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Building Project Agreement

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BUILDING PROJECT AGREEMENT

This Building Project Agreement ("Agreement") is entered into as of by and between:

Parties

Property Identification

Scope of Work

Contractor shall furnish all labor, materials, equipment, and supervision necessary to complete the work described in this Agreement at the Property in accordance with the plans and specifications attached hereto and incorporated by reference. The general description of the Project is:

Contract Price and Payment

Contract Sum (including all labor and materials, but excluding changes authorized pursuant to this Agreement): $

Retainage withheld (if any):    Payments due within days of invoice.

Project Schedule

Scheduled Commencement Date:   Scheduled Substantial Completion Date:

Liquidated damages for delay, if any, are set at $ per day, commencing after a cure period of days following Notice of Delay.

Permits, Permissions and Inspections

Responsibility for obtaining required permits and approvals: Contractor shall obtain permits: Yes No

Permit fees and inspection costs to be paid by:

Change Orders

Any change to the Scope of Work, Contract Sum, or Schedule must be authorized in writing by Owner and Contractor by a signed change order describing the work, adjustments to the Contract Sum, and adjustments to the time for performance.

Warranties

Contractor warrants that the Work will be free from defects in workmanship and materials for a period of from the date of Substantial Completion, except for defects caused by Owner or ordinary wear and tear.

Insurance, Bonds and Indemnity

Contractor shall maintain commercial general liability insurance (including completed operations) with limits not less than $ per occurrence and shall maintain workers' compensation as required by law.

Performance bond required: Yes No

To the fullest extent permitted by law, Contractor shall indemnify and hold Owner harmless from and against claims, damages, losses and expenses, including but not limited to attorney's fees, arising out of or resulting from performance of the Work, provided such claim is caused in whole or in part by any negligent act or omission of Contractor or its subcontractors.

Liens and Final Payment

Contractor shall pay all subcontractors and suppliers and shall keep the Property free of liens. Final payment is contingent upon delivery of sworn statements, releases of lien, and other documentation reasonably requested by Owner.

Prior to final payment, Contractor shall provide conditional and unconditional lien waivers as required by Owner.

Default, Cure and Remedies

If either party materially defaults in the performance of its obligations, the non-defaulting party shall provide written Notice of Default and a cure period of days, after which the non-defaulting party may pursue available remedies including termination, damages, and specific performance where applicable.

Termination

Owner may terminate this Agreement for convenience upon written notice to Contractor subject to payment for Work performed and demobilization costs reasonably incurred. Contractor may terminate for Owner's material breach after providing required notices and cure periods.

Disclosures

Lead-based paint present: Yes No

Known mold or water intrusion: Yes No

Prior structural damage or major repairs: Yes No

Governing Law; Entire Agreement

This Agreement shall be governed by and construed in accordance with the laws of the state in which the Property is located. This Agreement, together with any plans, specifications, and attachments expressly incorporated, constitutes the entire agreement between the parties and supersedes all prior negotiations and agreements, whether written or oral.

Notices

All notices, requests, consents, claims and other communications hereunder must be in writing and delivered to the addresses below by hand, certified mail, or other agreed means.

Miscellaneous Provisions

Severability: If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect. Waiver: Failure to enforce any provision shall not constitute a waiver of future enforcement. Assignment: Neither party may assign this Agreement without the prior written consent of the other, except that Contractor may assign to an affiliate or in connection with a financing.

Owner:

By:

Date:

Contractor:

By:

Date:

Enter text✕

What the Building Project Agreement Covers

A Building Project Agreement is a written contract that sets out scope, schedule, payment, responsibilities, and dispute resolution for construction or renovation work. It defines parties, deliverables, milestones, change-order procedures, insurance and indemnity terms, and reporting or inspection obligations. For projects involving subcontractors, the agreement typically includes flow-down clauses, lien-wavier language, and payment retainage rules. Properly drafted, it reduces ambiguity about performance expectations and the allocation of costs, timelines, and risk among owner, general contractor, and subcontractors.

Why a Clear Building Project Agreement Matters

A clear agreement allocates liability, defines acceptable deliverables, and creates enforceable payment and change-order processes under ESIGN/UETA where e-signatures are used.

Why a Clear Building Project Agreement Matters

Who Typically Prepares and Signs This Agreement

Common participants include project owners, general contractors, subcontractors, architects, and lenders; each party has distinct roles and obligations.

  • Owners and developers who control project funding and final approvals.
  • General contractors coordinating trades, schedules, and subcontracts.
  • Subcontractors and material suppliers responsible for specific scopes.

Tailor the agreement to the project size and local law; use qualified legal review for high-value or complex projects.

Who Signs and What Their Role Is

Project Owner

The owner funds the work, approves change orders, and accepts completed work. Their signature confirms authorization and payment obligations and binds owner-controlled insurance and warranty terms.

General Contractor

The general contractor manages onsite work, schedules subcontractors, secures permits, and warrants workmanship. Their signature accepts contractual delivery obligations and flow-down responsibilities to subs.

Core Elements to Include in a Professional Agreement

A comprehensive building project agreement groups legal, commercial, and operational terms so all parties understand deliverables, timing, and remedies.

Scope of Work

Precisely describe tasks, specifications, approved plans, and any referenced drawings or exhibits that define deliverables and acceptance criteria.

Payment Terms

Detail contract price, invoice schedule, retainage, acceptable lien-waiver forms, and remedies for late payment or nonperformance.

Schedule & Milestones

Define mobilization date, milestone deadlines, substantial completion criteria, and remedies for delays including liquidated damages if applicable.

Change Orders

Specify the process for requesting, approving, and pricing changes; require written change orders signed by authorized representatives.

Risk Allocation

Include indemnities, insurance requirements (CGL, builders risk), limits of liability, and force majeure provisions tailored to the project.

Dispute Resolution

State whether disputes go to negotiation, mediation, arbitration, or court and identify governing law and venue for enforcement.

How to Complete a Building Project Agreement, Step by Step

Follow this sequence to complete the agreement and reduce errors before execution.

  • 01
    Gather Documents: Collect plans, specs, permits, and price proposals.
  • 02
    Fill Core Fields: Enter names, dates, scope, and price accurately.
  • 03
    Attach Exhibits: Include drawings, schedules, insurance certificates.
  • 04
    Review and Sign: Confirm authorized signers then execute signatures.

Typical Workflow for Review and Execution

A standard workflow moves the draft from negotiation to signature with clear checkpoints for approvals.

  • Draft: Prepare initial contract with exhibits attached.
  • Internal Review: Legal and finance review for risks and payment terms.
  • Negotiation: Exchange revisions and finalize commercial points.
  • Execution: All parties sign; distribute fully executed copies.

Digital Workflow Settings to Configure

Configure these workflow settings before sending the agreement for electronic signature to ensure proper authentication and routing.

Field Configuration
Signer Order Sequential or parallel routing based on approval flow
Authentication Email link, SMS code, or stronger KBA methods
Conditional Fields Show or hide sections based on party selections
Notifications Set reminders and final delivery options

Digital Signing and eSubmission Requirements

Ensure your eSignature platform supports audit trails, secure storage, and required signer authentication for construction contracts.

  • Integrations: Salesforce, NetSuite, Procore available
  • File Formats: PDF, DOCX, and exportable audit reports
  • Security: TLS in transit, AES-256 at rest

Comparison: Popular eSignature Vendors for Building Project Agreements

Select a solution that meets authentication, audit trail, integration, and compliance requirements. Pricing below reflects common starting rates for annual billing.

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 credit card Check vendor Check vendor Check vendor Check vendor
Bulk Send Yes (Business Premium) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA available) Yes Yes No No

Common Time-Sensitive Dates to Track in the Agreement

Document date fields create enforceable timelines for performance, payments, and lien rights; record them consistently.

Mobilization Date:

Date work begins and triggers schedule obligations

Permit Deadline:

Date by which permits must be obtained

Substantial Completion:

Milestone for occupancy and release of some retainage

Final Completion:

Completion of punch-list and final invoice

Lien Filing Window:

Varies by state; verify statutory deadline locally

Project Milestones from Contract to Closeout

Sequence these milestones to reflect decision points and deliverable handoffs during the project lifecycle.

01

Pre-Construction Planning

Finalize scope, schedule, and subcontractor assignments before mobilization

02

Permitting & Approvals

Secure required permits and inspections before onsite work

03

Construction Execution

Manage daily operations, inspections, and change-order processing

04

Closeout & Warranty

Complete punch-list, obtain releases, and confirm warranty start dates

Frequent Preparation Mistakes to Avoid

  • Ambiguous scope language that invites differing interpretations and disputes.
  • Omitting change-order procedures, which delays approvals and leads to unapproved work.
  • Failing to name authorized signers, causing rejected or unenforceable signatures.
  • Not aligning payment milestones with inspection or acceptance events, creating cash-flow disputes.

Consequences of an Incorrect or Incomplete Agreement

Payment Delays: Can suspend work
Invalid Signatures: May void the contract
Late Filings: Risk lien or claim loss
Insurance Gaps: Exposure to uninsured loss
Regulatory Noncompliance: Possible fines or stop-work
Tax Consequences: Backup withholding or penalties

Security and Compliance Considerations for Electronic Execution

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Timestamp, IP, and action log retained
Certifications: SOC 2 Type II and ISO 27001 available
HIPAA Support: BAA required for PHI workflows
eSignature Law: Complies with ESIGN and UETA frameworks
21 CFR Part 11: Available for FDA-regulated records

Real-World Examples of Digital Execution

These examples show practical uses of e-signed building agreements and the operational benefits realized by real customers.

Martin Properties

Tim Martin, Founder at Martin Properties, moved lease and contractor forms online to eliminate in-person delays.

  • Rapid mobile signing allowed on-site execution and offline signing support.
  • As a result, Martin Properties reported consistent compliance with required forms and faster turnaround on contractor engagement without sacrificing auditability.

BIS

Dan Rotelli, CEO at BIS, chose a compliant eSignature workflow for contract consistency.

  • The company emphasized SOC 2 compliance and audit trails when selecting a platform.
  • BIS achieved centralized document management, clearer approval workflows, and demonstrable security controls during audits and partner reviews.

Practical Tips to Draft and Execute Efficiently

Adopt these practices to reduce risk, accelerate approvals, and maintain accurate records throughout the project.

Standardize Form Language
Use consistent, plain-language templates with clearly numbered exhibits and a single defined scope section to reduce negotiation cycles and limit divergent interpretations between parties.
Require Authorized Signers
List authorized signers with titles and contact info. Require evidence of authority for corporations or LLCs to avoid rejected or invalid signatures at execution.
Tie Payments to Inspections
Link draw or milestone payments explicitly to inspection or acceptance events, and require signed lien waivers on receipt of payment to protect owners from subcontractor claims.
Preserve Audit Records
Retain signed PDFs, certificate of completion, and system audit logs in secure storage for the contract lifecycle plus statutory retention periods for disputes or compliance audits.

Common Questions About Building Project Agreements and eSignatures

Answers to frequent questions on enforceability, notarization, revisions, and electronic signing considerations for building project agreements.


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