Is an electronic signature legally binding?

Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. §7001) and UETA where adopted; ensure intent, consent, attribution, and retention to meet legal tests.

Who has authority to sign a charter?

Authority is typically defined by corporate governance or delegation policies. Common signers are the project sponsor and an authorized finance approver; document delegation to avoid disputes.

Do I need a notary or witness?

Most internal project charters do not require notarization or witnesses. If the charter affects property interests or is part of an externally filed instrument, consult counsel about notarization requirements.

Can I use remote online notarization (RON)?

If notarization is required, RON may be available depending on state law and technology; confirm state RON rules and record-retention obligations before proceeding.

How should executed charters be stored?

Store in an access-controlled repository with versioning and an immutable audit trail. Retain per applicable rules (IRS, HIPAA) and internal retention schedules for at least three to seven years.

What happens if an approver's name is inconsistent?

Name mismatches can undermine attribution. Use full legal names and titles in signature blocks; correct or re-execute the document if names or titles do not match official records.

Project Charter Approval

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PROJECT CHARTER APPROVAL

Project Identification

Project Title Project ID Client Name Service Provider Project Manager (Client) Project Manager (Provider)

Purpose and Background

This Project Charter authorizes initiation of the project titled to deliver the defined scope and establishes the primary objectives, governance, and responsibilities for the engagement between Client Name: and Service Provider: .

Scope of Work

In-Scope Description Out-of-Scope Items

Deliverables and Acceptance Criteria

List the principal deliverables and the measurable acceptance criteria that constitute formal acceptance by the Client.

Deliverable 1 — Name Deliverable 1 — Description & Acceptance Criteria Deliverable 2 — Name Deliverable 2 — Description & Acceptance Criteria

Timeline and Milestones

Project Start Date: Project End Date:

Key Milestones

Budget and Payment

Total Project Budget Payment Schedule

Unless otherwise agreed in a written change order, the Provider shall submit invoices in accordance with the payment schedule. Final payment is contingent upon the Client's written acceptance of final deliverables in accordance with stated acceptance criteria.

Change Control and Variation Process

Any change to scope, schedule, or price shall be made only by a written change order executed by authorized representatives of both parties. The change order shall include a description of the change, impact on schedule, revised costs, and revised acceptance criteria.

Change Order Authority

Confidentiality

Each party acknowledges that during performance it may receive Confidential Information of the other party. Confidential Information shall be used solely for performance of this Agreement and shall not be disclosed except to those employees, consultants, or subcontractors who have a need to know and who are bound by confidentiality obligations at least as protective as those set forth herein. Confidential Information does not include information that is publicly known, rightfully received from a third party without restriction, or independently developed.

Specific Confidentiality Exceptions or Requirements

Governance and Reporting

Regular governance meetings will be held to review progress, risks, and issues. The Provider shall deliver status reports at intervals agreed in the project schedule. The Client shall provide timely decisions and access to resources required for project execution.

Reporting Frequency

Risk, Dependencies, and Assumptions

Governing Law

This Charter and any dispute arising out of or relating to it shall be governed by the laws of without regard to its conflict of law provisions.

Approvals and Certifications

By signing below, each signatory represents and warrants that they are authorized to bind their respective party to the terms of this Project Charter and that the information contained herein is accurate to the best of their knowledge.

Client Name:

By:

Date:

Service Provider:

By:

Date:

What the Project Charter Approval Is

A Project Charter Approval is a formal, written record that confirms stakeholder consent to begin and fund a project, establishes authority and scope, and documents initial objectives, constraints, and success criteria. It typically names the project sponsor, project manager, budget summary, high-level timeline, and key deliverables. The approval converts a charter draft into an authoritative governance document used to route work, allocate resources, and trigger procurement or contracting steps. Although usually an internal corporate record, an executed charter provides evidence of decision-making for audits and post-project reviews.

Why a Clear Approval Matters

A properly completed Project Charter Approval reduces ambiguity about who can commit resources, shortens start-up delays, and creates an auditable record for finance and compliance. It helps align stakeholders and sets clear acceptance criteria for scope, schedule, and budget.

Who Typically Completes and Signs This Form

Project sponsors, steering committees, and project managers commonly initiate and approve the charter to authorize work and funding.

Project Sponsor — executive who approves budget and strategic alignment.
Project Manager — prepares the charter and coordinates stakeholder sign-off.
Steering Committee — reviews major scope or funding changes before final approval.

Use this form when formal authorization is required to move from planning to execution; retain the signed copy in project records.

How to Complete the Project Charter Approval

Follow these steps in order to prepare, review, and finalize the approval to avoid rework and ensure a clear audit trail.

01

Draft: Create the charter with scope, objectives, and budget summary.
02

Review: Circulate to stakeholders for comments and risk input.
03

Approve: Collect formal signatures from sponsor and required approvers.
04

Archive: Store the executed charter in project records and CM system.

Configuring an Online Approval Workflow

Set up roles, authentication, and distribution to capture approvals and an audit trail when using an e-signature platform.

Field	Configuration
Upload Document	Use PDF or DOCX; preserve page order
Assign Roles	Sponsor, PM, finance approver, optional witness
Authentication	Email link or SMS code; stronger KBA if required
Final Distribution	Send executed copy to archive and stakeholders

Typical Digital Approval Flow

A standard e-approval flow captures intent, attribution, and retention while minimizing signer friction.

Prepare: Upload and place signature fields
Invite: Send secure signing links to approvers
Authenticate: Signers confirm identity and consent
Complete: Platform records audit trail and distributes copies

Platform Considerations for eSigning

Choose a platform that provides a secure audit trail, compliant storage, and the authentication level your organization requires.

Authentication Options: Email, SMS, KBA
Audit Trail: Timestamped event log
File Formats: PDF, DOCX supported

Verify the vendor’s compliance posture (ESIGN/UETA, HIPAA if healthcare) and ensure retention policies meet internal and regulatory requirements.

Key Elements to Include in a Professional Approval

A comprehensive charter approval balances governance, scope clarity, and traceability so teams can act quickly with documented authority.

Scope Summary

Concise description of project boundaries, inclusions, and exclusions so the team understands deliverables and avoids scope creep during execution.

Objectives

Measurable objectives and acceptance criteria provide the basis for success measurement and change request evaluation throughout the project lifecycle.

High-Level Timeline

Major milestones and target dates guide resource planning and help align vendor contracts or procurement schedules to the project plan.

Budget Approval

Approved funding level with notes on contingencies and change-control thresholds for expenditures beyond the baseline authorization.

Stakeholder List

Primary stakeholders and escalation contacts so approvers know who must be consulted or informed as issues arise.

Authority Limits

Define signing authority and delegation rules to avoid unauthorized commitments and to document who can approve changes.

Security and Compliance Basics to Record

ESIGN / UETA: 15 U.S.C. §7001 and UETA compliance

Audit Trail: IP, timestamp, and action log

Encryption: TLS 1.2/1.3 in transit

Data at Rest: AES-256 encryption

HIPAA Option: BAA required for PHI workflows

Access Controls: Role-based permissions

Risks and Consequences of Improper Approval

Invalid Authorization: May invalidate commitments

Budget Overruns: Unapproved spending risk

Schedule Delays: Late approvals stall work

Contract Disputes: Ambiguous scope invites claims

Regulatory Exposure: Noncompliance for regulated projects

Audit Findings: Poor records raise red flags

Common Preparation Errors to Avoid

Using informal language or vague scope descriptions that leave deliverables open to differing interpretation by teams or vendors.
Failing to record approval dates and signer titles, which undermines attribution and can impede financial close and audit trails.
Routing approvals out of sequence or omitting required approvers, causing rework and invalid authorizations for procurement.
Not preserving the executed document in an access-controlled repository, increasing the risk of version confusion and loss.

Typical Deadlines and Processing Expectations

Establish clear internal deadlines for review, approval, and archival to keep project initiation on schedule.

Draft Completion:

Target date for initial charter draft and budget estimate

Stakeholder Review:

Allow a defined review window (e.g., 5–10 business days)

Final Approval:

Sponsor and finance sign-off deadline to start procurement

Archive Executed Copy:

Store signed document within project records immediately

Activation Date:

Effective date when authority and budget are active

Key Milestones from Draft to Execution

Use a staged milestone view so each phase has a clear owner and deliverable before proceeding to the next.

01

Drafting

Author prepares charter with scope and budget

02

Internal Review

Stakeholders review and document feedback

03

Formal Approval

Sponsor and required approvers sign the charter

04

Execution

Project resources are mobilized and procurement begins

How Project Charter Approval Differs from Similar Documents

Compare typical attributes to avoid confusing the charter with other governance or acknowledgment records.

Criteria	Project Charter Approval	Charter Acknowledgment
Legal status	formal authorization	informal receipt
Typical signers	sponsor, pm, finance	pm or recipient only
Notarization	rarely required	not required
Record retention	official project record	reference copy

eSignature Platform Pricing and Feature Snapshot

Select an e-signature plan that matches approval volume, authentication needs, and compliance requirements; signNow is listed first for comparison.

	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 trial, no CC	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Project Charter Approval

Answers to common questions about legal validity, signer authority, digital signing, and recordkeeping for project charters.

Need help? Contact support

Is an electronic signature legally binding?
Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. §7001) and UETA where adopted; ensure intent, consent, attribution, and retention to meet legal tests.
Who has authority to sign a charter?
Authority is typically defined by corporate governance or delegation policies. Common signers are the project sponsor and an authorized finance approver; document delegation to avoid disputes.
Do I need a notary or witness?
Most internal project charters do not require notarization or witnesses. If the charter affects property interests or is part of an externally filed instrument, consult counsel about notarization requirements.
Can I use remote online notarization (RON)?
If notarization is required, RON may be available depending on state law and technology; confirm state RON rules and record-retention obligations before proceeding.
How should executed charters be stored?
Store in an access-controlled repository with versioning and an immutable audit trail. Retain per applicable rules (IRS, HIPAA) and internal retention schedules for at least three to seven years.
What happens if an approver's name is inconsistent?
Name mismatches can undermine attribution. Use full legal names and titles in signature blocks; correct or re-execute the document if names or titles do not match official records.

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