Are electronic signatures valid?

Yes. Electronic signatures generally have the same legal effect as handwritten signatures under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent and consent are present and records are retained.

When is notarization required?

Notarization is required only when the approval notice substitutes for a recorded instrument or state law demands acknowledgement; otherwise most approvals do not need a notary.

What makes an approval legally enforceable?

A clear scope, authorized signer, dated signature, and preserved record with an audit trail showing intent and attribution support enforceability under ESIGN/UETA standards.

How do I correct a signed notice?

Execute a written amendment or replacement notice signed by authorized parties; avoid handwritten corrections on the original without explicit approval.

Can an outside vendor sign electronically?

Yes, if the vendor consents to electronic signing and the method meets authentication and retention requirements; obtain documented consent where consumer-facing rights are implicated.

What if approver names differ from official records?

Name mismatches hinder verification. Use the approver's full legal name and job title as recorded in delegation documents to avoid administrative rejection.

Electronic Signature
Templates
Miscellaneous
Project Approval Notice

Project Approval Notice

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

PROJECT APPROVAL NOTICE

Recitals

WHEREAS, Client Name: has requested certain services and deliverables described herein (the "Project"); and

WHEREAS, Contractor Name: possesses the experience, personnel and resources necessary to perform the Project; and

WHEREAS, the parties desire to document approval of the Project subject to the terms and conditions set forth in this Project Approval Notice and the attached Project Scope; now, therefore, the parties agree as follows:

Project Identification

Project Name Project Number / Reference Date of Approval Approval Reference / Request ID

Scope of Work

The Contractor is authorized to proceed with the following work as approved by the Client. The approved scope below constitutes the controlling description of work for this approval notice and supersedes prior informal approvals.

Payment Terms

The Client shall pay the Contractor for services and deliverables described in Scope of Work in accordance with the following terms:

Total Approved Amount Payment Schedule / Milestones Late Payment Fee

Invoices shall be submitted in writing and payment shall be due within the number of days specified in the Payment Schedule. Unpaid amounts are subject to the Late Payment Fee and reasonable collection costs, including attorneys' fees, to the extent permitted by law.

Term and Termination

This approval commences on Start Date: and continues until End Date: unless earlier terminated in accordance with this section.

Notice Period for Termination

Either party may terminate this approval for material breach if the breaching party fails to cure the breach within the stated Notice Period following written notice. Termination does not relieve any obligation to pay amounts accrued prior to termination.

Confidentiality

Each party shall maintain in confidence Confidential Information of the other party and shall not disclose it except to its employees, agents or subcontractors who have a need to know and who are bound by confidentiality obligations no less protective than those set forth herein. Confidential Information does not include information that is or becomes publicly available through no breach of this Agreement, or that is lawfully received from a third party without restriction.

Duration of Confidentiality

Governing Law

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

Entire Agreement

This Notice, together with any attachments and referenced documents (including the Scope of Work and Payment Schedule), constitutes the entire agreement between the parties with respect to the Project and supersedes all prior or contemporaneous understandings, proposals and communications, whether written or oral. Any amendment must be in writing and signed by both parties.

Approval Decision

The undersigned authorized representative of the Client issues the following decision regarding the Project described above:

Project Approved Approved with Conditions Rejected

Conditions of Approval (if any) Attachments / Supporting Documents

Certification

By signing below, the signatories represent and warrant that they are duly authorized to approve or accept the Project on behalf of the party they represent, that the information contained in this Notice is true and correct to the best of their knowledge, and that acceptance of this Notice obligates the signatory's organization to perform or pay in accordance with the terms set forth herein.

Client/Approver Printed Name:

By:

Date:

Contractor/Provider Printed Name:

By:

Date:

What the Project Approval Notice Is and when it’s used

A Project Approval Notice documents formal authorization to proceed with a defined project scope, budget, and schedule. It records who approved the work, the approval date, key project identifiers, and any conditions or contingencies attached to consent. Organizations use it to create an auditable decision trail that links approvals to contracts, purchase orders, permits, or funding sources. A clearly completed notice reduces ambiguity about responsibilities, start dates, and deliverables and supports downstream tasks such as vendor onboarding, procurement, and regulatory filings.

Why a clear Project Approval Notice matters

A precise notice reduces project start delays, clarifies scope and budget limits, and creates an evidentiary record for audits and contract enforcement. It aligns stakeholders and sets measurable conditions for execution and oversight.

Who typically prepares and signs a Project Approval Notice

Typical preparers and signers include the project manager, budget owner, and an authorized approver from procurement or executive leadership.

Project Manager — Prepares scope, schedule, and risk summary for review; coordinates stakeholder input and attachments.
Budget Owner — Verifies funding availability, cost codes, and fiscal approvals before signing to confirm budget alignment.
Authorized Approver — Officer or director with delegated signing authority who accepts obligations and any conditions stated in the notice.

Stakeholder summary and next steps

After signatures, distribute the notice to procurement, contract administration, and the project team so execution and monitoring can begin.

Core components every professional Project Approval Notice should include

A complete notice groups administrative metadata, scope and deliverables, budget lines, schedule milestones, conditions, and signature details so recipients can act immediately and retain a clear approval record.

Header

Project name, unique identifier, and department to ensure the approval ties directly to the correct project file and procurement records.

Scope summary

Concise description of approved work, deliverables, and exclusions so implementers and vendors understand what is authorized and what is not.

Budget authority

Approved amount, cost center, and any budget holdbacks or contingency lines that govern allowable spend during execution.

Schedule milestones

Key dates such as start date, major milestones, and completion date used to trigger downstream activities and monitoring.

Conditions

Any contingencies, compliance checks, permits, or required vendor qualifications that must be satisfied before full execution.

Signatures

Signatory names, titles, dates, and role-based authentication to establish authority and create an audit-ready record.

Step-by-step: completing and issuing the approval notice

Follow this sequence to minimize review cycles and ensure the notice is actionable and auditable.

01

Prepare draft: Compile scope, budget, and schedule for the approver to review.
02

Internal review: Route to finance, legal, and procurement for mandatory checks.
03

Obtain approvals: Collect required signatures in the designated order.
04

Distribute record: Send executed notice to project and contract teams for retention.

Configuring an online approval workflow for this notice

Key workflow settings ensure correct routing, signer authentication, and record retention when using an electronic platform.

Field	Configuration
Template Name	Use a standardized title to enable reuse across projects.
Signer Roles	Define roles (approver, reviewer, witness) and enforce order if required.
Authentication	Choose email link, SMS code, or stronger methods for sensitive approvals.
Conditional Fields	Show budget or permit fields only when relevant to reduce signer errors.

Where to send the signed Project Approval Notice

Routing depends on organizational policy; include both internal recipients and any external counterparties identified in procurement or grant terms.

Project File: Save the executed notice to the official project repository or contract folder.
Procurement: Send to procurement to trigger purchase orders or vendor onboarding.
Finance: Provide to accounting for budget allocation and ledger posting.
External Parties: Share copies with vendors or funders when required by contract.

Technical considerations for digital completion and submission

Use an eSignature platform that supports required authentication, audit trails, and secure storage to maintain validity and traceability.

Authentication: Email, SMS, or stronger options
Audit Trail: Timestamps, IP, and action log
File Formats: PDF, DOCX, and export options

Recordkeeping expectations after digital approval

Ensure the platform retains a tamper-evident copy and a machine-readable audit record that supports legal admissibility and internal audits.

Key timelines and processing expectations

Track internal and external deadlines to avoid scope creep and procurement delays; build buffer time for review and any required notarization.

Submission deadline:

Internal cutoff typically 5–10 business days before project start.

Internal review cutoff:

Allow 3–7 business days for finance and legal reviews.

Notarization window:

If needed, schedule notarization before vendor onboarding begins.

Processing expectation:

Allow additional time for third-party approvals or permit clearances.

Amendment period:

Specify time window for corrective amendments after issuance.

Common mistakes when preparing a Project Approval Notice

Incomplete scope descriptions that omit exclusions or dependencies, causing vendor confusion and downstream disputes during execution.
Incorrect budget coding or missing cost center identifiers that delay accounting entries and procurement processing.
Using informal or unsigned approvals that leave authority ambiguous and increase legal exposure if a dispute arises.
Failing to attach required supporting documents such as vendor quotes, permits, or insurance certificates, which can void final approval.

Consequences of an incorrect or invalid notice

Project Delay: Start date postponed

Financial Risk: Unapproved spend exposure

Contract Dispute: Enforceability questioned

Audit Findings: Internal control deficiencies flagged

Regulatory Noncompliance: Permit or funding conditions breached

Reputational Harm: Stakeholder confidence reduced

Security and compliance checklist for electronically stored notices

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

Audit Trail: Timestamps, IP, and action history

Access Controls: Role-based permissions and SSO

BAA Available: HIPAA BAA offered where required

Regulatory Standards: Supports ESIGN, UETA, 21 CFR Part 11

Certifications: SOC 2 Type II and ISO 27001 available

Representative eSignature pricing and feature snapshot for Project Approval Notice workflows

Compare starting price and key features when selecting an eSignature provider for approval notices; signNow is listed first in the table for parity.

	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	Yes, 7-day 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

Frequently asked questions about validity, signatures, and corrections

Answers address common points of confusion when preparing, signing, and storing Project Approval Notices.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures generally have the same legal effect as handwritten signatures under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent and consent are present and records are retained.
When is notarization required?
Notarization is required only when the approval notice substitutes for a recorded instrument or state law demands acknowledgement; otherwise most approvals do not need a notary.
What makes an approval legally enforceable?
A clear scope, authorized signer, dated signature, and preserved record with an audit trail showing intent and attribution support enforceability under ESIGN/UETA standards.
How do I correct a signed notice?
Execute a written amendment or replacement notice signed by authorized parties; avoid handwritten corrections on the original without explicit approval.
Can an outside vendor sign electronically?
Yes, if the vendor consents to electronic signing and the method meets authentication and retention requirements; obtain documented consent where consumer-facing rights are implicated.
What if approver names differ from official records?
Name mismatches hinder verification. Use the approver's full legal name and job title as recorded in delegation documents to avoid administrative rejection.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now