Can the checklist be signed electronically?

Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws where adopted, provided intent, consent, attribution, and record retention requirements are met.

Is notarization required for every checklist?

Not usually. Notarization is only required when the underlying legal instrument demands it (for example, deeds or powers of attorney). Check state rules for notarization requirements for specific document types.

Who must sign the completed checklist?

Signers should be designated by policy: typically the project executive, compliance officer, or other authorized signatory with delegated authority to bind the organization.

How do I correct an error after signing?

Create a new version or an amendment that references the original checklist. Both versions should be retained; do not alter the signed original to preserve the audit trail and prevent disputes.

How long must I keep completed checklists?

Retention depends on the document's purpose: federal tax records three years (IRC §6501(a)), HIPAA-related records six years (45 CFR §164.530(j)), and project or grant-specific terms may require longer.

What causes a checklist to be rejected?

Common reasons include missing required attachments, mismatched project IDs, unsigned required fields, or a signer lacking proper authority; addressing these up front reduces rejections.

Electronic Signature
Templates
Miscellaneous
Project Determination Checklist

Project Determination Checklist

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

Project Determination Checklist and Agreement

This Project Determination Checklist and Agreement is entered into by and between Client Name: and Contractor Name: . Agreement Date:

Recitals

WHEREAS, the Client proposes to undertake the project identified as Project Title: (Project ID: ), which requires a formal determination of scope, regulatory requirements, schedule, funding, and risk allocation; and

WHEREAS, the Contractor has the experience and capacity to evaluate the Project and provide determinations, recommendations and related services as described in this Checklist and Agreement; and

NOW, THEREFORE, in consideration of the mutual covenants set forth herein, the parties agree as follows.

Project Determination Checklist

Complete the items below to record determinations relevant to the Project. Check each applicable box and provide required detail.

Classification

New construction Renovation/Alteration Study/Assessment

Estimated Total Project Cost Estimated Timeline Funding Source Permits / Approvals Required

Yes No

Environmental Review Required

Yes No

Primary Stakeholders Key Risks Identified Attachments Included

Scope documents Drawings / Plans Cost estimate

Scope of Work

Describe the Contractor's responsibilities for evaluation, determinations, deliverables, and any exclusions. Include milestones, deliverables and acceptance criteria.

Payment Terms

Base Fee (Total agreed compensation):

Payment Schedule and Milestones

Late Payment Penalty: . Invoices are due within days of invoice receipt.

Term and Termination

Term Commencement Date: Anticipated Completion Date: .

Either party may terminate for cause upon material breach if the breaching party fails to cure within days after written notice. Termination for convenience requires days' advance written notice.

Confidentiality

The parties acknowledge that during performance they may obtain Confidential Information. "Confidential Information" means non-public information disclosed in oral, written or electronic form. The receiving party shall (a) protect Confidential Information with at least the same degree of care it uses to protect its own confidential information but no less than reasonable care; (b) use Confidential Information solely to perform obligations under this Agreement; and (c) not disclose Confidential Information to third parties except to employees, contractors or professional advisors who have a need to know and are bound by confidentiality obligations no less restrictive than those set forth herein. Confidentiality obligations survive termination for a period of three (3) years unless a longer period is required by law.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction specified here: , without regard to conflict-of-law principles.

Entire Agreement

This document, together with any attachments and referenced exhibits, constitutes the entire agreement between the parties with respect to the Project and supersedes all prior and contemporaneous understandings, proposals and agreements, whether written or oral. Any amendment must be in writing and signed by both parties.

Certifications and Acknowledgements

By signing below, the signatories certify that they are authorized representatives of their respective parties, have read and understood the determinations and terms contained herein, and agree to perform their obligations in good faith.

Authorized Representative for Client Printed Name:

Authorized Representative for Contractor Printed Name:

Client Printed Name:

By:

Date:

Contractor Printed Name:

By:

Date:

What the Project Determination Checklist Is and when it's used

A Project Determination Checklist is a structured form used to record the factual basis and approvals for a project-level decision, such as scope, regulatory classification, funding eligibility, or environmental review. It groups key facts, decision criteria, supporting evidence, assigned reviewers, and signatures so that an auditable record exists for project start, change requests, or closeout. Organizations use this checklist to ensure consistent decisions, reduce rework, and preserve documentary proof for internal auditors, funding agencies, or regulators across the project lifecycle.

Why a formal checklist matters for project decisions

A standardized Project Determination Checklist reduces ambiguity, documents the factual basis for decisions, and creates an evidence trail useful for audits, dispute resolution, and regulatory review. It helps assign responsibility and timelines while reducing the likelihood of inconsistent or undocumented determinations.

Who typically completes and reviews this checklist

Multiple roles contribute: owners capture facts, reviewers verify criteria, and authorized signatories approve the final determination.

Project Manager — Compiles facts, schedules review, and ensures attachments are included.
Compliance Officer — Verifies regulatory criteria and documents required permits or approvals.
Contract/Procurement Lead — Confirms budget, vendor responsibility, and contract impacts.

Use role-based routing so each discipline reviews only the fields relevant to their authority and expertise.

Step-by-step process to complete the checklist

Follow this sequence to gather facts, reach a determination, record approvals, and file the completed checklist.

01

Gather Documents: Collect contracts, specs, quotes, and regulatory forms.
02

Assess Criteria: Evaluate the project against the checklist decision points.
03

Record Findings: Complete fields, attach evidence, and note rationale.
04

Approve and File: Obtain required signatures and route to retention storage.

Essential elements of a professional Project Determination Checklist

A well-designed checklist includes clear criteria, required evidence, signer controls, and versioned records to support governance and auditability.

Decision Criteria

Concise, numbered criteria that map directly to evidence fields so reviewers can verify compliance without free-form interpretation.

Standardized Fields

Consistent field names and dropdown options reduce data entry errors and enable automated filtering and reporting across projects.

Mandatory Attachments

Specify required documents by determination type (e.g., permits, cost estimates) and prevent submission until attachments are present.

Reviewer Workflow

Role-based routing with sequential or parallel approvals ensures the right stakeholders review and sign in the required order.

Signature Audit Trail

Capture signer identity, timestamp, and IP or authentication method for enforceable records and dispute resolution.

Version Control

Retain previous checklist versions and change logs so auditors can trace how and why determinations evolved over time.

Security, compliance and record guarantees to include

In-transit Encryption: TLS 1.2/1.3

At-rest Encryption: AES-256

Audit Logging: Detailed action trail

HIPAA Support: BAA available

ESIGN/UETA Validity: Legal e-sign compliance

21 CFR Part 11: Available for regulated records

Key risks and consequences of an incorrect checklist

Regulatory Delay: Permits or funding may be delayed

Contract Dispute: Contractor claims or change orders

Financial Exposure: Denied reimbursement or cost overruns

Audit Findings: Nonconformances on inspection

Rework Costs: Repeat assessments and corrections

Legal Liability: Potential litigation risk

Common mistakes teams make when preparing the checklist

Incomplete evidence: submitting a determination without required permits or technical memos creates rework and often results in reviewer rejection or delay.
Vague rationale: entries that say 'meets requirements' without referencing specific criteria or supporting documents make the determination hard to defend in audits.
Incorrect dates or IDs: mismatched project IDs, effective dates, or invoice numbers break automated workflows and can trigger duplicate records or lost approvals.
Missing authority: allowing a reviewer without signature authority to approve a determination leads to nonbinding approvals and possible contract disputes.

Where completed checklists should be routed

Route the final signed checklist to relevant internal systems and external recipients depending on the determination type and contractual obligations.

Project Management Office: Primary repository for program records and version control.
Procurement/Contracts: Supports purchase orders and vendor approvals.
Regulatory Filing: Submit when an external agency requires documentation.
Finance/Grants: Attach to invoices or funding reimbursement requests.

Suggested electronic workflow configuration for online completion

Configure the digital workflow to enforce required fields, automate routing, and record an auditable signature trail.

Field	Configuration
Authentication	Email link + optional SMS code
Auto-Routing	Sequential approvals by role
Conditional Fields	Show fields only when relevant
Attachments	Require PDF uploads before submit

Digital signing and file format requirements

Ensure the eSignature platform supports necessary authentication, formats, and integrations before using it for project determinations.

File Formats: PDF and DOCX accepted
Integrations: Connect to Salesforce, NetSuite, Google Workspace
Authentication Options: Email, SMS code, or advanced methods

Confirm the platform's compliance posture (ESIGN/UETA, HIPAA, 21 CFR Part 11 as needed) and retention capabilities for long-term storage.

Typical internal deadlines and processing time expectations

Set clear deadlines for each review stage and communicate expected turnaround times to avoid approval bottlenecks.

Initial Submission:

Submit checklist at least 10 business days before decision deadline.

Reviewer Response:

Allow 5–7 business days per reviewer for technical evaluation.

Final Approval:

Allow 2–3 business days for signatory approval after reviewers finish.

Regulatory Filing Window:

Follow external agency timelines; file as required by permit conditions.

Record Entry:

Store the signed checklist in the authoritative repository within 3 business days.

Illustrative examples of checklist use in practice

Real organizations use project determination checklists to accelerate approvals and preserve audit-ready records.

Martin Properties — Tim Martin

Tim's small real estate firm moved lease and sale determinations online to avoid in-person signings.

The site workflow shortened turnaround.
By standardizing evidence fields and using secure electronic signatures, the firm reduced processing time and ensured consistent documentation across mobile and desktop signings.

BIS — Dan Rotelli

BIS selected a cloud signing workflow to centralize vendor approvals and maintain SOC 2–level controls.

Audit trails captured each decision.
Centralized, auditable checklists allowed the company to demonstrate consistent decision logic during vendor and internal compliance reviews, simplifying auditors' requests.

Who is authorized to sign and their responsibilities

Project Executive

Designated senior manager responsible for financial and strategic approval. Confirms the checklist aligns with funding, scope, and organizational policy before providing signature authority.

Compliance Officer

Responsible for regulatory and contractual compliance verification. Signs to confirm required permits, consent, or legal review have been completed and documented.

Key milestones from initiation to filed record

Use these milestones to coordinate evidence collection, review cycles, approvals, and final archival.

01

Submission Received

Checklist and attachments uploaded; intake validation performed.

02

Technical Review

Subject-matter reviewers verify supporting evidence and comment.

03

Final Approval

Authorized signatories provide signatures and formal determination.

04

Archival & Access

Signed record is stored in the official repository with retention metadata.

Comparison of common eSignature providers for checklist signing

Platform pricing and feature availability vary; choose a vendor that matches your authentication, integration, and compliance needs.

	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 promotion	Varies by promotion	Varies by promotion	Varies by promotion
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	Varies	Varies

Practical tips for accurate and efficient completion

Adopt these practices to reduce review cycles and strengthen the checklist's evidentiary value.

Define required evidence clearly

List exact documents required for each determination type so submitters know what to attach and reviewers can verify consistently, reducing back-and-forth requests.

Use dropdowns and conditional fields

Restrict free-text where possible and enable conditional fields so users only see and complete fields relevant to the chosen determination.

Record rationale succinctly

Require a short, cited rationale that links findings to specific checklist criteria and attached evidence for audit clarity.

Retain an immutable audit trail

Store signed PDFs with signature certificates and metadata (who, when, how authenticated) to support compliance and dispute resolution.

Frequently asked questions about using the Project Determination Checklist

Answers to common questions about validity, signatures, notarization, revisions, and storage for checklists used in U.S. projects.

Need help? Contact support

Can the checklist be signed electronically?
Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws where adopted, provided intent, consent, attribution, and record retention requirements are met.
Is notarization required for every checklist?
Not usually. Notarization is only required when the underlying legal instrument demands it (for example, deeds or powers of attorney). Check state rules for notarization requirements for specific document types.
Who must sign the completed checklist?
Signers should be designated by policy: typically the project executive, compliance officer, or other authorized signatory with delegated authority to bind the organization.
How do I correct an error after signing?
Create a new version or an amendment that references the original checklist. Both versions should be retained; do not alter the signed original to preserve the audit trail and prevent disputes.
How long must I keep completed checklists?
Retention depends on the document's purpose: federal tax records three years (IRC §6501(a)), HIPAA-related records six years (45 CFR §164.530(j)), and project or grant-specific terms may require longer.
What causes a checklist to be rejected?
Common reasons include missing required attachments, mismatched project IDs, unsigned required fields, or a signer lacking proper authority; addressing these up front reduces rejections.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now