Can the agreement be signed electronically

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act and state UETA laws when intent, consent, attribution, and retention are demonstrated.

Is notarization required

Not always. Notarization or witnesses depend on state law and whether attached instruments, such as deeds, require notarization for recording.

What if names don't match

If party names differ from formation documents, obtain a corporate resolution or ID confirmation to prevent disputes or payment rejections.

How to amend a completed agreement

Execute a written amendment signed by all original parties. Record the amendment date and retain both original and amended documents.

How to cancel or revoke

Revocation requires mutual written agreement or exercising contractually reserved termination rights; unilateral revocation may lead to breach claims.

How long to retain signed copies

Follow retention guidance: at least three years for tax records and longer periods for construction and HIPAA-related documents per federal and state rules.

Electronic Signature
Templates
Miscellaneous
Project Completion Agreement

Project Completion Agreement

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

PROJECT COMPLETION AGREEMENT

This Project Completion Agreement (the Agreement) is entered into by and between the parties identified below.

Client Name: Client Address: Contractor Name: Contractor Address:

Recitals

WHEREAS, Client engaged Contractor to perform construction, renovation, or other work under an initial agreement for the project identified as located at (the Project); and

WHEREAS, the parties and their representatives have performed inspections and corrective actions and the Contractor represents that the Work described herein has been completed in accordance with the contract documents dated ; and

WHEREAS, the parties wish to document final acceptance, payment terms, and mutual releases associated with completion of the Project.

Scope of Work

The Contractor affirms that the following scope of work has been completed, and the Client shall accept or identify punch list items in accordance with the Acceptance clause below.

Detailed Scope of Work:

Acceptance and Final Inspection

Client shall inspect the completed Work within calendar days after notice of completion. If Client does not provide a written punch list within that period, the Work shall be deemed finally accepted. Any punch list items shall be limited to items that materially fail to conform to the contract documents and shall be corrected by Contractor within a commercially reasonable time.

Final Acceptance Date (if agreed):

Payment Terms

Upon Final Acceptance or deemed acceptance, Contractor shall submit the final invoice and supporting documentation. Client shall pay the undisputed portion of the final invoice in accordance with the schedule below. Payment to Contractor constitutes full and final payment for all labor, materials, equipment, taxes, and other costs arising from the work unless otherwise expressly stated.

Final Payment Amount (USD): Payment Due (Days After Invoice): Retainage Amount (if any, USD): Late Fee: Final Invoice Reference / Number:

Warranties and Correction of Work

Contractor warrants that all Work performed under this Agreement conforms to the contract documents and is free from defects in workmanship and materials for a period of months from the Final Acceptance Date. Contractor shall promptly repair or replace, at Contractor's expense, defects discovered within the warranty period that are reported in writing by Client.

Warranty Details / Exclusions:

Release and Lien Waiver

Upon receipt of the Final Payment Amount (or the undisputed portion thereof), Contractor shall execute and deliver to Client a conditional waiver and release of liens and claims covering the Work. If the Final Payment is paid and clears, Contractor shall promptly execute an unconditional waiver and release of liens and claims for the Work to the extent of such payment. This release does not affect claims unrelated to the Work or claims for amounts disputed in good faith.

Confidentiality

Each party shall keep confidential and shall not disclose or use except in performance of its obligations hereunder any proprietary or confidential information received from the other party. This obligation shall continue for years after Final Acceptance, except that trade secrets shall remain protected for so long as they qualify as trade secrets under applicable law.

Term and Termination

The term of this Agreement commences on the date set forth below as Contract Start Date and terminates upon Final Acceptance and completion of all obligations, unless earlier terminated in accordance with this Section.

Contract Start Date: Contract End Date (if any):

Either party may terminate this Agreement for material breach by the other party if the breaching party fails to cure the breach within calendar days after written notice specifying the breach. Termination shall not relieve the breaching party of liability for damages resulting from the breach.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of laws principles.

Entire Agreement

This Agreement, together with any documents expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and communications, whether written or oral. No amendment shall be effective unless in writing and signed by both parties.

Miscellaneous Provisions

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. Neither party may assign its rights or delegate its duties under this Agreement without the prior written consent of the other, except to a successor in interest in connection with a merger or sale of substantially all assets.

Notices (Client contact for notices): Notices (Contractor contact for notices):

Client

Printed Name:

By:

Date:

Contractor

Printed Name:

By:

Date:

What a Project Completion Agreement Is

A Project Completion Agreement is a written contract that documents final delivery and acceptance of work between a contractor and a client. It confirms that specified deliverables, milestones, inspections, and remedial items have been completed, records final payments or retainage release, and may include release of liens, warranty start dates, and final scope acknowledgements. The agreement reduces ambiguity about remaining obligations and creates a clear date from which warranty, limitation periods, and record retention begin, serving as a decisive record in case of disputes or regulatory review.

Why a Clear Completion Record Matters

Documenting project completion limits disputes, clarifies final payment and warranty start dates, supports lien management, and creates an auditable record for regulators and accountants while preserving rights for both parties under ESIGN and applicable state law.

Who typically prepares and signs this agreement

Project Completion Agreements are used by parties who need formal acceptance and a clear handoff record.

Owners and developers managing final acceptance and payment schedules for construction or capital projects.
General and subcontractors confirming punch list completion and requesting final retainage release.
Project managers and procurement teams closing out vendor contracts and preserving warranty start dates.

Use this agreement whenever final delivery, payment, lien release, or warranty commencement must be recorded in writing.

Filling out the agreement: step-by-step

Follow these core steps to complete a Project Completion Agreement accurately and efficiently.

01

Upload: Add the final contract and exhibits to the template.
02

Identify Parties: Enter full legal names and roles for all signers.
03

Describe Work: Summarize completed scope, punch list, and reference dates.
04

Sign and Date: Collect dated signatures and any required notarization.

Essential sections to include in a professional agreement

A well-structured Project Completion Agreement contains clauses that resolve outstanding issues, confirm payment, and set warranty and records expectations.

Parties

Clearly identify each contracting party by legal name, business type, and contact information to ensure the document binds the correct entities.

Scope Confirmation

List completed deliverables, referenced contract sections, approved change orders, and any remaining punch list items with agreed remedies or timelines.

Payment and Release

Specify final payment amounts, retainage release conditions, any set-offs, and the nature of lien waivers or conditional releases provided.

Warranty and Defects

State the warranty start date, duration, coverage scope, and procedures for reporting and remediating defects discovered after completion.

Dispute Resolution

Include the governing law, venue, and agreed methods for dispute resolution such as arbitration or litigation, and any notice requirements.

Records and Retention

Clarify retention responsibilities for as-built drawings, invoices, inspection reports, and who holds final project records after closeout.

Key information fields required on the form

Party Names: Full legal names

Project ID: Contract or project number

Completion Date: MM/DD/YYYY

Final Amount: Currency format

Lien Waiver: Type and attachment

Signatures: Signed and dated

Supporting documents and export options

Attach standard supporting documents and choose formats that preserve signatures and metadata for audit purposes.

Attached Exhibits

Attach final invoices, change orders, inspection reports, and executed lien waivers so the agreement references verifiable source documents.

As-Built Records

Include final drawings, operation manuals, and maintenance lists as enforceable contract exhibits for future warranty or service claims.

Export Formats

Save the signed agreement as PDF/A for long-term archiving and retain an audit trail copy capturing timestamps, signer IPs, and version history.

Archive Metadata

Preserve signer names, signature timestamps, and document hashes in the stored file to support later authentication or dispute resolution.

Where to send or file the completed agreement

Route the signed agreement to the parties and archive locations listed below to finalize project records and accounting.

Client Records: Send final executed copy to client legal or project file.
Contractor File: Store executed copy with contractor closeout records.
Accounting: Provide final invoice and payment proof to accounts payable.
Project Archive: Upload to central document management or cloud storage.

Sharing and eSubmission options

Choose distribution channels that preserve signatures and audit trails when sending or storing the agreement.

Email Delivery: PDF attachment with audit trail
Cloud Storage: Google Drive, Box, or Egnyte
eSignature Platforms: Support for audit logs

Key deadlines and timing expectations

Track the dates below to ensure payment, lien waiver exchange, and warranty periods are activated correctly after completion.

Completion Acceptance Deadline:

Client must accept or reject work within agreed period, typically 7–30 days.

Final Invoice Submission:

Contractor should submit final invoice within contract-specified days after acceptance.

Lien Waiver Exchange:

Exchange waivers upon final payment to clear lien risk promptly.

Warranty Period Start:

Warranty usually begins on the signed completion date.

Record Retention Trigger:

Retention periods begin on the effective completion date.

Common mistakes to avoid when preparing the agreement

Failing to match party names to formation documents, causing ambiguity over who can enforce rights and receive payments.
Omitting references to change orders or punch-list items, which creates grounds for later disputes about scope or payment.
Using vague payment language instead of exact amounts and conditions for retainage release, delaying accounting and lien waiver issuance.
Neglecting to document the warranty start date, leading to disagreement on when post-completion obligations and limitations begin.

Consequences of an incorrect or incomplete agreement

Payment Delay: Holds or disputes

Lien Exposure: Increased risk of mechanics liens

Warranty Disputes: Ambiguous coverage periods

Contractual Liability: Unclear indemnity obligations

Regulatory Review: Recordkeeping deficiencies

Arbitration Costs: Higher dispute resolution expense

Typical signatories on a Project Completion Agreement

Project Owner — Director

An authorized owner representative or director signs to accept work and authorize final payment. Ensure the signer has delegated authority per internal procurement rules.

Contractor Representative — PM

A contractor officer or project manager signs to confirm completion and provide required releases. Their title and authority should be documented in corporate records.

Key milestones from completion to closeout

Use these sequential milestones to standardize closeout and track liability windows after final delivery.

01

Substantial Completion

Official date when work is sufficiently complete for use.

02

Punch List Correction

Time window for correcting listed minor defects.

03

Final Acceptance

Client sign-off confirming satisfactory completion.

04

Document Closeout

Archive signed agreement, invoices, and waivers.

Configuring an online completion workflow

Set up fields and authentication to capture the necessary data and evidence when completing the agreement electronically.

Field	Configuration
Upload Document	PDF or DOCX accepted
Place Fields	Add signature, date, initials
Signer Order	Parallel or sequential routing
Authentication	Email link, SMS code, or KBA

eSignature vendor comparison for executing closure documents

Pricing and core features vary by vendor. signNow is listed first to compare starting price, trial availability, bulk send, audit trail, HIPAA compliance, and envelope limits.

	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	No
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

Common questions about Project Completion Agreements

Answers to frequently asked questions about enforceability, e-signatures, notarization, and recordkeeping for completion agreements.

Need help? Contact support

Can the agreement be signed electronically
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act and state UETA laws when intent, consent, attribution, and retention are demonstrated.
Is notarization required
Not always. Notarization or witnesses depend on state law and whether attached instruments, such as deeds, require notarization for recording.
What if names don't match
If party names differ from formation documents, obtain a corporate resolution or ID confirmation to prevent disputes or payment rejections.
How to amend a completed agreement
Execute a written amendment signed by all original parties. Record the amendment date and retain both original and amended documents.
How to cancel or revoke
Revocation requires mutual written agreement or exercising contractually reserved termination rights; unilateral revocation may lead to breach claims.
How long to retain signed copies
Follow retention guidance: at least three years for tax records and longer periods for construction and HIPAA-related documents per federal and state rules.

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