Can a proposal be signed electronically?

Yes. Electronic signatures are legally effective under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention are present.

Who must sign the final award?

The person listed as the authorized official or signatory in organizational records should sign. If unusual, attach a board resolution delegating signature authority.

Is notarization required for proposals?

Not typically required for the proposal itself, but some funders or awarded contracts may require notarized signatures or acknowledgements; confirm funder instructions before submitting.

How should I submit supporting documents?

Follow the funder’s portal requirements for file type and size. Commonly accepted formats are PDF and DOCX; keep originals in your records.

How long must I keep proposal records?

Retain proposal and award documents per applicable rules: IRS records for 3 years (IRC §6501(a)), HIPAA-regulated records for 6 years (45 CFR §164.530(j)), and longer if required by state or funder.

What if I need to amend a submitted proposal?

Contact the funder to request permission to amend. For awarded grants, process formal amendments per the award’s modification procedures and obtain required approvals.

Electronic Signature
Templates
Miscellaneous
Foundation Project Proposal

Foundation Project Proposal

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

FOUNDATION PROJECT PROPOSAL

Client Name: Contractor Name:

Client Address Contractor Address

Recitals

WHEREAS, Client desires to engage Contractor to design, supply and install a foundation system for the project described below (the "Project"), and Contractor has represented that it possesses the experience, personnel and equipment necessary to perform the work in a professional and workmanlike manner; and

WHEREAS, Contractor has prepared and submitted this Proposal describing the scope, schedule, compensation, and terms under which Contractor will undertake the Project; and

WHEREAS, Client and Contractor desire to set forth the material terms in writing to avoid misunderstandings and to create binding obligations upon execution by authorized representatives of both parties.

Project Identification

Project Name: Proposal Date:

Scope of Work

Contractor shall furnish all labor, materials, equipment, supervision, and incidentals necessary to complete the foundation work as described herein. The Work shall include, at minimum, site preparation, excavation, formwork, reinforcement placement, concrete placement, curing, backfill, and final cleanup, and shall conform to applicable codes and the technical specifications below.

Detailed Scope (describe deliverables, milestones and acceptance criteria) Key Deliverables (list items and target completion dates)

Payment Terms

Total Estimated Cost: $ Currency:

Payment Schedule (state amounts, milestones, and due dates)

Invoicing Terms: Late Fee:

All payments due under this Proposal shall be paid without setoff or deduction. Contractor may suspend performance if invoices remain unpaid for a period exceeding days after receipt, following written notice to Client.

Term and Termination

Term Commencement Date: Estimated Completion Date:

Either party may terminate this Proposal for convenience upon providing written notice at least days prior to the intended termination date. Termination for cause may occur immediately where a party materially breaches its obligations and fails to cure within a reasonable cure period not to exceed days after written notice.

Termination Compensation

Confidentiality

Each party (the "Receiving Party") shall maintain in strict confidence all non-public information disclosed by the other party (the "Disclosing Party") that is marked confidential or that the Receiving Party should reasonably understand to be confidential given the nature of the information and the circumstances of disclosure ("Confidential Information"). Confidential Information excludes information that is (a) publicly available without breach of this Proposal, (b) already known to the Receiving Party at the time of disclosure as evidenced by written records, (c) rightfully received from a third party free of any obligation of confidentiality, or (d) independently developed without use of the Disclosing Party's Confidential Information.

The Receiving Party agrees to use Confidential Information solely to perform its obligations under this Proposal and to limit access to those employees, contractors, and consultants who have a strict need to know, provided such persons are bound by confidentiality obligations no less protective than this provision. Upon termination or expiration of this Proposal, the Receiving Party shall promptly return or destroy Confidential Information as directed by the Disclosing Party and certify such return or destruction in writing when requested.

Liability; Indemnification

Contractor's liability for direct damages arising from Contractor's negligent performance shall be limited to the total amount paid by Client to Contractor under this Proposal. Neither party shall be liable for incidental, consequential, punitive, or special damages except to the extent such limitation is unenforceable under applicable law. Contractor shall indemnify and hold Client harmless from third-party claims arising from Contractor's negligence or willful misconduct in performing the Work; Client shall indemnify and hold Contractor harmless from third-party claims arising from Client-supplied designs or specifications.

Governing Law

This Proposal shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles. Venue for any dispute arising under this Proposal shall be the courts located in the county where the Project is situated, and the parties consent to personal jurisdiction therein.

Entire Agreement; Amendments

This Proposal, including any attachments and accepted change orders, constitutes the entire agreement between Client and Contractor with respect to the subject matter hereof and supersedes all prior proposals, negotiations, and agreements, whether written or oral. No amendment or waiver shall be effective unless in writing and signed by authorized representatives of both parties.

Compliance with Laws; Permits

Contractor shall perform the Work in compliance with applicable laws, codes and regulations. Client shall secure and pay for any permits, inspections, and approvals that are designated as Client responsibilities in the Scope of Work; where Contractor obtains permits on Client's behalf, Client shall reimburse Contractor for permit fees and related costs.

Proposal Expiration Date

Acceptance

By signing below, the undersigned represent that they are authorized to bind their respective party to the terms of this Foundation Project Proposal and that they accept the Scope of Work, Payment Terms, Term and all other provisions set forth herein.

Client:

By:

Date:

Contractor:

By:

Date:

What a Foundation Project Proposal Is and When It’s Used

A Foundation Project Proposal is a written request submitted to a grantmaker, foundation, or funding program describing a planned project, its objectives, planned activities, timeline, budget, expected outcomes, and evaluation measures. Proposals typically include an executive summary, statement of need, methodology, budget justification, attachments such as letters of support and resumes, and a signature block. They are used to secure grants, demonstrate readiness to manage funds, and establish performance metrics for accountability and reporting to funders and oversight bodies.

Why a Clear Proposal Matters for Funding and Compliance

A well-structured Foundation Project Proposal clarifies scope, justifies budget requests, and documents governance and evaluation plans. Clear proposals reduce review time, lower the risk of budget rejection, and support enforceable agreements when funding is awarded.

Who Prepares and Reviews Foundation Project Proposals

Typical participants include internal program staff, grants managers, board members, and external partners who contribute data or letters of support.

Grants Manager or Development Director prepares budget, narrative, and compliance attachments for submission and reporting.
Program Director or Principal Investigator defines scope, deliverables, evaluation metrics, and project staffing details for the proposal.
Board Chair or Authorized Official certifies approvals and signs final funding agreements when required by the funder.

Roles vary by organization size; small nonprofits often rely on a single staffer while larger organizations use cross-functional review and legal sign-off.

Core Sections to Include in a Professional Proposal

Organize the proposal into standard, reviewer-friendly sections so funders can evaluate risk, feasibility, and impact quickly.

Executive Summary

Concise project overview and request amount. Present the problem, primary activities, and expected outcomes in one page for quick reviewer assessment.

Project Description

Detailed narrative of objectives, target population, methods, and deliverables. Explain why the approach is appropriate and how success will be measured.

Goals & Outcomes

Specific, measurable outcomes and indicators, including baseline, targets, and timelines tied to evaluation methods and reporting cadence.

Budget & Justification

Line-item budget with clear justifications, indirect cost policy, and notes on cost-sharing or in-kind contributions that support funding decisions.

Timeline & Milestones

High-level schedule of major tasks, milestones, and deliverable due dates that align with funding disbursement and reporting requirements.

Evaluation & Reporting

Plan for data collection, interim and final reports, performance metrics, and any third-party evaluation or audit obligations the funder requires.

Step-by-Step: Prepare, Complete, and Submit the Proposal

Follow these sequential steps to assemble a complete submission and reduce the chance of rejection for administrative reasons.

01

Gather Documents: Collect IRS determination letter, recent audit or financials, resumes, and letters of support.
02

Draft Narrative: Write the executive summary and project description aligned with funder priorities.
03

Complete Budget: Build a detailed budget and rationale, ensuring math and rates are correct.
04

Sign and Submit: Obtain authorized signature, attach required documents, and submit through the funder’s portal or by the method requested.

How to Configure an Online Submission and Approval Workflow

Set up roles, notifications, and file formats before routing the proposal for signature and upload to the funder portal.

Field	Configuration
Notifications	Email alerts to preparer, reviewer, and approver on each status change
Authentication	Use email link or SMS code to verify signers when required
Templates	Store standard narrative and budget templates for reuse across proposals
File Types	PDF or DOCX accepted by most portals; preserve original for records

Typical Routing from Draft to Funded Agreement

A predictable routing path reduces bottlenecks and clarifies signatory responsibilities.

Prepare: Draft narrative and budget, attach supporting documents
Review: Internal review by program, finance, and legal teams
Authorize: Authorized signatory completes execution and dates the form
Submit: Upload to funder portal or deliver by the method specified

Digital Submission and Integration Considerations

Verify the funder’s accepted file formats, maximum attachment sizes, and signer authentication requirements before finalizing the proposal.

File Formats: PDF and DOCX are commonly accepted by portals
Authentication Options: Email link, SMS code, or identity verification as required
Integrations: CRM, document storage, and accounting integrations can streamline recordkeeping

Ensure your eSignature and document management tools integrate with your internal systems (CRM, accounting, cloud storage) to automate archiving and reporting; verify compatibility with the funder’s portal.

Common Timelines and Submission Deadlines

Track proposal and reporting deadlines to avoid missed funding opportunities and compliance breaches.

Proposal Submission Deadline:

Submit by the funder’s stated date and time; late submissions are typically ineligible

Funding Decision Date:

Funder announces awards on their published timeline; allow 4–12 weeks for review

Project Start Date:

Start date is set in the award letter; expenses prior to that date may be unallowable

Interim Reports:

Interim progress reports may be quarterly or biannual per award terms

Final Report Deadline:

Final narrative and financial closeout usually due within 30–90 days after project end

Risks and Consequences of an Incorrect or Incomplete Proposal

Missed Deadline: May render application ineligible

Incomplete Budget: Can lead to reduced funding or disallowance

Unauthorized Signature: May void the agreement or require re-execution

Noncompliance With Privacy: Potential HIPAA or data protection violations

False Statements: May trigger repayment or legal exposure

Poor Recordkeeping: Complicates audits and reimbursement claims

Common Preparation Mistakes to Avoid

Submitting a budget without clear line-item justification that ties to activities and deliverables can lead to disallowance or requests for revision.
Failing to attach required supporting documents such as IRS determination letters or letters of support delays review and can cause immediate rejection.
Using inconsistent project titles, dates, or signatory names across documents creates administrative hold-ups and may require resubmission.
Not confirming the funder’s required format or portal rules (file type, size, or naming conventions) can cause submissions to be unreadable or rejected.

eSignature Provider Comparison for Foundation Project Proposals

Signatory workflows, compliance, and price models differ across providers; the table below summarizes common criteria with signNow listed first.

	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 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

Who May Legally Sign a Foundation Project Proposal

Authorized Official

Foundation Executive Director or other officer authorized by the board to bind the organization should sign funding agreements; attach board resolution if required.

Grants Manager

Grants manager prepares and certifies compliance details, but signing authority usually requires an officer-level signatory unless delegated in writing.

Practical Examples of Foundation Project Proposals

Two concise examples show common proposal structures and outcomes for different project types.

Community Health Pilot

A local nonprofit proposed a mobile clinic model to expand access in underserved neighborhoods

The budget detailed personnel, equipment, and transportation costs
The funder approved a 12-month pilot with milestone-based payments and required quarterly outcome reports.

After-School Education Program

A school district submitted a proposal for an extended learning program focused on math and literacy improvement

The application included baseline data and teacher training costs
Funding was awarded conditional on matching funds and submission of a final evaluation report.

Supporting Documents Commonly Required with Proposals

Attach clear supporting documents to speed review and satisfy administrative checks.

IRS Determination

A copy of the nonprofit’s IRS determination letter confirming tax-exempt status for eligibility verification and award processing.

Financial Statements

Recent audited financials or reviewed statements to demonstrate fiscal stability and ability to manage grant funds.

Letters of Support

Partner or stakeholder endorsements that verify local need, capacity for collaboration, or commitment to project objectives.

Resumes and Job Descriptions

Key staff resumes and role descriptions demonstrating relevant experience and capacity to execute the proposed work.

Practical Tips to Improve Accuracy and Speed

Adopt standard templates and review checklists to reduce rework and ensure consistent, funder-ready submissions.

Use Standard Templates

Maintain approved narrative and budget templates updated for each funder’s requirements to reduce drafting time and avoid omitted sections.

Centralize Supporting Files

Store IRS letters, audits, and templates in a shared folder to attach the correct, up-to-date files during submission.

Pre-Validate Signatories

Confirm and document who is authorized to sign on behalf of the organization before routing the proposal for final execution.

Keep Version History

Track drafts and revisions with version control so reviewers can reconcile changes and restore prior text if needed.

Frequently Asked Questions About Foundation Project Proposals

Answers to common questions about signing, submission formats, and retention help avoid administrative delays and compliance issues.

Need help? Contact support

Can a proposal be signed electronically?
Yes. Electronic signatures are legally effective under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention are present.
Who must sign the final award?
The person listed as the authorized official or signatory in organizational records should sign. If unusual, attach a board resolution delegating signature authority.
Is notarization required for proposals?
Not typically required for the proposal itself, but some funders or awarded contracts may require notarized signatures or acknowledgements; confirm funder instructions before submitting.
How should I submit supporting documents?
Follow the funder’s portal requirements for file type and size. Commonly accepted formats are PDF and DOCX; keep originals in your records.
How long must I keep proposal records?
Retain proposal and award documents per applicable rules: IRS records for 3 years (IRC §6501(a)), HIPAA-regulated records for 6 years (45 CFR §164.530(j)), and longer if required by state or funder.
What if I need to amend a submitted proposal?
Contact the funder to request permission to amend. For awarded grants, process formal amendments per the award’s modification procedures and obtain required approvals.

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