Can a Project Authorization Form be signed electronically?

Yes. Electronic signatures satisfy the ESIGN Act (15 U.S.C. §7001) and UETA in most states when intent, consent, attribution, and reliable record retention are present.

When is notarization required?

Notarization is required only when the form creates or affects an instrument requiring a notary under state law; otherwise internal approvals seldom need notarization.

What happens if an approver's name is mismatched?

A mismatched name can cause payment delays or audit findings. Correct names must match legal or payroll records to link approvals to authority.

Is witness attestation commonly required?

Witness signatures are uncommon for routine project authorizations but may be required for certain recorded instruments or where state law mandates witnesses.

How long should signed forms be retained?

Retain for the active term plus at least three years; follow IRS rules (IRC §6501(a)) and HIPAA retention (45 CFR §164.530(j)) when applicable.

What causes failure of an electronic submission?

Common causes include missing required fields, expired authentication links, unsupported file formats, or a signer not consenting to electronic records under ESIGN.

Electronic Signature
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Miscellaneous
Project Authorization Form

Project Authorization Form

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PROJECT AUTHORIZATION FORM

Project Title: Project Number:

Parties

Client Name Client Address Client Contact Client Phone / Email

Contractor / Service Provider Name Contractor Address Contractor Contact Contractor Phone / Email

Recitals

WHEREAS, Client requires the performance of certain services and delivery of defined deliverables in connection with the project identified above; and

WHEREAS, Contractor represents that it has the necessary experience, personnel, and resources to perform the work described in this Project Authorization Form; and

NOW, THEREFORE, in consideration of the mutual covenants and agreements contained herein, the parties hereby agree as follows:

Scope of Work

The Contractor shall perform the following work and provide the listed deliverables in accordance with the terms of this authorization:

Acceptance Criteria / Deliverables

Payment Terms

Total Authorized Amount Payment Schedule

Late Payment Fee: Grace Period (days):

Term and Termination

Term Commencement Date:

Term Expiration Date:

Termination for Convenience: Either party may terminate this authorization upon written notice to the other party delivered at least days prior to the intended termination date. Termination shall not relieve either party of obligations accrued prior to termination.

Termination for Cause: Either party may terminate immediately for material breach if the breaching party fails to cure within a commercially reasonable period not to exceed 30 days following written notice specifying the breach.

Confidentiality

Each party shall maintain in confidence all non-public information disclosed by the other in connection with the Project, including but not limited to technical, financial, and business information. Confidential information shall not include information that is (a) already known to the receiving party without obligation of confidentiality, (b) becomes public other than through the receiving party's breach, or (c) is rightfully obtained from a third party without restriction. The obligations of confidentiality shall survive termination of this authorization for a period of unless otherwise required by law.

Change Orders

Any changes to the scope, schedule, or price must be documented in a written change order signed by authorized representatives of both parties prior to implementation. Work performed without an executed change order shall not be billable unless otherwise agreed in writing.

Change Order Procedure

Governing Law; Entire Agreement

This Project Authorization Form shall be governed by and construed in accordance with the laws of the state of , without regard to its conflict of laws principles. Any legal action arising out of or relating to this authorization shall be brought in the state or federal courts located in that state.

This Project Authorization Form, together with any referenced attachments and executed change orders, constitutes the entire agreement between the parties with respect to the authorized work and supersedes all prior negotiations and understandings, whether written or oral. No amendment to this authorization shall be effective unless in writing and signed by authorized representatives of both parties.

Representations and Warranties

Each party represents and warrants that it has the full right, power, and authority to enter into and perform its obligations under this authorization and that the person signing below is authorized to bind the party.

Client:

By:

Date:

Contractor:

By:

Date:

What a Project Authorization Form Is and When it’s Used

A Project Authorization Form is a written record that grants formal approval to begin, modify, or fund a defined project or work order. It typically identifies the project, scope of work, budget or authorized spend, key milestones, and the parties authorized to sign. Organizations use this form to document internal approvals, confirm contractor instructions, and create an auditable paper trail for procurement, accounting, and compliance. The form can be executed on paper or electronically when ESIGN (15 U.S.C. §7001) and applicable state law permit electronic signatures.

Why a Project Authorization Form Matters

A clear authorization form reduces ambiguity about scope, budget, and authority, protects against scope creep, and establishes a record for audits and payments. It supports internal controls and reduces disputes between project stakeholders.

Who typically completes and signs this form

Use clear role definitions to ensure the right approver signs and to support audit trails and record retention.

Project managers and program managers authorizing internal or vendor work.
Procurement or finance staff approving budgets and release of funds.
Vendors or contractors receiving formal instructions and scope confirmation.

Common signers and their roles

Project Manager

Typically prepares the form, describes the scope and schedule, and confirms project readiness. The project manager documents operational details and triggers routing to finance or executive approvers.

Authorized Signatory

A budget holder or officer with delegated authority signs to approve spend and contractual instructions. Their signature establishes internal permission and may be required before purchase orders or invoices are paid.

Core elements to include in a professional Project Authorization Form

A complete form provides identifiers, clear scope, funding limits, schedule, acceptance criteria, change controls, and signature authority to make the approval unambiguous and enforceable.

Project Identifier

Unique project name or ID, client or internal account code, and version number to avoid misrouting and to link to financial records or ERP entries.

Scope of Work

Concise description of tasks, deliverables, and exclusions so vendors and internal teams share expectations and scope creep is limited.

Authorized Budget

Exact dollar amount or spending cap and currency, including whether contingencies or tax are included, to control invoicing and approvals.

Schedule & Milestones

Key dates, milestone acceptance criteria, and any hold points that trigger payments or approvals during execution.

Change Control

Procedure for amendments, who can approve changes, thresholds for additional approvals, and required documentation for scope or budget changes.

Signatures & Dates

Designated approvers, signature blocks with printed name, title, and date to establish authority and effective approval timing.

Essential data fields to capture

Project Name: Full project or contract title

Project ID: Internal reference code

Authorized Amount: Numeric currency value

Effective Date: MM/DD/YYYY format

Approver Name: Printed legal name

Approver Title: Job title or role

Step-by-step: How to fill and approve a Project Authorization Form

Follow a consistent sequence to prepare, approve, and archive the form to ensure valid authority and timely payment.

01

Draft Form: Complete identifiers, scope, budget, and deadlines before routing for approvals.
02

Attach Supporting Files: Include quotes, statements of work, and budget approvals to justify authorization.
03

Route for Approval: Send to designated approvers in the order required by policy.
04

Record and Store: Save signed copy in project folder and financial system for auditability.

Configuring an online approval workflow

Set up digital routing and authentication to match internal approval policies and to maintain a complete audit trail.

Setup Field Header	Configuration
Authentication Method	Email link plus optional SMS code for stronger verification
Approval Routing	Sequential approvals with conditional skip rules for delegated signers
Field Validation	Require numeric format for budget and MM/DD/YYYY for dates
Notifications & Reminders	Automated email reminders and completion alerts

Where to send and how submissions are processed

A simple send-and-track flow ensures approvers receive the correct form and actions are logged for compliance.

Prepare Document: Populate fields and attach supporting documents
Place Signature Fields: Add signature, date, and initial fields where required
Send to Approvers: Use the configured routing with required authentication
Archive Signed Copy: Store signed PDF and audit trail in records system

Technical considerations for electronic completion

Ensure the chosen platform captures audit trails, stores timestamps, and preserves an evidentiary copy for retention needs.

Supported Formats: PDF, DOCX, and fillable form exports
Integrations: Connectors for ERP, CRM, and cloud storage
Authentication: Email, SMS code, or advanced signer methods

Typical timelines and deadlines to track

Track internal and external deadlines so approvals, procurement, and vendor start dates align to avoid delays and cost overruns.

Internal Approval Deadline:

Set a firm date for approvals to avoid project start delays

Vendor Response Time:

Specify how long vendors have to accept scope and pricing

Project Kickoff Date:

Defined start date tied to authorization effective date

Invoice Submission Window:

Deadline for invoices to align with payment cycles

Retention Start Date:

Date when retention obligations commence (usually effective date)

Common mistakes to avoid

Vague scope or missing deliverable details that lead to disputes and change orders.
Unclear or absent authorization limits, allowing vendors to invoice beyond approved amounts.
Signing by unauthorized personnel or unsigned forms proceeding to vendors without proper approvals.
Failing to attach supporting quotes or approvals, which delays invoice processing and audits.

Consequences of an incomplete or incorrect form

Payment Delays: Invoices may be withheld

Contract Disputes: Risk of disagreements

Budget Overruns: Spending without authorization

Noncompliance: Audit findings possible

Legal Exposure: Breach claims or claims for extra work

Recordkeeping Gaps: Failed retention obligations

Comparing eSignature providers for Project Authorization Forms

Price and core capabilities vary by vendor. signNow appears first to show a commonly chosen lower-cost option alongside well-known alternatives.

	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	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about Project Authorization Forms

Answers to common questions about validity, signatures, storage, and problems that delay approvals.

Need help? Contact support

Can a Project Authorization Form be signed electronically?
Yes. Electronic signatures satisfy the ESIGN Act (15 U.S.C. §7001) and UETA in most states when intent, consent, attribution, and reliable record retention are present.
When is notarization required?
Notarization is required only when the form creates or affects an instrument requiring a notary under state law; otherwise internal approvals seldom need notarization.
What happens if an approver's name is mismatched?
A mismatched name can cause payment delays or audit findings. Correct names must match legal or payroll records to link approvals to authority.
Is witness attestation commonly required?
Witness signatures are uncommon for routine project authorizations but may be required for certain recorded instruments or where state law mandates witnesses.
How long should signed forms be retained?
Retain for the active term plus at least three years; follow IRS rules (IRC §6501(a)) and HIPAA retention (45 CFR §164.530(j)) when applicable.
What causes failure of an electronic submission?
Common causes include missing required fields, expired authentication links, unsupported file formats, or a signer not consenting to electronic records under ESIGN.

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