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Business Improvements Form

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BUSINESS IMPROVEMENTS FORM

Parties and Recitals

Client Name:    Contractor Name:

Effective Date:    Project Reference / Job No.:

WHEREAS, Client operates the business at the location(s) described herein and desires certain improvements, repairs, alterations and installations to be performed to business premises and related fixtures (the "Improvements"); and

WHEREAS, Contractor represents that it has the experience, licenses and capacity to perform the Improvements in a professional manner consistent with industry standards; and

NOW, THEREFORE, in consideration of the mutual covenants contained in this Business Improvements Form, the parties agree as follows.

Project Location and Contact Information

Scope of Work

Contractor shall furnish all labor, materials, equipment and supervision necessary to perform the Improvements described in this Scope of Work. The scope includes the work items listed below and any additional work that the parties expressly agree to in writing.

Item Estimated Cost Start Date Completion Date

Payment Terms

Total Contract Amount:

Late Fee / Interest: Interest shall accrue on past due balances at the rate of from the date payment was due until paid in full. Collection costs, including reasonable attorney fees, shall be payable by the defaulting party.

Term and Termination

Term Commencement Date:    Anticipated Completion Date:

Either party may terminate this Agreement for material breach if the breaching party fails to cure such breach within days after written notice. Client may suspend work for convenience upon written notice; Contractor shall be entitled to payment for work performed, materials committed and reasonable demobilization costs.

Confidentiality

Each party acknowledges that in connection with the performance of the Improvements it may receive Confidential Information of the other party. "Confidential Information" includes business plans, specifications, drawings, pricing, financial information, trade secrets and customer information. The receiving party shall: (a) hold Confidential Information in confidence; (b) not use it except to perform obligations under this Agreement; and (c) not disclose it to any third party except to employees, agents or subcontractors on a need-to-know basis who are bound by confidentiality obligations no less protective than this clause. Confidentiality obligations do not apply to information that is or becomes publicly available through no fault of the receiving party, was already known by the receiving party, or is rightfully received from a third party without obligation of confidentiality. The parties acknowledge that monetary damages may be insufficient to remedy a breach and that injunctive or equitable relief may be sought.

Does this engagement involve proprietary designs, trade secrets or other sensitive materials that require heightened protection?    Yes

Insurance, Permits and Compliance

Contractor shall maintain at its expense insurance customary for the trade and shall obtain all permits, inspections and approvals required by law or by the applicable authority having jurisdiction. Contractor shall comply with all applicable laws, codes and regulations in performing the Improvements. Proof of insurance and permit documentation shall be delivered to Client upon request.

Warranties and Remedies

Contractor warrants that all work shall be performed in a good and workmanlike manner and shall be free from defects in workmanship for a period of from final completion, unless a different period is agreed in writing. Remedies for breach of warranty shall include, at Client's option, repair or replacement of defective work or a reduction in price reasonably related to the defect.

Governing Law and Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the state of without regard to its conflicts of law principles. The parties shall attempt in good faith to resolve disputes through negotiation. If resolution cannot be reached within 30 days, either party may seek relief in a court of competent jurisdiction in the county where the Premises are located.

Entire Agreement

This document, together with any exhibits, attachments and written change orders executed by the parties, constitutes the entire agreement between the parties concerning the Improvements and supersedes all prior negotiations, representations and agreements, whether written or oral. Amendments must be in writing and signed by both parties.

Certifications

Each party represents and warrants that it has the authority to enter into this Agreement, that the person signing on its behalf is authorized to bind the party, and that it will comply with all applicable legal requirements in performing its obligations.

Client Printed Name:

By:

Date:

Contractor Printed Name:

By:

Date:

Enter text✕

What the Business Improvements Form Is and when it's used

A Business Improvements Form documents proposed, approved, and completed changes to operations, facilities, processes, or capital projects within a company. It standardizes requests and approvals, records estimated costs and timelines, identifies responsible parties, and captures supporting documentation such as quotes or plans. Organizations use the form to route approvals through finance, operations, and legal teams, to create an auditable trail for internal control and compliance, and to coordinate implementation tasks across departments while preserving a record suitable for electronic signing and retention.

Why a structured Business Improvements Form matters

A consistent form reduces ambiguity about scope, budget, and decision authority, speeds approvals by routing to the correct stakeholders, and creates a single source of truth for audits. Clear fields and an audit trail lower the risk of unauthorized spending, make budgeting predictable, and support regulatory or tax recordkeeping requirements.

Why a structured Business Improvements Form matters

Who typically completes or reviews this form

Several organizational roles commonly interact with the Business Improvements Form; each role has specific responsibilities in approval and execution.

  • Operations managers and project leads responsible for describing scope, schedule, and resources required for the improvement.
  • Finance or controllers who review budgets, confirm funding, and record accounting approvals or capital allocations.
  • Legal, procurement, or facilities teams who verify contracts, vendor terms, and compliance implications before execution.

Align the form workflow to these roles so approval routing and signature authority match internal controls and delegations of authority.

Core sections every professional Business Improvements Form should include

A well-designed form balances concise required fields with space for attachments and reviewer notes so approvals are efficient and auditable.

Project Header

Unique project ID, request date, and requestor contact information to track the request from submission through closeout and reference in financial systems.

Scope Summary

Clear description of the improvement, objectives, deliverables, and exclusions so reviewers understand exactly what work is requested and what outcomes are expected.

Budget & Cost

Itemized cost estimates, funding source, and approval threshold details so finance can assess spend and code costs to the correct GL accounts.

Timeline & Milestones

Start date, completion target, and key milestones that tie work to procurement and vendor schedules for coordinated execution.

Approvals

Named approvers, approval order, and signature blocks (electronic or handwritten) that reflect internal delegation and audit requirements.

Attachments

Space for quotes, drawings, vendor proposals, and permits to ensure reviewers have supporting documentation available with the request.

Step-by-step: completing and routing the form

Follow this sequence to prepare a complete submission and reach final approval with minimal rework.

  • 01
    Draft Request: Complete all required fields and attach supporting documents.
  • 02
    Budget Review: Finance confirms funding availability and cost coding.
  • 03
    Operational Review: Operations verifies scope and schedule feasibility.
  • 04
    Final Approval: Authorized signatory signs; record retention begins.

Typical approval flow and who acts at each stage

A predictable routing order prevents bottlenecks; document the order so automated workflows apply correct routing rules.

  • Initiation: Requestor submits form to finance and ops.
  • Finance Check: Controller confirms budget and GL code.
  • Operations Sign-off: Project lead verifies scope and schedule.
  • Executive Sign-off: Authorized manager or director provides final approval.

Configuring an online workflow for the form

When building a digital workflow, define routing, authentication, and conditional fields that mirror internal approvals and controls.

Field Configuration
Routing Order Sequential routing by role or email, with optional parallel reviewers.
Authentication Email link plus optional SMS code or ID verification for higher-risk approvals.
Conditional Fields Show cost justification fields if estimated cost exceeds threshold.
Reminders Configure automatic reminders at set intervals for pending approvers.

Digital delivery and eSignature considerations

Choose a platform that supports your required authentication, audit trail, and retention features before eSigning or routing the form.

  • File Formats: PDF, DOCX supported.
  • Integrations: Connect to Salesforce, NetSuite, or Google Workspace.
  • Authentication Options: Email, SMS, KBA, SSO.

Ensure the chosen platform can produce tamper-evident signed records, exportable audit trails, and supports your organization’s retention and compliance policies.

Typical timelines and internal deadlines to track

Set clear internal deadlines for review and approval to avoid missed budgets or project delays.

Submit Before Budget Cutoff:

Submit requests at least 30 days before the next budget cycle review.

Finance Review Window:

Allow 3–5 business days for initial budget validation by finance.

Operational Assessment:

Operations should respond within 5–7 business days with feasibility feedback.

Approver Response Time:

Approvers should act within 7–10 business days to avoid hold-ups.

Project Start Notice:

Begin implementation only after all signatures and funding are confirmed.

Key milestones from request to closeout

Track the submission lifecycle as numbered milestones so compliance, finance, and operations share the same timeline expectations.

01

1. Submission

Requestor files the completed form with supporting documents.

02

2. Review

Finance and operations perform budget and feasibility checks.

03

3. Approval

Authorized signatory signs and funding is released.

04

4. Closeout

Project completion documented; final costs reconciled.

Common errors that delay approval

  • Incomplete cost breakdowns that force reviewers to request supplemental quotes and slow approval cycles.
  • Missing funding source or incorrect GL codes that prevent finance from processing the allocation.
  • Unclear scope descriptions that cause operations to reject or return the request for clarification.
  • Incorrect approver list or out-of-date authority levels that invalidate signatures and require re-routing.

Risks and compliance exposures tied to incorrect forms

Unauthorized Spend: Can cause internal audit findings and require remediation.
Contract Risk: Lacking approvals may render vendor agreements unenforceable.
Tax Reporting: Misclassified costs can affect tax deductions and reporting accuracy.
HIPAA Exposure: Healthcare projects handling PHI require a BAA and privacy controls.
Recordkeeping Gaps: Failure to retain signed records may violate retention policies.
Operational Delay: Incomplete forms cause project schedule and budget overruns.

Security and compliance features to look for

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest.
Audit Trail: Timestamped logs with IP and action history.
Certifications: SOC 2 Type II, ISO 27001 available.
Regulatory: ESIGN and UETA compliant for U.S. transactions.
HIPAA Support: BAA available for covered-entity workflows.
Accessibility: WCAG 2.0 Level AA compliance supported.

Typical eSignature vendor comparison for executing the form

Comparison of common vendor attributes relevant to signing, bulk sending, audit trails, and HIPAA support; signNow is listed first per platform 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 (Business Premium) 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 and signing the form

Answers to common practical and legal questions when preparing, routing, and electronically signing the Business Improvements Form.


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