Can this agreement be e-signed?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and state UETA statutes where adopted, provided intent, consent, attribution, and retention requirements are met.

When is notarization required?

Notarization is rarely required for service contracts but may be requested to strengthen evidence of execution. Real estate or local government transactions may still require notarized signatures.

Who should sign the agreement?

An authorized representative of each contracting entity should sign. For corporations, that typically means an officer or someone with delegated signing authority; attach authorization if unclear.

What if a party wants changes?

Track and document all negotiated changes in writing; execute amendments with the same formalities as the original agreement to ensure enforceability.

How long should we keep the signed file?

Retain executed agreements for the active term plus a minimum of three to seven years depending on audit, tax, and industry obligations; HIPAA and SEC record rules may require longer retention.

Is a typed name sufficient as a signature?

A typed name can constitute a valid electronic signature if the signing process captures intent, attribution, and an audit trail that meets ESIGN/UETA criteria; consumer-facing records may require a consent disclosure.

Electronic Signature
Templates
Legal
Project Coordinator Agreement

Project Coordinator Agreement

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

PROJECT COORDINATOR AGREEMENT

This Project Coordinator Agreement (the "Agreement") is made and entered into as of Effective Date: by and between Client Name: with principal address at ("Client"), and Coordinator Name: with principal address at ("Coordinator"). Client and Coordinator are each a "Party" and collectively the "Parties".

RECITALS

WHEREAS, Client requires coordination, oversight and management of certain projects described herein; and

WHEREAS, Coordinator represents that it has the experience, personnel and capability to perform project coordination services and is willing to provide such services on the terms and conditions set forth in this Agreement; and

WHEREAS, the Parties desire to set forth their respective rights and obligations with respect to the services to be performed by Coordinator.

NOW, THEREFORE, in consideration of the mutual promises contained herein and other good and valuable consideration, the sufficiency of which is acknowledged, the Parties agree as follows:

1. ENGAGEMENT

Client hereby retains Coordinator, and Coordinator accepts such retention, to provide project coordination services as described in Section 3. Coordinator shall perform such services in a professional and workmanlike manner in accordance with industry standards and the requirements of this Agreement.

2. TERM

The term of this Agreement shall commence on Start Date: and shall continue until End Date: unless earlier terminated in accordance with Section 9.

3. SCOPE OF SERVICES

Detailed Scope of Services

Coordinator shall provide project planning, task sequencing, stakeholder coordination, schedule monitoring, status reporting, risk identification and mitigation recommendations, meeting facilitation, and other coordination tasks reasonably necessary to advance the project(s) set forth in the Scope of Services. Coordinator shall report to Client's designated project manager and comply with Client's written policies applicable to on-site contractors.

4. COMPENSATION AND PAYMENT

Compensation Amount Payment Terms

Coordinator shall submit invoices in accordance with the Payment Terms. Client shall pay undisputed portions of each invoice within the timeframe specified in the Payment Terms. Any undisputed portion not paid when due shall accrue interest at the lesser of 1.5% per month or the maximum lawful rate.

5. EXPENSES

Client shall reimburse Coordinator for reasonable, pre-approved out-of-pocket expenses incurred in connection with performance of services. Reimbursement requires submission of appropriate receipts and shall be paid in accordance with the Payment Terms. Coordinator shall obtain Client’s written approval prior to incurring any single expense in excess of Amount Requiring Approval:

6. INDEPENDENT CONTRACTOR

The Parties agree that Coordinator is an independent contractor and not an employee, agent or partner of Client. Coordinator shall be solely responsible for all federal, state and local taxes, withholdings, contributions and benefits for Coordinator and its personnel. Coordinator shall have no authority to obligate Client except as expressly authorized in writing.

7. CONFIDENTIALITY

Coordinator shall hold in confidence and not disclose Confidential Information of Client except as required to perform the Services or as required by law. "Confidential Information" means non-public business, technical or financial information disclosed by Client. Coordinator shall use at least the same degree of care to protect Confidential Information as it uses to protect its own confidential information, but in no event less than reasonable care.

8. INTELLECTUAL PROPERTY

All work product, deliverables and inventions developed by Coordinator specifically for Client under this Agreement ("Work Product") shall be the exclusive property of Client. Coordinator hereby assigns to Client all right, title and interest in and to such Work Product. Coordinator retains ownership of its preexisting materials and tools, and grants Client a non-exclusive license to any incorporations of such materials contained in the Work Product solely to the extent necessary to use the Work Product for Client’s business purposes.

9. TERMINATION

Either Party may terminate this Agreement for convenience upon thirty (30) days' prior written notice. Either Party may terminate immediately for a material breach by the other Party that remains uncured for fifteen (15) days after written notice of breach. Upon termination, Coordinator shall deliver all completed and in-process Work Product and shall be entitled to payment for services performed and documented reimbursable expenses incurred through the effective date of termination.

10. INDEMNIFICATION

Coordinator shall indemnify, defend and hold harmless Client and its officers, directors and employees from and against any third-party claims, liabilities, losses, damages and expenses arising from Coordinator's negligent acts, willful misconduct or material breach of this Agreement, except to the extent caused by Client's gross negligence or willful misconduct.

11. INSURANCE

Coordinator shall maintain at its expense commercial general liability insurance and professional liability insurance in amounts reasonable for similar contractors and shall provide evidence of such insurance upon Client's request.

12. NOTICES

All notices required or permitted under this Agreement shall be in writing and delivered by hand, nationally recognized overnight courier, or certified mail, return receipt requested, to the addresses set forth below (or to such other address as a Party may designate by notice).

Client Notice Address Coordinator Notice Address

13. AMENDMENTS

Any amendment or modification of this Agreement must be in writing and executed by authorized representatives of both Parties to be effective.

14. WAIVER

The failure of either Party to enforce any provision of this Agreement shall not constitute a waiver of future enforcement of that or any other provision. Any waiver must be in writing and signed by the waiving Party.

15. GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the governing_state specified below, without regard to conflict of laws principles.

Governing State

16. ENTIRE AGREEMENT

This Agreement 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, relating thereto.

17. SEVERABILITY

If any provision of this Agreement is held to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect and shall be construed to give effect to the Parties' intent.

18. COUNTERPARTS

This Agreement may be executed in counterparts, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument.

Client Name:

By:

Date:

Coordinator Name:

By:

Date:

What a Project Coordinator Agreement Covers

A Project Coordinator Agreement is a written contract that defines the role, responsibilities, deliverables, schedule, and payment terms for a project coordinator on a defined engagement. It clarifies reporting relationships, key milestones, acceptance criteria, dispute resolution, and confidentiality obligations so each party understands expectations and scope. The agreement may include exhibits such as a project schedule, scope of work, and payment schedule, and it can be executed electronically under ESIGN or state electronic signature laws where permitted.

Why use a formal Project Coordinator Agreement

A concise written agreement reduces ambiguity, limits scope creep, and documents responsibilities for schedule control, communications, and deliverables. It serves as evidence of mutual intent and clarifies billing, termination, and intellectual property allocations in case of disputes or audits.

Who typically uses this agreement

Project management offices, small contractors, consulting firms, and client organizations commonly use a Project Coordinator Agreement to set expectations and manage multi‑vendor workflows.

Internal project managers and PMOs coordinating subcontractors and vendors across milestones and payments.
Consultants and independent coordinators hired to maintain schedules, stakeholder communications, and issue tracking.
Clients or owners who need a written document to govern deliverables, reporting cadence, and payment terms.

Core elements to include in a professional agreement

A complete Project Coordinator Agreement groups administrative, operational, and legal elements so parties can measure performance and resolve issues efficiently.

Parties

Identify legal names and contact details for all contracting parties, including business entity type and primary contact information.

Scope

Describe specific coordinator tasks, deliverables, and excluded services; attach the project schedule as an exhibit for clarity.

Schedule

List milestone dates, delivery windows, and acceptance procedures for completed work, including cure periods for missed milestones.

Compensation

State rates, invoicing frequency, payment terms, expense reimbursement rules, and any retainers or holdbacks.

Confidentiality

Define confidential information, permitted uses, duration of confidentiality, and any required data handling or privacy safeguards.

Termination

Include termination for convenience and for cause, notice periods, post‑termination responsibilities, and final accounting procedures.

Security and compliance considerations

Encryption: AES-256 at rest

Transport: TLS 1.2/1.3 in transit

Audit Trail: Timestamped activity logs

HIPAA: BAA required

ESIGN / UETA: Legal eSign compliance

Certifications: SOC 2 Type II

Common preparation pitfalls to avoid

Vague scope language that omits deliverable-level acceptance criteria leads to disputes and unpaid invoices if parties disagree on completion.
Using informal or inconsistent party names — corporate name mismatches can prevent proper service of notices and complicate enforcement.
Failure to specify notice method and address can void termination or cure notices if delivered incorrectly under the agreement.
Missing payment schedules or undefined invoicing rules cause late payments and increase administrative follow-up and potential collections costs.

Step-by-step: complete the Project Coordinator Agreement

Follow these steps in order to populate, review, and execute the agreement correctly.

01

Gather details: Collect legal names, project scope, schedule, and budget figures.
02

Draft scope: Define tasks, milestones, and acceptance criteria in clear terms.
03

Agree payment: Set milestone payments, invoicing rules, and dispute resolution.
04

Execute: Sign electronically or in paper, complying with notarization if required.

Recommended online workflow settings

Configure an eSignature workflow to reduce delays and capture an auditable trail for approvals.

Field	Configuration
Signing Order	Sequential signer order for approvals
Authentication	Email and optional SMS code
Reminders	Auto-reminders at 3 and 7 days
Attachments	Require scope exhibit upload

How electronic execution typically works

Electronic signing workflows follow a predictable sequence to ensure intent, attribution, and retention for enforceability.

Upload document: Host final agreement in PDF or DOCX format.
Place fields: Add signature, date, and initial fields for each signer.
Send link: Deliver to signers by email or secure link.
Capture audit: System records IP, timestamp, and actions.

Digital signing: platform and technical notes

Choose a platform that supports PDF and DOCX, retains an audit trail, and can provide a BAA if handling PHI.

File formats: PDF, DOCX supported
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email, SMS, or KBA

Typical timeline items and deadlines to include

Capture critical dates and notice periods in the agreement so responsibilities and penalties are enforceable and measurable.

Effective Date:

Date obligations begin and schedule count starts (MM/DD/YYYY).

Project Start:

First day of on-site or remote coordination activities.

Milestone Due Dates:

Specific completion dates tied to payments or approvals.

Invoice Due:

Payment terms such as Net 30 from invoice date.

Notice Period:

Typically 10–30 days for cure or termination notices.

Key milestones and processing stages

Outline the major stages from project mobilization to closeout and link them to deliverables and payments.

01

Mobilization

Onboarding, kickoff meeting, approvals recorded.

02

Execution

Active coordination, status reporting, and issue resolution.

03

Acceptance

Deliverable review, acceptance or punchlist creation.

04

Closeout

Final deliverables, final invoice, and archival.

Potential legal and financial risks

Payment delay: Late fees apply

Scope dispute: Contract claims possible

Breach: Termination rights triggered

Liability: Indemnity exposures exist

Data breach: Regulatory consequences

Invalid signature: Enforceability risk

eSignature pricing snapshot for contract execution

Compare starting prices and basic feature availability; signNow is listed first per standard comparisons. Confirm vendor plan details before purchasing.

	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

Real-world examples of similar agreements in use

Project Coordinator Agreements are used across small and enterprise organizations to centralize responsibility and speed approvals.

Optica Ventures — COO

A small investment firm standardized coordinator agreements to streamline onboarding and approvals.

The approach centralized signatures and reduced back-and-forth.
By standardizing forms and capturing signatures electronically, the firm shortened ramp time and reduced errors while preserving audit records for investor reviews.

Martin Properties — Founder

A regional real estate operator used the agreement to coordinate contractors and vendors.

The agreement tied payments to clear milestones.
This reduced disputes, ensured timely closeout of projects, and provided a single signed record used for final inspections and lender reporting.

Practical tips for accurate and efficient completion

Implement consistent habits and checks to reduce errors, accelerate approvals, and preserve enforceability.

Use a single authoritative template

Maintain one controlled template in your document library and update it centrally. This avoids clause drift and ensures consistent application of payment, IP, and liability terms across projects.

Require full legal names and titles

Confirm signer authority and include printed name and title lines. For corporate signers, attach evidence of authorization when value or risk warrants.

Link milestones to invoices

Reference specific deliverables and acceptance criteria in invoicing rules to reduce payment disputes and speed collections.

Keep an audit trail

Retain signed copies, timestamps, IP logs, and access records to support enforcement and comply with regulatory recordkeeping requirements.

Frequently asked questions about Project Coordinator Agreements

Answers to typical questions about execution, enforceability, and post-signature recordkeeping for project coordinator agreements.

Need help? Contact support

Can this agreement be e-signed?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and state UETA statutes where adopted, provided intent, consent, attribution, and retention requirements are met.
When is notarization required?
Notarization is rarely required for service contracts but may be requested to strengthen evidence of execution. Real estate or local government transactions may still require notarized signatures.
Who should sign the agreement?
An authorized representative of each contracting entity should sign. For corporations, that typically means an officer or someone with delegated signing authority; attach authorization if unclear.
What if a party wants changes?
Track and document all negotiated changes in writing; execute amendments with the same formalities as the original agreement to ensure enforceability.
How long should we keep the signed file?
Retain executed agreements for the active term plus a minimum of three to seven years depending on audit, tax, and industry obligations; HIPAA and SEC record rules may require longer retention.
Is a typed name sufficient as a signature?
A typed name can constitute a valid electronic signature if the signing process captures intent, attribution, and an audit trail that meets ESIGN/UETA criteria; consumer-facing records may require a consent disclosure.

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