Can the approval be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure intent, consent, attribution, and record retention are satisfied.

When is notarization required?

Notarization is only needed when the underlying transaction or state law requires it. Check the document type and state rules before adding notarization steps.

What if a signer’s name doesn’t match records?

Mismatched names can complicate attribution. Require printed name, role, and an authentication method or attach identification to reduce disputes.

How long should I retain signed approvals?

Follow applicable retention rules: IRS minimums (IRC §6501(a)), HIPAA where relevant (45 CFR §164.530(j)), and your internal records schedule or legal counsel advice.

Are witness signatures needed?

Witness requirements vary by state and document type. Most internal approvals do not need witnesses; consult local notary statutes for legal instruments.

What to do if an approver rejects changes?

Record the rejection with rationale, revise the draft, and route a new version. Maintain version history and audit trail to support later disputes.

Electronic Signature
Templates
Miscellaneous
Project Draft Approval

Project Draft Approval

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

PROJECT DRAFT APPROVAL

This Project Draft Approval is made and entered into by and between Approving Party: and Submitting Party: .

WHEREAS

WHEREAS, Submitting Party has prepared a draft deliverable for the project identified below and requests formal approval to proceed to finalization and execution of subsequent project phases; and

WHEREAS, Approving Party has reviewed the draft and requires formal documentation of approval, conditional approval, or rejection, including any required revisions, so that Submitting Party may proceed in accordance with agreed schedules and payment terms.

WHEREAS, the parties desire to record the scope, conditions, payment terms, confidentiality obligations, and governing law applicable to this approval.

Project Information

Project Name Project Number / Reference Draft Version Date Submitted for Approval

Scope of Work

The parties agree that the draft deliverable submitted for approval comprises the work described below. Approval below authorizes the Submitting Party to proceed with finalization limited to the scope and conditions expressly stated.

Approval Decision

Decision (check one):

Approve as submitted — Submitting Party may finalize deliverable without substantive changes.

Approve with required revisions — approval is conditional upon completion of revisions described below.

Reject — deliverable not approved for further work until materially revised and resubmitted.

If conditional approval or revisions required, describe required revisions

Payment Terms

The parties agree the following payment terms are applicable to work associated with this draft and any subsequent authorized deliverables.

Total Amount Payable Payment Schedule Late Payment Fee

Term and Termination

This approval takes effect on the Effective Date set forth below and remains in force through the completion of the approved deliverable unless earlier terminated in accordance with this section.

Effective (Start) Date Estimated End Date Notice Period for Termination

Either party may terminate this approval for material breach by the other party if the breaching party fails to cure the breach within the notice period above following written notice specifying the breach.

Confidentiality

All non-public information exchanged in connection with the draft and this approval shall be treated as Confidential Information. Each party shall (a) use Confidential Information solely to perform its obligations under this approval, (b) restrict disclosure to employees and agents having a need to know, and (c) exercise at least the same degree of care to protect Confidential Information as it uses for its own confidential materials, but in no event less than reasonable care. Confidential Information excludes information that is publicly known through no breach by the receiving party or that is required to be disclosed by law, provided notice is given to the disclosing party where permissible.

Approving Party and Submitting Party acknowledge and agree to the confidentiality obligations above.

Governing Law

This Project Draft Approval shall be governed by and construed in accordance with the laws of the state identified below, without regard to conflict of law principles. The parties submit to the exclusive jurisdiction of the state and federal courts located in that state for any dispute arising out of or relating to this approval.

Governing Law State

Entire Agreement

This document constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior written or oral agreements and understandings related to the draft. Any amendment must be in writing and signed by authorized representatives of both parties.

Attachments / Referenced Documents

By signing below, each party represents and warrants that the person signing is duly authorized to bind the party, and that the party accepts the terms and conditions set forth in this Project Draft Approval.

Approving Party

Printed Name:

By:

Date:

Submitting Party

Printed Name:

By:

Date:

What a Project Draft Approval Is and When It’s Used

A Project Draft Approval is a formal written record that documents review, required changes, and authorization to proceed from designated stakeholders before a project advances into execution or procurement phases. It captures project identifiers, scope, budget estimates, review comments, and signatory approvals so organizations can enforce version control, demonstrate authorization, and meet audit or compliance obligations under applicable electronic signature laws.

Why a Clear Project Draft Approval Matters

A well‑prepared Project Draft Approval centralizes decision points, reduces rework, establishes accountability, and creates an auditable record of stakeholder consent. Using electronic signatures supported by ESIGN (15 U.S.C. ch. 96) or state UETA frameworks preserves legal validity and simplifies distribution without changing substantive approval requirements.

Who Typically Prepares and Signs a Project Draft Approval

Ensure each signatory is authorized to approve the items listed, and record their role to avoid later disputes.

Project managers and PMO staff who compile scope and routing details for approval
Functional stakeholders (engineering, procurement, finance) who review technical and budget items
Senior approvers or executives who sign to authorize funding and schedule changes

Key Elements to Include in a Professional Project Draft Approval

A comprehensive Project Draft Approval groups essential metadata, scope details, decision items, version history, clear signature blocks, and routing instructions so reviewers can act quickly and records remain auditable.

Header

Project name, unique identifier, draft version, and document date to ensure correct version control across reviewers.

Scope

Concise description of deliverables, milestones, exclusions, and acceptance criteria so approvers know exactly what they are authorizing.

Budget

Estimated costs and funding source lines with approvals required for any change above specified thresholds.

Review Notes

Consolidated reviewer comments, required corrective actions, and disposition of each open item for tracking resolution.

Signatures

Designated signature blocks listing role, printed name, date, and contact; indicate whether eSign or physical signature is acceptable.

Routing

Approval order, escalation path, and final filing destination (contract repository or PMO archive) with responsible party names.

Required Fields and Data Elements

Project Title: Unique project name

Project ID: Internal tracking code

Draft Version: Version number/date

Budget Estimate: Amount and currency

Approver Role: Role, not just name

Signature Date: MM/DD/YYYY format

Step-by-Step: Completing the Project Draft Approval

Follow these steps to prepare, route, and finalize a Project Draft Approval efficiently and with a clear audit trail.

01

Prepare Draft: Populate header, scope, budget, and reviewers.
02

Assign Reviewers: Add required approvers and set signing order.
03

Collect Approvals: Route for signatures and track responses.
04

Finalize Record: Store final PDF with audit log and version history.

Configuring an Online Approval Workflow

When converting the form to an online workflow, define fields, authentication, routing logic, and final storage to match internal controls and compliance needs.

Field	Configuration
Signature Order	Sequential or parallel routing
Authentication Method	Email link, SMS code, or stronger
Conditional Fields	Show fields only when relevant
Final Storage	PMO repository or contract management

Where to File and How to Submit a Completed Approval

A clear submission path reduces retrieval time and supports auditability; designate repository, distribution list, and responsible records owner up front.

Project Repository: Save final signed PDF in PMO or contract system
Email Distribution: Send copies to stakeholders and document owner
Internal Records: Upload to shared drive with restricted access
Audit Log: Ensure audit trail accompanies the stored file

Technical Considerations for Digital Approval and Distribution

Match platform capabilities to your security policy and records retention rules; verify encryption and audit capabilities before production use.

Supported Formats: PDF, DOCX, and editable templates
Authentication: Email, SMS, or multi-factor options
Integrations: CRM, contract system, cloud storage

Typical Timelines and Expected Processing Windows

Set clear deadlines in the approval form so reviewers understand expected response times and escalation steps for overdue reviews.

Draft Submission Deadline:

Submit initial draft at least 10 business days before start

Review Period:

Allow 3–5 business days per reviewer

Approval Effective Date:

Date the final approver signs; controls when work may begin

Amendment Window:

7 calendar days to submit corrections after signature

Record Retention Start:

Begins on final approval date

Common Mistakes to Avoid When Preparing the Approval

Missing or ambiguous scope descriptions that create downstream disputes and rework
Not including a clear approval order, causing parallel sign-offs to stall progress
Failing to list approver roles and authority, leading to rejected approvals later
Storing signed copies without the audit trail, undermining evidentiary value of signatures

Risks and Consequences of an Incorrect or Incomplete Approval

Project Delays: Missed milestones

Cost Overruns: Unapproved spend increases

Contract Exposure: Unauthorized commitments

Audit Findings: Noncompliance noted

Regulatory Risk: Industry-specific violations

Rescission: Approvals later invalidated

How Organizations Use Project Draft Approvals in Practice

Real customers report faster routing, improved compliance evidence, and easier auditing after digitizing approvals.

Martin Properties

Small property manager digitized approvals to avoid in-person signatures

Resulted in consistent, auditable approvals
"I can process and execute all of these documents online with 100% compliance and built-in security," said Tim Martin, Founder, Martin Properties.

Tech Data

Large IT distributor standardized approvals across teams

Streamlined internal and external signoffs
Bob Dutkowsky, CEO, reported improved internal and external customer service and faster revenue recognition.

Frequently Asked Questions and Troubleshooting

Answers to common questions about eSigning, legal enforceability, retention, and practical errors when using Project Draft Approvals.

Need help? Contact support

Can the approval be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure intent, consent, attribution, and record retention are satisfied.
When is notarization required?
Notarization is only needed when the underlying transaction or state law requires it. Check the document type and state rules before adding notarization steps.
What if a signer’s name doesn’t match records?
Mismatched names can complicate attribution. Require printed name, role, and an authentication method or attach identification to reduce disputes.
How long should I retain signed approvals?
Follow applicable retention rules: IRS minimums (IRC §6501(a)), HIPAA where relevant (45 CFR §164.530(j)), and your internal records schedule or legal counsel advice.
Are witness signatures needed?
Witness requirements vary by state and document type. Most internal approvals do not need witnesses; consult local notary statutes for legal instruments.
What to do if an approver rejects changes?
Record the rejection with rationale, revise the draft, and route a new version. Maintain version history and audit trail to support later disputes.

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