Establishing secure connection…Loading editor…Preparing document…

Project Management Check List

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

PROJECT MANAGEMENT CHECK LIST

Project Identification

Project Title:

Effective Date:

Scope of Work

The Service Provider shall perform the services described below. The description below sets minimum obligations; specific work packages and acceptance criteria follow in Deliverables.

Deliverables and Acceptance

Each deliverable must include objective acceptance criteria. Acceptance occurs only upon documented sign-off by the Client as set out below.

Due Date:    Owner:    Completed:

Due Date:    Owner:    Completed:

Timeline & Milestones

Project Start Date:    Project End Date:

Date:    Owner:

Date:    Owner:

Budget & Payment

Total Contract Value:

Change Order Approval Authority:

Risk, Assumptions & Dependencies

Quality Assurance / Acceptance Testing

Project Initiation Checklist

Use these items to validate project readiness. Check when complete and record date and owner.

Project charter approved    Date:    Owner:

Requirements documented and baselined    Date:    Owner:

Key stakeholders identified and engaged    Date:    Owner:

Communications plan approved    Date:    Owner:

Development/test environment provisioned    Date:    Owner:

Confidentiality

Each party shall keep confidential and not disclose to any third party any confidential information obtained under this engagement except as required by law. Confidential information excludes information that is or becomes publicly available other than through a breach of this Agreement, independently developed by the receiving party, or rightfully received from a third party without restriction. The obligations in this paragraph survive termination of the project for a period of two (2) years after final acceptance.

Governing Law and Dispute Resolution

This Check List and any related statements of work are governed by the laws of the jurisdiction indicated below without regard to conflict of law principles. The parties will attempt in good faith to resolve any dispute arising out of this document promptly through negotiation between senior representatives. If unresolved, the dispute will be resolved by binding arbitration or by the selected dispute mechanism identified below.

Governing Jurisdiction:    Dispute Mechanism:

Acknowledgement and Certifications

By signing below, the undersigned representatives warrant that they are authorized to bind their respective organizations and certify that the information provided in this Check List is accurate to the best of their knowledge. Acceptance of deliverables requires written sign-off by an authorized Client representative as set out in the Deliverables section. Any amendments to this Check List must be documented in a written change order signed by authorized representatives of both parties.

Client

Printed Name:

By:

Date:

Service Provider

Printed Name:

By:

Date:

Enter text✕
Prepare your document for signing right on this page
  • 01 Edit the text and complete the fields
  • 02 Click Sign Now and on the next screen add recipients and signature fields in SignNow
  • 03 Start your free trial to sign and send your doc
Sign Now

What the Project Management Check List Is

Project Management Check List is a structured, task-oriented document used to plan, track, and verify the essential steps required to start, execute, monitor, and close a project. It consolidates scope items, milestones, deliverables, assigned owners, due dates, dependencies, and approval checkpoints in one place. The checklist supports consistency across teams, reduces oversight, and provides an auditable trail of completed tasks. When used with electronic signing and document management tools, it helps confirm approvals, preserve records, and demonstrably show when responsibilities transferred or actions were completed.

Why the Project Management Check List Matters

A Project Management Check List reduces missed steps, clarifies ownership, and standardizes project execution. It shortens review cycles, improves auditability, and lowers risk of scope creep by documenting approvals and dependencies in a single, trackable record that stakeholders can reference.

Why the Project Management Check List Matters

Who Completes and Relies on the Checklist

Project managers, team leads, and PMOs commonly maintain the checklist to coordinate tasks and approvals across disciplines.

  • Project managers: define scope, assign owners, and verify milestone completion.
  • Functional leads: confirm resource availability and sign off on task readiness.
  • Stakeholders: review status updates and provide formal approvals when required.

Use the checklist for internal audits, progress reporting, and as supporting evidence for client or regulatory reviews.

Core sections of a professional Project Management Check List

A complete checklist groups tasks by phase, assigns responsibility, includes dates, tracks approvals, and records completion status for auditability consistently.

Project Phase

List phases (Initiation, Planning, Execution, Monitoring, Closure). For each phase include deliverables, acceptance criteria, responsible party, priority, and expected completion date to maintain clear progress tracking.

Task Items

Break work into discrete tasks with unique IDs, estimated effort, dependencies, and required resources. Include owner contact information to speed handoffs and reduce delays proactively.

Milestones

Define milestones with measurable criteria and acceptance checkpoints. Tie milestones to contractual obligations, client reviews, and payment triggers where applicable to maintain schedule accountability transparency.

Approvals

Record required approvals, approver names, role-based authority limits, and approval dates. Capture electronic signatures and an audit trail showing IP, timestamp, and action history for compliance.

Risks

List identified risks, likelihood, impact, mitigation owners, and contingency steps. Update status regularly and link to change requests or budget reserves where mitigation affects scope.

Records

Attach or reference deliverables, meeting minutes, test reports, and sign-off forms. Ensure documents are stored with version control and retention metadata for audits and legal review.

Required information and key fields

Project Name: Official title used in contracts
Owner: Assigned responsible person or role
Due Date: Use MM/DD/YYYY format
Task ID: Unique alphanumeric task identifier
Status: Draft, In Progress, Completed
Approval: Name, date, and signature method

Risks and consequences of incorrect checklists

Missed Deadlines: Project delays, cost overruns
Contract Breach: Potential liability and penalties
Tax/Invoice Errors: Payment delays or fines
Regulatory Noncompliance: Audit findings, enforcement risk
Disputed Deliverables: Rework and client dissatisfaction
Invalid Approvals: Signatures contested legally

Common preparation errors

  • Vague task descriptions that omit acceptance criteria, causing confusion over when work is truly complete.
  • Missing owner assignments or generic role labels prevent accountability and delay decision-making during critical path tasks.
  • Dates entered inconsistently or without time zones lead to scheduling conflicts across distributed teams and external vendors.
  • Failing to capture approvals digitally or omit audit metadata undermines legal defensibility in disputes or post-project reviews.

Step-by-step: completing the Project Management Check List

Follow a consistent sequence to collect task details, assign owners, capture approvals, and track completion status.

  • 01
    Prepare: Gather project scope, schedule, and stakeholder contacts before populating tasks.
  • 02
    Define: Break work into tasks with clear acceptance criteria and owners.
  • 03
    Assign: Set due dates, dependencies, and resource estimates for each task.
  • 04
    Approve: Collect signatures, record timestamps, and lock completed items for audit.

Typical electronic workflow for the checklist

Use digital forms to route the checklist, request approvals, capture signatures, and archive the completed record automatically.

  • Upload: Attach the checklist template in PDF or DOCX format.
  • Place Fields: Add sign, date, and text fields for each signer.
  • Invite Signers: Send signing links or email invites with role order.
  • Archive: Save signed copy and certificate of completion to storage.

Configuring an online checklist workflow

Set up routing, authentication, and storage to match project governance and compliance requirements policies.

Field Configuration
Routing Order Role-based sequential approvals enforced by signer order
Authentication Email link, SMS code, or KBA
Storage Location Cloud storage with version history and access controls
Notifications Email reminders and escalation after missed due dates

Distribution channels and system considerations

Select distribution channels aligned with stakeholder access, security policies, and audit needs; consider email, secure links, and integrated storage for traceability.

  • Email: Fast delivery; lower assurance authentication
  • Secure Link: Expirable link with download tracking
  • Integrated Storage: Retain versioned file with access controls

Key dates and compliance expectations

Identify milestone dates, approval deadlines, and reporting intervals to align team deliverables and external commitments.

Initial Planning Complete:

Set before work begins; aligns scope baseline

Milestone Reviews:

Schedule at major deliverable handoffs for stakeholder sign-off

Change Request Cutoff:

Specify last date for scope changes before freeze

Final Acceptance:

Document client approval and record final sign-off date

Record Retention Start:

Start retention clock from final acceptance or contract termination

Project milestone timeline

Map major stages from initiation through closure and assign accountability at each milestone to ensure measurable progress.

01

Initiation phase

Define objectives, appoint manager, and approve initial resources.

02

Planning phase

Develop schedule, budget, and risk register with owners

03

Execution phase

Complete tasks, monitor progress, update stakeholders, manage changes

04

Closure phase

Verify deliverables, complete acceptance, and archive records

eSignature pricing and feature snapshot

Comparison of common eSignature plan features and starting prices to help planners estimate platform costs for managing checklists and approvals.

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 Varies by plan Varies by plan Varies by plan Varies by plan
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

FAQs about completing and managing the Project Management Check List

Answers to common questions about completion, signatures, storage, and legal considerations for checklist records below.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users
Sign Now
Company
Forms
Pricing
Resources
Knowledge base
Other Products
© 2026 airSlate Inc. All rights reserved.