Can a SOW be signed electronically?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes in most jurisdictions; ensure the signature method demonstrates intent, consent, attribution, and retention capability.

What if a signed SOW contains an error?

If an error is discovered after signing, execute a written amendment or a signed change order referencing the original SOW. Keep both documents together to preserve auditability and avoid conflicting versions.

Who must sign the SOW to bind the organization?

An authorized representative with authority to bind the entity should sign. Confirm internal delegation procedures; unsigned or improperly signed SOWs risk unenforceability or repudiation.

Is notarization required for a SOW?

Notarization is not typically required for commercial SOWs. Some parties request notarization for evidentiary weight; verify state or contract-specific requirements before incurring notary costs.

How do I add a change order after work begins?

Submit a written change request describing scope changes, cost and schedule impacts, and obtain signed approval from both parties before proceeding to avoid payment disputes.

How long should I keep executed SOWs?

Retain executed SOWs for the agreement term plus at least three years; follow IRS guidance (IRC §6501(a)) and industry-specific rules such as HIPAA six-year retention where applicable.

Electronic Signature
Templates
Project Management
Client Project Statement of Work

Client Project Statement of Work

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

CLIENT PROJECT STATEMENT OF WORK

Project Identification

Project Title Project ID Client Name Service Provider

Client Project Manager

Service Provider Project Manager

Document Date: Project Start: Project End (estimated):

Scope of Work

This Statement of Work (SOW) describes the services to be provided by the Service Provider to the Client. The Service Provider shall perform the services in a professional manner consistent with industry standards and in accordance with the schedule and deliverables set forth below.

Detailed Scope Description Project Objectives Out of Scope

Deliverables & Acceptance

Each deliverable shall be accompanied by acceptance criteria. Acceptance occurs when the Client confirms in writing that the deliverable materially conforms to the applicable acceptance criteria, subject to any minor deficiencies that do not materially impair the deliverable’s intended use.

Deliverable 1 — Description Deliverable 1 — Acceptance Criteria

Expected Delivery Date:

Deliverable 2 — Description Deliverable 2 — Acceptance Criteria

Expected Delivery Date:

Deliverable 3 — Description (optional) Deliverable 3 — Acceptance Criteria

Expected Delivery Date:

Timeline & Milestones

The following milestones represent key project checkpoints. Dates are estimates and subject to written change orders consistent with the Change Control Process below.

Milestone 1 — Name

Milestone 1 Date:

Milestone 2 — Name

Milestone 2 Date:

Milestone 3 — Name

Milestone 3 Date:

Budget & Payment

The Client agrees to pay the Service Provider the fees described below in exchange for the services and deliverables. All fees are exclusive of applicable taxes unless otherwise stated.

Total Project Fee Payment Schedule

Payment 1 Amount

Due On (Payment 1)

Change Order Process

All change orders require written approval signed by authorized representatives of both parties

Confidentiality & Intellectual Property

Each party shall treat the other party’s Confidential Information as confidential and not disclose it except as required to perform obligations under this SOW. Confidential Information shall not include information that is or becomes publicly known through no breach of this SOW, or is independently developed without use of Confidential Information. Confidentiality obligations survive termination for the period specified below.

Confidentiality Duration

Intellectual Property: Unless otherwise agreed in writing, Service Provider assigns to Client all rights, title, and interest in and to deliverables created specifically for Client under this SOW upon full payment. Service Provider retains ownership of pre-existing tools, libraries, and general know-how; Client is granted a nonexclusive, perpetual license to such pre-existing materials to the extent embedded in the deliverables.

Representations, Warranties & Liability

Service Provider warrants that services will be performed in a professional and workmanlike manner consistent with industry standards. EXCEPT AS EXPRESSLY PROVIDED, ALL WARRANTIES ARE DISCLAIMED. IN NO EVENT SHALL EITHER PARTY'S AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THIS SOW EXCEED THE TOTAL FEES PAID BY CLIENT TO SERVICE PROVIDER UNDER THIS SOW DURING THE SIX (6) MONTHS PRECEDING THE CLAIM.

Indemnification: Each party agrees to indemnify and hold harmless the other from third-party claims arising from its negligent acts or willful misconduct in performance of this SOW, provided the indemnified party gives prompt written notice and cooperates in the defense.

Termination

Either party may terminate this SOW for material breach if the breaching party fails to cure within the notice period below. Upon termination for convenience by Client, Client will pay for work performed through the effective date of termination and any non-cancellable commitments properly incurred by Service Provider.

Cure / Notice Period (days)

Assumptions & Dependencies

Change Control

All changes to scope, schedule, or fees must be made by a written Change Order signed by authorized representatives of both parties. Change Orders shall identify the change, impact to schedule, impact to fees, and any other material terms. Service Provider is not required to perform changed work until an executed Change Order is in effect.

Change Order Contact (Client) Change Order Contact (Provider)

Governing Law

This SOW shall be governed by and construed in accordance with the laws of the jurisdiction specified below, without regard to its conflict of laws principles.

Governing Jurisdiction (State or Region)

Acceptance & Sign-Off Criteria

Project Contacts

Client Contact — Name Client Contact — Email Client Contact — Phone

Provider Contact — Name Provider Contact — Email Provider Contact — Phone

Authorization & Signature

By signing below, the undersigned representatives of the Client and the Service Provider represent and warrant that they are authorized to bind their respective parties to this Statement of Work and agree to perform under the terms set forth herein.

Client

Printed Name:

By (Signature):

Date:

Service Provider

Printed Name:

By (Signature):

Date:

What a Client Project Statement of Work Is

A Client Project Statement of Work (SOW) is a written agreement that defines scope, deliverables, schedule, responsibilities, and acceptance criteria for a specific project between a service provider and a client. It translates agreed commercial terms into actionable tasks, assigns roles, and sets measurable milestones and acceptance tests. The SOW typically supplements or embodies the primary contract, clarifies payment terms and change control, and reduces ambiguity about who delivers what, when, and to what standard. Accurate SOWs help avoid disputes, streamline approvals, and provide a baseline for invoicing and change orders.

Why a Clear SOW Matters for Projects

A precise SOW aligns expectations, reduces scope creep, and makes payment and acceptance decisions objective. It serves as the reference for performance, invoicing, and dispute resolution while documenting responsibilities and risk allocation for both parties.

Who Typically Prepares and Uses an SOW

Teams across procurement, project management, legal, and account management commonly create and rely on SOWs to manage external engagements.

Project Managers — Drafts scope, timelines, milestones, and acceptance criteria; coordinates sign-off across stakeholders.
Procurement / PMO — Uses the SOW to compare bids, set payment schedules, and enforce contractual compliance.
Legal and Contracts Teams — Reviews liability clauses, IP assignments, and change control to reduce downstream risk.

Signers typically include authorized client representatives and the service provider’s contract owner; procurement or legal must confirm signer authority.

Essential Parts of a Professional Client Project Statement of Work

A complete SOW is concise but comprehensive: it defines what will be delivered, the schedule, costs, roles, quality criteria, and the change-control process the parties will use.

Scope

Precisely list tasks and deliverables, including out-of-scope items to prevent misunderstandings and scope creep during execution.

Deliverables

Describe each deliverable, expected format, acceptance criteria, and delivery method so reviewers can validate completion objectively.

Schedule

Provide milestone dates, dependencies, and a final completion date. Include review periods and escalation timelines for missed milestones.

Payment Terms

State fixed prices, milestone payments, invoicing frequency, late payment fees, and currency. Link payments to clearly defined acceptance events.

Acceptance Criteria

Define measurable tests or sign-offs required to mark each deliverable as accepted and to trigger payment or subsequent phases.

Change Control

Specify how change requests are submitted, evaluated, priced, and approved to avoid informal scope additions without compensation.

Step-by-Step: Completing and Executing the SOW

Follow a clear sequence to draft, review, finalize, and execute the SOW so approvals and signatures are captured in order.

01

Draft: Create the initial SOW with scope, deliverables, schedule, and payment terms.
02

Internal Review: Route to legal, finance, and project stakeholders for redlines and cost validation.
03

Client Review: Send the revised SOW to the client for comment and request specific acceptance of each milestone.
04

Execution: Collect signatures from authorized representatives and capture the executed copy in the contract repository.

Configuring an Online SOW Workflow

Set up a repeatable digital workflow to standardize routing, approvals, and recordkeeping for SOWs.

Field	Configuration
Template	Use a standardized SOW template with locked core clauses and editable exhibits.
Conditional Fields	Show or hide sections based on project type to reduce errors and irrelevant data capture.
Signer Order	Define role-based signing order to ensure finance or legal signs before client execution.
Notifications	Configure automated reminders, escalation paths, and delivery of executed PDFs to stakeholders.

Where to Send or File a Completed SOW

Establish a single canonical destination for executed SOWs and a distribution list so copies are consistent and discoverable.

Contract Repository: Store executed SOW PDFs in your centralized contract system for auditability and retrieval.
Project Folder: Attach the signed SOW to the project record in your PM tool to link scope and schedule.
Finance / AP: Send a copy to accounts payable to enable milestone-based invoicing and payment.
Client Contacts: Provide the client with a fully executed copy and an agreed point of contact for changes.

Distribution and Digital Signing Considerations

Choose platforms that preserve the executed PDF, audit trail, and version history without fragmenting records across inboxes.

File Formats: PDF and DOCX supported
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email, SMS code, or advanced options

Confirm the chosen system provides an auditable certificate of completion and secure long-term storage to meet compliance and internal audit requirements.

Key Timing Elements to Include in the SOW

Capture project-level deadlines and external reporting dates so teams can plan resources and invoicing around objective milestones.

Project Start Date:

Specify exact MM/DD/YYYY day work may commence and who provides initial inputs.

Milestone Due Dates:

List each milestone with its required delivery date and accepted delivery format.

Client Review Period:

Define number of business days for client review and response to avoid open-ended approvals.

Invoice Submission Window:

State when invoices are submitted and expected payment terms (e.g., Net 30).

Change Request Response:

Specify the period for evaluating change requests and estimating cost/time impacts.

Project Milestones and Approval Sequence

Lay out milestone stages in sequence so approvals and handoffs are clear and progress can be tracked against the schedule.

01

Requirements Approval

Client signs off on final requirements to trigger design work.

02

Deliverable Submission

Provider submits deliverable for client testing or review.

03

Acceptance Decision

Client completes acceptance testing and either accepts or returns for remediation.

04

Final Closeout

Complete documentation, final invoice, and post-project review occur.

Common Mistakes to Avoid When Preparing an SOW

Vague scope descriptions that leave deliverables open to interpretation and invite disputes over what constitutes completion.
Missing acceptance criteria so payments are delayed while parties argue whether work meets expectations.
No change-control procedure, which allows informal scope additions that undermine budgets and timelines.
Incorrect signer authority or unsigned exhibits that can render the SOW unenforceable in contract disputes.

Risks and Consequences of an Incomplete or Incorrect SOW

Payment Delays: Invoice rejections

Scope Disputes: Cost overruns

Contractual Liability: Breach claims

Regulatory Exposure: Data privacy fines

Tax Impacts: Withholding or reporting issues

Enforceability: Unauthorized signatures

Representative eSignature Pricing and Feature Comparison

Basic pricing and select feature indicators for common eSignature vendors. Use vendor sites for plan specifics and enterprise quotes; signNow is listed first as a point of comparison.

	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 (Business Premium)	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 limit	Varies	Varies	Varies

Frequently Asked Questions About SOW Execution

Answers to common questions about e-signing, corrections, signature authority, and retention for Client Project Statements of Work.

Need help? Contact support

Can a SOW be signed electronically?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes in most jurisdictions; ensure the signature method demonstrates intent, consent, attribution, and retention capability.
What if a signed SOW contains an error?
If an error is discovered after signing, execute a written amendment or a signed change order referencing the original SOW. Keep both documents together to preserve auditability and avoid conflicting versions.
Who must sign the SOW to bind the organization?
An authorized representative with authority to bind the entity should sign. Confirm internal delegation procedures; unsigned or improperly signed SOWs risk unenforceability or repudiation.
Is notarization required for a SOW?
Notarization is not typically required for commercial SOWs. Some parties request notarization for evidentiary weight; verify state or contract-specific requirements before incurring notary costs.
How do I add a change order after work begins?
Submit a written change request describing scope changes, cost and schedule impacts, and obtain signed approval from both parties before proceeding to avoid payment disputes.
How long should I keep executed SOWs?
Retain executed SOWs for the agreement term plus at least three years; follow IRS guidance (IRC §6501(a)) and industry-specific rules such as HIPAA six-year retention where applicable.

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