Can a charter be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. §7001) and state UETA laws, electronic signatures are legally valid for most business documents, provided intent and attribution are captured.

When is notarization required?

Most project charters do not require notarization; however, lease exhibits, deeds, or certain owner-authorized affidavits may. Check state notary rules before execution.

What happens if a signer uses a different name?

Mismatched names can delay approvals or raise authentication concerns. Use full legal names matching corporate records and include title and contact details for verification.

How do I correct a signed charter?

Minor errors typically require an amendment executed and dated by the same approvers. Material changes may require a new charter and reauthorization.

Are remote online notarizations acceptable?

Remote online notarization is permitted in most states but varies by jurisdiction. Verify RON rules and evidence-retention requirements before relying on remote notarization.

How long should I retain the executed charter?

Retain the executed charter for the project term plus at least three years; for tax or HIPAA-related matters follow IRS and HIPAA retention rules as applicable.

Electronic Signature
Templates
Project Management
Project Charter for New Office

Project Charter for New Office

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

PROJECT CHARTER FOR NEW OFFICE

Project Identification

Project Title:

Project ID Client Name Service Provider Project Sponsor Project Manager Office Location

Purpose and Objectives

Purpose: Establish a new corporate office space to support operational expansion, provide a collaborative workplace, and accommodate up to the defined headcount within budget and schedule constraints.

Primary Objectives

Scope of Work

The Service Provider will perform planning, design, procurement, construction coordination, fit-out, IT infrastructure installation, furniture procurement and installation, commissioning, and final handover. All work shall comply with applicable building codes and the agreed project schedule.

In-Scope Activities (detailed) Out-of-Scope Items

Key Deliverables & Acceptance Criteria

Deliverable 1 — Title Description Acceptance Criteria Target Completion Date

Deliverable 2 — Title Description Acceptance Criteria Target Completion Date

Project Timeline & Milestones

Planned Start Date: Planned End Date:

Milestone 1

Target Date: Owner:

Milestone 2

Target Date: Owner:

Budget & Payment

Total Approved Budget Payment Schedule Payment Milestone 1

Change Order Process

All changes to scope, schedule or budget shall be documented as a written Change Order. Each Change Order must include scope impact, cost estimate, schedule adjustment and be approved in writing by the Client and an authorized representative of the Service Provider prior to the commencement of changed work.

Change Order Approval Threshold

Risks, Assumptions & Dependencies

Key Risks Assumptions Dependencies

Acceptance & Handover

Acceptance testing will be conducted against the acceptance criteria specified for each deliverable. The Client will provide written acceptance or a list of nonconformities within ten (10) business days of submission of the deliverable. Handover documentation shall include as-built drawings, equipment lists, warranties and operation manuals.

Acceptance Testing Period

Confidentiality

Each party shall keep confidential all proprietary or non-public information disclosed in connection with the Project. Confidential information shall not include information that is or becomes public other than by breach of this Charter, is independently developed by the receiving party, or is required to be disclosed by law, provided the disclosing party is given prompt notice and an opportunity to seek protective measures.

Liability & Indemnification

Each party agrees to indemnify and hold harmless the other party from claims arising from its negligence or willful misconduct in connection with performance of this Project. Liability for direct damages shall be limited to the amount paid under this Charter for the portion of work giving rise to the claim, except where prohibited by law.

Governing Law

This Charter and any disputes arising under it will be governed by and interpreted in accordance with the laws of the jurisdiction indicated below, without regard to conflict of law principles.

Governing Jurisdiction (State)

Project Stakeholders

Primary Stakeholder / Role Contact Information

Final Certifications

By signing below, the undersigned authorized representatives certify that they are authorized to enter into this Project Charter on behalf of their respective parties, that the information contained herein is accurate to the best of their knowledge, and that they agree to perform their obligations in accordance with the terms set forth in this Charter.

Client:

By:

Title:

Date:

Service Provider:

By:

Title:

Date:

What the Project Charter for New Office Is

A Project Charter for New Office is a concise, formal document that authorizes and frames a workplace relocation or new-office initiative. It identifies the project sponsor, objectives, high-level scope, constraints, budget authorization, and initial timeline so stakeholders share a single source of truth before planning and execution begin.

Why a Formal Charter Matters for a New Office

A charter aligns leadership on scope, budget, and success criteria, reduces ambiguity during vendor selection and buildout, and creates a baseline for risk management and governance across departments.

Who Typically Prepares and Uses This Charter

Project sponsors, facilities managers, real estate leads, and project managers normally prepare the charter to secure approval and funding.

Executive sponsor or VP-level leader responsible for budget and final approvals
Project manager or PMO owner who controls schedule, scope, and deliverables
Facilities/real estate manager who coordinates leases, buildout, and vendor contracts

The charter then guides procurement, design, IT, HR, and legal teams during planning and delivery.

Primary Signatories and Their Roles

Project Sponsor

Chief financial or operations officer who authorizes budget and resources, accepts strategic risk, and provides final sign-off authority for the charter and major change requests.

Project Manager

Assigned PM or PMO lead who accepts ownership for delivering scope, schedule, and cost targets, and who is responsible for maintaining the charter and issuing amendments.

Core Components to Include in a Professional Charter

A strong charter is compact but complete: include purpose, scope, stakeholders, success metrics, budget authorization, and key constraints so all teams share expectations from day one.

Project Purpose

Clear statement of why the new office is required and expected business outcomes, e.g., capacity, market access, or cost optimization.

Scope Definition

High-level in-scope and out-of-scope items: leased space, tenant improvements, IT fit-out, furniture, and move logistics.

Stakeholders

List sponsors, approvers, major vendors, and internal owners for procurement, IT, HR, and facilities.

Budget Authorization

Authorized funding amounts, contingency reserves, and who can approve budget changes.

Timeline & Milestones

Key dates: site selection, lease execution, construction start, occupancy, and post-move warranty period.

Success Criteria

Measurable acceptance criteria such as move-in date, cost variance thresholds, and occupancy readiness score.

Essential Information Fields to Capture

Project Title: Official short name

Sponsor: Name and title

Project Manager: Contact and phone

Authorized Budget: Total and contingency

Effective Date: MM/DD/YYYY

Governing State: Contract law state

Step-by-Step: Complete the Charter Correctly

Follow a clear sequence from initiation through sign-off to ensure the charter is authoritative and actionable for procurement and delivery teams.

01

Draft: Collect inputs and write purpose, scope, and budget.
02

Review: Circulate to stakeholders for technical and legal checks.
03

Authorize: Obtain sponsor signature and budget approval.
04

Publish: Distribute final charter to teams and attach to project repository.

How to Configure an Online Charter Workflow

Design a repeatable digital workflow: prepare a fillable template, define approvers, choose authentication, and automate reminders for approvals and renewals.

Template	Create a reusable document template with locked sections and editable fields
Approver Order	Specify sequential or parallel approvals and escalation rules
Authentication	Require email, SMS code, or advanced signer verification as needed
Notifications	Automate reminders, overdue alerts, and completion receipts
Storage Policy	Route executed charters to secure repository with access controls

Where to Send the Signed Charter and Next Steps

After signatures, send executed copies to legal, finance, facilities, and the project repository so action owners can begin procurement and buildout tasks.

Legal: Retain executed copy and attach to lease or vendor contracts
Finance: Record budget authorization and release funds
Facilities: Use charter as basis for vendor RFPs and construction scope
PMO Repository: Archive PDF with metadata and audit trail

Digital Distribution and Signing Considerations

Choose platforms that support secure routing, audit trails, and the level of signer authentication required by your organization.

File Formats: PDF, DOCX supported
Integrations: Connect to cloud storage and PM tools
Authentication: Email, SMS, or advanced options

Typical Timelines and Deadlines to Track

Identify firm dates for initiation, approvals, procurement windows, and occupancy to coordinate lease terms and vendor schedules.

Charter Approval Deadline:

Sponsor sign-off before procurement kickoff

Budget Release Date:

Finance approves funds to start ordering

Construction Start:

Vendor mobilization date

Target Occupancy:

Move-in and operational readiness date

Warranty Period Start:

Post-occupancy defects and corrections window

Common Mistakes to Avoid When Preparing a Charter

Unclear scope that omits deliverables or excludes critical systems, creating disputes during vendor handover and causing delays.
Missing budget contingency or vague cost responsibilities, which leads to frequent change orders and sponsor dissatisfaction.
Incomplete stakeholder list or approval matrix, causing rework when an overlooked approver requires changes late in the schedule.
Failing to record governing state and contract assumptions, which complicates legal review and can affect enforceability.

Risks and Consequences of an Incomplete or Incorrect Charter

Budget Overruns: Escalating costs and delayed occupancy

Contract Disputes: Legal exposure and vendor claims

Regulatory Noncompliance: Local ordinance or permitting fines

Project Delay: Missed business milestones

Operational Disruption: Interrupted service or access problems

Recordkeeping Gaps: Audit failures or contested approvals

Examples: How Organizations Use a Project Charter

Real-world examples show how charters reduce ambiguity and accelerate procurement and occupancy milestones for office projects.

Optica Ventures (Brian Fitzgibbons)

The team standardized a single charter template to accelerate vendor selection.

It reduced review cycles by centralizing approvals.
As a result, procurement lead times shortened, vendor contracts matched scope accurately, and occupancy milestones were met with fewer change orders and clearer budget control.

Martin Properties (Tim Martin)

A concise charter clarified lease and buildout responsibilities up front.

It set expectations for landlord work and tenant improvements.
That clarity enabled faster coordination with contractors, fewer disputes over deliverables, and a smoother handoff to operations at move-in.

Key Milestones from Charter to Occupancy

Track these numbered stages to maintain momentum and reduce schedule risk across approvals, procurement, construction, and move-in.

01

Initiation & Approval

Sponsor signs charter and budget is authorized

02

Procurement

Issue RFPs and finalize vendor contracts

03

Construction & Fit-Out

Tenant improvements performed and inspected

04

Move-In & Closeout

Occupancy, punch list completion, and warranty handover

Typical eSignature Pricing and Feature Snapshot

Compare starting prices and key capabilities commonly used for charter signing and distributed approvals; pricing models and features vary by plan and vendor.

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

Frequently Asked Questions About Charters and Signing

Answers to common legal, procedural, and technical questions to help teams complete and execute a Project Charter for New Office correctly.

Need help? Contact support

Can a charter be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. §7001) and state UETA laws, electronic signatures are legally valid for most business documents, provided intent and attribution are captured.
When is notarization required?
Most project charters do not require notarization; however, lease exhibits, deeds, or certain owner-authorized affidavits may. Check state notary rules before execution.
What happens if a signer uses a different name?
Mismatched names can delay approvals or raise authentication concerns. Use full legal names matching corporate records and include title and contact details for verification.
How do I correct a signed charter?
Minor errors typically require an amendment executed and dated by the same approvers. Material changes may require a new charter and reauthorization.
Are remote online notarizations acceptable?
Remote online notarization is permitted in most states but varies by jurisdiction. Verify RON rules and evidence-retention requirements before relying on remote notarization.
How long should I retain the executed charter?
Retain the executed charter for the project term plus at least three years; for tax or HIPAA-related matters follow IRS and HIPAA retention rules as applicable.

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