Can this form be signed electronically?

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

Do I need a notarized signature?

Not typically for internal IT requests. Notarization or witness requirements apply only when the request includes legal instruments that state law requires to be notarized.

How long should we retain submitted requests?

Retain requests for the active project duration plus at least three years; longer retention may be required by IRS rules (IRC §6501(a)) or industry regulations such as HIPAA (45 CFR §164.530(j)).

What happens if the budget estimate changes?

Document changes as formal amendments in the request system, obtain required re-approvals, and update the approval matrix to reflect new thresholds.

Which fields are mandatory to avoid rejection?

Minimum: Project Name, Sponsor, Budget, Proposed Dates, and Technical Contact. Missing or inconsistent data will cause triage delays.

Can we use remote online notarization (RON)?

Possibly. RON availability and requirements vary by state; follow the state's RON rules for identity proofing and recording when legal documents attached to a request require notarization.

Electronic Signature
Templates
Miscellaneous
IT Project Request Template

IT Project Request Template

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

IT Project Request Template

Requester Name: Service Provider Name:

WHEREAS

WHEREAS, Requester is the business unit seeking information technology services and improvements necessary to achieve stated business objectives; and

WHEREAS, Service Provider represents that it has the experience, personnel and technical capability to provide the requested IT services and deliverables in accordance with the terms and specifications set forth in this Request; and

WHEREAS, the parties wish to set forth the scope, schedule, compensation, and other terms under which the requested project will be performed.

Project Summary

Project Title Project Code / Reference Requested By (Name and Title) Department / Business Unit

Date Requested: Priority: Contact (Phone/Email):

Scope of Work

Deliverables and Acceptance Criteria

Milestones and Schedule

Milestone 1

Target Date:

Milestone 2

Target Date:

Milestone 3 (optional)

Target Date:

Payment Terms

Estimated Project Budget: $ Currency:

Payment Schedule (milestone or timeframe)

Late Payment Fee: Invoicing Address:

Term and Termination

Project Start Date: Projected End Date:

Either party may terminate this Request for convenience upon written notice to the other party. Notice period (days): . Termination for cause may occur immediately where the other party materially breaches obligations and fails to cure within the stated notice period.

Confidentiality

The parties acknowledge that each may disclose Confidential Information. "Confidential Information" includes non-public business, technical and financial information disclosed in any form. Each party shall: (a) use Confidential Information solely for the performance of this Request; (b) restrict disclosure to employees and contractors on a need-to-know basis; and (c) exercise at least the same degree of care it uses to protect its own confidential information, but no less than reasonable care. Confidentiality obligations shall survive termination for .

Change Control and Scope Changes

Liability and Insurance (Administrative)

Except to the extent prohibited by applicable law, each party's aggregate liability arising out of or related to this Request shall not exceed the total fees paid under the payment terms for the applicable work. Service Provider shall maintain commercially reasonable insurance for professional liability and general liability appropriate to the services provided.

Governing Law

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

Entire Agreement

This document, together with any attachments and approved change orders, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous communications, proposals and agreements, whether oral or written. No modification of this Request is effective unless executed in writing and signed by authorized representatives of both parties.

Approvals and Responsible Parties

IT Project Owner / Sponsor Primary Technical Contact

Requester Name:

By:

Date:

Service Provider Name:

By:

Date:

What an IT Project Request Template Is

The IT Project Request Template is a standardized form that documents a proposed information technology project, its objectives, scope, required resources, estimated schedule, and approval routing. It collects consistent inputs from requestors so project management and governance bodies can triage, budget, and prioritize work. A well-constructed template reduces back-and-forth, captures dependencies, and creates an auditable record that supports resource allocation decisions and SLA commitments.

Why Using a Consistent Template Matters

A consistent IT Project Request Template improves decision quality, shortens intake cycles, and reduces scope ambiguity while preserving a single source of truth for approvals and audit trails.

Typical Requestors and Reviewers

The template is used by business sponsors, IT staff, and governance reviewers to capture project details and begin the approval workflow.

Business sponsor or department head requesting project funding and specifying business outcomes.
Project manager or technical lead providing scope, timeline, and resource estimates.
PMO or IT governance committee validating priority, budget, and compliance requirements.

Completing the form with clear, factual inputs accelerates review and reduces rework during triage and budgeting.

Essential Sections to Include in the Template

A professional IT Project Request Template groups information into discrete sections so reviewers can rapidly assess feasibility, cost, risk, and priority.

Project Title

A concise name for the initiative to use in tracking and reporting. Keep it specific and consistent across systems.

Executive Summary

One-paragraph description of objectives, business benefits, and success criteria to orient reviewers and decision-makers.

Scope and Deliverables

Detailed list of in-scope and out-of-scope items, deliverables, and acceptance criteria to limit scope creep.

Timeline

High-level milestones with estimated start and end dates, key dependencies, and any fixed deadlines.

Resources & Budget

Estimated people, roles, hardware/software costs, third-party services, and any required licenses or vendor approvals.

Approval Matrix

Who must approve at each stage, their role, and required signatures or electronic approvals for go/no-go decisions.

Step-by-Step: Submitting an IT Project Request

Follow these steps to prepare and submit a complete request so governance and resource teams can act quickly.

01

Draft Request: Complete all required fields and attach supporting documents.
02

Internal Review: Obtain sponsor sign-off and preliminary technical review.
03

Submit for Approval: Route to PMO or governance queue using the documented channel.
04

Confirm Scheduling: PMO assigns priority, calendar slot, and resources after approvals.

Where the Request Goes After Submission

Intake systems should route completed requests to the right reviewer group and create an auditable record of actions.

PMO Intake: Initial triage and completeness check by PMO staff.
Technical Review: Architects assess feasibility, risks, and dependencies.
Budget Approval: Finance verifies cost center and funding availability.
Final Authorization: Governance signs off for scheduling and execution.

Configuring an Online Approval Workflow

Set up fields and routing rules so requests automatically move to the right reviewer and capture approvals electronically.

Field	Configuration
Required Fields	Project Name \| Sponsor \| Budget \| Dates
Routing Rule	If budget > $50,000 then route to Finance
Approval Steps	Sponsor -> Tech Lead -> PMO -> Finance
Notifications	Email alerts on submission, approval, or rejection

Digital Submission and Signing Requirements

Select a platform that supports secure eSubmission, audit trails, and role-based approvals for IT intake workflows.

File Formats: PDF, DOCX, or structured form data
Authentication: Email link, SMS code, or stronger MFA
Integrations: Connectors to Jira, ServiceNow, or PMO tools

Ensure the platform you choose preserves an immutable audit log with signer attribution and timestamps to meet internal governance and external compliance needs.

eSignature Vendor Pricing Snapshot for IT Project Requests

Common eSignature providers differ by price model, enterprise features, and compliance options; signNow is listed first for direct comparison.

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

Security and Compliance Considerations

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

Audit Trail: Detailed timestamps and IP addresses

Certifications: SOC 2 Type II, ISO 27001 available

Legal Compliance: ESIGN and UETA alignment

HIPAA Support: BAA available for health data

Access Controls: Role-based permissions and SSO options

Risks and Consequences of Incomplete or Incorrect Requests

Project Delay: Approval holdups

Budget Overrun: Unexpected costs

Compliance Breach: Regulatory exposure

Contract Disputes: Ambiguous scope

Resource Conflicts: Double-booked staff

Data Exposure: Insufficient controls

Common Mistakes to Avoid When Preparing Requests

Submitting incomplete scope or omitting dependencies that cause rework and multiple review cycles.
Failing to include a business sponsor or cost center, which prevents finance from approving budget allocation.
Providing rough or missing timeline estimates that lead to scheduling conflicts and unrealistic commitments.
Attaching unsigned or inconsistent supporting documents that require manual follow-up and slow approval.

Frequently Asked Questions About the IT Project Request Template

Answers to common questions about form fields, approvals, electronic signing, and retention rules for project requests.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.
Do I need a notarized signature?
Not typically for internal IT requests. Notarization or witness requirements apply only when the request includes legal instruments that state law requires to be notarized.
How long should we retain submitted requests?
Retain requests for the active project duration plus at least three years; longer retention may be required by IRS rules (IRC §6501(a)) or industry regulations such as HIPAA (45 CFR §164.530(j)).
What happens if the budget estimate changes?
Document changes as formal amendments in the request system, obtain required re-approvals, and update the approval matrix to reflect new thresholds.
Which fields are mandatory to avoid rejection?
Minimum: Project Name, Sponsor, Budget, Proposed Dates, and Technical Contact. Missing or inconsistent data will cause triage delays.
Can we use remote online notarization (RON)?
Possibly. RON availability and requirements vary by state; follow the state's RON rules for identity proofing and recording when legal documents attached to a request require notarization.

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