What must be confirmed before excavation?

Confirm valid permits, recorded utility locate tickets, site markings, and required signatures. Ensure safety controls and traffic plans are documented before mobilization to avoid stop-work orders.

Can the form be signed electronically?

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

Is remote notarization allowed for authorization?

Remote online notarization is state-specific. Over 45 states permit permanent RON, but check the state notary commission and recording office before relying on RON signatures.

Who is authorized to sign?

Signers are typically the licensed contractor, project owner, or delegated site supervisor. The form should specify authorized titles; ensure signer authority is documented to avoid disputes.

What if incorrect information is submitted?

Correct errors promptly, notify affected parties, and resubmit if required. Maintain version control and an audit trail to document corrections and approvals.

How long should records be kept?

Retain project and financial records for at least 3 years (IRC §6501(a)); healthcare-related items for 6 years (45 CFR §164.530(j)). State or contract terms may require longer retention.

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Pre-Excavation Job Form

Pre-Excavation Job Form

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Pre-Excavation Job Form

Owner Name: Contractor Name:

WHEREAS

WHEREAS Owner has requested Contractor to perform pre-excavation planning, marking, and preparatory work at the site described below; and

WHEREAS Contractor represents that it is qualified, licensed, and insured to perform excavation-related planning and site-preparation services in accordance with applicable safety and utility-clearance standards; and

WHEREAS the parties agree that the provision of pre-excavation services and the performance obligations shall be governed by the terms set forth in this Pre-Excavation Job Form and accompanying scopes and attachments.

Project Identification

Project Address Site Contact

Site Contact Phone: Expected Start Date: Estimated Duration (days):

Scope of Work

Detailed Scope (describe pre-excavation work, limits, deliverables, and sequence)

Permits, Locates, and Pre-Work Checks

Permit Numbers and Agencies

Underground Utility Locate Requests Completed: Yes No Locate Ticket/Reference #:

Safety & Environmental Checks (select all that apply)

Asbestos/HAZMAT Survey Completed Erosion / Sediment Controls in Place Traffic Control Plan in Place

Excavation Parameters

Maximum Depth (ft): Trench Width (ft): Shoring Required:

Payment Terms

Contract Amount Payment Schedule Late Payment

Term and Termination

Term Commencement Date: Term Completion Date (if known):

Termination Notice

Insurance, Indemnity, and Safety

Contractor shall maintain insurance coverages customary for excavation and construction operations including commercial general liability, workers' compensation, and automobile liability in amounts sufficient to protect Owner and Contractor from claims arising out of the work. Contractor agrees to provide certificates of insurance upon request prior to mobilization.

Indemnity: To the fullest extent permitted by law, Contractor shall indemnify, defend, and hold harmless Owner, its officers, agents, and employees from and against all claims, damages, losses, and expenses arising out of or resulting from Contractor's performance of the pre-excavation work, except to the extent caused by the sole negligence or willful misconduct of Owner.

Confidentiality

Contractor and Owner each agree to keep confidential and not disclose to third parties information that is expressly designated as confidential in writing and that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. This obligation does not apply to information that is demonstrably in the public domain or required to be disclosed by law.

Governing Law; Entire Agreement

Governing Law: This Pre-Excavation Job Form shall be governed by and construed in accordance with the laws of the state or jurisdiction where the project is located, without regard to conflict of law principles.

Entire Agreement: This document, together with any attachments and scopes expressly incorporated herein, constitutes the entire agreement of the parties with respect to the subject matter and supersedes all prior negotiations, proposals, and representations, whether written or oral. Any amendment must be in writing and signed by both parties.

Attachments and Special Instructions

Attachments (site maps, survey, ticket copies, permits) Special Instructions / Notes

Owner (Print Name):

By:

Date:

Contractor (Print Name):

By:

Date:

What the Pre-Excavation Job Form Is

The Pre-Excavation Job Form documents site-specific details required before ground disturbance on a construction or utility project. It records the job number, location, permit or authorization references, planned excavation depth and footprint, utility locate confirmations, safety controls, and required signatures. Contractors, site supervisors, and permitting authorities use the form to verify clearance, assign responsibilities, and create an auditable record that can be retained electronically or as a paper original for compliance, insurance, and dispute-resolution purposes.

Why a Clear Pre-Excavation Job Form Matters

A complete form reduces safety risk, prevents utility strikes, shortens permitting cycles, and documents legal responsibility. Clear entries support inspections, insurance claims, and regulatory compliance while helping contractors coordinate locates, traffic control, and subcontractor access ahead of work starting.

Who Typically Completes and Receives This Form

Common users include parties responsible for project planning, safety, and regulatory filings.

General contractors and site superintendents who schedule excavation, confirm permits, and document safety measures.
Utility owners and private locator firms that confirm underground clearance and provide markups or tickets.
Municipal permit officers or project owners who require signed authorizations and a record of clearance before work begins.

Copies are usually retained by the contractor, the project owner, and any permitting authority; distribution depends on permit and one-call rules.

Stepwise Completion Checklist

Follow these steps to prepare and submit a compliant Pre-Excavation Job Form.

01

Prepare Documentation: Gather permits, maps, and utility contact details before filling the form.
02

Request Utility Locates: Submit one-call notifications and record ticket numbers and dates.
03

Fill Site Details: Complete address, coordinates, planned depth, and safety controls.
04

Obtain Signatures: Get required signatures, notarizations, or witness attestations before submission.

Essential Components of a Professional Pre-Excavation Job Form

A professional form groups administrative, location, safety, and authorization information so reviewers can verify clearance and accept or deny a start request quickly.

Project Identification

Unique job number, project name, owner, contractor, and contact information to ensure all attachments and communications reference the correct site.

Location and Mapping

Street address, parcel or lot number, and optional latitude/longitude plus a small site map or parcel sketch to eliminate location ambiguity.

Permits and Authorizations

Permit references, issuing authority, conditions, and expiration dates so reviewers know the scope of authorized work and any restrictions.

Utility Clearance

Ticket IDs, utility status checkboxes, and locator names or firms that confirm subsurface utilities are identified or marked on-site.

Safety and Controls

Traffic control, trench protection, shoring requirements, PPE, and environmental precautions listed to meet OSHA and local safety requirements.

Signatures & Dates

Signatory names, titles, dates, and optional notarization or witness fields to establish authorization and responsibility for the work.

Security and Compliance Considerations

Encryption: TLS 1.2/1.3

Data at rest: AES-256

Audit Trail: Timestamped events

HIPAA BAA: Available on request

21 CFR Part 11: Supported where required

SOC 2: Type II certification

Penalties and Legal Risks of Incomplete Forms

Permit Rejection: Resubmission required

OSHA Citations: Fines and stop-work orders

Utility Damage: Liability for repairs

Insurance Denial: Claims may be denied

Civil Liability: Third-party lawsuits

Project Delays: Costly schedule impacts

Common Preparation Errors to Avoid

Incomplete or ambiguous site coordinates that force field crews to re-travel, delaying work and increasing costs.
Missing utility ticket numbers or failure to record mark-up dates, which can lead to liability for strikes and regulatory penalties.
Unsigned or undated authorization blocks that invalidate clearance and lead to permit rejection or stop-work orders.
Incorrect excavation depth or equipment descriptions that misinform locators and create unsafe site conditions for crews.

Digital Submission Flow for the Pre-Excavation Job Form

A typical eSubmission workflow reduces turnaround by making the form available, collecting signatures, and storing an auditable record.

Upload Form: Add PDF or DOCX and attach maps.
Place Fields: Add signature, date, and checkbox fields.
Send to Signers: Email or secure link with authentication.
Archive: Store signed copy plus certificate of completion.

Online Form Configuration Checklist

Set these workflow options when you publish the form for electronic completion.

Field	Configuration
Authentication	Email link or SMS code
Conditional Fields	Show fields when checkbox selected
Attachments	Allow site map uploads (PDF/JPG)
Audit Trail	Enable IP, timestamp capture

Distribution Channels and Technical Requirements

Choose delivery methods that match reviewer access and security needs.

File Formats: PDF, DOCX, JPG supported
Integrations: Connect to project systems
Authentication: Email, SMS, or stronger

Use an eSignature platform that supports audit trails, secure storage, and common integrations to reduce manual handling and preserve chain-of-custody.

Timelines and Typical Submission Windows

Timing varies by jurisdiction; plan ahead to secure locates, permits, and sign-offs before mobilizing equipment.

Utility Notification Window:

Typically 48–72 hrs before digging; verify local one-call rules

Permit Lead Time:

Local permitting can take days to weeks depending on agency

Locate Validity:

Locate markings often valid for a limited period; follow ticket terms

Start-of-Work:

Do not begin until all sign-offs are documented

Re-inspection:

Schedule follow-ups if scope changes or extended delays occur

Key Processing Milestones Before Excavation

Track these sequential milestones to ensure safe, compliant excavation from planning through final clearance.

01

Pre-Planning

Confirm scope, maps, permits, and responsible parties.

02

Utility Notification

Submit one-call requests and record ticket numbers.

03

Site Marking

Confirm locators marked utilities and document field conditions.

04

Final Clearance

Obtain written sign-off or authorized clearance to begin work.

eSignature Vendor Comparison for Pre-Excavation Forms

Compare typical pricing and feature availability when selecting an eSignature provider for pre-excavation workflows.

	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	Varies	Varies	Varies
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/yr	Varies	Varies	Varies

Frequently Asked Questions about the Pre-Excavation Job Form

Answers to common questions about completion, electronic signing, retention, and what to do when issues arise.

Need help? Contact support

What must be confirmed before excavation?
Confirm valid permits, recorded utility locate tickets, site markings, and required signatures. Ensure safety controls and traffic plans are documented before mobilization to avoid stop-work orders.
Can the form be signed electronically?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.
Is remote notarization allowed for authorization?
Remote online notarization is state-specific. Over 45 states permit permanent RON, but check the state notary commission and recording office before relying on RON signatures.
Who is authorized to sign?
Signers are typically the licensed contractor, project owner, or delegated site supervisor. The form should specify authorized titles; ensure signer authority is documented to avoid disputes.
What if incorrect information is submitted?
Correct errors promptly, notify affected parties, and resubmit if required. Maintain version control and an audit trail to document corrections and approvals.
How long should records be kept?
Retain project and financial records for at least 3 years (IRC §6501(a)); healthcare-related items for 6 years (45 CFR §164.530(j)). State or contract terms may require longer retention.

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