Can a PMA be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent, consent, attribution, and retrievable record retention to meet legal validity. Exceptions like wills and certain court filings may apply.

Is notarization required for enforcement?

Generally no. Most PMAs do not require notarization to be enforceable, but certain jurisdictions or contract types may require notary acknowledgments for recordation or public filing. Use notarization when document execution formalities or state law suggest it.

When is a HIPAA BAA needed?

If the PMA involves protected health information or a service provider acts as a business associate, execute a HIPAA Business Associate Agreement. HIPAA requires covered entities to ensure safeguards and a BAA before PHI exchange (45 CFR parts 160–164).

How are contract changes documented?

Require written change orders signed by authorized representatives that describe scope adjustments, schedule impacts, and cost changes. Specify response times and approval authority to make changes enforceable and to avoid disputes over verbal modifications.

Who can sign on behalf of an organization?

Only persons with corporate authority or written delegation may bind an organization. Verify signatory authority via corporate resolution, officer titles, or procurement delegation documents to prevent challenges to enforceability.

What happens if a party uses an incorrect legal name?

A mismatched legal name can impair enforcement and tax reporting. Correct errors before execution or add confirmatory language noting the signing capacity and entity. For material discrepancies, obtain legal review.

Electronic Signature
Templates
Project Management
Project Management Agreement

Project Management Agreement

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

PROJECT MANAGEMENT AGREEMENT

This Project Management Agreement (the Agreement) is entered into as of by and between Client Name: and Service Provider Name: .

Project Identification

Project Title Project ID Client Contact Service Provider Contact / Project Manager

Recitals and Definitions

The parties intend that the Service Provider will provide project management services described below and that the Client will compensate the Service Provider in accordance with this Agreement. Capitalized terms used in this Agreement shall have the meanings assigned in the text of this Agreement or, if not defined, the ordinary commercial meaning.

Scope of Work

Detailed Scope of Work Out-of-Scope Items

Deliverables and Acceptance

The Service Provider shall deliver the items described below. Each deliverable shall include acceptance criteria and an acceptance period during which the Client may review and either accept or provide written rejection with deficiencies.

Deliverable 1 Description Acceptance Criteria 1 Deliverable 2 Description Acceptance Criteria 2

Timeline and Milestones

Project Start Date: Project End Date:

Milestone 1 Milestone 2

Budget, Fees, and Payments

Total Project Fee Payment Schedule Change Order and Additional Work

The parties agree that no change to the Scope of Work shall be effective unless set forth in a written change order signed by both parties, which identifies the scope change, price adjustment (if any), and revised schedule.

Confidentiality

Each party shall keep confidential all proprietary information of the other party disclosed in connection with this Agreement and shall not disclose such information to any third party except employees, contractors and advisors who have a need to know and who are bound by confidentiality obligations no less protective than those in this Agreement. Confidential information does not include information that is or becomes public through no breach of this Agreement, is independently developed without reference to confidential information, or is rightfully received from a third party without restriction.

Acknowledge confidentiality obligations:

Intellectual Property and Work Product

Unless otherwise agreed in writing, all project deliverables and work product created specifically for the Client under this Agreement shall be considered commissioned work and the exclusive intellectual property of the Client upon full payment of fees. The Service Provider shall retain the right to use general skills, knowledge, and experience acquired in performing the services.

Warranties; Limitation of Liability; Indemnification

The Service Provider warrants that services will be performed in a professional manner consistent with industry standards. EXCEPT FOR THE FOREGOING WARRANTY, NO OTHER WARRANTIES ARE MADE, EXPRESS OR IMPLIED. THE PARTIES AGREE THAT IN NO EVENT SHALL EITHER PARTY'S AGGREGATE LIABILITY ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT EXCEED THE TOTAL AMOUNT PAID OR PAYABLE TO THE SERVICE PROVIDER UNDER THIS AGREEMENT, EXCEPT FOR LIABILITY ARISING FROM GROSS NEGLIGENCE, WILLFUL MISCONDUCT, OR BREACH OF CONFIDENTIALITY. Each party shall indemnify the other against third-party claims arising from its negligence or willful misconduct.

Term, Termination, and Suspension

This Agreement commences on the Effective Date and continues until the completion of the Scope of Work unless earlier terminated as provided herein. Either party may terminate for cause upon written notice describing the breach and providing days to cure. Client may suspend services for convenience upon written notice; fees for work performed prior to suspension shall be due immediately.

Governing Law and Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles. The parties shall first attempt to resolve disputes in good faith through senior management discussions prior to pursuing litigation.

Notices

All notices under this Agreement must be in writing and delivered to the contact provided below for each party.

Client Notice Address Service Provider Notice Address

General Provisions

This Agreement constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior negotiations and proposals. Amendments to this Agreement must be in writing and signed by authorized representatives of both parties. If any provision is held unenforceable, the remaining provisions remain in full force and effect. This Agreement may be executed in counterparts and by electronic signature, each of which shall be deemed an original and all of which together shall constitute one instrument.

Client Name (Printed):

By:

Date:

Service Provider Name (Printed):

By:

Date:

What a Project Management Agreement Covers

Project Management Agreement (PMA) is a written contract that defines the scope, deliverables, schedule, responsibilities, payment terms, change control, and acceptance criteria between a client and a project manager or contractor. It allocates risk, establishes reporting and governance, and specifies remedies for breach. A PMA typically covers communication protocols, milestone payments, resource commitments, intellectual property ownership, confidentiality, and termination provisions. For projects subject to regulated data (for example, healthcare or finance), addenda addressing privacy, data handling, and applicable consent or compliance requirements should be attached.

Why a Clear PMA Matters for Project Outcomes

Use a Project Management Agreement to set clear expectations, limit scope creep, and create enforceable obligations for timelines, payments, and deliverables. A well-drafted PMA reduces disputes, clarifies change-order processes, and supports contract enforcement if performance or payment issues arise.

Who Typically Prepares and Signs a PMA

Project stakeholders who commonly prepare, review, or sign Project Management Agreements include private clients, project managers, contractors, and in-house legal or procurement teams.

Clients and owners who define project requirements, budgets, and acceptance criteria for deliverables.
Project managers or prime contractors responsible for execution, reporting, and subcontractor coordination.
Legal, procurement, and finance teams that review risk allocation, payment terms, and change management.

Tailor roles and authority lines so signatory names and approval thresholds match company delegation and procurement policies.

Step-by-step: complete and execute the agreement

Follow these sequential steps to complete a Project Management Agreement accurately, confirm signatory authority, and prepare attachments for execution.

01

Prepare Document: Collect scope, schedule, budget, and contract exhibits.
02

Review Terms: Legal and finance should verify risk allocation.
03

Obtain Signatures: Ensure authorized representatives sign and date the form.
04

Distribute Copies: Save executed copies to contract repository and notify stakeholders.

Core parts to include in a professional PMA

A professional Project Management Agreement organizes responsibilities, schedules, payment structure, intellectual property allocation, change control, and dispute-resolution clauses to enable predictable project delivery and clear enforcement.

Scope

Define specific tasks, deliverables, acceptance criteria, and excluded work. Use exhibits or SOW attachments for technical details and performance standards to avoid scope disputes.

Schedule

List milestone dates, delivery windows, dependencies, critical path assumptions, and any liquidated damages or milestone-based payments tied to completion. Include reporting cadence and approval windows to minimize schedule delays.

Payment

Specify pricing model (fixed price, time-and-materials), invoicing schedule, retainage, reimbursement rules, acceptable expenses, and remedies for late payments including interest rates.

Change Control

Describe how changes are requested, evaluated, approved, priced, and scheduled. Include response times and escalation steps to limit scope creep and billing disagreements.

IP & Deliverables

State ownership of work product, licensing terms, third-party components, and final deliverable formats. Clarify developer obligations for source code or documentation handover.

Termination

Set termination rights for convenience and for cause, notice periods, cure opportunities, and post-termination obligations such as final deliverables and final payments.

Key security and compliance controls to document

Encryption: TLS 1.2/1.3; AES-256 at rest.

Audit Trail: Comprehensive timestamped action log.

HIPAA BAA: Available with signed BAA on request.

Access Controls: Role-based permissions and SSO.

Certifications: SOC 2 Type II; ISO 27001.

Authentication: Multi-factor and SMS/email verification.

Common preparation mistakes to avoid

Unclear scope that omits specific deliverables or acceptance criteria, leading to disputes over whether work meets contract requirements.
Vague payment triggers and missing milestone definitions cause late payments, conflicting invoices, and cash-flow problems for contractors.
Failing to document change orders formally leads to unauthorized work, scope creep, and billing disagreements between client and contractor.
Assigning IP without clear language or omitting deliverable formats causes rework and legal uncertainty about ownership of project outputs.

Consequences of errors or missing provisions

Breach Liability: Compensatory and consequential damages.

Delay Exposure: Liquidated damages or lost revenue.

Payment Withholding: Contractor may stop work.

Termination Costs: Early termination fees possible.

Legal Fees: Litigation and arbitration costs.

Tax Reporting: Payment classification impacts taxes.

Recommended online workflow settings

Configure the online workflow to match approval levels, authentication requirements, and version control for the Project Management Agreement.

Field	Configuration
Signature Type	Electronic signature with audit trail
Signer Authentication	Email link, SMS OTP, or KBA
Signing Order	Sequential or parallel signer flow
Templates	Reusable SOW and payment schedule templates

How electronic execution typically works

Typical e-signing workflow for a Project Management Agreement from upload to completed record and audit capture.

Upload: Upload final agreement PDF or DOCX.
Place Fields: Insert signature, date, and initial fields.
Send: Send to signers by email or link with authentication.
Complete: Capture signatures, timestamp, and deliver final copies.

Platform capabilities to verify before e-execution

Choose a signing platform that supports secure audit trails, integrations with your contract repository, and the authentication strength your project requires.

Integrations: Salesforce, NetSuite, Google Workspace.
File Formats: PDF, DOCX, HTML supported.
Authentication: Email, SMS OTP, SSO, MFA.

Timing and deadline considerations

Key timing considerations for a Project Management Agreement including effective date, milestones, notice periods, and retention triggers.

Effective Date Entry:

Determine when obligations and liabilities begin.

Milestone Deadlines:

List specific completion dates and acceptance windows.

Payment Due Dates:

Tie invoices to milestones and set net terms.

Change Request Timelines:

Specify response windows for proposed changes.

Notice Periods:

Define cure windows and termination notice lengths.

Vendor pricing and feature comparison for e-signature

Comparison of typical vendor pricing and features relevant to executing Project Management Agreements and e-signature workflows.

	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 trial	Yes	Yes	Yes	Yes
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about PMA execution and e-signatures

Answers to frequent questions about executing, signing, and enforcing Project Management Agreements, including e-signature and compliance concerns.

Need help? Contact support

Can a PMA be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent, consent, attribution, and retrievable record retention to meet legal validity. Exceptions like wills and certain court filings may apply.
Is notarization required for enforcement?
Generally no. Most PMAs do not require notarization to be enforceable, but certain jurisdictions or contract types may require notary acknowledgments for recordation or public filing. Use notarization when document execution formalities or state law suggest it.
When is a HIPAA BAA needed?
If the PMA involves protected health information or a service provider acts as a business associate, execute a HIPAA Business Associate Agreement. HIPAA requires covered entities to ensure safeguards and a BAA before PHI exchange (45 CFR parts 160–164).
How are contract changes documented?
Require written change orders signed by authorized representatives that describe scope adjustments, schedule impacts, and cost changes. Specify response times and approval authority to make changes enforceable and to avoid disputes over verbal modifications.
Who can sign on behalf of an organization?
Only persons with corporate authority or written delegation may bind an organization. Verify signatory authority via corporate resolution, officer titles, or procurement delegation documents to prevent challenges to enforceability.
What happens if a party uses an incorrect legal name?
A mismatched legal name can impair enforcement and tax reporting. Correct errors before execution or add confirmatory language noting the signing capacity and entity. For material discrepancies, obtain legal review.

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