Can this form be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted by most states), electronic signatures are legally valid for most architectural and project management requests. Confirm exceptions such as wills, certain court filings, and specific real estate conveyances.

Are notarization or witnesses required?

Notarization and witness requirements vary by state and document type. Some deeds and power-of-attorney forms need witnesses or notarization. Where available, Remote Online Notarization (RON) is an option; verify state notary commission rules before using RON.

How long must records be retained?

Retention depends on record type: IRS generally requires three years (IRC §6501(a)); HIPAA mandates six years (45 CFR §164.530(j)); construction and contract records are commonly kept seven years for claims. Follow applicable federal, state, and contract requirements.

What authentication should signers use?

Match authentication to risk: email verification for low-risk approvals, SMS or KBA for higher risk, and stronger methods for regulated workflows (HIPAA or 21 CFR Part 11). Record the method and identity evidence in the audit trail.

Can I revise a submitted request?

Yes. Submit an amendment or a new request that references the original ID and lists revisions. Preserve the original signed record, add a dated revision history, and obtain fresh approvals for material changes.

Does eSigning meet healthcare requirements?

Electronic signatures are usable in healthcare with appropriate safeguards: a Business Associate Agreement if PHI is involved, protected storage, detailed audit trails, and retention consistent with HIPAA (45 CFR §164.530(j)). Check institutional policies before eSubmission.

Electronic Signature
Templates
Project Management
Project Management Architectural Request

Project Management Architectural Request

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

PROJECT MANAGEMENT ARCHITECTURAL REQUEST

Project Identification

Project Title Project ID

Client Name: Client Contact:

Project Manager: Request Originator:

Request Date: Priority: High Medium Low

Site / Building Address

Scope of Work

Description of requested architectural services. This description must define the extent of design, documentation, and coordination required by the project. Provide detailed functional and performance expectations.

Specific Out-of-Scope Items

Deliverables & Acceptance Criteria

Deliverable 1 Title:

Deliverable 1 Acceptance Criteria

Deliverable 2 Title:

Deliverable 2 Acceptance Criteria

Additional deliverables or notes:

Timeline & Milestones

Proposed Project Start Date: Proposed Project End Date:

Key Milestones (title and target date)

Budget & Payment

Estimated Total Fee: $

Payment Schedule / Milestones

Billing Contact:

Change Order Process and Fees

Estimated Change Order Contingency: $

Attachments & Required Documentation

Include the following as applicable:

Existing drawings / As-builts Site survey / topography Program / room data BIM models / 3D files Permit / regulatory documents

Legal & Administrative Provisions

Confidentiality: Each party shall treat as Confidential Information all documents and data exchanged under this request that are designated confidential or that a reasonable person would understand to be confidential. Confidential Information shall not be used except for the performance of the services and shall not be disclosed to third parties without written consent, except as required by law.

Intellectual Property: Unless otherwise agreed in writing, all design documents and deliverables produced specifically for this project shall be the property of the Client upon full payment for services performed. The Service Provider retains the right to reuse general know-how, methodologies, and non-client-specific details.

Limitation of Liability: To the maximum extent permitted by law, each party's aggregate liability arising from or related to this request shall be limited to direct damages not to exceed the total fees paid under this request. Neither party shall be liable for consequential, incidental, special, or punitive damages.

Termination: Either party may terminate the engagement for convenience upon written notice. In the event of termination, the Service Provider shall be entitled to payment for work performed and costs incurred to the date of termination, together with reasonable demobilization expenses.

Dispute Resolution & Governing Law: The parties agree that disputes arising out of or relating to this request shall first be submitted to non-binding good faith negotiation. If unresolved, disputes shall be resolved by binding arbitration administered in accordance with the parties' selection of rules. This request shall be governed by the substantive laws of the state specified below.

Governing Law State:

Certifications & Authorizations

By checking and signing below, the Requestor certifies that they are authorized to submit this request on behalf of the Client, that the information provided is accurate to the best of their knowledge, and that the Client authorizes the Service Provider to proceed in accordance with this request after execution of the acceptance below and as otherwise authorized in writing.

I certify that I am authorized by the Client to submit this request and accept the terms herein.

Administrative Notes

Internal Reference / PO Number Notes to Service Provider

Client:

By:

Date:

Service Provider:

By:

Date:

What a Project Management Architectural Request Is

The Project Management Architectural Request is a structured document used to propose, authorize, or request architectural services, design changes, or scope additions for a construction or renovation project. It records project identifiers, a concise scope description, deliverables, schedule impact, preliminary budget estimates, required permits, and the responsible parties. The form creates an auditable record of requested architectural actions and the approvals needed before design work or construction phases proceed. Using a consistent request form reduces ambiguity and helps coordinate approvals across stakeholders.

Why Standardize Architectural Requests

Use a Project Management Architectural Request to standardize design change proposals, reduce approval delays, and create an auditable trail of decisions. It helps align scope, budget, and schedule before work begins and clarifies who is responsible for approvals and next steps.

Who Typically Completes and Reviews These Requests

Typical users of a Project Management Architectural Request include project managers, architects, contractors, owners, and permitting coordinators involved in design approvals.

Project managers: consolidate requests, track approvals, and manage schedule impacts.
Design architects: document scope changes, update drawings, and estimate fees.
Contractors/GCs: submit RFI-level architectural requests tied to construction milestones and deadlines.

Consistent use by these groups reduces rework, improves response times, and preserves a searchable record for audits and claims.

Essential Elements to Include in the Request

Core elements enable clear scope definition, approvals, schedules, budget estimates, responsible parties, risk notes, and attachments for drawings, permits, and specifications.

Scope Summary

Describe the requested architectural work in concise terms: objectives, affected areas, deliverables, and functional requirements. Use numbered lists and attach referenced drawing sheets to avoid ambiguity.

Budget Estimate

Provide a preliminary cost estimate or range with assumptions, contingencies, and whether fees include permit filing, consultant fees, or construction allowance. Identify who validates the estimate.

Schedule Impact

State requested start date, critical milestones, and the effect on the overall project timeline. Flag long-lead items, permit lead times, and required review cycles.

Approvals Needed

List required approvers by role or name, required deadlines, and whether sign-off must be sequential or parallel. Include escalation contacts for delayed responses.

Attachments

Reference attached drawings, markups, specifications, permit forms, soil reports, or consultant memos. Use file names matching document IDs and include revision numbers and dates.

Risk & Notes

Capture known risks, code compliance issues, variance requests, or site constraints. Note if further surveys, peer review, or client authorization is required.

Required Information at a Glance

Project ID: Unique project identifier code.

Requestor: Name and company of requester.

Contact Info: Phone, email, office location.

Effective Date: Use MM/DD/YYYY format for start date.

Scope Code: Short code matching scope library.

Attachments: List of drawings, specs, and permits.

Step-by-Step: Completing and Routing the Request

Follow these steps to complete, validate, and route a Project Management Architectural Request efficiently across stakeholders.

01

Prepare: Gather project ID, current drawings, and scope description.
02

Fill Form: Complete fields using MM/DD/YYYY and standardized codes.
03

Attach Files: Upload plans, markups, and supporting reports as PDFs.
04

Route: Assign approvers, set due dates, and monitor status.

Configuring the Digital Workflow

Configure online workflow fields, routing rules, authentication settings, and notification templates before issuing Project Management Architectural Requests to ensure consistent processing.

Workflow Field and Configuration Settings	Configuration
Routing Mode and Approver Order	Choose sequential or parallel routing and set approver order and deadlines.
Authentication and Verification Method Settings	Set email link, SMS code, or knowledge-based authentication based on risk.
Attachment Requirements and File Formats	Require PDF; set max size and enforce naming convention rules.
Notification Templates, Reminders, and Escalations	Customize emails, set reminder schedule, and define escalation paths.

How the Request Moves Through the Approval Flow

Typical routing shows how a request moves from initiation through approval to closure, including notifications and archival.

Upload: Sender uploads request and attachments.
Place Fields: Add signature, date, and text fields.
Send: Issue to approvers with due dates and instructions.
Complete: Capture signed PDF and audit trail for records.

Platform and Integration Considerations

Digital workflows should support PDF and DOCX uploads, integrate with project management systems, and retain detailed audit logs for compliance.

File Formats: Accepts PDF and DOCX formats.
Integrations: Integrates with Salesforce, Procore, and NetSuite.
Security: TLS in transit, AES-256 at rest.

Timelines and Processing Expectations

Key deadlines include request submission, review windows, permit filings, and final approvals; set internal SLAs to avoid project delays.

Submission Deadline to Project Team:

Submit before scheduled review meeting to avoid review delays.

Internal Review Window:

Typical review window is 5–10 business days depending on complexity.

Client Approval Deadline:

Define client response timeframe to prevent downstream work stoppage.

Permit Application Timing:

Allow agency review time; municipal permits often require multiple weeks.

Change Order Effective Date:

State the effective date to align cost and schedule impacts.

Common Mistakes to Avoid

Incomplete scope descriptions lead to ambiguous approvals, rework, and cost disputes during construction; include drawing references and numbered items to reduce interpretation errors.
Missing attachments or mismatched revision numbers cause delays while reviewers request clarifications; standardize filenames and include revision dates with each upload.
Unclear approver roles or parallel sign-off needs can stall decisions; specify sequential approvals and escalation contacts to maintain momentum.
Using nonstandard date formats or vague cost estimates increases audit risk; require MM/DD/YYYY and documented assumptions for budget entries.

Penalties and Risks for Incorrect Requests

Schedule Delays: Project timeline slips.

Cost Overruns: Budget increases undisclosed.

Permit Rejection: Insufficient documentation causes denial.

Contract Claims: Potential disputes and litigation.

Payment Withhold: Payments may be withheld.

Compliance Risk: Regulatory noncompliance exposure.

eSignature Pricing and Feature Comparison

Comparison of common eSignature providers for handling Project Management Architectural Requests; signNow listed first as required.

	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	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

How Organizations Use Architectural Requests in Practice

Real-world examples show how standardized requests reduce turnaround times, improve traceability, and integrate with project systems.

Optica Ventures — COO

Optica Ventures standardized Project Management Architectural Requests to reduce back-and-forth and accelerate client approvals across multiple property portfolios.

Improved ease of use for internal and external users.
Brian Fitzgibbons reports the simple interface reduced clarification cycles and improved turnaround; standardized forms ensured attachments and revision numbers were clear, minimizing design rework and keeping projects on schedule.

Martin Properties — Founder

Martin Properties moved to electronic requests to process architectural approvals remotely, eliminating in-person handoffs and accelerating execution across multi-site projects.

Enabled compliant signing on mobile and offline.
Tim Martin found online processing maintained compliance while allowing remote and offline signing, delivering signed documents promptly to stakeholders and reducing administrative overhead associated with paper.

Frequently Asked Questions and Practical Answers

Answers to frequent questions about completing, signing, and submitting a Project Management Architectural Request, including eSignature and retention concerns.

Need help? Contact support

Can this form be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted by most states), electronic signatures are legally valid for most architectural and project management requests. Confirm exceptions such as wills, certain court filings, and specific real estate conveyances.
Are notarization or witnesses required?
Notarization and witness requirements vary by state and document type. Some deeds and power-of-attorney forms need witnesses or notarization. Where available, Remote Online Notarization (RON) is an option; verify state notary commission rules before using RON.
How long must records be retained?
Retention depends on record type: IRS generally requires three years (IRC §6501(a)); HIPAA mandates six years (45 CFR §164.530(j)); construction and contract records are commonly kept seven years for claims. Follow applicable federal, state, and contract requirements.
What authentication should signers use?
Match authentication to risk: email verification for low-risk approvals, SMS or KBA for higher risk, and stronger methods for regulated workflows (HIPAA or 21 CFR Part 11). Record the method and identity evidence in the audit trail.
Can I revise a submitted request?
Yes. Submit an amendment or a new request that references the original ID and lists revisions. Preserve the original signed record, add a dated revision history, and obtain fresh approvals for material changes.
Does eSigning meet healthcare requirements?
Electronic signatures are usable in healthcare with appropriate safeguards: a Business Associate Agreement if PHI is involved, protected storage, detailed audit trails, and retention consistent with HIPAA (45 CFR §164.530(j)). Check institutional policies before eSubmission.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now