Can this form be e-signed?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and accurate record retention are met.

Is notarization always required?

Not necessarily. Notarization depends on jurisdiction and content; certain states or agencies may require a notarized acknowledgement before the form is accepted.

Who should sign the form?

Authorized signatories with legal authority to bind each party should sign; list full name, title, and the entity they represent to avoid later challenges.

How do I correct a signed form?

Create an amendment or correction addendum signed by all original signers. Avoid handwritten edits on a fully executed digital copy without re-approval.

How can a form be revoked?

Revocation requires written notice from the party with authority and may require a new declaration; specify revocation procedures in the document or governing policy.

How long must I keep signed forms?

Retain based on project lifecycle and applicable law: at least 3 years generally, 6 years for HIPAA-related records, and longer if state or industry rules require it.

Electronic Signature
Templates
Miscellaneous
Project Declaration Form

Project Declaration Form

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

Project Declaration Form

Parties and Effective Date

Effective Date:

Client Name Client Address Service Provider / Contractor Name Service Provider Address

Recitals

WHEREAS, the Client has identified the need for the project described in this declaration and seeks to engage the Service Provider to perform the services necessary to complete the project in accordance with the terms set forth herein;

WHEREAS, the Service Provider represents that it possesses the experience, personnel, and capacity to perform the Scope of Work described in this form and agrees to perform such work under the Payment Terms, Term and Termination provisions, and Confidentiality obligations herein;

NOW, THEREFORE, the parties declare and agree as follows.

Project Identification

Project Title Project Location

Anticipated Start Date: Anticipated End Date:

Scope of Work

Describe the work, deliverables, and performance standards the Service Provider will deliver. Include measurable milestones, acceptance criteria, and any specific technical or regulatory requirements.

Payment Terms

Total Project Budget: $

Deposit / Initial Payment Payment Schedule (milestones)

Late Payment Fee: . Fees accrue on unpaid balances after thirty (30) days unless otherwise agreed in writing.

Term and Termination

Term Commencement: This declaration commences on the Anticipated Start Date identified above and continues until completion of the Scope of Work unless earlier terminated as provided below.

Either party may terminate this declaration for convenience upon providing written notice to the other party not less than days prior to the intended termination date. Termination for cause may be effected immediately upon written notice if a material breach is not cured within thirty (30) days of written notice specifying the breach.

Confidentiality

Each party shall maintain as confidential all nonpublic information disclosed by the other party that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. Confidential information shall not be used except to perform obligations under this declaration and shall not be disclosed to third parties except to employees, agents, or subcontractors with a need to know and subject to written obligations of confidentiality no less restrictive than those set forth herein. The obligations of confidentiality survive termination for a period of three (3) years.

Representations and Certifications

Each party represents that the individual signing below is authorized to bind the party. The Client certifies that the information provided in this Project Declaration is true and complete to the best of its knowledge and that it has the authority to authorize the Service Provider to perform the described work.

Governing Law and Entire Agreement

Governing Law: The interpretation and enforcement of this declaration shall be governed by the laws of the state of without regard to its conflict-of-law principles.

Entire Agreement: This declaration, together with any attachments or exhibits executed contemporaneously, constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior and contemporaneous agreements, understandings, and communications, whether written or oral. Any amendment must be in writing and signed by both parties.

Additional Terms or Special Conditions

Attachments: Indicate attachments included with this declaration by checking below.

Scope of Work Exhibit
Payment Schedule Exhibit
Insurance Certificate

Certification of Authority: By signing below, each signatory certifies under penalty of perjury that they are authorized to execute this declaration on behalf of the party for which they sign, that the statements contained herein are accurate, and that they will comply with the terms of this declaration.

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

What the Project Declaration Form Is and When It’s Used

A Project Declaration Form is a formal document that records the initiation, scope, and authorized representatives for a specific project. It typically identifies the project title, objectives, scope boundaries, start and end dates, key deliverables, responsible parties, funding or consideration, and any special conditions or approvals required before work begins. Organizations use this form to create a clear, auditable record of project commitments, align stakeholders on responsibilities, and provide a baseline for change control and compliance audits across procurement, construction, IT, and grant-funded projects.

Why a Project Declaration Form Matters for Control and Compliance

The form reduces ambiguity about project scope, responsibilities, and authority, helping prevent disputes, unapproved work, or scope creep. It also serves as an auditable record for approvals and aligns contractual, financial, and regulatory obligations under applicable law, including electronic execution standards such as the ESIGN Act and UETA.

Who Typically Prepares and Signs This Form

A limited set of roles usually prepares, reviews, and approves a Project Declaration Form before project work begins.

Project Managers and PMO leads who define scope, schedule, and resource assignments for internal control and tracking.
Contractors and subcontractors who acknowledge scope, deliverables, and change-control triggers before mobilization or invoicing.
Project Sponsors and funding authorities who confirm budget, acceptance criteria, and legal authority to proceed.

Use clear role definitions on the form so signatory authority and post-signature responsibilities are documented and enforceable.

Core Sections Every Professional Project Declaration Form Should Include

A complete form structures project information so reviewers can quickly verify authority, scope, schedule, funding, and approval conditions before work begins.

Project Title

Concise project name used consistently in contracts and purchase orders; avoids internal code names that cause cross-referencing errors.

Scope Summary

Clear, measurable deliverables and out-of-scope items so signers know what is included and what will require separate authorization.

Schedule

Start and end dates with key milestones and dependencies to link approvals to project timelines and payment triggers.

Budget / Consideration

Approved funding amount, billing terms, and allocation codes to prevent unauthorized spend and support financial audit trails.

Authorized Signatories

Named individuals, titles, and signature blocks showing who may legally bind each party on project obligations.

Special Conditions

Permits, insurance, compliance items, or acceptance tests required before work proceeds or payments are released.

Step-by-Step: How to Complete and Execute the Form

Follow these sequential steps to complete, approve, and distribute the Project Declaration Form with minimal rework.

01

Draft: Complete project and contact fields with accurate data.
02

Review: Route to legal, finance, and PMO for approval.
03

Sign: Collect signatures in required order and format.
04

Distribute: Share final signed copy to stakeholders and archive.

Where to File or Send the Completed Form

Different recipients may require different delivery methods; confirm destination requirements before signing to avoid re-submission.

Project Records: Upload signed copy to the project document repository or PPM tool.
Finance: Send PDF to accounts payable for budget allocation and payment setup.
Legal: Provide final form for contract file and compliance review.
External Parties: Deliver to contractors or funders in the format they require (PDF or signed e-file).

Configuring an Online Workflow for the Project Declaration Form

Configure fields and routing so approvals flow automatically and copies are archived without manual intervention.

Field	Configuration
Signature Order	Sequential or parallel routing to signers
Authentication Method	Email link, SMS code, or KBA as required
Conditional Fields	Show budget fields only when funding exceeds threshold
Archive Location	Auto-save to project folder or cloud repository

Technical Considerations for eSubmission and Storage

Validate platform capabilities for authentication, audit trails, integrations, and long-term storage before accepting e-signed forms.

Integrations: Salesforce, NetSuite, Google Workspace support
File Types: PDF, DOCX, and exported XML supported
Security: TLS in transit, AES-256 at rest

Ensure chosen platform supports compliance needs (HIPAA or industry-specific) and produces a signed file and audit trail suitable for legal and financial records.

Typical eSignature Vendor Pricing and Feature Comparison

Comparison of common vendor starting prices and feature availability relevant to document execution and compliance; signNow is listed first per platform data.

	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	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Typical Timing and Deadlines Associated with the Form

Establish clear deadlines to avoid project delays; align form submission with procurement, permitting, and mobilization schedules.

Submission Before Start:

Submit and approve before any on-site work or vendor invoicing begins

Internal Review Window:

Allow 10 business days for legal, finance, and PMO review

Notarization Timing:

Complete notarization at execution if required by jurisdiction

Record Filing:

File with agency or archive within 30 days when mandated

Amendment Notice:

Require written amendment and approval before changes take effect

Common Mistakes That Cause Delays or Rejection

Incomplete signatory information or unsigned pages that invalidate approvals and require re-execution.
Mismatched entity names between form and contract documents causing financial or legal hold-ups.
Missing scope exclusions that later lead to disputes about what work was authorized.
Using informal initials or sticky notes instead of full signed exhibits, creating ambiguity in enforcement.

Consequences of an Incorrect or Improperly Executed Form

Enforceability Risk: Contract may be challenged

Cost Overruns: Unapproved work billed

Regulatory Exposure: Fines or permit revocations

Payment Delays: Finance may withhold payments

Contract Disputes: Increased litigation risk

Notary Defects: Signature may be rejected

Essential Data Elements to Capture on the Form

Project Title: Exact legal project name

Parties: Full legal entity names

Scope: Concise deliverables summary

Effective Date: MM/DD/YYYY format

Signatures: Printed name, title, date

Notary: Acknowledgement and seal when required

Representative Use Cases for a Project Declaration Form

Two practical examples show how the form reduces ambiguity in different project contexts.

Construction Mobilization

A contractor submits the form to confirm mobilization scope and safety plan

Project start tied to signed form and permit
The signed declaration prevented scope creep by tying change orders to documented approvals and payment milestones, reducing disputes during billing.

University Research Project

An academic team files the form to document grant-funded scope and data handling

Funding and HIPAA considerations noted
The declaration clarified allowable expenditures, data access controls, and sponsor reporting obligations, simplifying audit preparation and grant closeout.

Frequently Asked Questions About the Project Declaration Form

Answers to common questions about signing, notarization, eSubmission, and what to do if a form needs correction.

Need help? Contact support

Can this form be e-signed?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and accurate record retention are met.
Is notarization always required?
Not necessarily. Notarization depends on jurisdiction and content; certain states or agencies may require a notarized acknowledgement before the form is accepted.
Who should sign the form?
Authorized signatories with legal authority to bind each party should sign; list full name, title, and the entity they represent to avoid later challenges.
How do I correct a signed form?
Create an amendment or correction addendum signed by all original signers. Avoid handwritten edits on a fully executed digital copy without re-approval.
How can a form be revoked?
Revocation requires written notice from the party with authority and may require a new declaration; specify revocation procedures in the document or governing policy.
How long must I keep signed forms?
Retain based on project lifecycle and applicable law: at least 3 years generally, 6 years for HIPAA-related records, and longer if state or industry rules require it.

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