Can this form be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where applicable, provided the signature meets intent, consent, attribution, and retention requirements.

When is notarization required?

Notarization is rarely required for routine design acceptance but may be necessary if the contract specifically demands notarized acceptance or if state law treats the document as a deed or other notarizable instrument.

Who must sign for the client?

A person with written signatory authority or documented delegation must sign. Verify authority in procurement or contract documents to avoid later disputes over unauthorized acceptance.

How do I record exceptions or punch lists?

Document exceptions in the Acceptance Status field with clear remediation steps and target dates. Use the punch list to define what constitutes final acceptance and to avoid ambiguity.

How long should I retain signed forms?

Retention depends on applicable laws: IRS records three years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)), and some commercial claims may require seven years; follow the longest applicable period.

What if the signer refuses to accept?

Record the rejection with detailed reasons, capture evidence of delivered assets, and follow contract dispute resolution procedures; preserving the audit trail is critical for any later claims.

Electronic Signature
Templates
Miscellaneous
Design Project Completion Form

Design Project Completion Form

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

Design Project Completion Form

Recitals

WHEREAS, Client Name: retained Designer Name: to perform certain design services described below; and

WHEREAS, Project Title: , Project ID: has reached a point where Designer asserts completion of the agreed deliverables in accordance with the Contract; and

WHEREAS, the parties desire to document final deliverables, acceptance criteria, remaining obligations, and final payment terms for the Project.

Scope of Work — Final Deliverables

Provide a concise description of the final scope delivered

Deliverables Checklist (mark completed)

Final design source files delivered
Delivery details / location:

Final exported assets (web, print) delivered
File formats and counts:

Handoff documentation and instructions delivered
Documentation summary:

Acceptance Criteria

Describe objective criteria Client will use to accept final deliverables

Final acceptance shall occur when Client provides written confirmation that the Deliverables meet the Acceptance Criteria above, or when Client fails to provide substantive rejection within days after delivery, whichever occurs first.

Payment Terms

Final Invoice Amount: $

Payment schedule / milestones (if any)

If any amount is not paid when due, late fee of per month (or the maximum permitted by law, if less) shall accrue on the outstanding balance from the due date until paid. Client remains responsible for collection costs and reasonable attorneys' fees incurred by Designer to collect overdue amounts.

Retainage (if applicable): $ — to be released upon final acceptance or .

Outstanding Work and Change Orders

List any outstanding items, change orders, or fees remaining

Warranties and Representations

Designer represents that the Deliverables were prepared by qualified personnel and, to Designer's knowledge, do not infringe any third-party intellectual property rights. Designer warrants that, for a period of days following final acceptance, Designer will remedy, at Designer's expense, any material defects in workmanship reported in writing by Client and verified by Designer.

Intellectual Property and License Transfer

Upon receipt of final payment in full, Designer assigns to Client all right, title and interest in the final Deliverables specifically identified above, subject to any third-party licenses, pre-existing materials, and Designer's retained rights in its design methodologies and non-client-specific tooling. Third-party materials and licensed components remain subject to their original license terms and are not transferred.

List any excluded or third-party components:

Term and Termination

Project Start Date: . Anticipated Completion / End Date: .

This form documents final completion for purposes of the underlying Agreement; however, either party may terminate outstanding obligations under the Agreement in accordance with the notice provisions below. Termination for convenience requires written notice of days. Termination for cause is effective upon written notice if the notified party fails to cure a material breach within days after receipt of such notice.

Confidentiality

Each party shall maintain as confidential all non-public information received from the other party in connection with the Project and shall not disclose such information except to employees, contractors or advisors who have a need to know and who are bound by confidentiality obligations at least as protective as these. This obligation survives termination of the Agreement for a period of three (3) years, except with respect to trade secrets which shall be protected for so long as they remain trade secrets under applicable law.

Governing Law; Entire Agreement

Governing Law: The Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of laws principles.

Entire Agreement: This Design Project Completion Form, together with the underlying design agreement between the parties, constitutes the entire understanding between the parties with respect to completion and final payment for the Project, and supersedes all prior agreements and understandings relating to the subject matter hereof.

Client Certification of Acceptance

By signing below, Client certifies that the Deliverables described above have been reviewed and are accepted as complete and in conformity with the Acceptance Criteria, except for any items listed in Outstanding Work above. Client authorizes final invoice payment in accordance with the Payment Terms.

Client confirms: Acceptance confirmed

Client - Printed Name:

By:

Date:

Designer - Printed Name:

By:

Date:

What the Design Project Completion Form Is

The Design Project Completion Form documents final delivery and formal acceptance of design work between a provider and a client. It records project identifiers, scope delivered, acceptance criteria, final deliverables, defects or punch list items, dates, and signatures that show both parties agree the project is complete. The form also confirms any remaining obligations such as warranty periods, outstanding invoices, and transition of intellectual property or files. Use the form to create a clear, auditable record of handoff and to trigger invoicing or contract closeout workflows.

Why a Completion Form Matters for Projects

A Design Project Completion Form creates a single, authoritative record confirming delivery, acceptance, and any remaining actions. It reduces disputes, clarifies payment triggers, and provides a documented start for warranty and retention clocks used for compliance and future audits.

Who Prepares and Signs the Completion Form

Typical preparers and signers come from both the vendor and client sides; each role has distinct responsibilities and authority.

Project Manager — Prepares the form, verifies deliverables, and coordinates internal sign-off processes before routing to the client.
Client Representative — Reviews deliverables, records acceptance or exceptions, and provides final signature to trigger payment or closeout.
Legal or Contracts Officer — Reviews IP transfer, warranty language, and retention requirements when the project includes sensitive assets.

Ensure the person who signs on behalf of each organization has explicit authority to accept deliverables and bind the organization to remaining obligations.

Step-by-step completion process

Follow these steps to complete and finalize the Design Project Completion Form in order.

01

Prepare Form: Populate project identifiers and deliverables summary.
02

Internal Review: Project manager and QA confirm deliverables match scope.
03

Client Review: Share form and deliverables for client verification.
04

Sign and Archive: Collect signatures and store final records securely.

Typical e-delivery and acceptance workflow

This sequence shows a common online workflow for delivering, reviewing, and signing the completion form.

Upload: Sender uploads form and attach final deliverables.
Place Fields: Insert signature, date, and checkbox fields for acceptance.
Authenticate: Signers verify identity via email or stronger methods.
Complete: Signers sign; system issues completion certificate.

Configuring an online acceptance workflow

Set up these settings when you automate the completion form in a signing platform.

Field	Configuration
Document Upload	PDF or DOCX accepted; include all deliverable attachments
Signer Order	Configure sequential or parallel signing as required
Authentication	Use email, SMS code, or advanced methods for sensitive projects
Retention	Enable archival and export to secure storage

Technical requirements for electronic completion

Ensure your platform supports required file types, signer authentication, and secure storage before e-submitting the form.

File Formats: PDF, DOCX and related formats supported
Integrations: Connectors for Google Workspace, Microsoft 365, NetSuite
Security: TLS in transit and AES-256 at rest

Confirm export, audit trail, and retention options to meet contractual and regulatory obligations before full rollout.

Security and compliance checklist

Encryption: TLS 1.2/1.3 in transit, AES-256 at rest

Audit Trail: Timestamped logs and signer metadata captured

HIPAA: Business Associate Agreement required for PHI

21 CFR Part 11: Compliant options for FDA-regulated records

SOC 2: SOC 2 Type II available on request

Accessibility: WCAG 2.0 Level AA support

Key risks from incorrect or incomplete forms

Tax and Invoice Delays: Late acceptance can postpone invoicing and tax reporting

1099 Penalties: 1099 late penalties: $60–$330 per form

I-9 Violations: I-9 paperwork fines: $281–$2,789 per violation

Notary Errors: Improper notarization can render the record inadmissible

Contract Disputes: Missing signatures increase litigation risk

Data Breach: Unauthorized access may trigger regulatory penalties

Common mistakes to avoid

Using inconsistent project names that prevent automated matching to contracts
Failing to list delivered file versions, causing scope disputes later
Allowing an unauthorized individual to sign, invalidating acceptance
Not preserving the audit trail after electronic signing

Essential sections of a professional completion form

A well-structured completion form includes fields that support acceptance, payment, warranty, and recordkeeping obligations while remaining concise for reviewers.

Identification

Project title, contract number, client and vendor legal names, and scope reference so the record links to the master contract.

Deliverable Inventory

Explicit list of final files, formats, and version numbers to confirm exactly what was handed over.

Acceptance Criteria

Statement that the deliverables meet specified acceptance tests, or a documented punch list for items needing remediation.

Signatures and Dates

Signature blocks for authorized representatives with clear dates to trigger payment, warranty, and retention timelines.

Transfer of Rights

Language that clarifies transfer of IP or license terms and any remaining vendor rights or restrictions.

Post-Delivery Items

Warranties, support windows, outstanding invoices, and next steps for archived deliverables or source files.

Practical tips for accurate and efficient completion

Apply these best practices to minimize rework and preserve legal certainty when closing a design engagement.

Use consistent identifiers

Match the project name and contract number exactly to the master agreement to enable automated matching for invoicing and record retrieval.

Capture version details

Include filenames and version numbers for all deliverables so both parties agree on the precise content transferred.

Confirm signer authority

Verify that each signer has written delegation or signatory authority to accept deliverables and bind the organization legally.

Preserve the audit trail

Retain the platform-generated audit record including IP, timestamps, and authentication method to support enforceability.

Real-world examples of completion form use

These short examples show how organizations use a formal completion form to close projects and reduce disputes.

Optica Ventures LLC

Optica prepared a standardized completion form for every client to ensure consistent handoffs and payment triggers.

The new form captured deliverable filenames and acceptance checkboxes.
As a result, the company reduced post-delivery disputes and improved client turnaround when approving invoices, producing a clearer audit trail for internal finance and external audits.

Fertility Centers of Illinois

The clinic used a completion form to record delivery of patient-facing assets and compliance training materials.

The form included HIPAA considerations and BAA confirmation.
This approach ensured secure transfer, enabled audit-ready retention, and provided documented acceptance required by their compliance team while keeping patient data protections intact.

eSignature vendor comparison for handling completion forms

A neutral feature and pricing snapshot showing cost and compliance dimensions when choosing an eSignature provider to manage completion forms.

	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)	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Key timing items related to completion and invoicing

Track these dates on the form to trigger downstream actions such as payments, warranty start, and retention timers.

Final Delivery Date:

Date when deliverables were transmitted to the client and attachments provided

Client Acceptance Deadline:

Date by which client must accept or list exceptions per contract

Invoice Issue Date:

Date invoice is issued, often triggered by accepted completion

Warranty Start:

Warranty or support period begins on the accepted completion date

Tax Reporting Trigger:

Retain documents to meet tax filing and audit requirements tied to the project

Milestone timeline from delivery to archive

Sequential milestones typically occur from final delivery through closeout and archival.

01

Draft Completion Form

Project team prepares a draft with deliverables listed and transmits to client

02

Client Review Period

Client inspects deliverables and confirms acceptance or records exceptions

03

Formal Acceptance

Authorized signers execute the form and trigger payment or final steps

04

Archive and Retention

Signed form and audit trail stored in secure records with retention applied

Who can sign the completion form

Project Manager

The project manager is often the preparer and internal approver who confirms deliverables meet contractual requirements; they facilitate client review and ensure the correct files are attached before routing for signature.

Client Authorized Signer

The client's designated representative who has written authority to accept deliverables and bind the organization to final payment, warranty obligations, and transfer of rights; confirm delegated authority before signature.

Frequently asked questions about the completion form

Answers to common questions about completing, signing, and retaining the Design Project Completion Form.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where applicable, provided the signature meets intent, consent, attribution, and retention requirements.
When is notarization required?
Notarization is rarely required for routine design acceptance but may be necessary if the contract specifically demands notarized acceptance or if state law treats the document as a deed or other notarizable instrument.
Who must sign for the client?
A person with written signatory authority or documented delegation must sign. Verify authority in procurement or contract documents to avoid later disputes over unauthorized acceptance.
How do I record exceptions or punch lists?
Document exceptions in the Acceptance Status field with clear remediation steps and target dates. Use the punch list to define what constitutes final acceptance and to avoid ambiguity.
How long should I retain signed forms?
Retention depends on applicable laws: IRS records three years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)), and some commercial claims may require seven years; follow the longest applicable period.
What if the signer refuses to accept?
Record the rejection with detailed reasons, capture evidence of delivered assets, and follow contract dispute resolution procedures; preserving the audit trail is critical for any later claims.

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