Is an electronic signature legally valid?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96, 2000) and state UETA laws, electronic signatures are legally equivalent to handwritten signatures for most transactions. Exceptions exist (e.g., wills, certain court filings); confirm for your jurisdiction before relying on e-signature alone.

When is notarization or witness required?

Notarization and witness needs depend on document type and state law. Routine Business Project Statements rarely require notarization, but related deeds, affidavits, or powers of attorney do. For projects with legal filings consult the applicable state Secretary of State or notary statute for requirements.

Can I use electronic signatures and retain records?

Yes. To ensure enforceability preserve a reproducible record, capture signer intent, obtain consent where consumer-facing disclosures are required under ESIGN (15 U.S.C. §7001), and maintain an auditable certificate of completion that logs timestamps, IP, and actions.

How do I correct or update a statement?

Issue an amended statement clearly labeled as an amendment, reference the original document number and date, obtain required approvals and fresh signatures if material terms change, and retain both original and amended versions for audit and legal traceability.

Who should sign the statement?

Authorized signatories include corporate officers or designated delegates with explicit signing authority. The Signatory Details field should show name, title, and contact, and any delegated authority must be documented in a board resolution or written delegation attached to the statement.

What are common filing mistakes to avoid?

Common mistakes include inconsistent dates, missing attachments, unclear acceptance criteria, incorrect signatory names, and failure to secure required internal approvals. These issues cause disputes, delay vendor onboarding, and may trigger payment holds or contractual noncompliance.

Electronic Signature
Templates
Miscellaneous
Business Project Statement

Business Project Statement

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

BUSINESS PROJECT STATEMENT

Parties

Client Name Client Address Contractor Name Contractor Address

Recitals

WHEREAS, Client Name: desires to engage Contractor Name: to perform services related to the project described below; and

WHEREAS, the parties wish to set forth the scope, payment, schedule and other terms governing the relationship for Project Name: , Project Number: , effective as of Effective Date: ; and

WHEREAS, Contractor represents that Contractor has the skills, experience and resources necessary to perform the services described below in a professional manner consistent with industry standards.

Scope of Work

Contractor shall perform the work and deliverable obligations set forth in this Statement. The scope shall include deliverables, milestones, acceptance criteria and any required reports.

Detailed Scope of Work Deliverables & Milestones (summary)

Payment Terms

Client shall pay Contractor the fees set forth below in consideration for the performance of the Scope of Work. All amounts are stated in U.S. dollars unless otherwise agreed in writing. Unless otherwise specified, invoices are payable in accordance with the schedule below.

Total Project Fee Deposit / Initial Payment Payment Schedule / Milestone Billing Invoice Payment Terms

Invoices are due within days of receipt. Late payments shall accrue interest at a rate of % per month (or the maximum rate permitted by law), after a grace period of days.

Expense Reimbursement

Term and Termination

This Statement commences on Start Date: and continues until End Date: , unless earlier terminated in accordance with this section.

Either party may terminate this Statement for convenience upon providing written notice at least days prior to the effective termination date. Either party may terminate immediately for material breach if the breaching party fails to cure the breach within 15 days after receiving written notice of the breach.

Upon termination, Client shall pay Contractor for all work performed and expenses properly incurred through the effective date of termination in accordance with agreed rates and the Payment Terms above.

Confidentiality

Each party (the "Recipient") shall hold in confidence Confidential Information received from the other party (the "Discloser") and shall not disclose it to any third party except as permitted below. Confidential Information includes nonpublic business, technical, financial or customer information disclosed in connection with this Statement. Confidentiality obligations shall not apply to information that (a) is or becomes publicly known through no fault of Recipient; (b) is lawfully received from a third party without breach of any obligation of confidentiality; (c) is independently developed by Recipient without use of Discloser's Confidential Information; or (d) is required to be disclosed by law or by a valid order of a court or governmental agency, provided Recipient gives Discloser prompt written notice and takes reasonable steps to obtain protective treatment.

The confidentiality obligations shall remain in effect for years from the date of disclosure, unless a longer period is required by applicable law.

Governing Law and Dispute Resolution

This Statement shall be governed by and construed in accordance with the laws of the State of , without regard to its conflict of laws principles. The parties shall attempt in good faith to resolve disputes through negotiation. If the parties are unable to resolve a dispute within 30 days, either party may pursue any remedy available at law or in equity.

Representations; Entire Agreement; Miscellaneous

Each party represents that it has the full right, power and authority to enter into this Statement and to perform its obligations hereunder. Contractor represents that Contractor will perform services in a professional and workmanlike manner and in accordance with applicable laws and regulations.

This Statement, together with any attachments or schedules expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals and communications, whether written or oral. Any amendment or modification must be in writing and signed by authorized representatives of both parties.

Additional Terms or Special Provisions

Client - Printed Name:

By (Signature):

Date:

Contractor - Printed Name:

By (Signature):

Date:

What a Business Project Statement Is and when it matters

A Business Project Statement is a concise document that defines a project's scope, objectives, deliverables, timeline, stakeholders, budget estimates, and success criteria. It serves as the primary reference for decision-makers, project managers, and sponsors during project initiation and early planning. For many organizations it is used to align expectations, secure approvals, and trigger procurement or contracting workflows. When completed correctly the statement reduces ambiguity, supports resource allocation, and becomes part of the project record retained for governance and compliance purposes explicitly.

Why prepare a clear Business Project Statement

A well-constructed Business Project Statement clarifies authority, reduces approval delays, and establishes measurable criteria for success. It helps stakeholders evaluate feasibility, aligns budgets and schedules, and provides audit-ready documentation that supports internal controls and regulatory compliance across industries.

Who typically creates, reviews, and signs this statement

Typical users include project sponsors, program managers, procurement officers, finance reviewers, and external vendors involved in project delivery.

Project sponsors and executives who approve scope and budget estimates.
Project managers responsible for delivery, schedule, resource planning, and risk tracking.
Procurement, legal, and finance staff verifying contractual terms, costs, and compliance.

Use the statement to streamline decision points and to create a single source of truth for approvals.

Quick steps to complete and validate the statement

Follow these steps to complete and validate a Business Project Statement before routing for approval.

01

Prepare Draft: Collect scope, budget, and stakeholder inputs.
02

Add Milestones: Set dates, owners, and acceptance criteria.
03

Review Internally: Obtain signoffs from finance, legal, and PM.
04

Execute: Collect signatures and store audit-ready copy.

How to configure an online template for the statement

Configure the online template to capture required data, enable conditional logic, and enforce signature order.

Template Field Configuration Guide Overview	How each field behaves and validation rules.
Signature Routing and Order Setup	Set signer sequence, authentication, and reminders.
Conditional Fields and Logic Configuration	Show fields only when conditions are met to reduce errors.
Validation Rules, Formats, and Settings	Enforce date formats, numeric ranges, and required entries.
Storage, Access Controls, and Audit	Define storage location, retention, and access permissions.

Document routing overview from draft to signed record

This routing overview shows how a Business Project Statement moves from draft to final signed record.

Upload: Attach the draft statement as PDF or DOCX.
Place Fields: Insert signature, date, and data capture fields.
Send to Signers: Provide email or secure link with signer order.
Record: Store final signed copy with audit trail.

Distribution and signing channels to consider

The document can be distributed through multiple channels; choose methods that preserve signature validity and auditability.

Email Delivery: Standard delivery; weaker authentication.
Secure Link: One-time link with optional access code.
Integration Platforms: Send directly from CRM or document systems.

Essential sections every professional statement should include

A professional Business Project Statement contains concise scope, measurable milestones, roles and responsibilities, cost assumptions, risk register summary, and approval signatures to establish governance and execution clarity.

Scope

Define included deliverables, explicit exclusions, boundaries of work, and acceptance criteria so all parties understand what will be produced and what is outside the project scope.

Milestones

List key dates, interim deliverables, responsible owners, and quantitative completion criteria. Tie milestones to payment triggers or critical-path dependencies to prevent schedule drift and misunderstandings.

Budget

Provide a summarized budget with line items, assumptions, contingency amounts, approval thresholds, and invoicing cadence; clarify whether estimates include taxes and third-party costs and currency designation (USD) for clarity.

Risks

Summarize the top project risks, likelihood and impact ratings, proposed mitigations, and residual risk owners; reference the fuller risk register if one exists for tracking and escalation.

Roles

Specify sponsor, project manager, technical leads, key vendors, and approval authorities, including escalation paths for decision-making and points of contact with phone and email and mailing address.

Approvals

Include signature blocks with printed names, titles, authorization limits, and date fields; document any delegated signatory authority or required board resolutions as attachments and electronic signature method noted.

Export, file formats, versioning, and supporting attachments

Export and share the completed Business Project Statement in standard formats; preserve metadata, audit trail, and versioning to meet internal and regulatory requirements.

Export Options

Save signed documents as PDF/A for archival, or as standard PDF for distribution; include the platform-generated certificate of completion and retain a copy in the project repository for auditable records.

File Formats

Accept common formats including PDF, DOCX, and XLSX for attachments; convert editable drafts to locked PDF before signature to prevent unauthorized changes during signing and distribution.

Version Control

Embed version numbers, effective dates, and change logs in the document header and maintain a revision history stored with the signed record so auditors can trace edits.

Supporting Docs

Attach scope appendices, technical specifications, vendor quotes, approvals, privacy addenda, and compliance certifications; list included attachments in the statement to ensure completeness and cross-reference exhibit numbers.

Required information checklist

Legal Identity: Full legal name as on ID.

Effective Date: Enter as MM/DD/YYYY format required.

Scope Summary: Concise list of deliverables.

Budget Total: Numeric USD value, no commas.

Signatory Details: Name, title, email, phone.

Attachments List: Exhibits and supporting files.

Consequences and common risks from incorrect statements

Scope Creep: May cause budget and schedule overruns.

Unauthorized Commitments: Signatures beyond authority can be voided.

Data Errors: Incorrect figures lead to payment disputes.

Retention Failures: Loss of records may hinder audits.

Compliance Breach: HIPAA, FERPA, or procurement rules risk fines.

Late Approvals: Delays can trigger penalty clauses or liquidated damages.

Common preparation mistakes to avoid

Leaving scope vague, using open-ended language, or omitting exclusions that later create disputes and increase change orders and costs.
Failing to list approval authorities or signatory limits, resulting in unsigned agreements or invalid approvals when the project moves to procurement.
Not attaching vendor quotes, technical specs, or regulatory permits; absent documents delay vendor onboarding and can invalidate budget assumptions.
Using inconsistent dates or formats across sections; inconsistent effective dates make enforcement and milestone tracking ambiguous for contract administrators.

Key timing and submission deadlines to plan for

Key timing considerations and submission dates for approvals, tax, and procurement related to project initiation.

Internal Approval Deadline (Sponsor Signoff):

Set at least 7 to 14 days before project start to allow review.

Vendor Quote Submission Deadline and Validation:

Require quotes 10 days prior to award.

Budget Approval Cutoff for Fiscal Authorization:

Align with fiscal quarter close or funding release.

Contract Execution Date and Effective Start:

Sign before work begins; use MM/DD/YYYY.

Retention Start Point for Recordkeeping Purposes:

Retention begins at execution or when records are created.

Answers to common questions about the Business Project Statement

Answers to frequently asked questions about drafting, signing, and managing the Business Project Statement across legal and operational contexts.

Need help? Contact support

Is an electronic signature legally valid?
Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96, 2000) and state UETA laws, electronic signatures are legally equivalent to handwritten signatures for most transactions. Exceptions exist (e.g., wills, certain court filings); confirm for your jurisdiction before relying on e-signature alone.
When is notarization or witness required?
Notarization and witness needs depend on document type and state law. Routine Business Project Statements rarely require notarization, but related deeds, affidavits, or powers of attorney do. For projects with legal filings consult the applicable state Secretary of State or notary statute for requirements.
Can I use electronic signatures and retain records?
Yes. To ensure enforceability preserve a reproducible record, capture signer intent, obtain consent where consumer-facing disclosures are required under ESIGN (15 U.S.C. §7001), and maintain an auditable certificate of completion that logs timestamps, IP, and actions.
How do I correct or update a statement?
Issue an amended statement clearly labeled as an amendment, reference the original document number and date, obtain required approvals and fresh signatures if material terms change, and retain both original and amended versions for audit and legal traceability.
Who should sign the statement?
Authorized signatories include corporate officers or designated delegates with explicit signing authority. The Signatory Details field should show name, title, and contact, and any delegated authority must be documented in a board resolution or written delegation attached to the statement.
What are common filing mistakes to avoid?
Common mistakes include inconsistent dates, missing attachments, unclear acceptance criteria, incorrect signatory names, and failure to secure required internal approvals. These issues cause disputes, delay vendor onboarding, and may trigger payment holds or contractual noncompliance.

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