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Design Project Authorization Form

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DESIGN PROJECT AUTHORIZATION FORM

WHEREAS, Client Name: (the "Client") desires to procure design services for the project titled: ; and

WHEREAS, Designer Name: (the "Designer") represents that Designer has the skill, personnel and capacity to perform the design services described herein;

NOW, THEREFORE, in consideration of the mutual covenants contained in this Authorization, the parties agree as follows:

Parties and Contact Information

Scope of Work

The Designer shall provide design services as described below. Services include concept development, revisions as set forth in this Authorization, preparation of final deliverables, and reasonable coordination with Client representatives.

Payment Terms

Total Project Fee: . This amount is inclusive of the described deliverables unless otherwise specified below.

Deposit Amount (due upon authorization): . Final payment is due upon Client acceptance of final deliverables.

Late Payment: Any invoice not paid within days of invoice date shall incur a late fee of per month on the outstanding balance, or the maximum permitted by law, whichever is less.

Change Orders

All changes to the Scope of Work shall be authorized only by a written change order signed by both parties. Change orders shall describe the scope change, any impact to fees, and any impact to schedule. Hourly rate for approved additional work: per hour.

Designer shall not commence change-ordered work without a signed change order and any required deposit.

Term and Termination

Authorization Effective Date: . Expected Completion Date: .

Either party may terminate this Authorization for convenience by giving written notice to the other party at least days prior to the intended termination date. Upon termination, Client shall pay Designer for all work performed and costs reasonably incurred through the termination date, plus any reasonable wind-down costs.

Confidentiality

Each party shall treat as confidential all non-public information disclosed by the other party that is identified as confidential at the time of disclosure or that reasonably should be understood to be confidential. Confidential information shall not include information that is or becomes public through no fault of the receiving party, or that is independently developed. Receiving party shall use confidential information only to perform its obligations under this Authorization and shall take reasonable measures to protect such information.

Intellectual Property & Use Rights

Upon receipt of final payment in full, Designer assigns to Client all right, title and interest in the final deliverables specifically created for Client pursuant to this Authorization, excluding Designer pre-existing materials and third-party materials licensed to Designer. Designer retains the right to display final deliverables in Designer's promotional materials and portfolio unless Client checks the box below.

Client restricts Designer from using final deliverables for Designer promotional purposes.

Representations, Warranties and Indemnity

Each party represents that it has the authority to enter into this Authorization. Designer warrants that Designer's work will be original and will not knowingly infringe third-party rights. Client shall indemnify and hold Designer harmless from claims arising from Client-supplied content or Client's use of deliverables in combination with materials not provided by Designer.

Governing Law

This Authorization shall be governed by and construed in accordance with the laws of the State of , without regard to its conflict of law principles.

Entire Agreement

This Authorization, together with any referenced attachments and approved change orders, constitutes the entire agreement between the parties relating to the subject matter hereof and supersedes all prior negotiations, understandings and agreements. Any amendment shall be in writing and signed by both parties.

Acceptance

By signing below the parties acknowledge and agree that they have read and accept the terms of this Design Project Authorization Form and authorize the Designer to commence work in accordance with the terms herein.

Client Printed Name:

By:

Date:

Designer Printed Name:

By:

Date:

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What the Design Project Authorization Form Is

Design Project Authorization Form is a legally binding document used to grant a designer or design firm permission to begin specified design work, accept deliverables, and incur related costs on behalf of a client. It defines scope, milestones, payment terms, intellectual property ownership, change-order procedures, approvals, and termination conditions. The form records parties’ identities, effective date, authorization limits, and any required signatures or notarization. Properly completed, it reduces scope disputes, clarifies responsibilities, and supports invoice approval, permitting project managers, procurement, and legal teams to proceed with design activities with documented consent.

Why a Clear Authorization Matters

Use a Design Project Authorization Form to establish clear scope, approval authority, payment and IP terms before work starts. It minimizes billing disputes, speeds approvals, and creates an auditable record that supports compliance with procurement and contracting policies.

Why a Clear Authorization Matters

Who Typically Completes This Form

Typical users who complete this form include procurement officers, project managers, design firm representatives, and authorized client signatories.

  • Procurement and contracting teams ensuring budget authorization and vendor selection compliance.
  • Project managers documenting scope, milestones, deliverables, and approval checkpoints for execution.
  • Design firms or individual designers confirming client authorization to begin work and bill.

External stakeholders such as finance, legal counsel, and permitting authorities may also reference the form during approvals and audits.

Essential Sections to Include

Core sections of a professional Design Project Authorization Form ensure mutual understanding of scope, deliverables, payments, schedule, IP, and change management before work begins.

Scope of Work

Describe tasks, services, deliverables, and any exclusions in precise, measurable terms. Include formats, quantities, milestones, and acceptance criteria to reduce scope ambiguity and change-order disputes.

Schedule & Milestones

List milestone dates, review windows, delivery deadlines, and any penalties for missed dates. Tie payments to milestone acceptance to align incentives and control timing risks.

Payment Terms

Specify fees, payment schedule, deposit requirements, reimbursable expenses, invoicing procedures, and late-payment interest. Define currency, payment method, and approval authority for releases and include required tax forms or W-9 for U.S. payees.

Intellectual Property

Clarify ownership of designs, transfer of rights, licensing scope, and rights to source files. Include assignment clauses or retain limited license for reuse and portfolio display rights.

Change Orders

Define how out-of-scope requests are documented, priced, approved, and scheduled. Require written change-order forms and approval signatures before additional work commences to avoid disputes and unauthorized billing.

Termination Rights

Describe termination for convenience and for cause, notice periods, cure rights, obligations on termination, and final accounting. Specify reimbursement for completed work and return of materials.

Required Data Elements at a Glance

Signatures: Electronic or handwritten signatures and dates.
Parties: Full legal names and roles.
Scope: Concise description of included tasks and exclusions.
Payment: Fees, schedule, and payment method.
Effective Date: Enter as MM/DD/YYYY format.
Notarization: If required by state, note here.

Step-by-Step: Complete and Execute the Form

Follow these steps to complete and execute a Design Project Authorization Form correctly and efficiently.

  • 01
    Prepare Draft: Populate scope, schedule, and payment fields.
  • 02
    Review Internally: Legal, procurement, and finance confirm terms.
  • 03
    Obtain Signatures: Authorized client and designer sign and date.
  • 04
    Distribute Copies: Send final signed version to stakeholders.

How to Configure an Online Authorization Workflow

Configure an online workflow to route the form, apply fields, and capture signatures securely using eSignature tools.

Form Field Settings and Configuration Configuration
Signer Information and Role Recipient email, role, and authentication method.
Signature Field Settings Signature field, required, and date stamp.
Initials and Page Flags Initials field placed on each page where needed.
Conditional Logic Rules Shows pricing fields when 'Change order' selected.

Online Submission and Routing Overview

Routing and submission steps for eSubmission of the Design Project Authorization Form include field placement, signer authentication, and final delivery.

  • Upload Document: Upload final PDF or DOCX to the signing platform.
  • Assign Fields: Place signature, initials, date, and conditional fields.
  • Authenticate Signers: Choose email, SMS code, or identity verification.
  • Execute: Signers complete fields; system records audit trail.

Platform and Integration Considerations

Select an eSignature platform that supports required authentication, audit trails, and file formats for your organization.

  • File Formats: Accept PDF, DOCX, and fillable PDFs.
  • Integrations: Connect to Google Workspace, Microsoft 365, NetSuite.
  • Authentication: Support email, SMS, and advanced verification.

Key Dates and Timing to Track

Key deadlines for authorizations, tax reporting, and contract deliverables should be tracked to avoid penalties and payment disputes.

Authorization Effective Date:

Enter date when permissions and payment obligations begin.

Milestone Deadlines:

List review and delivery dates tied to payments.

Invoice Submission Window:

Specify timeframe for submitting invoices after acceptance.

Retention Start Date:

Record when retention clock begins for audit purposes.

Tax Forms Required:

Collect W-9 from U.S. payees prior to payment.

Project Milestones from Authorization to Acceptance

Sequential project milestones show authorization, kickoff, design iterations, and final approval stages with approximate timing and responsibilities.

01

Authorization Issued

Client signs authorization; procurement confirms budget and release.

02

Project Kickoff

Designer begins work and submits initial concepts for review.

03

Revision Cycle

Iterative reviews, change orders logged, and schedule adjusted.

04

Final Acceptance

Client approves final deliverables and authorizes final payment.

Common Mistakes to Avoid

  • Vague scope language that omits deliverable specifications, formats, or acceptance criteria, leading to differing expectations and disputed invoices.
  • Missing effective date or inconsistent dates across documents, which complicates enforcement, milestone sequencing, and warranty timelines.
  • Unsigned or improperly signed authorization blocks, including initials instead of full signatures, causing questions about authorization validity.
  • Failure to attach supporting exhibits such as drawings, SOWs, or budgets makes cost allocation and approvals ambiguous during audits.

Penalties and Practical Risks

Scope Disputes: Change-order claims and delays.
Payment Delays: Late fees or withheld invoices.
IP Ambiguity: Ownership disputes after delivery.
Noncompliance: Procurement audit findings.
Invalid Signatures: Unsatisfied eSign legal test.
Notarization Errors: Rejected filings or delays.

Common eSignature Pricing Overview

Comparing common eSignature options for executing Design Project Authorization Forms across SMB and enterprise plans.

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 Yes, 7-day trial Varies Varies Varies Varies
Bulk Send Yes Varies Varies Varies Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real-World Examples

Examples show how authorization forms are used across small firms and enterprises to control scope and payments.

Small Design Studio

A two-person design studio uses a Design Project Authorization Form to confirm client-approved deliverables and billing terms before starting each project.

  • This prevents unpaid scope creep and clarifies billing.
  • By collecting signatures and attaching the SOW, the studio shortens approval cycles, reduces disputes, and provides bookkeeping with documented authorization to invoice. The firm reports faster payments and fewer corrections on deliverables.

Enterprise Procurement

A mid-size architecture firm integrates the form with procurement systems to ensure capital projects have budget approval and vendor assignments before schematic design begins.

  • It triggers release of purchase orders and vendor onboarding.
  • Linking authorization forms to ERP reduces manual handoffs, enforces approval hierarchies, and creates an auditable trail for compliance and internal controls, which large organizations rely on during audits.

Key Signatories and Their Roles

Procurement Manager

Responsible for authorizing supplier engagement, confirming budget availability, and ensuring the Design Project Authorization Form matches procurement policies. Coordinates internal approvals, verifies signatures, and retains copies for audit. Often requires W-9 and vendor setup before payment processing.

Designer Lead

Leads the design team, fills scope and deliverable sections, provides time and cost estimates, and signs to accept authorization. Manages deliverable submissions, updates change orders, and communicates milestone completions to client and procurement for payment triggers.

Best Practices to Reduce Risk and Delay

Follow these best practices to reduce disputes, ensure compliance, and speed approvals for design project authorizations.

Use Standardized Templates with Change-Order Procedures
Develop a template that includes SOW exhibits, payment schedules, acceptance criteria, and a clear change-order form. Train staff to use the template consistently and require documented approvals for any deviations to avoid unauthorized work and billing disputes.
Require Written Approvals Before Work Commences
Do not accept verbal authorization for scope changes. Require signed authorization or approved change-order records before proceeding. This preserves audit trails, avoids scope creep, and aligns invoicing with approved work.
Collect Tax Forms and Vendor Info Early in Process
Request W-9 from U.S. vendors and confirm entity status before issuing payments. Early vendor setup prevents backup withholding, tax reporting delays, and payment holds from finance departments and reduces administrative follow-ups.
Store Signed Copies in Central Repository with Version Control
Maintain signed originals and audit trails in a secure document management system. Retain PDFs with embedded audit logs, control access rights, and back up records to satisfy procurement and regulatory audits.

Frequently Asked Questions

Answers to common questions about completing, signing, and storing the Design Project Authorization Form, including eSignature and notarization concerns.


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