow Settings

Configure the online workflow to control signer order, authentication, and retention of the signed file.

Field	Configuration
Document Format	PDF with locked fields
Signing Order	Sequential or simultaneous as needed
Authentication	Email verification or SMS code
Retention	Export signed PDF and store securely

How Electronic Submission and Signing Works

An online process reduces turnaround: upload, assign signing roles, authenticate signers, capture signatures, and archive with an audit trail.

Upload Template: Add the proposal PDF to the e-sign platform.
Place Fields: Insert signature, date, and initial fields in required spots.
Set Authentication: Choose email or stronger verification methods.
Complete Signing: Signers receive links, sign, and receive final copies.

Technical Considerations for eSubmission

Choose a platform that supports the document formats, signer authentication, and retention practices required for your project.

File Formats: PDF, DOCX supported
Integrations: CRM and cloud storage
Authentication: Email or SMS code

Common Preparation Errors to Avoid

Vague scope descriptions that omit specific tasks, leading to later change orders and disputes between client and designer.
Missing milestone dates or delivery counts that cause confusion about revision rounds and final deliverable acceptance.
Inconsistent party names or contact details that delay invoicing, permits, or contract execution with procurement teams.
Failing to attach referenced exhibits (site plans, geotechnical reports) that the proposal relies on for assumptions and pricing.

Risks if the Proposal Is Incorrect or Incomplete

Scope Disputes: Client may refuse payment

Permit Delays: Start dates postponed

Change Orders: Unplanned additional costs

Contractual Liability: Higher exposure for errors

Insurance Gaps: Coverage disputes on claims

Payment Withholding: Invoices may be delayed

Security and Compliance Essentials

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamp, IP, action log retained

Regulatory Compliance: ESIGN and UETA support

HIPAA Support: BAA available where required

Certifications: SOC 2 Type II and ISO 27001

Accessibility: WCAG 2.0 Level AA compliance

Typical Timing and Deadlines to Track

Set clear internal and client-facing deadlines for proposal submission, review, approval, and design kickoff to align expectations and permit windows.

Proposal Submission Deadline:

Date proposal must be returned for consideration

Client Review Window:

Typical 7–14 calendar days for response

Approval and Signing:

Signed agreement date triggers start

Design Mobilization:

Begin work within agreed notice period

Milestone Payments:

Scheduled at completion of defined stages

Key Milestones from Proposal to Project Start

Sequential milestones clarify decision points and help manage dependencies between design, permitting, and construction mobilization.

01

Issue Proposal

Sender delivers the proposal to the client for review.

02

Client Review

Client evaluates proposal, requests clarifications or edits.

03

Execute Agreement

Signatures obtained and copy distributed to stakeholders.

04

Commence Design

Design team begins work per approved schedule.

eSignature Provider Pricing and Feature Snapshot

Compare common pricing and feature criteria relevant to signing building design proposals; signNow is listed first per marketplace 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	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions

Answers to common questions about preparing, signing, and retaining building design proposals, including legal and technical considerations.

Need help? Contact support

Can a proposal be signed electronically?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are satisfied.
When is notarization necessary?
Notarization is rarely required for a proposal itself but may be necessary for documents converted to contracts or for affidavits and some jurisdictional filings; verify local rules before notarizing.
How do I prove the signer’s identity?
Use platform authentication such as email verification, SMS codes, or knowledge-based verification; stronger methods reduce risk of later repudiation and may be required for some regulated work.
Is a scanned handwritten signature sufficient?
A scanned signature image can be valid when accompanied by an audit trail showing intent and attribution. For high-assurance needs, consider cryptographic/digital signatures.
How should I store executed proposals?
Store signed PDFs with audit trails in secure, access-controlled repositories and retain according to applicable retention rules, including IRS and HIPAA where relevant.
What if the client requests changes after signing?
Treat changes as amendments requiring mutual agreement and new signatures; document change orders and link them to the original proposal to maintain clear contractual history.

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