Are e-signatures legally valid?

Yes. Electronic signatures are legally enforceable for most transactions under the ESIGN Act (15 U.S.C. §7001) and state UETA statutes; exceptions include wills and certain court filings.

Do funders accept signed PDFs?

Many funders accept digitally signed PDFs with an audit trail; verify funder submission requirements and whether they require notarization or original wet signatures.

When is notarization required?

Notarization is required only when a funder or jurisdiction specifically requests a notarized document; remote online notarization (RON) may be accepted where state rules permit.

How should we store signed proposals?

Store signed PDFs with audit trails in a secure, access-controlled repository and retain records per retention policy and applicable regulations such as IRS rules.

What if the EIN or signer name is wrong?

Incorrect EINs or signer names can halt payments and trigger audits; correct errors before submission and re-execute signatures if needed.

Can donors request paper records?

Yes — consumer-facing financial records may require providing a paper option under ESIGN consumer consent rules; document how a donor can withdraw consent.

Fundraising Proposal

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

FUNDRAISING PROPOSAL AND SERVICES AGREEMENT

Parties

Client Name: Fundraiser Name:

Client Address Fundraiser Address Primary Contact (Client) Phone / Email Primary Contact (Fundraiser) Phone / Email

WHEREAS

WHEREAS, Client Name: seeks to raise funds to support the project described in this Agreement; and

WHEREAS, Fundraiser Name: possesses experience and expertise in fundraising strategy, donor solicitation, and campaign management and is willing to provide such services to Client on the terms set forth below; and

NOW, THEREFORE, in consideration of the mutual covenants and agreements contained herein, the parties agree as follows.

Scope of Work

The Fundraiser will perform the fundraising services described below and in any schedules attached hereto. Services include strategy development, donor research, solicitation materials, campaign management, event support, and reporting.

Project Name Campaign Goal Detailed Scope of Work Key Deliverables and Schedule

Payment Terms

Client shall pay Fundraiser the compensation set forth below in full consideration for services rendered pursuant to this Agreement. All fees are exclusive of third-party costs and applicable taxes unless otherwise stated.

Total Fee Payment Schedule Late Fee

Reimbursable expenses (travel, printing, venue, third-party vendors) shall be pre-approved by Client and invoiced separately. Client agrees to reimburse actual, documented expenses within thirty (30) days of invoice.

Client Responsibility for Expenses Client will reimburse reasonable out-of-pocket expenses as described above.

Term and Termination

This Agreement shall commence on Start Date: and shall continue until End Date: unless earlier terminated in accordance with this section.

Either party may terminate this Agreement upon written notice to the other party if the other party materially breaches any obligation hereunder and fails to cure such breach within Cure Period: after receipt of written notice. Upon termination, Fundraiser shall be entitled to payment for services performed and documented expenses incurred through the date of termination.

Notice Period for Voluntary Termination

Confidentiality

Each party acknowledges that in the course of performance it may receive confidential information of the other party ("Confidential Information"). Confidential Information shall be used solely for the purposes of performing this Agreement and shall not be disclosed to any third party except as required by law or with the prior written consent of the disclosing party. The obligations set forth herein shall survive termination of this Agreement for a period of three (3) years.

Reporting; Use of Funds

Fundraiser will provide Client with regular reports summarizing fundraising activity, donor commitments, and expenditures at the Reporting Frequency: . Funds raised shall be used solely for the purposes described in this Agreement and as directed by Client.

Representations and Warranties

Each party represents and warrants that it has full power and authority to enter into this Agreement and to perform its obligations hereunder, that the execution and delivery of this Agreement has been duly authorized, and that performance will not violate any other agreement.

Governing Law

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

Indemnification; Limitation of Liability

Each party shall indemnify and hold harmless the other from and against any third-party claims arising out of its gross negligence or willful misconduct. Neither party shall be liable for consequential, special, or punitive damages except for liability arising from a party's willful misconduct.

Entire Agreement

This Agreement, together with any attached schedules or exhibits, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written. No modification of this Agreement shall be effective unless in writing and signed by both parties.

Miscellaneous

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. Notices required under this Agreement shall be given in writing to the addresses set forth above.

Client:

By:

Date:

Fundraiser:

By:

Date:

What a Fundraising Proposal Is and When It’s Used

A Fundraising Proposal is a written request submitted to prospective donors, foundations, or grantmakers describing a project, the organization’s capability, and the funding needed. It typically includes an executive summary, goals, budget, timeline, and measures of success so decision-makers can evaluate alignment with their priorities.

Purpose, Benefits, and Legal Validity in Brief

A clear Fundraising Proposal explains purpose, demonstrates organizational capacity, and creates a documented basis for award decisions; when signed electronically it is enforceable under the ESIGN Act (15 U.S.C. §7001) and applicable state UETA statutes.

Who Prepares and Who Reviews These Proposals

Common preparers and reviewers span internal staff, board committees, and external consultants depending on organization size and funding source.

Development staff and grant writers responsible for drafting and aligning program language with funder priorities.
Executive leadership and finance officers who review budget, risk, and organizational capacity statements.
Board members and external reviewers who provide governance oversight and final approval when required.

Tailor roles to the solicitation type: foundation grants typically need a concise program case; government proposals often require stricter compliance and documentation.

Essential Sections of a Professional Fundraising Proposal

A well-structured proposal presents the need, solution, organizational capacity, detailed budget, implementation timeline, and measurable outcomes so reviewers can quickly assess feasibility and impact.

Executive Summary

One-page overview that states the problem, proposed solution, requested amount, and anticipated impact to orient reviewers quickly and encourage full reading.

Organization Overview

Concise history, mission, credentials, EIN, governance structure, and past results that establish credibility and capacity to deliver the proposed work.

Case for Support

Evidence-based description of need, target population, and why the proposed approach is appropriate, including relevant data or citations where available.

Project Description

Detailed activities, timeline, deliverables, responsible parties, and success metrics that link tasks to outcomes and funding milestones.

Budget & Budget Narrative

Line-item budget showing expenses and any matching funds, plus a narrative explaining major cost drivers and allocation methodology.

Attachments

Supporting documents such as IRS determination letter, audited financial statements, letters of support, résumés, and any required forms.

Required Information and Quick Reference Fields

Legal Name: Organization’s registered legal name

EIN: Federal employer identification number

Primary Contact: Name, title, email, phone

Proposal Title: Short, descriptive project name

Requested Amount: Exact dollar figure requested

Signature Block: Authorized signer name and date

Step-by-Step: Completing the Proposal

Follow these steps to assemble a compliant, funder-ready document and reduce back-and-forth with reviewers.

01

Gather documents: Collect EIN letter, financials, and supporting attachments
02

Draft narrative: Write executive summary and project description aligned to funder priorities
03

Build budget: Create line-item budget and explain major costs
04

Review & sign: Obtain internal approvals and execute final signature

How to Configure a Digital Proposal Workflow

A standard e-submission workflow reduces errors and documents each approval step; configure fields, signers, and retention before sending.

Field	Configuration
Template Type	PDF or DOCX template with fillable fields
Signer Roles	Program director, CFO, board designee
Authentication	Email or SMS code verification
Archive	Auto-save signed PDF/A to cloud storage

Where to Send Completed Proposals and Typical Routing

Send proposals to the funder contact specified in the solicitation and maintain an internal routing copy for governance and finance review.

To Funder: Upload to funder portal or email contact per guidelines
Internal Archive: Save signed copy to organization records and finance folder
Board Files: Provide final signed proposal to board or committee
Grant Manager: Assign post-award administrator for reporting tasks

Digital Delivery Options and Integration Considerations

Choose tools that support required file formats, authentication, and retention policies before sharing proposals with funders.

File Formats: PDF, PDF/A, DOCX supported
Integrations: CRM and cloud storage connections
Authentication: Email, SMS, or advanced options

Typical Timelines, Deadlines, and Processing Expectations

Timelines vary by funder; plan internal review to meet submission and reporting deadlines and allow time for signatures and notarization if required.

Proposal Submission:

Follow funder’s stated deadline; late submissions usually ineligible

Internal Review:

Allow 2–4 weeks for drafting, budgeting, and approvals

Award Notification:

Funder response may take weeks to months

Project Start:

Begin work on date specified in award terms

Final Report:

Submit by funder-specified deadline to close grant

Common Mistakes to Avoid When Preparing the Proposal

Submitting incomplete budgets that omit indirect costs or match requirements leads to requests for clarification and delays.
Using inconsistent organization names or mismatched EIN information can invalidate applications or trigger funder rejections.
Failing to follow funder application instructions (format, page limits, attachments) often results in immediate disqualification.
Relying on handwritten or scanned signatures without a verifiable audit trail can complicate award administration and recordkeeping.

Risks and Consequences of Errors or Misrepresentation

Funding Forfeiture: Loss of award if requirements are unmet

Repayment Liability: Obligation to return misused funds

Reputational Harm: Reduced future support

Audit Exposure: Increased risk of financial review

Tax Compliance Risk: Errors affecting donor substantiation

Signature Invalidity: Unsigned or improper signatures may void agreements

Real-World Examples of Online Proposal Workflows

Two brief customer stories illustrate common efficiency and compliance benefits when proposals are prepared and executed digitally.

Optica Ventures LLC

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

They reduced turnaround time for approvals.
Optica combined digital signatures with standardized templates to streamline submissions and improve tracking across multiple funding streams while maintaining compliance with audit requirements.

Martin Properties

I can process and execute all of these documents online with 100% compliance and built-in security.

Mobile signing enabled remote execution.
Martin Properties standardized proposal templates and used an e-signature platform to close donor commitments faster while retaining full audit trails for board review and financial reporting.

Pricing and Feature Comparison for eSignature Platforms

Comparison of typical starting prices and core feature availability for common eSignature vendors; signNow is listed first per platform conventions.

	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 trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

FAQs and Troubleshooting: Signing, Submission, and Compliance

Common questions about electronic signing, signature validity, notarization, and filing are addressed here to help avoid delays and compliance issues.

Need help? Contact support

Are e-signatures legally valid?
Yes. Electronic signatures are legally enforceable for most transactions under the ESIGN Act (15 U.S.C. §7001) and state UETA statutes; exceptions include wills and certain court filings.
Do funders accept signed PDFs?
Many funders accept digitally signed PDFs with an audit trail; verify funder submission requirements and whether they require notarization or original wet signatures.
When is notarization required?
Notarization is required only when a funder or jurisdiction specifically requests a notarized document; remote online notarization (RON) may be accepted where state rules permit.
How should we store signed proposals?
Store signed PDFs with audit trails in a secure, access-controlled repository and retain records per retention policy and applicable regulations such as IRS rules.
What if the EIN or signer name is wrong?
Incorrect EINs or signer names can halt payments and trigger audits; correct errors before submission and re-execute signatures if needed.
Can donors request paper records?
Yes — consumer-facing financial records may require providing a paper option under ESIGN consumer consent rules; document how a donor can withdraw consent.

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