Is an electronic Authority to Proceed legally binding?

Yes. Electronic signatures meet the ESIGN Act and UETA requirements when intent, consent, attribution, and retention are present; ESIGN Act (15 U.S.C. ch. 96, 2000) governs interstate transactions.

Who must sign for the authorization to be valid?

An authorized signer designated in your delegation of authority or the contract signature block must sign. Verify internal authorization matrices to confirm signatory limits and prevent later disputes.

Can I revoke an Authority to Proceed after signing?

Revocation requires clear written notice to affected parties and may be subject to contractual change-order provisions; document the revocation and preserve original approvals for audit purposes.

What if a signer uses a different name format?

Mismatched signatory names can raise enforceability and payment issues. Ensure names match legal records or delegation documents; correct via signed amendment if needed.

Do I need a notary or witnesses?

Most Authorities to Proceed do not require notarization, but if the form affects real property or specific state rules apply, follow local notary and witness requirements as noted in the state table.

How long should I keep the signed form?

Retain signed Authorities for the contract term plus applicable retention periods: IRS records three years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)), and longer where state law requires it.

Electronic Signature
Templates
Miscellaneous
Project Authority to Proceed

Project Authority to Proceed

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

PROJECT AUTHORITY TO PROCEED

Client Name: Contractor Name:

Project Title: Project Number:

RECITALS

WHEREAS, Client has determined to engage Contractor to perform the work described in this Authority to Proceed for the Project identified above; and

WHEREAS, Contractor represents that it is qualified, duly licensed and authorized to perform the Work, and that Contractor will perform the Work in accordance with the terms and conditions of this Authority to Proceed and any referenced documents; and

NOW, THEREFORE, in consideration of the mutual covenants herein contained, Client hereby authorizes Contractor to commence performance of the Work under the following terms and conditions.

SCOPE OF WORK

Scope of Work

PAYMENT TERMS

Contract Price (Total): $

Payment Schedule and Milestones

Final payment shall be due within days of acceptance of final deliverables and submission of final invoice.

Late Payment: Amounts unpaid when due shall bear interest at per month (or the maximum permitted by law), together with collection costs and attorneys' fees.

Payment Remittance Address

TERM AND TERMINATION

Term Commencement Date: . Estimated Completion Date:

Either party may terminate this Authority to Proceed for cause upon written notice to the other party specifying the nature of the breach and providing days to cure. Client may terminate for convenience upon days' prior written notice, subject to payment for all Work performed to the date of termination and reasonable demobilization costs.

CONFIDENTIALITY

Each party (the "Receiving Party") shall hold in confidence and not disclose any proprietary or confidential information of the other party (the "Disclosing Party") disclosed in connection with the Work. Confidential information does not include information which: (a) is or becomes public through no act or omission of the Receiving Party; (b) was known to the Receiving Party prior to disclosure without restriction; or (c) is independently developed by the Receiving Party without use of the Disclosing Party's confidential information. The Receiving Party shall use confidential information solely for the performance of this Authority to Proceed. The confidentiality obligations set forth herein shall survive termination or expiration of this Authority to Proceed for a period of three (3) years, except that trade secrets shall remain protected for as long as they qualify as trade secrets under applicable law.

NOTICES

All notices under this Authority to Proceed shall be in writing and delivered to the addresses below by hand, certified mail (return receipt requested), or nationally recognized courier service and shall be effective upon receipt.

Client Notice Address Contractor Notice Address

GOVERNING LAW; ENTIRE AGREEMENT

Governing Law: This Authority to Proceed shall be governed by and construed in accordance with the laws of the State of , without regard to its conflicts of law principles.

Entire Agreement: This Authority to Proceed, together with any referenced exhibits and the underlying contract documents incorporated herein by reference, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, proposals, and agreements, whether written or oral. No amendment shall be effective unless in writing and signed by authorized representatives of both parties.

AUTHORIZATION

Client hereby authorizes Contractor to proceed with the Work described above upon execution below. Contractor shall commence work in accordance with the term commencement date and the approved schedule and shall comply with all applicable laws, permits and safety requirements.

CLIENT

Printed Name:

By:

Date:

CONTRACTOR

Printed Name:

By:

Date:

What a Project Authority to Proceed is and when it applies

A Project Authority to Proceed is a formal written authorization that confirms approval to begin defined project work, spend budgeted funds, and mobilize personnel or contractors. It typically references the governing contract or purchase order, specifies scope, schedule, and authorized costs, and names the approver(s). Organizations use this document to create a clear handoff from planning to execution, to control risk, and to establish an auditable record of who granted operational authority and under what terms.

Why issuing a clear Authority to Proceed matters

A concise Authority to Proceed reduces ambiguity about start dates, scope, and budget authority while creating a defensible audit trail for procurement and compliance.

Who typically prepares and who signs the Authority to Proceed

The document sits at the intersection of project management, procurement, and contract administration; different roles prepare or sign depending on organizational structure.

Project manager: Prepares scope, schedule, and risk notes; requests formal approval from budget authority.
Procurement or contracting officer: Verifies vendor compliance, PO alignment, and contract terms before consenting.
Finance or budget approver: Confirms available funding and signs to release budget.

Ensure signers are authorized by corporate delegation of authority or contract signature page to avoid later challenges.

Typical signatory roles

Project Manager

A project manager initiates the Authority to Proceed by documenting scope, acceptance criteria, and resource needs, then routes the form to contracting and finance for authorization.

Contracting/Finance Officer

A contracting or finance officer reviews contractual terms and budget availability, verifies vendor insurance or bonds as required, and provides the formal approval signature to begin work.

Core elements to include in a professional Authority to Proceed

A complete form clearly links approvals to contract terms and operational actions. The following components are standard and reduce downstream disputes.

Document header

Reference contract/PO, document ID, and project name to ensure traceability and avoid misfiled approvals.

Scope summary

Define the exact work authorized, deliverables, and any excluded items so execution teams have precise instructions.

Authorized amount

State the maximum spend or funding bucket tied to the authorization and note any holdbacks or contingencies.

Effective and start dates

Record the effective date of approval and the authorized start date for mobilization or performance.

Conditions and constraints

List preconditions (e.g., insurance, permits, bonding) that must be met before work begins.

Signatures and attestations

Include names, titles, dates, and contact details for each approver; record witness or notary details if required.

Step-by-step: issuing an Authority to Proceed

Follow a consistent sequence from request to signature to maintain auditability and ensure preconditions are satisfied prior to start.

01

Prepare request: Document scope, budget, and required conditions for approval.
02

Verify funds: Finance confirms available budget and accounting codes.
03

Contract review: Contracting verifies terms, insurance, and PO alignment.
04

Obtain signatures: Authorized approvers sign and date the form.

How to amend or reissue an Authority to Proceed

Changes to scope, budget, or schedule require a formal amendment process to preserve controls and auditability.

01

Initiate change:

Project manager documents reason and impacts for the amendment.

02

Identify approvals:

List who must reauthorize budget and contract changes.

03

Update scope:

Revise scope language and attach revised deliverables or exhibits.

04

Adjust amounts:

Record new authorized amount and any reallocated budgets.

05

Get re-signature:

Route the amended form for signatures from the same delegations as original.

06

Archive previous:

Retain prior approvals and mark superseded documents for audit.

Digital workflow overview for issuing and tracking the form

An electronic workflow shortens approval cycles and ensures the signed record includes timestamps and an audit trail.

Upload template: Place standardized fields and attachments into the e-sign platform.
Add approvers: Sequence signers and set authentication levels.
Send for signature: Platform notifies signers and tracks actions.
Store record: Save signed PDF with audit trail for compliance.

Common online settings for secure completion

Configure authentication, routing, and retention before sending to ensure signatures meet your legal and audit requirements.

Field	Configuration
Authentication Method	Email plus optional SMS code
Signature Type	Typed, drawn, or uploaded image
Routing Order	Sequential or parallel signer order
Retention Settings	Retain PDF copy plus full audit trail

Technical considerations for eSubmission and integration

Choose a platform that supports secure signing, audit trails, and integrations with your document and ERP systems.

Integrations: Salesforce, NetSuite, Google Workspace
File formats: PDF, DOCX, HTML supported
Security features: TLS, AES-256 encryption

Comparing eSignature vendors for Authority to Proceed workflows

Vendor selection affects cost, bulk sending, and compliance options. The table highlights starting price and a few feature differences; verify vendor plans for enterprise needs.

	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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (premium)	Varies	Varies	Varies	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/yr	Varies	Varies	Varies

Typical timing and deadlines to track

Set clear milestone dates in the Authority to Proceed and communicate them to vendors and internal teams to avoid disputes.

Authorization issuance:

Issued upon contract award or PO availability; start only after conditions met.

Authorized start date:

Date work may commence and labour mobilization may occur.

Milestone schedule:

Record interim deliverable due dates and acceptance windows.

Change-order cutoffs:

Define deadlines for scope changes to qualify for original authorization.

Invoice submission window:

Specify when invoices tied to the authorization may be submitted.

Common preparation mistakes to avoid

Missing contract or PO reference leads to misapplied funds.
Unclear scope invites disputes and unauthorized work.
Incorrect signatory names void approval validity.
Skipping conditional prechecks causes compliance failures.

Consequences of an incorrect or improperly authorized form

Contract invalidity: Approval lacking proper signature

Payment delay: Invoicing hold or funding blockage

Change disputes: Scope disagreements and rework

Backup withholding: 24% risk on incorrect TINs

Audit exposure: Missing audit trail raises questions

Legal challenges: Disputed authority or delegation

Security and compliance controls to require

In-transit encryption: TLS 1.2/1.3

At-rest encryption: AES-256

Access controls: SSO and MFA available

Audit trail: Detailed timestamps and IPs

Certifications: SOC 2 Type II, ISO 27001

HIPAA support: BAA available

Two real examples of online Authority to Proceed workflows

Organizations across industries use e-signature platforms to standardize approvals and keep a reliable audit trail.

Martin Properties — Tim Martin, Founder

Tim Martin streamlined approvals for property projects using digital forms to avoid in-person meetings.

The team reduced turnaround time for mobilization approvals.
I can process and execute all of these documents online with 100% compliance and built-in security, allowing approvals on mobile or offline so projects start on schedule.

Fertility Centers of Illinois — John Butler, Founder

The organization consolidated signature workflows across clinics to simplify contract management.

Centralized signings improved internal tracking and reduced lost paperwork.
The airSlate SignNow team and API integration made it easier to route and store signed records while maintaining compliance with audit controls.

Frequently asked questions about Project Authority to Proceed

Answers to common questions about validity, signing authority, digital signatures, revocation, and recordkeeping for Authorities to Proceed.

Need help? Contact support

Is an electronic Authority to Proceed legally binding?
Yes. Electronic signatures meet the ESIGN Act and UETA requirements when intent, consent, attribution, and retention are present; ESIGN Act (15 U.S.C. ch. 96, 2000) governs interstate transactions.
Who must sign for the authorization to be valid?
An authorized signer designated in your delegation of authority or the contract signature block must sign. Verify internal authorization matrices to confirm signatory limits and prevent later disputes.
Can I revoke an Authority to Proceed after signing?
Revocation requires clear written notice to affected parties and may be subject to contractual change-order provisions; document the revocation and preserve original approvals for audit purposes.
What if a signer uses a different name format?
Mismatched signatory names can raise enforceability and payment issues. Ensure names match legal records or delegation documents; correct via signed amendment if needed.
Do I need a notary or witnesses?
Most Authorities to Proceed do not require notarization, but if the form affects real property or specific state rules apply, follow local notary and witness requirements as noted in the state table.
How long should I keep the signed form?
Retain signed Authorities for the contract term plus applicable retention periods: IRS records three years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)), and longer where state law requires it.

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