Can this be signed electronically?

Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, attribution, and reliable record retention to meet the four-part ESIGN test for enforceability.

Is notarization required for validity?

Not generally required for ordinary project descriptions, but some states or contract forms may require notarization for affidavits, bond documents, or instrument filings. Check local notarization requirements and Remote Online Notarization rules for your state.

Who must sign the document?

An authorized representative with authority to bind the entity should sign. For corporations, confirm signatory authority via corporate resolution or officer title; improper signers can render the document unenforceable in disputes.

How do I update the description after execution?

Use a documented amendment or change order signed by all affected parties. Track revisions, attach updated exhibits, and keep prior executed versions for audit and claims purposes to maintain a clear change history.

Where should signed copies be stored?

Store executed originals in the project document control system with backup copies. Maintain access logs and an audit trail to support future claims, audits, or closeout activities; follow retention rules noted earlier.

What if parties disagree about the scope?

Document the disagreement, issue a formal change order if required, and follow contract dispute resolution procedures. Retain correspondence and versioned exhibits—these records are critical evidence if arbitration or litigation occurs.

Electronic Signature
Templates
Real estate
Construction Project Description

Construction Project Description

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

CONSTRUCTION PROJECT DESCRIPTION

Parties

Owner Name: Owner Contact:

Owner Address

Contractor Name: Contractor Contact:

Contractor Address

Property Identification

Project Address Parcel / APN Number Legal Description

Project Summary

Brief Description of Work Detailed Scope of Work

Work Items & Allowances

Line Item 1 Description:

Estimated Amount for Line Item 1

Line Item 2 Description:

Estimated Amount for Line Item 2 Contingency / Allowance (description) Allowance Amount

Schedule

Contract Commencement Date: Substantial Completion Date:

Milestones and Deadlines

Financial Terms & Payments

Total Contract Price Deposit / Initial Payment Retainage Percentage Payment Schedule / Progress Billing Late Payment Fee or Interest

Permits, Inspections & Approvals

Responsibility for obtaining building permits: Owner Contractor

Inspection and Approval Requirements

Materials, Standards & Codes

Applicable Codes and Standards Material Specifications

Change Orders & Unforeseen Conditions

All changes to the scope shall be effected only by written change order signed by both parties. Contractor hourly labor rate for change orders: . Material markup permitted:

Procedure for Unforeseen Conditions / Additional Work

Insurance, Bonds & Indemnity

Insurance Requirements Performance / Payment Bond Required?

Yes No

Site Conditions, Hazardous Materials & Safety

Known Hazardous Materials on Site

Lead-based paint present? Yes No

Site Safety Responsibility

Warranties, Acceptance & Closeout

Contractor Warranty Period Final Acceptance and Closeout Requirements

Liens, Defaults & Remedies

Mechanic's Liens and Payment

Delays, Force Majeure & Extensions

Delay Notification and Claims

Governing Law & Entire Agreement

This Construction Project Description, together with any referenced contract documents, constitutes the entire agreement between Owner and Contractor with respect to the subject matter and supersedes all prior negotiations and understandings. The agreement shall be governed by the laws of the state in which the property is located.

Certifications

Owner certifies that Owner has authority to authorize work at the property identified above and that funds are available as set forth in the Financial Terms. Contractor certifies that Contractor is licensed where required, holds required insurance, and will comply with all applicable laws, codes, and regulations in performing the Work.

Owner:

By:

Date:

Contractor:

By:

Date:

What a Construction Project Description Is and Why It Matters

A Construction Project Description is a concise, written summary that defines the scope, location, schedule, key deliverables, parties, and payment terms for a construction job. It frames expectations for owners, contractors, subcontractors, permitting authorities, and insurers, and serves as the baseline exhibit for bids, contracts, permit applications, and change orders.

How a clear project description reduces risk and ambiguity

A well-drafted Construction Project Description improves bid accuracy, supports permitting and approvals, clarifies payment triggers, and reduces disputes by defining deliverables, assumptions, exclusions, and acceptance criteria in one place.

Who typically prepares and relies on this document

Each party must verify names, dates, and exhibits; responsibility for accuracy usually follows the party that prepared the document.

Owner / Developer — Prepares or reviews the description to confirm scope, acceptance criteria, and budget alignment before soliciting bids.
General Contractor — Uses the description to assemble bids, plan site logistics, schedule work, and allocate subcontractor scope.
Architect / Engineer — Validates technical scope, references drawings and specifications, and flags conflicts prior to permit submission.

Core components to include in a professional project description

A complete description organizes the job into standard sections so all stakeholders can locate obligations, critical dates, and constraints quickly.

Project Overview

Brief synopsis including project name, location, purpose, and a one-paragraph summary of intended outcomes for quick identification by reviewers and permit offices.

Scope of Work

Precise, itemized tasks and deliverables with references to drawings, specifications, and applicable standards to avoid scope gaps and overlap between trades.

Schedule & Milestones

Key dates, milestone deadlines, float assumptions, and schedule dependencies; identify critical-path activities and requirements for interim inspections.

Budget & Payment

Total contract value or estimate, payment milestones, retainage terms, and procedures for change order pricing and approval to control cash flow.

Site Information

Access points, staging areas, utility availability, environmental constraints, and any site-specific safety or traffic control requirements that affect work sequencing.

Permits & Compliance

List required permits, responsible party for procurement, code or standard references, and documentation required at inspections or closeout.

Essential identity and record details to include

Project Name: Official title

Project Address: Street, city, state, ZIP

Owner / Developer: Full legal entity name

Contractor: Licensed company name

Contract Value: Dollar amount or estimate

Effective Date: MM/DD/YYYY

Step-by-step: prepare and finalize your project description

Follow these steps to produce a version-controlled, contract-ready project description suitable for bids and permit filings.

01

Gather inputs: Collect drawings, specs, site survey, and owner requirements.
02

Draft description: Write scope, deliverables, schedule, and payment terms.
03

Attach exhibits: Reference drawings, specifications, and permit checklists.
04

Review and sign: Have authorized representatives approve and execute the document.

Where to send the finished Project Description

Route copies to internal and external stakeholders to ensure alignment before bidding, permitting, or contract execution.

Owner / Developer: Email or upload to owner project folder for approval and budget checks.
Contractor / Estimating: Distribute to estimating and PM teams for bid preparation and resource planning.
Permit Authority: Include as exhibit in permit application packages where required.
Project Records: Store executed version in document control and the project's centralized repository.

Technical considerations for digital completion and submission

Ensure the selected platform supports retention, export, and secure access controls so signed documents remain admissible and auditable.

File formats: PDF and Word (DOCX) widely accepted
Integrations: Procore, Microsoft 365, Google Workspace available
Authentication: Email, SMS code, or SSO for signer verification

Practical tips to prepare the Construction Project Description efficiently

Adopt consistent drafting and version-control habits to reduce rework and downstream disputes.

Use consistent legal names and identifiers

Always use the parties' full legal entity names, project address, and official contract number. Inconsistent naming leads to ambiguity in invoices, permits, and enforcement actions and can delay bonding or insurance verification.

Reference drawings and specs precisely

Cite drawing numbers, revision dates, and spec sections. Attach or index essential exhibits so bidders and officials can confirm scope without relying on separate communications or assumptions.

Define acceptance criteria and inspections

State measurable acceptance tests, inspection signoffs, and required deliverables at milestones. Clear acceptance criteria reduce disagreements at turnover and simplify final payment certification.

Maintain version control and signatures

Record version numbers, change order history, and executed signature pages. Use a central document repository with audit logs to prove which version governed performance at a given time.

Common preparation errors to avoid

Vague scope language that omits deliverable standards or reference documents often triggers substantial change orders and disputes.
Missing milestone dates or undefined float assumptions create scheduling conflicts and affect subcontractor sequencing and resource planning.
Incorrect or abbreviated party names can invalidate signatures or require corporate authorizations to confirm signatory authority.
Failing to list required permits and responsible parties causes permitting delays and stoppages during inspection.

Consequences of an incomplete or inaccurate project description

Permit Delays: Application rejections

Contract Disputes: Change order litigation

Lien Risk: Unpaid parties may file liens

Payment Withholding: Owner may retain funds

Insurance Gaps: Coverage denial risk

Schedule Overruns: Cost escalation

Real-world examples of document use and outcomes

These short cases show how clear, executed project descriptions affect execution and compliance in practice.

Tim Martin, Martin Properties

A mid-size developer used an editable project description for mobile signoffs during site interviews to accelerate bidding.

Mobile-ready fillable fields reduced turnaround time during tendering.
"I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Brian Fitzgibbons, Optica Ventures LLC

An owner standardized the description template to ensure consistent bids across property portfolios.

Standardization improved comparability across vendors.
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

eSignature pricing and feature snapshot for Construction Project Descriptions

Basic vendor pricing and core feature availability for electronic signing platforms commonly used to execute construction exhibits and contracts.

	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	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about using and signing the Construction Project Description

Answers to common questions about enforceability, notarization, revisions, and digital signing for construction project exhibits.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, attribution, and reliable record retention to meet the four-part ESIGN test for enforceability.
Is notarization required for validity?
Not generally required for ordinary project descriptions, but some states or contract forms may require notarization for affidavits, bond documents, or instrument filings. Check local notarization requirements and Remote Online Notarization rules for your state.
Who must sign the document?
An authorized representative with authority to bind the entity should sign. For corporations, confirm signatory authority via corporate resolution or officer title; improper signers can render the document unenforceable in disputes.
How do I update the description after execution?
Use a documented amendment or change order signed by all affected parties. Track revisions, attach updated exhibits, and keep prior executed versions for audit and claims purposes to maintain a clear change history.
Where should signed copies be stored?
Store executed originals in the project document control system with backup copies. Maintain access logs and an audit trail to support future claims, audits, or closeout activities; follow retention rules noted earlier.
What if parties disagree about the scope?
Document the disagreement, issue a formal change order if required, and follow contract dispute resolution procedures. Retain correspondence and versioned exhibits—these records are critical evidence if arbitration or litigation occurs.

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