Scope
Concise description of tasks, features, and exclusions so both parties understand what is and isn’t included in the engagement.
A written Design Service Request aligns stakeholders, limits scope creep, and documents acceptance criteria and payment terms. It creates a single source of truth that supports procurement, budgeting, and legal review, and when executed electronically meets the ESIGN/UETA tests for enforceability.
Final approvers often include project managers, legal or procurement representatives, and budget owners who authorize the work and sign the request.
Concise description of tasks, features, and exclusions so both parties understand what is and isn’t included in the engagement.
List final files, formats, and acceptance criteria (for example: print-ready PDF, layered PSD, SVG, or UI prototypes) with version and handoff expectations.
Milestones, interim reviews, and final delivery dates linked to dependencies and review turnarounds to avoid schedule ambiguity.
Total fee, payment schedule, expense allowances, and any conditional fees for rush work or scope changes, stated in clear dollar amounts.
Named approvers, their roles, and required signoff sequence so work proceeds only after documented authorizations.
Ownership or license terms for final and preliminary work, including transfer timing and any retained rights by the creator.
| Field | Configuration |
|---|---|
| Scope Field | Multiline required text; character limit 2,000 |
| Deliverables Field | Repeating list with file upload allowed |
| Budget Field | Numeric validation and currency formatting |
| Approver Field | Role-based signer order and email |
Ensure the selected method retains a tamper-evident copy and an audit trail; exports should preserve timestamps and signer metadata.
Submit at least 2 weeks before desired start date
Allow 3–5 business days for collateral review
Expect proposal within 5–10 business days
Approvers should respond within 3 business days
Delivery schedule depends on complexity and agreed milestones
| 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 | Varies | Varies | Varies |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
Export signed documents as PDF/A or standard PDF to preserve visual fidelity and include an embedded audit trail for timestamps and signer metadata.
Save an editable DOCX copy for recordkeeping only; convert to PDF for final execution to ensure the signature appears on an immutable file.
Use HTML for web‑hosted briefs or landing pages; capture a PDF snapshot after signing to maintain a tamper‑evident record.
Archive executed files to Box, Google Drive, or SharePoint with folder naming conventions and retention policies applied.
Brian Fitzgibbons, COO at Optica Ventures, streamlined agency intake into a single form to reduce back-and-forth.
Tim Martin, Founder at Martin Properties, centralized marketing design requests to enforce brand standards.
Typically prepares the request, confirms scope, and submits for approval. They do not usually have contracting authority unless explicitly delegated by procurement or finance.
An authorized signer (procurement director, department head, or CFO) certifies budget availability and accepts contractual terms; their signature binds the organization.