Is an e-signed charter legally binding?

Yes. Electronic signatures satisfy the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent, consent, attribution, and record retention to meet legal validity tests.

Who must sign to authorize the charter?

The designated sponsor or executive with budget authority and the project manager typically sign. Confirm organizational delegation of authority before accepting signatures.

Do I need a notary or witnesses?

Most internal charters do not require notarization or witnesses. Use notary or RON only if corporate policy, procurement, or third parties require verified acknowledgement.

How can I revoke or amend an executed charter?

Document amendments in writing, obtain the same level of approval as the original sign-off, and keep version history. Revoke formally with sponsor approval and replace the baseline.

How should executed charters be stored?

Retain the signed document and audit trail in a secure records system with access control. Use encryption at rest and retain per applicable retention rules.

What authentication is recommended for signers?

Use email plus SMS code or SSO for routine charters; use stronger authentication (KBA or SSO with MFA) for high-risk or regulated projects.

Electronic Signature
Templates
Project Management
Project Management Charter Template

Project Management Charter Template

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

PROJECT MANAGEMENT CHARTER

Project Identification

Project Name:

Project ID: Client Name:

Primary Project Manager Service Provider (Organization)

Purpose and Background

Purpose: This Charter formally authorizes the Project, establishes the Project Manager's authority, and documents initial parameters, objectives, and constraints for the parties' mutual performance and administration.

Background Summary

Scope of Work

The Service Provider will perform the services described below and will be responsible for the management, resources, and deliverable quality defined herein. Any change to scope must follow the Change Order Process in this Charter.

Scope Description Out of Scope (items explicitly excluded)

Deliverables and Acceptance Criteria

Each deliverable must meet the stated acceptance criteria and be approved in writing by the Client's authorized representative prior to final payment.

Deliverable 1 — Title Acceptance Criteria Deliverable 2 — Title Acceptance Criteria Deliverable 3 — Title Acceptance Criteria

Timeline and Milestones

Project Start Date: Project End Date:

Milestone 1

Due Date:

Milestone 2

Due Date:

Budget and Payment Terms

Total Project Budget Payment Schedule (milestone / amount / due) Invoicing and Payment Terms

Change Order Process

All changes to scope, schedule, or budget shall be documented in a written Change Order, signed by the Client's authorized representative and the Service Provider. Work performed prior to a signed Change Order that results in additional cost or schedule impact is not compensable unless subsequently approved in writing.

Change Order Approval Authority

Confidentiality

Each party shall hold confidential all non-public information disclosed in connection with this Project and shall not disclose such information except as required by law. Confidential information shall be used solely for the performance of this Charter. The obligations in this clause survive termination of the Project for a period of three (3) years.

Liability and Insurance

Each party is responsible for its own negligent acts and omissions. The Service Provider shall maintain insurance customary for the services described, including professional liability and general liability, and shall provide certificates on request.

Governing Law

This Charter shall be governed by and construed in accordance with the laws of the jurisdiction agreed by the parties below. Any disputes arising under this Charter will be resolved pursuant to that law.

Governing Law (State/Country):

Authorization and Acceptance

By signing below, the authorized representatives of the Client and the Service Provider acknowledge acceptance of the terms of this Project Charter and authorize the Service Provider to begin work in accordance with the scope and schedule herein.

Client Name:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Charter Template Is

A Project Management Charter Template is a standardized document used at project initiation to authorize work, define scope, list objectives, and designate roles and responsibilities. It records high-level deliverables, constraints, assumptions, budgets, key milestones, success criteria, and the project sponsor’s formal approval. The template establishes the project baseline used for governance, change control, and stakeholder alignment, and it helps teams move from concept to execution with a documented source of authority and accountability.

Why a Charter Template Matters for Projects

Using a consistent Project Management Charter Template clarifies authority, reduces misunderstandings, and sets measurable objectives. It speeds approvals and provides a defensible baseline for scope, budget, and schedule decisions while supporting auditability and governance practices.

Who Typically Prepares and Signs This Charter

The Project Manager drafts the charter with input from the sponsor and core stakeholders before formal approval.

Project sponsors and executives who authorize budget and scope and provide strategic direction.
Project managers and PMO personnel who draft, iterate, and maintain the charter as the project baseline.
Functional managers and key stakeholders who confirm assumptions, resource commitments, and acceptance criteria.

After approvals, the document is distributed to the project team, PMO, and any governance bodies as the official project authorization.

Essential Elements to Include in a Professional Charter

A complete Project Management Charter Template captures purpose, scope boundaries, success criteria, schedule highlights, governance, and approval language so stakeholders share a single source of truth.

Purpose

A concise statement of project rationale, strategic alignment, and the problem the project addresses, including measurable business outcomes and objectives.

Scope

Clear in-scope and out-of-scope items, key deliverables, and boundaries to limit ambiguity and provide criteria for change-control assessments.

Objectives

Specific, measurable objectives tied to acceptance criteria and success metrics so progression toward goals can be validated objectively.

Milestones

Major deliverables and milestone dates with dependencies and critical-path highlights to anchor schedule governance and reporting cadence.

Roles

Defined sponsor, project manager, steering committee, and key stakeholder responsibilities, including escalation points and decision authorities.

Approvals

Formal sign-off section listing authorized signatories, effective date, versioning, and any preconditions for execution or funding release.

Required Data Elements and Metadata

Project title: Official project name

Sponsor name: Authorized sponsor

Project manager: Assigned PM

Effective date: MM/DD/YYYY

Version number: Draft/revision ID

Signatures: Authorized signers

Step-by-Step: Complete and Finalize the Charter

Follow a simple approval flow to move from draft to an executed charter that authorizes project work and budget disbursement.

01

Draft: Populate template with objectives, scope, and assumptions.
02

Review: Circulate to stakeholders for comments and required edits.
03

Approve: Obtain sponsor and governance sign-offs in documented order.
04

Distribute: Share the executed copy with the team and archive it.

How to Route the Charter for Approval and Signature

A standardized routing workflow ensures required signers receive the document in the correct order and that completion is tracked reliably.

Upload: Add the charter to your signing platform as PDF or DOCX.
Assign Fields: Place signature, date, and initials fields for each approver.
Send: Deliver by email link or authenticated invite to approvers.
Archive: Store executed copy and audit trail in a records system.

Recommended Digital Workflow Settings

Configure the template fields and routing rules to match your organization’s approval model and compliance needs.

Field \| Configuration	Value \| Notes
Signature authentication	Email or SMS code
Role routing	Sequential or parallel
Automated reminders	Every 3–7 days
Attachments allowed	Project plan, budget

Technical Considerations for eSigning and Storage

Choose a platform that supports PDF/DOCX, audit trails, and configurable authentication for approver identity.

File formats: PDF, DOCX, Excel
Authentication: Email, SMS, KBA, SSO
Integrations: Salesforce, NetSuite, Google Workspace

Typical Timelines and Approval Deadlines

Set clear review and approval windows in the charter and calendar invites to prevent delays and bottlenecks.

Draft completion window:

Complete draft within 5 business days of project authorization

Stakeholder review period:

Allow 10 business days for consolidated feedback

Sponsor approval deadline:

Obtain sponsor sign-off within 7 business days

Execution timeframe:

Signatures collected within 5 business days after approval

Distribution to team:

Distribute executed charter within 24 hours

Key Milestones from Charter Draft to Project Start

Track these sequential stages as milestones and enforce deadlines to move from authorization to active execution.

01

Draft Created

Initial charter prepared and versioned for review

02

Stakeholder Sign-off

Stakeholders approve scope and assumptions

03

Sponsor Approval

Sponsor provides formal authorization and budget release

04

Project Kickoff

Project begins and baseline is communicated

Common Mistakes to Avoid When Preparing a Charter

Unclear scope language that creates differing expectations and enables scope creep during execution.
Missing or incorrect sponsor authorization that prevents budget release and raises governance questions.
Inconsistent dates or versioning leading to parallel drafts and confusion about which document is authoritative.
Collecting informal initials instead of full authorized signatures, which can weaken legal enforceability.

Risks and Consequences of an Incomplete or Incorrect Charter

Scope creep: Unauthorized work expands costs

Contract disputes: Ambiguity invites disagreement

Funding delays: Budget not released on time

Audit findings: Governance noncompliance noted

Resource conflicts: Staff allocation disputes

Invalid signatures: Legal enforceability risk

eSignature Vendor Comparison for Charter Signing

Compare entry pricing and key capabilities relevant to project charters. signNow is listed first for neutral comparison of features and compliance.

	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	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions About the Charter

Answers to common legal, signing, and storage questions when preparing or executing a Project Management Charter Template.

Need help? Contact support

Is an e-signed charter legally binding?
Yes. Electronic signatures satisfy the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent, consent, attribution, and record retention to meet legal validity tests.
Who must sign to authorize the charter?
The designated sponsor or executive with budget authority and the project manager typically sign. Confirm organizational delegation of authority before accepting signatures.
Do I need a notary or witnesses?
Most internal charters do not require notarization or witnesses. Use notary or RON only if corporate policy, procurement, or third parties require verified acknowledgement.
How can I revoke or amend an executed charter?
Document amendments in writing, obtain the same level of approval as the original sign-off, and keep version history. Revoke formally with sponsor approval and replace the baseline.
How should executed charters be stored?
Retain the signed document and audit trail in a secure records system with access control. Use encryption at rest and retain per applicable retention rules.
What authentication is recommended for signers?
Use email plus SMS code or SSO for routine charters; use stronger authentication (KBA or SSO with MFA) for high-risk or regulated projects.

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