Can this form be signed electronically?

Yes. Electronic signatures are legally valid in the United States under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; ensure intent, consent, attribution, and retention requirements are met.

When is notarization required?

Notarization depends on state and organizational policy. If a state or internal control requires a notary for grants of authority, follow that state’s notary rules and any RON provisions if allowed.

Who may sign on behalf of an organization?

Authorized officers or delegates with delegated signing authority should sign; verify delegation via corporate resolution or procurement policy to avoid invalid authorisations.

How can I revoke or amend an authorisation?

Issue a written revocation or amendment signed by the original authorizer or authorized delegate; track changes and archive prior versions for audit.

What formats should I store the signed form in?

Store a tamper-evident PDF with an audit trail and retain source files; ensure the record is searchable and backed up in the official repository.

How long before the authorisation expires?

Expiration depends on the Effective Date and terms. Include an explicit expiry or review date in the form to prevent stale authorisations.

Electronic Signature
Templates
Project Management
Project Management Authorisation Form

Project Management Authorisation Form

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

PROJECT MANAGEMENT AUTHORISATION FORM

Project Identification

Project Title Project ID

Client Name: Client Contact:

Service Provider: Project Manager:

Request Date: Authorisation Type: New Project Change Order Emergency

Scope of Work

Provide a concise, measurable description of the work to be performed. Include key tasks, standards of performance, and any applicable specifications.

Out of Scope

Deliverables & Acceptance Criteria

List principal deliverables, expected format, and objective acceptance criteria. The Service Provider will not consider a deliverable accepted until Client provides written acceptance or fails to provide documented rejection within the stated acceptance period.

Deliverable 1 — Description Acceptance Criteria

Expected Delivery Date:

Deliverable 2 — Description Acceptance Criteria

Expected Delivery Date:

Timeline & Milestones

Project Start Date: Project End Date:

Milestone 1

Target Date: Responsible:

Milestone 2

Target Date: Responsible:

Budget & Payment

Total Fixed Fee (or estimated budget):

Payment Schedule

Invoicing Frequency: Late Payment Fee (if any):

Change Order Process

All changes to scope, schedule or budget shall be executed via written Change Order signed by both parties. The Service Provider will not commence work on changes until an approved Change Order is received. For administrative purposes, changes below the monetary threshold will be documented and countersigned within the next scheduled status report.

Approval Threshold Amount:

Change Order Request Routing

Confidentiality

Each party agrees that information disclosed in connection with this Project that is designated confidential or that reasonably should be considered confidential shall be used only for the purposes of performing obligations under this Authorisation and shall not be disclosed to third parties except as required by law or with prior written consent.

Confidentiality Point of Contact:

Governing Law & Liability

This Authorisation shall be governed by the laws of the jurisdiction indicated below. Except for willful misconduct or gross negligence, neither party shall be liable for consequential or indirect damages. Each party's aggregate liability for direct damages arising out of this Authorisation shall be limited to the Total Fixed Fee paid for the work described herein.

Governing Jurisdiction:

Termination & Survival

Either party may terminate this Authorisation for material breach after providing written notice and a reasonable opportunity to cure. Termination shall not relieve the Client of payment obligations for work performed to the date of termination. Provisions that by their nature survive termination shall remain in effect.

Acknowledgement & Certifications

The undersigned representatives certify that they are authorized to bind their respective parties to the terms in this Project Management Authorisation Form and that the information provided is complete and accurate to the best of their knowledge.

Additional Notes / Special Conditions

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Authorisation Form Is

A Project Management Authorisation Form is a formal written record that grants authority to begin, change, or close a project or project phase. It documents scope, budget, schedule, key stakeholders, and designated approvers, creating a single source of truth for governance and audit. Organizations use it to confirm funding, assign a project manager, and record required approvals before work proceeds. When completed and retained properly, the form helps enforce contractual obligations, demonstrates compliance with internal controls, and supports post-project review and audits.

Why a Formal Authorisation Matters

A signed authorisation establishes accountability, verifies funding and scope, and reduces rework by locking key decisions before execution. It creates an audit trail for internal controls and external review.

Who Typically Completes and Signs This Form

Signatories vary by organization size and risk; include procurement or legal when contracts or external vendors are involved.

Project Sponsor — Executive or budget owner who approves funding and strategic alignment.
Project Manager — Individual assigned authority to execute work and manage resources.
PMO / Portfolio Manager — Reviews priority, dependencies, and compliance with portfolio criteria.

Core Sections of a Professional Authorisation Form

A clear template reduces ambiguity and speeds approvals; include distinct sections so reviewers find the information they need quickly.

Authorization details

Project name, unique Project ID, and effective date so reviewers can cross-reference PMO systems and change logs.

Scope summary

Concise description of deliverables, in-scope and out-of-scope items, and any assumptions or constraints affecting execution.

Budget & funding

Approved budget, funding source, cost center, and any spending limits or contingency amounts tied to the authorisation.

Schedule & milestones

High-level timeline, key milestones, and critical path items that must be tracked and reported to sponsors.

Approvals & signatures

Named approvers, signature blocks, and approval order (if sequential) to ensure valid authorization and auditability.

Attachments & exhibits

Linked documents such as SOWs, vendor quotes, risk register snapshots, or procurement approvals required for review.

Step-by-Step: Completing and Obtaining Authorisations

Follow a simple approval flow to avoid back-and-forth revisions and to ensure a verifiable trail.

01

Prepare form: Populate project details, scope, budget, and attachments for reviewer context.
02

Internal review: PMO or finance performs an initial check for accuracy and funding availability.
03

Collect approvals: Route to approvers in the defined sequence and capture signatures.
04

Archive: Store the final signed form in the official document repository with version control.

Configuring an Online Approval Workflow

Set these fields when converting the form to an online, routed workflow to ensure consistent processing.

Field	Configuration
Signature Type	Sequential or parallel routing; require signer authentication
Authentication Method	Email link, SMS code, or stronger KBA for high-value approvals
Required Attachments	Enforce upload of SOW, vendor quote, and budget approval memo
Notification Settings	Auto-reminders at 3 and 7 days; escalation to sponsor after 10 days

Where to Send the Completed Authorisation

Route completed forms to the systems and stakeholders who need them for execution and recordkeeping.

PMO Repository: Primary storage location for governance and audit records.
Finance / Accounting: For budget posting and spend approval.
Project Manager: Assigned manager receives a signed copy to begin work.
Procurement or Legal: Sent when external vendors or contracts are involved.

Technical Considerations for eSubmission and eSigning

Choose a platform that supports integrations with systems such as Salesforce, Microsoft 365, NetSuite, and cloud storage providers to reduce manual transfer and ensure a single source of truth.

Authentication: Email, SMS, or advanced methods depending on risk
Integrations: Connectors to PMO, ERP, and cloud storage systems
Document Formats: PDF and DOCX with embedded audit trails

Typical Deadlines and Processing Expectations

Set explicit timelines to keep projects on schedule and to prevent spending or resource allocation before approvals are final.

Initial approval window:

Target 5 business days for internal reviews and clearance.

Budget hold period:

Funds reserved for 30 days pending signature and vendor selection.

Signature validity window:

Require sign-off within 90 days of form preparation if conditions change.

Escalation threshold:

Auto-escalate to sponsor after 10 days without approval.

Record retention start:

Retention period begins on the Effective Date of the signed form.

Common Preparation Errors to Avoid

Incomplete scope descriptions that create ambiguity and change orders during execution.
Mismatched approver names or emails that prevent electronic routing and delay sign-off.
Missing supporting documents such as quotes or SOWs that cause review rejections or additional approval cycles.
Unclear budget lines or undefined contingency funds that result in procurement holds or funding disputes.

Risks and Consequences of Incorrect Authorisations

Budget overrun: Unapproved spending leads to financial liability

Contract disputes: Invalid authorisation may void vendor contracts

Regulatory breach: Noncompliance can trigger audits or penalties

Project delay: Missing approvals stall execution and milestones

Audit findings: Weak audit trail increases remediation costs

Reputational harm: Stakeholder trust and sponsor confidence decline

Essential Information to Include for Compliance and Traceability

Full legal names: As on corporate records

Project ID: PMO-assigned identifier

Effective date: MM/DD/YYYY format

Budget amount: USD numeric value

Approver titles: Role and department

Supporting docs: Quotes, SOWs, approvals

eSignature Platform Comparison for Authorisation Workflows

Common feature differences and starting prices for platforms used to execute Project Management Authorisation Forms. signNow appears first and pricing reflects typical annual plans.

	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 free trial	Plan-dependent	Plan-dependent	Plan-dependent	Plan-dependent
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

FAQs and Practical Answers About the Authorisation Form

Answers to frequent questions about signing, notarization, revocation, and recordkeeping for Project Management Authorisation Forms.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally valid in the United States under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; ensure intent, consent, attribution, and retention requirements are met.
When is notarization required?
Notarization depends on state and organizational policy. If a state or internal control requires a notary for grants of authority, follow that state’s notary rules and any RON provisions if allowed.
Who may sign on behalf of an organization?
Authorized officers or delegates with delegated signing authority should sign; verify delegation via corporate resolution or procurement policy to avoid invalid authorisations.
How can I revoke or amend an authorisation?
Issue a written revocation or amendment signed by the original authorizer or authorized delegate; track changes and archive prior versions for audit.
What formats should I store the signed form in?
Store a tamper-evident PDF with an audit trail and retain source files; ensure the record is searchable and backed up in the official repository.
How long before the authorisation expires?
Expiration depends on the Effective Date and terms. Include an explicit expiry or review date in the form to prevent stale authorisations.

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