Can a pre-design document be signed electronically?

Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws where adopted. Ensure intent, consent, signer attribution, and reliable record retention to meet the ESIGN/ UETA legal validity test.

When is notarization or witness required?

Most pre-design records do not require notarization, but certain certifications or affidavits may. Follow state rules; Florida and New York may impose witness or acknowledgement requirements for particular documents.

What authentication is sufficient for signers?

For routine approvals, email or SMS code authentication is common. For higher-assurance needs, use multi-factor or identity-proofing methods consistent with owner or regulatory requirements and retain the authentication audit log.

How should revisions be handled after signing?

Treat a signed pre-design as the baseline. For material changes, issue a new version and capture re-approval signatures. Maintain an audit trail showing who changed what and when for claims or procurement audits.

Are there retention rules for these documents?

Retain pre-design documents for the active project period and post-termination as appropriate; follow IRS retention (IRC §6501(a)) and industry rules, and keep healthcare-related records per 45 CFR §164.530(j).

What if state law conflicts with electronic execution?

ESIGN preempts inconsistent state laws for interstate commerce, but states often apply UETA or their own statutes. Confirm state-specific exceptions such as wills or certain court filings before relying on e-signatures.

Electronic Signature
Templates
Miscellaneous
Pre-Design Project Document

Pre-Design Project Document

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

Pre-Design Project Document

Project Name Effective Date Client Name Client Address Consultant Name Consultant Address

Recitals

WHEREAS, Client desires to retain Consultant to provide pre-design services for the project identified above (the "Project") to establish project objectives, scope, schedule and an initial budget; and

WHEREAS, Consultant represents that it has the experience and technical expertise necessary to perform the pre-design services and to prepare the documentation and recommendations required to inform subsequent design phases and construction budgeting;

WHEREAS, the parties desire to set forth the scope, compensation, schedule and other terms under which Consultant will perform the pre-design services.

Scope of Work

Consultant shall provide pre-design services reasonably necessary to evaluate the viability, requirements, program, and preliminary cost parameters for the Project. Specific services may include, but are not limited to, the following:

Select Pre-Design Services

Site analysis and review of existing conditions

Programming and stakeholder requirements

Schematic concept sketches and options

Preliminary cost opinions and budget development

Regulatory and code review

Stakeholder meetings and presentations

Written pre-design report summarizing findings

Other:

Scope Details Deliverables

Payment Terms

Client shall compensate Consultant for pre-design services in accordance with the terms set forth below. All monetary amounts are stated in United States dollars unless otherwise indicated.

Total Estimated Fee Initial Deposit Milestone Payments

Provide up to three milestone entries. Specify description, amount, and payment due date.

Payment Due (Net Days) Late Fee Reimbursable Expenses Invoicing Instructions

Term and Termination

This Agreement shall commence on the Effective Date and shall continue until completion of the pre-design services or until the End Date, unless earlier terminated as provided below.

Contract Start Date Contract End Date Termination Notice Period Cure Period for Material Breach

Upon termination for any reason, Client shall pay Consultant for all services performed and expenses incurred through the effective date of termination, including reasonable close-out costs. Consultant shall deliver to Client all reports, drawings, and other work product completed as of the termination date, subject to Client's payment of outstanding fees.

Confidentiality

Each party (the "Receiving Party") shall maintain in confidence all non-public information disclosed by the other party (the "Disclosing Party") that is designated confidential or that, by its nature, should reasonably be understood to be confidential ("Confidential Information"). Confidential Information shall not include information that (a) is or becomes publicly available through no breach of this Agreement; (b) is rightfully received from a third party without restriction; (c) is independently developed by the Receiving Party without use of the Disclosing Party's Confidential Information; or (d) is required to be disclosed by law, provided the Receiving Party gives the Disclosing Party prompt written notice where legally permitted and cooperates reasonably with any protective measures.

The Receiving Party shall use Confidential Information only for the purposes of performing obligations under this Agreement and shall return or destroy such Confidential Information upon written request. The obligations of confidentiality shall survive termination of this Agreement for a period of .

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of laws principles. The parties submit to the exclusive jurisdiction of state and federal courts located in that state for resolution of disputes arising under this Agreement.

Entire Agreement and Miscellaneous

This Agreement, together with any exhibits or attachments expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior or contemporaneous agreements, representations, and understandings. Any amendment or modification must be in writing and signed by both parties.

Consultant is an independent contractor and nothing in this Agreement shall be construed to create an employment, partnership, joint venture, or agency relationship. Neither party may assign this Agreement without the prior written consent of the other, except that either party may assign to an affiliate or in connection with a merger or sale of substantially all its assets.

Client Name:

By:

Date:

Consultant Name:

By:

Date:

What the Pre-Design Project Document Is and When It’s Used

A Pre-Design Project Document is an early-stage planning record that captures project objectives, high-level scope, site constraints, stakeholder requirements, and initial budget and schedule estimates. It frames decisions for feasibility, programming, and consultant selection, and creates a single reference point for submissions to owners, permitting authorities, and procurement. For design teams and owners, this document reduces ambiguity before schematic design and supports preliminary cost modeling, risk identification, and alignment on deliverables and milestones.

Why a Clear Pre-Design Document Matters

A concise pre-design document reduces rework, clarifies responsibilities, and helps compare alternatives during feasibility studies while establishing traceable assumptions for later contract phases.

Who Typically Prepares and Reviews This Document

Project owners, lead design firms, construction managers, and permitting specialists commonly prepare or review a Pre-Design Project Document.

Project Owner representatives and capital program managers responsible for approvals and funding decisions.
Lead architects or design firms that translate program needs into scope and consultant assignments.
Construction managers and estimators who provide preliminary cost feedback and schedule input.

Effective use involves short review cycles with stakeholders to confirm assumptions before schematic design begins.

Primary Roles and Signing Authority

Project Manager

Project Managers typically own the document’s content and coordinate reviews across stakeholders, ensuring accuracy of schedule, budget ranges, and risk items. They may have delegated authority to approve pre-design scope prior to contract formation.

Authorized Signer

An authorized signer is an owner-level representative or executive designated to commit budget, approve consultant selection processes, and accept pre-design conclusions; their signature triggers procurement or permitting actions.

Core Elements to Include in a Professional Pre-Design Document

A complete pre-design document balances high-level clarity with actionable details so stakeholders can assess feasibility and next steps without full design deliverables.

Project Overview

One- to two-paragraph summary covering purpose, site, client, expected building use, and high-level objectives to orient reviewers and decision-makers.

Scope Summary

Clear description of included and excluded work, major systems, and intended deliverables for the next design phase to avoid scope creep.

Site Analysis

Brief findings on zoning, topography, utilities, environmental constraints, and access that materially affect feasibility and initial cost estimates.

Stakeholders

List of primary client contacts, regulatory reviewers, consultants, and required third parties with roles and expected decision timeframes.

Budget Estimate

Preliminary cost ranges tied to assumptions and contingency levels so owners understand financial risk before committing to schematic design.

Schedule Outline

Milestones for approvals, procurement, and design phases including key decision dates that drive funding and contractor selection timing.

Essential Data Fields to Capture

Project Title: Official short name

Client Legal Name: Entity for contracts

Site Address: Street, city, state, ZIP

Primary Contacts: Name, role, phone, email

Budget Range: Low–high estimate

Target Milestone: First critical date

Step-by-Step: Preparing and Finalizing the Pre-Design Document

Follow this sequence to collect inputs, align stakeholders, and produce a document ready for review and e-signature.

01

Gather Inputs: Collect site reports, zoning, and program requirements.
02

Draft Summary: Prepare scope, budget range, and schedule outline.
03

Stakeholder Review: Circulate to owners, consultants, and regulators.
04

Finalize and Sign: Resolve comments, record approvals, and capture signatures.

Configuring an Online Workflow for the Document

Set fields, routing, and authentication so reviewers can sign electronically while preserving an audit trail suitable for compliance and procurement.

Field	Configuration
Signature Block	Required for all primary parties
Date Field	Auto-fill on signature
Conditional Approvals	Show if budget above threshold
Reviewer Order	Sequential routing enabled

Where to Send and How Submissions Are Processed

Common submission targets include the owner’s procurement portal, municipal permitting offices, or internal document management systems; track each recipient.

Owner Portal: Upload PDF or submit link per owner instructions
Permitting Office: Follow local e-submission or paper rules
Consultants: Share for technical validation and cost review
Record Systems: Archive in project DMS with metadata

Technical Considerations for Sharing and Signing

Ensure the platform you use supports secure signatures, audit trails, and required integrations with your document systems.

File Formats: PDF and DOCX accepted
Integrations: Connects to Google Workspace and Microsoft 365
Authentication: Email, SMS, or stronger options

Verify encryption in transit and at rest, and confirm any regulatory or client-specific authentication needs before distributing the document.

Typical Timelines and Review Deadlines

Pre-design review windows and milestone dates establish the tempo for approvals, consultant selection, and permitting. Set reasonable response times in the document.

Initial Submission Deadline:

Owner or permit submission date for first review

Review Cycle Window:

Typically 7–14 calendar days per reviewer

Budget Reconciliation:

Owner decision on range within 10 business days

Final Approval Date:

Date when signatures commit to procurement

Permit Application Target:

Planned filing date to meet construction schedule

Common Preparation Errors to Avoid

Vague budget statements that lack a clear low/high range and contingency, causing misaligned expectations in procurement and design.
Incomplete site data or omitted utility information that leads to late scope changes and higher design costs.
Missing authoritative contact information or signer designations, which delays approvals and creates audit trail gaps.
Using inconsistent document names or versions that cause multiple parallel reviews and coordination failures among stakeholders.

Consequences of an Incorrect or Incomplete Pre-Design Document

Schedule Delays: Extended procurement and start dates

Cost Overruns: Inflated budgets and change orders

Contract Disputes: Ambiguous scope increases litigation risk

Permit Rejection: Missing data can trigger re-submittal

Funding Risk: Owner approvals may be withdrawn

Regulatory Noncompliance: Fines or required remediation

eSignature Pricing Snapshot for Pre-Design Document Workflows

Compare basic pricing and core capabilities across providers; signNow appears first per vendor comparison conventions used here.

	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	Yes	Yes	Yes	Yes
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	Varies	Varies

Real-World Pre-Design Scenarios

Two concise use examples show how pre-design documents guide decision-making and approvals in common project types.

Municipal Transit Pre-Design

A transit agency summarizes ridership goals and site constraints to test feasibility.

The team compares cost bands for elevated versus at-grade options.
The pre-design allowed the agency to shortlist two alternatives, secure preliminary stakeholder buy-in, and set a procurement timeline tied to grant milestones.

Residential Development Pre-Design

A developer outlines unit mix, parking, and zoning considerations to inform early budgeting.

Consultants provide high-level cost ranges and schedule impacts.
Using the pre-design summary, lenders reviewed initial economics and the owner authorized schematic design with a defined funding condition and contingency.

Practical Tips for Accurate and Efficient Completion

Apply these practices to keep the pre-design document concise, consistent, and actionable across reviewers and future contract phases.

Use Standardized Templates

Adopt a single template with fixed field names and formats so reviewers know where to find assumptions and cost drivers without re-parsing each submission.

Document Assumptions Clearly

List and number assumptions that underpin budget and schedule estimates to make later reconciliation and change orders straightforward.

Assign Review Deadlines

Set explicit review windows (for example, 7–14 days) and identify primary approvers to prevent indefinite circulation and approval delays.

Maintain Version Control

Record version numbers and revision dates to avoid parallel edits; require sign-off on the final version before procurement or permitting steps.

Frequently Asked Questions About the Pre-Design Project Document

Answers below address legal validity, e-signing, notarization, state differences, revision control, and common objections encountered during pre-design approvals.

Need help? Contact support

Can a pre-design document be signed electronically?
Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws where adopted. Ensure intent, consent, signer attribution, and reliable record retention to meet the ESIGN/ UETA legal validity test.
When is notarization or witness required?
Most pre-design records do not require notarization, but certain certifications or affidavits may. Follow state rules; Florida and New York may impose witness or acknowledgement requirements for particular documents.
What authentication is sufficient for signers?
For routine approvals, email or SMS code authentication is common. For higher-assurance needs, use multi-factor or identity-proofing methods consistent with owner or regulatory requirements and retain the authentication audit log.
How should revisions be handled after signing?
Treat a signed pre-design as the baseline. For material changes, issue a new version and capture re-approval signatures. Maintain an audit trail showing who changed what and when for claims or procurement audits.
Are there retention rules for these documents?
Retain pre-design documents for the active project period and post-termination as appropriate; follow IRS retention (IRC §6501(a)) and industry rules, and keep healthcare-related records per 45 CFR §164.530(j).
What if state law conflicts with electronic execution?
ESIGN preempts inconsistent state laws for interstate commerce, but states often apply UETA or their own statutes. Confirm state-specific exceptions such as wills or certain court filings before relying on e-signatures.

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