Can this letter be e-signed?

Yes. Electronic signatures meet legal validity under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided signers demonstrate intent, consent, attribution, and records are retained. Exceptions like wills or certain court filings may still require wet signatures.

What if bidder name differs?

Correct the discrepancy before submission. Use the bidder's registered legal name for award and contracting. If a trade name must be used, attach a notarized statement or proof of registration to avoid post-award delays.

Do I need a notarized signature?

Not typically required for most bid scope letters unless the solicitation or state law mandates an acknowledged document. If a contract or power of attorney requires notarization, follow the RON or in-person notary rules applicable in your jurisdiction.

How long to retain the letter?

Retain executed bid scope letters for a minimum of three years to satisfy IRS recordkeeping (IRC §6501) and as long as relevant to contract performance; longer retention may be required by state rules or industry regulators.

How to handle post-award scope changes?

Document all changes with written change orders that reference the original bid scope letter, include adjusted costs and schedule, and obtain signatures from authorized representatives. Unilateral work without documented change orders risks non-payment and contract disputes.

Can I use a template?

Yes. Standardized templates promote consistency across bids, but customize them to reflect solicitation-specific requirements, deliverables, and client terms. Avoid boilerplate that conflicts with RFP instructions or omits mandatory disclosures.

Electronic Signature
Templates
Project Management
Project Management Bid Scope Letter

Project Management Bid Scope Letter

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

PROJECT MANAGEMENT BID SCOPE LETTER

Date: Project ID:

Client Name: Service Provider:

Client Contact & Address Project Manager (Service Provider)

Purpose

This Bid Scope Letter (the "Letter") sets forth the scope of work, deliverables, schedule, fees and standard terms under which the Service Provider will perform project management services for the Client for the project identified above. Acceptance of this Letter in writing or by signature constitutes the parties' agreement to proceed in accordance with the terms set forth herein.

Scope of Work

The Service Provider will perform the following project management services. Services include all labor, project coordination, documentation and standard reporting unless specifically excluded below.

Out of Scope

Deliverables and Acceptance Criteria

The following deliverables will be provided by the Service Provider. Each deliverable will include defined acceptance criteria; the Client shall accept or reject deliverables within the acceptance period set forth below.

Deliverable 1 Description Deliverable 1 Acceptance Criteria Deliverable 1 Due Date Deliverable 2 Description Deliverable 2 Acceptance Criteria Deliverable 2 Due Date Deliverable 3 Description Deliverable 3 Acceptance Criteria Deliverable 3 Due Date

Timeline and Milestones

The following schedule is proposed. Dates are target dates; changes to schedule will be managed through the change order process.

Project Start: Project End:

Milestone 1 - Name Milestone 1 - Target Date Milestone 2 - Name Milestone 2 - Target Date

Budget & Payment Schedule

Fees shown are exclusive of applicable taxes unless otherwise specified. Travel and out-of-pocket expenses will be reimbursed as incurred in accordance with the payment terms below.

Total Fixed Fee Payment Schedule Item 1 Payment Schedule Item 2 Final Payment

Fee Basis: Fixed Price Time & Materials

Change Order Process

Any changes to scope, schedule or fees must be documented in a written change order signed by authorized representatives of both parties prior to implementation. Change orders will include a description of the change, schedule impact and fee adjustment.

Confidentiality

Each party agrees to hold confidential all proprietary or non-public information disclosed in connection with performance of this Letter and to use such information solely for the purposes of performing obligations under this Letter. Confidential information does not include information that is publicly available through no breach by the receiving party or lawfully received from a third party without restriction.

Specific Confidentiality Terms (if any)

Insurance; Liability

The Service Provider shall maintain commercial general liability and professional liability insurance in amounts customary for projects of this type. Except for willful misconduct or gross negligence, the parties' aggregate liability to each other for claims arising under this Letter shall be limited to direct damages not to exceed the total fees paid under this Letter.

Insurance Requirements / Limits

Governing Law; Dispute Resolution

This Letter shall be governed by and construed in accordance with the laws of the state specified below without regard to conflict of laws principles. Disputes arising under this Letter shall be resolved by good faith negotiation, and if unresolved, through the dispute resolution mechanism agreed below.

Governing State Dispute Resolution

Acceptance

Acceptance of this Letter by the Client is required in writing and must be returned to the Service Provider prior to commencement of work. Acceptance constitutes authorization to commence performance under the terms set forth herein.

Acceptance Deadline:

Client Name:

By:

Date:

Service Provider Name:

By:

Date:

What the Project Management Bid Scope Letter Is

The Project Management Bid Scope Letter is a written document that outlines the work scope, deliverables, assumptions, exclusions, schedule, and pricing basis for a project bid. It clarifies responsibilities between the client and bidding firm, establishes acceptance criteria, and sets conditions that influence cost estimates. The letter accompanies formal proposals and is used to solicit comparable responses from contractors or vendors. It helps evaluators compare bids on consistent terms and reduces misunderstandings during contract negotiation and award. Use clear scope language to limit scope creep and establish billing milestones.

Step-by-Step: Prepare and Submit the Letter

Follow these sequential steps to prepare, verify, and submit a Project Management Bid Scope Letter that aligns with solicitation requirements and evaluation criteria.

01

Gather Documents: Collect RFP, drawings, and specs.
02

Draft Scope: Write deliverables, exclusions, and assumptions.
03

Price Estimate: Prepare cost breakdown and contingencies.
04

Review & Sign: Verify terms, obtain authorized signature.

FAQs: Common Questions About Bid Scope Letters

Answers to common questions about preparing, submitting, and e-signing a Project Management Bid Scope Letter for U.S. procurements.

Need help? Contact support

Can this letter be e-signed?
Yes. Electronic signatures meet legal validity under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided signers demonstrate intent, consent, attribution, and records are retained. Exceptions like wills or certain court filings may still require wet signatures.
What if bidder name differs?
Correct the discrepancy before submission. Use the bidder's registered legal name for award and contracting. If a trade name must be used, attach a notarized statement or proof of registration to avoid post-award delays.
Do I need a notarized signature?
Not typically required for most bid scope letters unless the solicitation or state law mandates an acknowledged document. If a contract or power of attorney requires notarization, follow the RON or in-person notary rules applicable in your jurisdiction.
How long to retain the letter?
Retain executed bid scope letters for a minimum of three years to satisfy IRS recordkeeping (IRC §6501) and as long as relevant to contract performance; longer retention may be required by state rules or industry regulators.
How to handle post-award scope changes?
Document all changes with written change orders that reference the original bid scope letter, include adjusted costs and schedule, and obtain signatures from authorized representatives. Unilateral work without documented change orders risks non-payment and contract disputes.
Can I use a template?
Yes. Standardized templates promote consistency across bids, but customize them to reflect solicitation-specific requirements, deliverables, and client terms. Avoid boilerplate that conflicts with RFP instructions or omits mandatory disclosures.

Why a Clear Bid Scope Letter Matters

A Project Management Bid Scope Letter clarifies obligations, reduces bid evaluation ambiguity, and protects bidders by documenting assumptions and exclusions. It supports legal enforceability by creating a documented basis for contract negotiations and helps agencies compare proposals on consistent terms.

Who Prepares and Relies on a Scope Letter

Procurement teams, project managers, contracting officers, and estimators prepare and review the Project Management Bid Scope Letter before bid submission.

General Contractors: Lead bid preparation and coordinate subcontractor inputs across schedule and cost elements.
Owners / Clients: Use the letter to compare scope boundaries and confirm assumptions before award.
Subcontractors / Vendors: Provide trade-specific scopes and exclusions to prevent overlaps or gaps in coverage.

Clear role assignment improves compliance with solicitation instructions and speeds evaluation and award processes.

Required Information Elements

Project Identifier: RFP number or internal code.

Bidder Tax ID: EIN or SSN for tax reporting.

Contact Information: Email, phone, mailing address.

Scope Summary: High-level deliverables and exclusions.

Schedule Dates: Start, milestones, and completion.

Pricing Summary: Basis, totals, and assumptions.

Key Risks and Potential Penalties

Bid Rejection: Noncompliance with solicitation.

Tax Withholding: Missing TIN triggers backup withholding.

Contract Delay: Unclear scope causes disputes.

Price Escalation: Unstated contingencies inflate costs.

Legal Exposure: Ambiguous obligations invite claims.

Payment Risk: No signed change orders mean nonpayment.

Common Preparation Mistakes

Vague deliverables that use phrases like 'as needed' or 'reasonable efforts' make cost and schedule comparisons unreliable and invite disputes.
Using trade names, unsigned authorizations, or inconsistent legal names can cause administrative rejection or require corrective amendments before award processing.
Failing to list key assumptions or exclusions leads evaluators to assume inclusions, increasing bidder liability and changing pricing expectations.
Mixing unit, lump sum, and time-and-materials pricing without reconciling totals complicates apples-to-apples comparisons and undermines award fairness.

Essential Content to Include in the Letter

A professional Project Management Bid Scope Letter organizes scope, schedule, pricing, risks, assumptions, and signature authorization so evaluators can compare bids and protect bidders from scope creep.

Scope Details

Describe tasks, deliverables, acceptance criteria, and interfaces with other contractors. Use numbered lists and cite attachments such as drawings or technical specifications to reduce ambiguity.

Schedule

Provide milestone dates, lead times, and critical path assumptions. State float, reporting cadence, and penalties or incentives tied to delivery to clarify timing expectations.

Pricing

Show line-item costs, unit rates, allowances, contingency percentages, and whether taxes or fees are included. Explain assumptions behind quantities and escalation provisions.

Assumptions

List site conditions, access constraints, client-provided materials, and other baseline assumptions. Tie each assumption to potential cost or schedule impacts.

Exclusions

Explicitly state what is excluded from the scope, including consultant services, permits, utility relocations, and revision work, to prevent scope disputes.

Signature Block

Include printed name, title, authorized signature, date, and contact details. State that signature binds the bidder to the terms as written.

Typical Electronic Routing Workflow

Typical routing for an electronic bid scope letter follows upload, field placement, signer routing, signing, and record retention steps within an e-signature workflow.

Upload Document: Save final draft as searchable PDF.
Place Fields: Add signature, date, and initial fields.
Assign Signers: Specify signer roles and authentication.
Capture Audit: Automatically record IP, timestamp, and actions.

Platform Features to Verify Before eSubmission

Confirm the eSignature platform supports required authentication, audit trails, and document formats for procurement compliance.

Authentication Options: Email, SMS code, KBA, SSO
Audit Trail: IP, timestamps, and history
Formats Supported: PDF, DOCX, and PDF/A

Pricing and Feature Snapshot Across eSignature Vendors

High-level vendor pricing and feature comparison for eSignature platforms commonly used to submit bid scope letters; signNow is listed first per comparison guidelines.

	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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

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