Can this agreement be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent to sign, signer consent to electronic records, clear attribution, and reliable record retention to support admissibility in disputes.

What makes an e-signature valid and admissible?

A valid e-signature meets four elements: demonstrable intent to sign, consent to conduct business electronically, reliable attribution linking action to the signer, and retention capable of accurate reproduction. Include an audit trail that records timestamps, IP addresses, and actions.

Is notarization required for this agreement?

Not typically required for most Project Coordination Agreements unless state law, recording requirements, or a specific transaction (e.g., deed) mandates notarization. Remote online notarization (RON) may be available subject to state rules and identity-proofing requirements.

Who can sign on behalf of an organization?

An authorized corporate officer or agent with delegated authority should sign. Document authorizing evidence (board resolution, delegation memo) if required. Signatures by unauthorized staff can render the agreement void or lead to enforceability challenges.

How long should I keep the signed agreement?

Keep the executed agreement for the contract term plus at least three years for tax and audit purposes; HIPAA-related records require six years (45 CFR §164.530(j)); longer retention may apply for real estate or regulatory matters.

How do I amend or cancel the agreement?

Amendments should be in writing and signed by authorized parties per the change control clause. Cancellation or revocation requires following termination provisions; document mutual releases or settlement terms to avoid later claims.

Electronic Signature
Templates
Project Management
Project Coordination Agreement

Project Coordination Agreement

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

PROJECT COORDINATION AGREEMENT

Project Identification

Project Title Project ID

Client Name: Client Contact:

Service Provider: Provider Contact:

Project Manager (Client) Project Manager (Provider)

Term and Timeline

Effective Date: Project Start Date: Project End Date:

Milestones and Key Dates

Scope of Work

The Service Provider shall perform project coordination services as described below. The Provider shall act as the primary coordinator for deliverables, schedule management, stakeholder communications, and issue escalation as necessary to meet project milestones.

Detailed Scope of Work Out of Scope

Deliverables and Acceptance

Deliverables shall be provided in accordance with the schedule set forth below. Each deliverable shall include acceptance criteria and be subject to Client approval in accordance with the Acceptance Procedure described herein.

Deliverable 1 — Description Deliverable 1 — Acceptance Criteria

Delivery Date:

Deliverable 2 — Description Deliverable 2 — Acceptance Criteria

Delivery Date:

Budget and Payment

The Client shall pay the Provider the fees set forth below in consideration for the services and deliverables described in this Agreement.

Total Contract Value Pricing Model

Fixed Price Time & Materials

Payment Schedule Payment Terms (Net Days) Change Order Procedure

Confidentiality

Each party acknowledges that in the performance of this Agreement it may receive confidential or proprietary information of the other party. Such information shall be held in confidence, used only for the purposes of performing under this Agreement, and disclosed only to those employees or subcontractors who have a need to know and who are bound by confidentiality obligations no less restrictive than those set forth herein. Confidential information does not include information that is publicly known through no fault of the receiving party or that is rightfully received from a third party without restriction.

Confidential Materials Description (optional):

Liability; Indemnification; Force Majeure

The Provider shall indemnify and hold harmless the Client from third-party claims arising from the Provider's gross negligence or willful misconduct in performing the services. Except for liability arising from gross negligence, willful misconduct, or breach of confidentiality, neither party shall be liable to the other for incidental, consequential, or punitive damages. Performance obligations shall be suspended to the extent and for the period that performance is prevented by force majeure events beyond the reasonable control of the affected party, provided that the affected party provides prompt written notice and a commercially reasonable plan to cure or mitigate the delay.

Intellectual Property

Unless otherwise agreed in writing, the Client shall retain ownership of its pre-existing intellectual property and of final deliverables upon full payment of all fees due. The Provider retains ownership of pre-existing tools, methodologies, and templates; the Provider grants the Client a non-exclusive, royalty-free license to use such materials solely for the Client's internal purposes in connection with the project.

Termination

Either party may terminate this Agreement for material breach if the other party fails to cure such breach within the notice period set forth below. Additionally, either party may terminate for convenience upon prior written notice.

Cure / Notice Period (days):

Governing Law and Dispute Resolution

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

Representations and Warranties

Each party represents and warrants that it has the full power and authority to enter into this Agreement and to perform its obligations hereunder, and that performance of this Agreement will not violate any agreement or obligation between such party and any third party.

Acceptance Procedure

Upon delivery of a deliverable, the Client shall have a reasonable review period of days set forth below to inspect and either accept or provide written objections describing deficiencies. If accepted or not timely objected to, the deliverable shall be deemed accepted.

Review Period (days):

Miscellaneous

This Agreement constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior discussions and agreements. Amendments must be in writing and signed by authorized representatives of both parties. Neither party may assign this Agreement without the prior written consent of the other, except to a successor in interest by merger or sale of substantially all assets.

Additional Provisions / Notes

Client — Printed Name:

By:

Date:

Service Provider — Printed Name:

By:

Date:

What a Project Coordination Agreement Covers

A Project Coordination Agreement is a written contract that sets out roles, responsibilities, timelines, deliverables, and communication protocols between a project owner and coordinating party or between multiple contractors. It centralizes project administration tasks—scheduling, change control, stakeholder reporting, and issue escalation—so that each party knows expectations and decision authority. The agreement defines scope, milestones, payment triggers, and dispute resolution steps and may include exhibits such as project schedules, acceptance criteria, and contact lists. Used in construction, IT, and professional services, this document reduces ambiguity and documents governance for the project lifecycle.

Why a Coordination Agreement Matters

Standardizing coordination through a Project Coordination Agreement clarifies responsibilities, reduces schedule conflicts, and sets objective acceptance and payment triggers. It mitigates disputes by documenting decision authority and escalation paths and provides a contractual basis for change orders and delay-related remedies.

Who Prepares and Relies on This Agreement

Project managers, general contractors, owners, and third-party coordinators commonly prepare or review a Project Coordination Agreement before work begins.

General Contractor — coordinates subcontractor schedules, issues change orders, and enforces milestones.
Project Owner — defines scope, approves deliverables, maintains payment obligations, and appoints a contract manager.
Third‑party Coordinator — manages reporting, stakeholder communications, and conflict resolution across contractors.

Use the agreement to align parties on timelines, responsibilities, and contractual remedies before mobilization effectively.

Representative Roles and Responsibilities

Project Owner

The Project Owner oversees funding, approves major scope changes, and enforces contractual remedies. Owners should verify the agreement assigns clear acceptance criteria, payment triggers tied to milestones, and escalation procedures to minimize delays and disputes.

Coordinator (PMO)

The Coordinator or PMO Lead executes day-to-day administration, maintains schedules and logs, circulates status reports, and manages subcontractor interfaces. They typically hold authority to authorize routine changes and must document approvals and notifications for audit and payment purposes.

Essential Agreement Elements at a Glance

Parties: Full legal names of each party

Scope of Work: Detailed tasks, deliverables, and excluded items

Project Schedule: Milestones, deadlines, and acceptance dates

Payment Terms: Amounts, triggers, invoicing, and retention

Communication Plan: Primary contacts, reporting cadence, escalation path

Change Control: Process for change orders and approvals

Short Risks and Consequences

Missed Milestones: Delay claims and liquidated damages

Payment Disputes: Withheld payments and litigation risk

Incorrect Signatory: Contract may be unenforceable

Incomplete Change Orders: Unauthorized scope and cost exposure

Noncompliance Data: HIPAA or privacy penalties possible

Record Retention: Penalty for insufficient documentation

Common Preparation Mistakes to Avoid

Vague scope language that leaves responsibility for task completion undefined, often leading to schedule disputes and added costs during execution.
Missing acceptance criteria or incomplete testing procedures result in disagreement over when deliverables are complete and when payment obligations are triggered.
Failure to document approved change orders in writing creates exposure to unapproved work, disputed invoices, and potential nonpayment.
Assigning signatory authority to personnel without proper corporate delegation can render signatures invalid and delay enforcement.

Step-by-Step: From Draft to Signed Agreement

Follow these steps to complete and execute a Project Coordination Agreement accurately from drafting through signature and distribution.

01

Draft: Define scope, deliverables, stakeholders, and timelines
02

Review: Circulate to legal and stakeholders for comments
03

Approve: Obtain authorized signatures from designated signatories
04

Distribute: Provide executed copies and log retention details

How Execution and Distribution Typically Flow

This routing overview shows how the Project Coordination Agreement flows between parties, approvals, and recordkeeping after signing.

Upload: Attach final draft as a PDF or Word document
Place Fields: Insert signature, date, and initials fields for each signer
Send to Signers: Email or generate signing link with authentication method
Record: Store signed copy with audit trail and distribution log

Key Clauses to Include in a Professional Agreement

A professional Project Coordination Agreement includes defined roles, detailed schedules, payment milestones, change control, communication protocols, and dispute resolution procedures to reduce ambiguity.

Roles

Specify responsibilities and decision authority for owner, coordinator, contractors, and subcontractors so that approval limits and delegated tasks are clear and auditable throughout the project lifecycle.

Schedule

Include milestone dates, float allowances, sequencing, and acceptance windows; tie payment triggers to objectively verifiable milestones to prevent subjective disputes, payment delay, and penalties for missed milestones.

Payments

Describe invoicing schedule, retainage percentage, progress payment mechanics, accepted payment methods, and timeframes for payer review and remittance to avoid cashflow disputes and late payment interest.

Change Control

Define a written change-order process with submission requirements, approval timelines, budget impacts, and documentation obligations to ensure all scope adjustments are traceable and billable under contract.

Communications

Set reporting frequency, formats, distribution lists, meeting cadence, and escalation contacts; require written confirmations for key decisions and change approvals to maintain an audit trail.

Disputes

Specify dispute resolution tiering—negotiation, mediation, then arbitration or litigation—include choice of governing law and forum, and describe interim relief procedures for schedule or payment emergencies.

Configuring a Digital Workflow for Execution

Configure a digital workflow to collect signatures, route approvals, and archive executed Project Coordination Agreements with audit trails.

Workflow Field and Configuration Settings	Value for each configuration item
Signature Authentication Method and Strength	Email link, SMS code, or KBA as required
Field Types, Conditional Logic, and Validation	Use conditional fields and formula fields to validate inputs
Routing Order, Notifications, and Reminders	Set signer sequence, approver roles, and email reminders
Document Retention, Archiving, and Access Controls	Store executed PDFs, audit log, and access permissions

Delivery Channels, Integrations, and Security Requirements

Use secure delivery channels and platform integrations to distribute the Project Coordination Agreement, preserving audit trails and access controls for all recipients.

Integrations: Salesforce, NetSuite, Google Workspace, Box
File Formats: PDF, DOCX, HTML, and Excel
Authentication: Email, SMS, SSO, or KBA

Key Dates to Define in the Agreement

Key dates related to coordination agreements include response times, milestone acceptance, invoicing deadlines, and record retention start and end points.

Agreement Effective Date in MM/DD/YYYY:

Sets start of obligations and deadlines

Milestone Acceptance Window and Testing Period:

Defines acceptance criteria and review timeframe

Invoice Submission Deadline and Payment Terms:

Specify invoice due dates and payment net terms

Change Order Turnaround and Approval Timeline:

State response time for change approvals and cost impact

Record Retention Start Date and Duration:

Retention begins at execution and continues per retention schedule

Comparing eSignature Pricing for Agreement Execution

Compare common eSignature pricing and capabilities relevant when executing Project Coordination Agreements across vendors.

	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	Yes, 7-day trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Business Premium+)	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

Frequently Asked Questions and Practical Answers

Answers to frequently asked questions about preparing, signing, and enforcing a Project Coordination Agreement, including electronic signature and retention concerns.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent to sign, signer consent to electronic records, clear attribution, and reliable record retention to support admissibility in disputes.
What makes an e-signature valid and admissible?
A valid e-signature meets four elements: demonstrable intent to sign, consent to conduct business electronically, reliable attribution linking action to the signer, and retention capable of accurate reproduction. Include an audit trail that records timestamps, IP addresses, and actions.
Is notarization required for this agreement?
Not typically required for most Project Coordination Agreements unless state law, recording requirements, or a specific transaction (e.g., deed) mandates notarization. Remote online notarization (RON) may be available subject to state rules and identity-proofing requirements.
Who can sign on behalf of an organization?
An authorized corporate officer or agent with delegated authority should sign. Document authorizing evidence (board resolution, delegation memo) if required. Signatures by unauthorized staff can render the agreement void or lead to enforceability challenges.
How long should I keep the signed agreement?
Keep the executed agreement for the contract term plus at least three years for tax and audit purposes; HIPAA-related records require six years (45 CFR §164.530(j)); longer retention may apply for real estate or regulatory matters.
How do I amend or cancel the agreement?
Amendments should be in writing and signed by authorized parties per the change control clause. Cancellation or revocation requires following termination provisions; document mutual releases or settlement terms to avoid later claims.

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