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Project Charter

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PROJECT CHARTER

Project Identification

Client Name:    Service Provider:

Purpose and Background

Purpose: The purpose of this Charter is to formally authorize the Project, define scope, identify key stakeholders, and document authority and responsibilities for delivery of the Project. This Charter constitutes the controlling document for initial project authorization and defines the obligations of the Client and the Service Provider.

Scope of Work

Scope Statement: The Service Provider shall perform the work necessary to deliver the following outcomes, in accordance with the deliverables and acceptance criteria set forth below. Work outside the defined scope requires a documented change order and written approval by authorized representatives of both parties.

Deliverables and Acceptance

The Service Provider shall deliver the following items to the Client. Each deliverable must meet the stated acceptance criteria before payment milestones are released.

Schedule and Milestones

Project Start Date:    Project End Date:

Due Date:

Due Date:

Due Date:

Budget and Payment

Governance, Reporting & Assumptions

Confidentiality and Intellectual Property

Confidentiality: Each party shall treat as Confidential Information all non-public information disclosed by the other party in connection with the Project. Confidential Information shall not be used except for performance of obligations under this Charter and shall not be disclosed to third parties except as required by law. Reasonable care shall be used to protect Confidential Information, at least equivalent to the disclosing party's care for its own confidential materials.

Intellectual Property: Unless otherwise agreed in writing, the Client shall retain ownership of preexisting Client IP and final deliverables upon full payment. The Service Provider grants the Client a perpetual, worldwide, non-exclusive license to use deliverables for the Client’s internal business purposes. The parties shall document any exceptions in writing.

Governing Law and Dispute Resolution

Governing Law: This Charter shall be governed by and construed in accordance with the laws of the chosen jurisdiction. The parties agree to attempt to resolve disputes in good faith through escalation to designated executives before initiating formal dispute resolution.

Chosen Jurisdiction:

Approvals

By signing below, the authorized representatives of the Client and the Service Provider acknowledge and accept the terms of this Project Charter, authorize the initiation of activities described herein, and confirm that they possess the requisite authority to bind their respective organizations.

Client Name (print):

By:

Date:

Service Provider (print):

By:

Date:

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What a Project Charter Is and when it’s used

A Project Charter is a concise, formal document that authorizes a project and records its primary scope, objectives, sponsors, and constraints. It identifies the project manager, key stakeholders, high-level deliverables, success criteria, estimated budget, and initial schedule. The Charter provides the authority to allocate resources and begin planning, and it serves as a reference point for change control, stakeholder communication, and governance throughout the project lifecycle.

Why a clear Project Charter matters

A well-written Charter reduces ambiguity, clarifies authority, and aligns stakeholders around objectives, success criteria, and initial funding to limit scope creep and accelerate project startup.

Why a clear Project Charter matters

Who typically prepares and relies on the Charter

The Project Charter is prepared by project sponsors or PMO staff and used by project managers, steering committees, and functional leads to guide planning and approvals.

  • Project Sponsor — senior leader who authorizes the project and approves funding; accountable for strategic alignment and major decisions.
  • Project Manager — drafts the Charter, refines scope and schedule, and uses the Charter to request resources and manage execution.
  • Steering Committee — reviews and endorses Charter assumptions, risks, and critical milestones to maintain sponsor oversight.

The Charter remains a living governance artifact: update it only through formal change control to preserve auditability and stakeholder alignment.

Core components to include in a professional Project Charter

A complete Charter records the project's baseline scope, measurable objectives, stakeholders, constraints, key deliverables, schedule, and authorization details to support governance and auditing.

Scope Statement

Define included and excluded work at a high level so teams and sponsors share a single understanding of project boundaries and acceptance criteria.

Project Objectives

List specific, measurable objectives (time, cost, quality) that will determine project success and link to organizational strategic goals.

Major Deliverables

Identify the primary outputs, acceptance criteria, and any key deliverable owners to guide planning and testing activities.

Stakeholders

Name sponsor, project manager, steering committee, primary customers, and other parties with responsibilities or decision rights.

Milestones

Record initial milestone dates such as kickoff, design complete, go/no-go decisions, and handover to operations.

Budget & Resources

Provide initial budget estimate, major cost categories, and authorization level for committing funds or resources.

Step-by-step: drafting and approving the Charter

Follow a short, auditable sequence from draft to baseline to ensure clear authorization and traceability.

  • 01
    Draft Charter: Create initial draft with sponsor and PM inputs.
  • 02
    Review & Approve: Circulate to sponsor and steering for formal approval.
  • 03
    Communicate: Share approved Charter to stakeholders and project team.
  • 04
    Baseline & Store: Record approved version in the project repository and lock for version control.

Configure an online Charter workflow for consistent approvals

Set up fields, authentication, and notifications to streamline review and capture a complete audit trail for approvals.

Field Configuration
Signature Method Select eSignature or digital signature based on compliance needs.
Authentication Choose email, SMS code, or stronger MFA per policy.
Template Variables Use reusable fields for sponsor, dates, and budget totals.
Notifications Configure reminders and escalation rules for pending approvals.

Where the approved Charter should be filed or sent

Route the signed Charter to the project repository, sponsor records, and any compliance or finance teams that require it.

  • Sponsor Records: Store an executed copy in the sponsor's document folder.
  • PMO Repository: Place the baseline in the PMO document management system.
  • Project Folder: Keep a versioned copy in the project workspace for team access.
  • Legal / Compliance: Send to legal if the Charter affects contracts or regulatory obligations.

Technical requirements for eSigning and sharing

Choose file formats and integrations that preserve metadata, audit trails, and access controls during signing and storage.

  • File Formats: Use PDF or DOCX for reliable rendering and long-term storage.
  • Integrations: Connect to SharePoint, Google Workspace, or NetSuite for centralized records.
  • Authentication: Enable at least email verification; use stronger methods for sensitive projects.

Ensure the platform supports export to archival formats and produces an audit trail capturing signer identity, timestamps, and IP addresses for compliance and future dispute resolution.

Typical Charter dates and timing expectations

Record key dates clearly so approvals, kickoffs, and milestone planning proceed on schedule.

Approval Deadline:

Date by which sponsor approval is required to secure resources.

Project Kickoff Date:

Expected start date for initial project activities and team onboarding.

Baseline Date:

Date the Charter is baselined and becomes the official reference.

Major Deliverable Deadlines:

List the earliest dates for critical deliverables or decision gates.

Review Cadence:

Planned frequency for Charter and governance reviews (e.g., monthly).

Milestone workflow from authorization to closeout

A concise milestone sequence clarifies when handoffs, approvals, and closures occur during the project lifecycle.

01

Initiation & Authorization

Sponsor signs Charter and authorizes resource allocation.

02

Planning & Baseline

Project manager finalizes plan and records baselined schedule.

03

Execution & Monitoring

Teams deliver work while PMO tracks performance and risks.

04

Closure & Archive

Accept deliverables, complete lessons learned, and archive Charter.

Common mistakes to avoid when preparing a Charter

  • Vague objectives or success criteria lead to conflicting expectations and approval delays during planning.
  • Missing sponsor authorization or unclear approval authority undermines resource allocation and governance decisions.
  • Omitting constraints or assumptions causes rework when scope, budget, or schedule limits are later discovered.
  • Using inconsistent names, dates, or budget figures increases administrative corrections and audit complications.

Key risks and potential consequences of an incorrect Charter

Scope Creep: Uncontrolled changes increase cost and timeline risk.
Budget Overrun: Inaccurate estimates lead to funding shortfalls.
Legal Noncompliance: Incorrect terms may violate contract or regulatory rules.
Delayed Approvals: Missed dates can postpone project start and increase costs.
Invalid Authorization: Unsigned or unauthorized Charters lack enforceable authority.
Retention Failure: Poor recordkeeping risks audit findings and lost evidence.

Required security, compliance, and record details

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest.
Audit Trail: Include signer timestamps, IP addresses, and action log.
Access Controls: Role-based access and least-privilege enforcement.
HIPAA BAA: Use a BAA when PHI is present.
21 CFR Part 11: Meet requirements for FDA-regulated records when needed.
Certifications: SOC 2 Type II and ISO 27001 support auditability.

Real-world examples of Project Charter use

These examples show how organizations used Charters to accelerate approvals and preserve audit trails across projects.

Optica Ventures

A regional developer standardized its Charter template to speed approvals and reduce queries.

  • The template automated key fields and signoffs.
  • "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Martin Properties

A small real estate firm used a digital Charter for renovation projects to consolidate budgets and schedules.

  • Centralized approvals reduced follow-ups.
  • "I can process and execute all of these documents online with 100% compliance and built-in security."

eSignature vendor comparison for executing Project Charters

Comparison focused on basic pricing, trial availability, bulk send, audit trail, HIPAA support, and envelope limits — signNow is placed first per vendor ordering rules.

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 credit card Varies by vendor and plan Varies by vendor and plan Varies by vendor and plan Varies by vendor and plan
Bulk Send Available (Business Premium tier) Available Available Available Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA required) Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year limit Varies by plan Varies by plan Varies by plan

Frequently asked questions about Project Charters and eSignatures

Answers focus on common legal, procedural, and technical questions when creating, signing, and storing Project Charters.


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