Can the report be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are legally valid for most business reporting documents, provided intent, consent, attribution, and record retention requirements are met.

When do I need notarization or witnesses?

Most internal project reports do not require notarization, but documents that effect property rights or formal legal instruments may. Check state notary rules and the specific document type.

How long must I keep the report?

Retention depends on content: financial records follow IRC §6501(a) three-year rules, HIPAA records six years (45 CFR §164.530(j)), and industry rules may require longer retention.

What authentication level is recommended?

Use email or SMS for routine approvals; require stronger multi-factor or identity-proofing for financial, legal, or healthcare records to reduce repudiation risk.

What if an approver’s name differs from their ID?

Mismatched names can invalidate approvals. Use full legal names and, where required, attach identity evidence or use higher authentication to preserve enforceability.

How do I correct a signed report?

Issue a new version or amendment that references the prior version, obtain required re-approvals, and retain the original signed copy for audit continuity.

Electronic Signature
Templates
Miscellaneous
Business Project Report

Business Project Report

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

BUSINESS PROJECT REPORT

Project Identification

Project Name Project ID

Prepared By

Organization

Report Date

Recitals

WHEREAS, Client Name: has engaged Contractor Name: to perform services in connection with the Project identified above; and

WHEREAS, the parties require a written report documenting scope, progress, deliverables, payment terms, and other material project information to evidence performance, approvals, and any necessary actions; now, therefore, this Business Project Report serves as the formal record of the project status and the parties' understandings as of the Report Date.

Executive Summary

Scope of Work

The Contractor has performed the following Scope of Work in accordance with the parties' agreement and applicable specifications. Provide specific activities, boundaries, and acceptance criteria below.

Deliverables

Deliverable 1 Description Deliverable 2 Description

Status & Progress

Current status: Percent complete:

Key Issues or Risks

Milestones

Milestone 1: — Completion Date:

Milestone 2: — Completion Date:

Milestone 3: — Completion Date:

Payment Terms

Total Contract Amount: $ Billing Schedule:

Billing Schedule and Terms

Late Payment Fee: — Invoices unpaid after days will incur the late fee unless otherwise agreed in writing.

Term and Termination

Contract Start Date: Contract End Date:

Either party may terminate for cause upon material breach if the breaching party fails to cure within days following written notice. For convenience, either party may terminate upon days' prior written notice; termination shall be without prejudice to accrued rights and obligations.

Confidentiality

Each party shall hold in strict confidence and shall not disclose to any third party any Confidential Information of the other party except as required by law or with prior written consent. Confidential Information includes nonpublic business, technical, financial, and project-related information. The receiving party shall use at least the same degree of care to protect Confidential Information as it uses to protect its own confidential information, and in no event less than reasonable care. Obligations of confidentiality survive termination for a period of three (3) years unless otherwise specified in writing.

Change Orders and Amendments

All changes to scope, schedule, or compensation must be documented in a written Change Order signed by authorized representatives of both parties. Describe any pending change requests below.

Governing Law and Dispute Resolution

This Report and any related agreement shall be governed by and construed in accordance with the laws of the jurisdiction set forth below. The parties agree to attempt good-faith negotiation of disputes and may pursue mediation prior to initiating litigation.

Governing Jurisdiction

Entire Agreement

This Business Project Report, together with any referenced agreements and executed Change Orders, constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior oral or written statements, proposals, and agreements. No modification of this Report is effective unless in writing and signed by authorized representatives of both parties.

Attachments

List of Attached Documents

Certifications

The undersigned certify that, to the best of their knowledge, the information contained in this Business Project Report is complete and accurate as of the Report Date, that work reported reflects actual performance and deliverables, and that all invoiced amounts are consistent with the agreed contract terms except as explicitly noted.

Client Name:

By:

Date:

Contractor Name:

By:

Date:

What a Business Project Report is and when it’s used

A Business Project Report documents a project's objectives, scope, timeline, budget, risks, and outcomes for internal review and external stakeholders. It typically includes an executive summary, project background, milestones, resource allocation, cost-to-date and forecast, risk register, and deliverables. Organizations use the report for status updates, approvals, audits, and post-project evaluation. When prepared clearly, it supports decision-making, clarifies responsibilities, and creates an auditable record that can be retained for compliance or financial review.

Why a clear Business Project Report matters

A well-structured report improves transparency, reduces rework, and supports budget oversight. It provides an auditable record for compliance, helps manage stakeholder expectations, and documents decisions and approvals that can reduce later disputes.

Typical users and their roles

Different people prepare or rely on the Business Project Report at various stages of a project.

Project manager: Produces and updates the report; coordinates signoffs and tracks progress for the project sponsor.
Finance controller: Reviews budget, cost forecasts, and variance analysis; typically signs budget approvals.
Project sponsor / executive: Reviews executive summary, approves scope changes, and authorizes major budget adjustments.

Tailor the report content and signature authority to the intended readers and regulatory needs.

Who can sign and approve this report

Executive Sponsor

Senior executive who sponsors the project and has authority to approve major scope or budget changes. Their signature documents executive-level acceptance and can be required for contractual commitments or capital approvals.

Project Manager

Operational owner responsible for accuracy, scheduling, and milestone reporting. The project manager normally signs status updates and certifies that the progress and risk information are accurate to the best of their knowledge.

Essential sections every professional report should include

Include these six components to make the Business Project Report useful for governance, audit, and stakeholder decisions.

Executive Summary

Concise synopsis of objectives, current status, key risks, and decisions required. It should allow executives to understand project health within one page.

Scope & Deliverables

Clear statement of included work, out-of-scope items, and measurable deliverables tied to acceptance criteria and delivery dates.

Schedule & Milestones

Baseline timeline, completed milestones, upcoming milestones, and any approved schedule changes with rationale and impact analysis.

Budget & Forecast

Original budget, actual costs-to-date, variance analysis, committed spend, and updated forecast with contingency utilization explained.

Risks & Issues

Current risk register with likelihood, impact, mitigation actions, owners, and open issues requiring escalation or decisions.

Approvals & Evidence

Signature blocks, supporting attachments, change request records, and links to source documents that substantiate reported figures.

Required information and minimum data fields

Project Title: Unique name or code

Executive Sponsor: Full name and title

Reporting Period: Start and end dates

Budget Summary: Original and current figures

Milestone Dates: Planned and actual dates

Signatures: Role, name, and date

Step-by-step: complete the report from draft to signoff

Follow these steps to prepare, validate, and finalize the Business Project Report with clear ownership and an auditable trail.

01

Draft: Gather data and compile sections.
02

Review: Circulate to stakeholders for factual checks.
03

Approve: Collect required signatures and dates.
04

Archive: Store final package in records system.

How to update or revise a submitted report

Use this quick workflow to amend an issued Business Project Report while preserving history and approvals.

01

Identify:

Record the reason and scope of the change.

02

Revise:

Update impacted sections and numbers.

03

Review:

Circulate revisions to prior approvers.

04

Re-approve:

Collect signatures for the revised document.

05

Version:

Assign a new version number and date.

06

Log:

Store prior versions for audit purposes.

Configure an online workflow for review and signoff

Key fields and settings to configure when sending the Business Project Report for electronic review and signatures.

Field	Configuration
Approver order	Sequential or parallel routing
Authentication	Email link, SMS code, or stronger
Required fields	Mark signatures and dates mandatory
Audit settings	Capture IP, timestamps, and actions

Where to send or file the completed report

Common destinations for the final Business Project Report depend on governance, finance, and archive policies.

Project Repository: Upload the signed PDF to the team’s document library.
Finance Records: Send budget pages to accounting for posting.
Executive Office: Deliver the executive summary to sponsors.
Compliance Archive: Store in records retention system for audits.

Digital signing and file format considerations

Ensure the chosen platform supports required formats, signatures, and audit trails before eSubmission.

File formats: PDF and DOCX supported
Integrations: CRM and cloud storage
Authentication: Email, SMS, or stronger

Typical timelines and internal deadlines

Set clear internal due dates for drafting, stakeholder review, approvals, and final archiving to avoid schedule slip and audit gaps.

Draft completion:

Due 10 business days before review

Stakeholder review:

Allow 5 business days for comments

Final approval:

Signatures required within 3 business days

Archival:

Upload final report within 2 business days

Quarterly updates:

Provide updated report each quarter as required

Common mistakes when preparing the report

Missing or inconsistent dates between sections, which can create audit confusion and contract disputes.
Incorrect budget figures or omitted commitments that lead to inaccurate forecasts and stakeholder mistrust.
Absent signatory authority or unsigned approval pages, which can invalidate decisions and contractual changes.
Insufficient version control that overwrites prior approvals and removes the audit trail required for compliance.

Risks and potential consequences of errors

Contract Disputes: May arise from unclear scope

Audit Findings: Can result from incomplete records

Financial Misstatement: Incorrect cost reporting risk

Regulatory Exposure: Industry rules may be breached

Delayed Approvals: Project schedules may slip

Record Retention Failure: Penalties for noncompliance

Real-world examples of Business Project Report use

Two illustrative customer scenarios that show how organizations apply the report for approvals and audits.

Optica Ventures LLC

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Project stakeholders used the report to align budgets quickly.
The report reduced review cycles and created a single archival package that satisfied investor and audit requests while preserving the approval trail.

Martin Properties

I can process and execute all of these documents online with 100% compliance and built-in security.

Field teams submitted status updates remotely.
Using a standardized report allowed faster closings, consistent approvals, and a searchable archive that simplified post-transaction audits.

Sample eSignature vendor comparison for report signing

Comparison of common vendor price and capability points. Place vendor selection against your compliance and volume needs before choosing a plan.

	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 by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions and troubleshooting

Answers to common questions about completing, signing, and storing the Business Project Report.

Need help? Contact support

Can the report be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are legally valid for most business reporting documents, provided intent, consent, attribution, and record retention requirements are met.
When do I need notarization or witnesses?
Most internal project reports do not require notarization, but documents that effect property rights or formal legal instruments may. Check state notary rules and the specific document type.
How long must I keep the report?
Retention depends on content: financial records follow IRC §6501(a) three-year rules, HIPAA records six years (45 CFR §164.530(j)), and industry rules may require longer retention.
What authentication level is recommended?
Use email or SMS for routine approvals; require stronger multi-factor or identity-proofing for financial, legal, or healthcare records to reduce repudiation risk.
What if an approver’s name differs from their ID?
Mismatched names can invalidate approvals. Use full legal names and, where required, attach identity evidence or use higher authentication to preserve enforceability.
How do I correct a signed report?
Issue a new version or amendment that references the prior version, obtain required re-approvals, and retain the original signed copy for audit continuity.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now