Are electronic signatures legally binding?

Yes. In the United States electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96, 2000) and, for intrastate transactions, under UETA where adopted; ensure intent, consent, attribution, and retention are documented.

Does the agreement need notarization?

Most professional services agreements do not require notarization; notarization or RON may be needed for attachments used in public filings or for instruments where state law demands acknowledgment.

Who should sign for the nonprofit?

A person with delegated authority—commonly the board president or an authorized officer per a board resolution—should sign; attach the resolution to confirm authority to third parties.

How do I amend the agreement after signing?

Use a written amendment signed by the same authorized parties or follow the amendment process set out in the original agreement to ensure enforceability.

What if a donor or grant requires original signatures?

Confirm grantor acceptance of electronic copies; if originals are required, execute wet-signed originals and retain scanned copies for operational access.

How long should I keep the signed agreement?

Retain for the term of the agreement plus at least three years; follow specific federal and state retention rules for tax, grant, and healthcare records as applicable.

Electronic Signature
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Project Agreement between Nonprofit Church Corporation and Architect

Project Agreement between Nonprofit Church Corporation and Architect

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

What this Project Agreement Is and How It’s Used

The Project Agreement between a nonprofit church corporation and an architect is a written contract that sets the scope, schedule, compensation, deliverables, and legal responsibilities for planning, design, and construction-adjacent services. It records the parties, describes services (schematic design through construction administration if applicable), assigns intellectual property and licensing rights for drawings, spells out insurance and indemnity obligations, establishes dispute resolution and governing law, and defines termination and amendment procedures to protect both the nonprofit’s mission and the architect’s professional obligations.

Why a Formal Project Agreement Matters

A formal agreement clarifies expectations, reduces disputes, protects nonprofit assets, and documents grant or donor obligations tied to the project.

Who typically completes and relies on this agreement

The document is completed by authorized representatives of the church and the architect before design work begins.

Church leadership or executive director responsible for contract approvals and budget oversight.
Board of directors or board designee approving scope and authorizing signatures per corporate bylaws.
Licensed architect or principal executing professional services and meeting registration requirements.

Keep copies for project records, grant audits, and potential construction-phase disputes or lien challenges.

Essential clauses to include in a professional project agreement

A comprehensive agreement balances technical deliverables, payment terms, liabilities, and administrative obligations to reduce ambiguity during design and construction.

Scope of Services

Define phases (programming, schematic, design development, construction documents, bidding, construction administration) and list excluded services to avoid scope creep and billing disputes.

Deliverables

Specify formats, quantities, and milestone submissions (PDF, CAD, model files) plus approval review cycles, submittal timing, and final record set requirements.

Schedule

Tie deliverables to concrete dates or durations, identify owner review periods, and include extensions for change orders or permitting delays.

Compensation

State fee structure (lump sum, hourly, percentage), invoicing cadence, reimbursable expenses, retainage policy, and late payment remedies.

Risk Allocation

Address insurance minimums, indemnification scope, limits of liability, and responsibilities for code compliance and professional standard of care.

Termination & Changes

Set notice requirements, compensation on termination, process for change orders, and dispute resolution (mediation/arbitration or court).

Required information and administrative data

Party Names: Use full legal corporate names.

Authority: Identify signing officers and source of signing authority.

Project Address: Provide street address with parcel identifiers when available.

Effective Date: Use MM/DD/YYYY format.

Payment Terms: State amounts, schedule, and billing instructions.

Insurance Limits: List required coverage and certificate holder name.

Step-by-step: completing the agreement from draft to signed copy

Follow a clear sequence to validate authority, confirm scope, and secure signatures.

01

Prepare Draft: Populate template with project specifics and exhibits.
02

Internal Review: Obtain counsel and board designee review where required.
03

Finalize Terms: Resolve open items and mutually approve changes.
04

Execute and Distribute: Collect signatures and provide final copies to stakeholders.

How to set up a digital signing workflow

Configure signer order, authentication, and reminders before sending the agreement for signature.

Field	Configuration
Signature Placement	Place signature and date fields for each party; add initials for multiple-page review.
Signer Order	Select sequential or parallel signing depending on required approvals.
Authentication	Use email and optional SMS code; increase verification for high-value projects.
Notifications	Enable reminders and completion receipts for recordkeeping.

Where to file, send, and store signed agreements

Signed agreements should be distributed to project stakeholders and retained in organizational records.

Church Records: File executed copy with corporate minute book and project file.
Architect File: Architect retains signed contract for professional liability coverage.
Lender or Grantor: Provide copies to funders if required by grant or loan conditions.
Permitting Agency: Submit required signed exhibits with permit applications when specified.

Digital signing considerations and file formats

Choose a signing platform that supports PDF and Word formats and detailed audit trails.

Supported Formats: PDF and DOCX for contract integrity.
Audit Trail: Capture timestamps, IP, and signer attribution.
Integration: Connect to cloud storage and project systems.

Ensure the platform you use can produce tamper-evident signed files and long-term export formats for record retention.

Common contract dates and processing expectations

Establish and communicate specific deadline types so responsible parties can meet deliverables and compliance obligations.

Effective Date:

Date when obligations commence and warranty periods begin.

Design Milestones:

Dates for schematic, design development, and construction documents submissions.

Permit Submission:

Target filing date for permit applications and related approvals.

Payment Schedule:

Due dates for progress payments tied to milestone acceptance.

Final Acceptance:

Date for substantial completion and final deliverable turnover.

Common mistakes to avoid when preparing the agreement

Failing to confirm the signatory’s corporate authority, which can render execution ineffective during audits or lender review.
Leaving scope ambiguous or relying on oral clarifications that create disputes about included services and fees.
Omitting insurance minimums or certificate holder details, which may void coverage or hinder claims handling.
Neglecting to attach exhibits (schedules, fee breakdowns, drawings) that are referenced but not incorporated by signature.

Potential consequences of an incorrect or incomplete agreement

Contract Voidability: Risk of unenforceable terms.

Financial Loss: Unrecovered costs or disputed fees.

Delay Claims: Schedule disputes and added expenses.

Liability Gaps: Insufficient insurance exposure.

Grant Noncompliance: Loss of funding for missing contract terms.

Regulatory Breach: Failure to meet local permitting conditions.

Realistic use scenarios for a church–architect project agreement

Two practical examples show how the agreement manages typical project and funding needs.

Sanctuary Renovation Example

A midsize church engages an architect for phased design and permit support, with milestones tied to fundraising goals.

The agreement phases payments to match donations and permits.
The signed contract clarifies scope, grant compliance, inspection responsibilities, and final deliverables to avoid disputes when construction begins.

Accessibility Upgrade Example

A nonprofit church hires an architect to design accessibility improvements under a restricted grant, requiring deliverables and invoice detail for reimbursement.

The contract binds deliverables and invoicing terms to grant conditions.
Clear exhibits and recordkeeping provisions ensure the church can prove compliance to the funder and avoid repayment risks.

Who has authority to sign on behalf of the nonprofit

Board President

Often holds express signing authority under bylaws; if not, a board resolution should state approval scope and authorize the president to execute the agreement for the corporation.

Authorized Officer

An executive director or treasurer named by board resolution may sign; documentation of delegation should be attached to the contract for third-party reliance.

Common eSignature vendor pricing and capability snapshot

High-level pricing and capabilities for common eSignature vendors; signNow is listed first per comparative convention.

	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, no card	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

Practical tips for accurate and efficient completion

Adopt consistent processes and document controls to reduce execution risk and speed approvals.

Verify Signatory Authority

Always confirm the signer’s authority with a board resolution or corporate records and attach it to the contract for third-party reliance.

Attach Detailed Exhibits

Include fee schedules, scope exhibits, and project milestones as numbered attachments to prevent later disputes over omitted items.

Use Clear Payment Triggers

Link payments to measurable deliverables or acceptance criteria; define cure periods for defects and milestone acceptance procedures.

Preserve Audit Trails

Use an eSignature solution that records signer identity, timestamps, and IP addresses for enforceability and auditability.

Key project milestones and approval stages

Use a milestone timeline to coordinate design submissions, reviews, and construction start.

01

Scope Approval

Finalize scope and budget approvals before work begins.

02

Schematic Delivery

Deliver schematic design for owner review and comment.

03

Construction Documents

Submit permit-ready documents to agency and contractor.

04

Final Acceptance

Complete punch list and obtain owner acceptance.

Frequently asked questions about execution, signatures, and validity

Answers to common questions about authority, eSignature validity, notarization, amendments, and recordkeeping for this agreement.

Need help? Contact support

Are electronic signatures legally binding?
Yes. In the United States electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96, 2000) and, for intrastate transactions, under UETA where adopted; ensure intent, consent, attribution, and retention are documented.
Does the agreement need notarization?
Most professional services agreements do not require notarization; notarization or RON may be needed for attachments used in public filings or for instruments where state law demands acknowledgment.
Who should sign for the nonprofit?
A person with delegated authority—commonly the board president or an authorized officer per a board resolution—should sign; attach the resolution to confirm authority to third parties.
How do I amend the agreement after signing?
Use a written amendment signed by the same authorized parties or follow the amendment process set out in the original agreement to ensure enforceability.
What if a donor or grant requires original signatures?
Confirm grantor acceptance of electronic copies; if originals are required, execute wet-signed originals and retain scanned copies for operational access.
How long should I keep the signed agreement?
Retain for the term of the agreement plus at least three years; follow specific federal and state retention rules for tax, grant, and healthcare records as applicable.

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