Can these drawings be signed electronically?

Yes. Electronic signatures on contracts and approvals are enforceable under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.

Is a handwritten signature ever required?

Handwritten signatures may be required only where statutes or specific contract terms demand them or for exceptions listed under ESIGN/UETA such as wills or certain court orders; verify contract and local law.

Do approvals require notarization?

Most client approvals do not require notarization. If a notarized acknowledgement is contractually required, consider RON where the state permits remote notarization and follow state rules.

How do I correct an approved drawing?

Issue a new revision with a clear revision code and approval block, route for re-approval, and retain the prior approved version for auditability; mark superseded files as obsolete.

How can approval be revoked or amended?

Revocation or amendment requires an express written change signed by the same authorized party or by parties granted amendment rights in the contract; document the change and update revision history.

How should signed drawings be stored?

Store signed PDFs and audit trails in a secure document-control system with access controls and retention rules aligned to IRS, HIPAA, and contract requirements for defensible preservation.

Electronic Signature
Templates
Project Management
Project Management Client Approved Drawings

Project Management Client Approved Drawings

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

PROJECT MANAGEMENT CLIENT APPROVED DRAWINGS

Project Identification

Project Title Project ID Client Name Client Address Project Manager (Service Provider) Service Provider Name Service Provider Address

Scope of Drawings

This document lists those drawings, plans, and related documents that the Client hereby approves for use in construction, procurement and permitting. The Client's approval is limited to the items explicitly listed below and any referenced notes, legends, and schedules contained on those drawings. Any work performed outside the scope of the approved drawings requires a written change order executed by both parties.

Summary Description of Scope Out-of-Scope Items

Approved Drawings Register

The following drawings are approved by the Client for the purposes specified in this document. Each entry below must be marked approved at the time of signing or explicitly listed as conditional with specific required revisions.

Drawing No.: Title: Revision: Issue Date: Approved:

Additional Approved Documents / Notes

Deliverables and Acceptance Criteria

Deliverables derived from the approved drawings must meet the acceptance criteria stated below prior to payment for related milestones. Acceptance will be based on conformance to drawings, applicable codes, and any written comments recorded by the Client at the time of approval.

Deliverable 1 - Description Deliverable 1 - Acceptance Criteria Deliverable 2 - Description Deliverable 2 - Acceptance Criteria

Timeline and Milestones

Project Start Date Project End Date Key Milestones

Milestone: Due Date: Deliverable Reference:

Budget and Payment

Total Contract Value Payment Schedule Change Order and Variations Process

Certifications, Notices, and Approvals

By signing below, the Client affirms that the drawings and documents listed in the Approved Drawings Register have been reviewed and are hereby approved for the purposes set forth in this agreement. Approval is limited to the information contained on those drawings and does not relieve the Service Provider of responsibility for coordination, compliance with codes and regulations, or for errors or omissions discovered after approval. Any discrepancy discovered between approved drawings and site conditions must be reported immediately and resolved through the change order process prior to proceeding with affected work.

The Client acknowledges that subsequent modifications to the approved drawings shall require written approval from the Client or the Client's authorized representative. The Service Provider remains responsible for ensuring that subcontractors and suppliers work from the current, approved drawing set.

Client Representative for Approvals Limits of Approval or Conditions (if any)

Confidentiality and Use

All drawings, specifications, models, and other documents provided in connection with the approved drawings are confidential and are to be used solely for the execution of the Project. The Client's approval does not constitute permission to distribute designs beyond parties performing work on the Project, except as required by law or where otherwise authorized in writing by the Client.

Governing Law

This approval and any disputes arising from it shall be governed by and construed in accordance with the laws of the state or jurisdiction named below. Both parties submit to the exclusive jurisdiction of the courts in that jurisdiction for resolution of disputes.

Governing Jurisdiction

Signatures and Authorization

The undersigned represent and warrant that they are duly authorized to execute this Client Approved Drawings form on behalf of the respective parties and that signing constitutes binding approval of the listed drawings as described herein.

Client:

By:

Date:

Service Provider:

By:

Date:

What Project Management Client Approved Drawings Are

Project Management Client Approved Drawings are the formal set of technical drawings, plan revisions, and sign-off records documenting a client's acceptance of design deliverables for a specific construction or engineering project. They record the approved drawing number, revision, scope notes, and the date and identity of the approver to create an auditable decision trail for procurement, permitting, and construction activities. These documents are used to authorize fabrication, ordering, or site work and to resolve disputes about scope, specifications, and change orders.

Why formal client approval matters for drawings

A clear, standardized approved-drawings record reduces ambiguity, assigns responsibilities, and creates an evidence trail for scope and change management; it supports permitting, reduces rework, and limits exposure to claims by showing exactly what the client accepted and when.

Who typically completes and relies on client-approved drawings

The approved-drawings record is shared with procurement, permitting, subcontractors, and quality teams to ensure consistent execution.

Project managers and construction managers who coordinate approvals and issue revisions.
Design leads and engineers who produce revisions and verify specification compliance.
Client representatives or owners who confirm acceptance of specific drawing revisions.

Core elements every professional approved-drawings record includes

A complete approved-drawings record combines document identifiers, revision history, scope notes, explicit client sign-off, date/time stamps, and an auditable signature or approval method to support downstream construction, permitting, and warranty processes.

Document ID

Unique drawing number and title so the approved sheet is unambiguously identified across revisions and project folders.

Revision History

A concise log of revision codes and change summaries linking each approved version to prior versions and describing what changed and why.

Scope Notes

Clear scope or exclusion language explaining limits of work, assumptions, and items not included in this approval.

Client Approval

Signed or e-signed name, title, organization, and date establishing who authorized the drawing for production or construction.

Approval Conditions

Any conditional approvals, hold points, or required follow-up actions so stakeholders know outstanding items.

Audit Evidence

Timestamped record (IP, geolocation if available), versioned file, and an audit trail showing the approval workflow and history.

Security, compliance, and integrity for approved-drawings records

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamped logs and signer metadata

Authentication: Multi-factor and access controls

Compliance: ESIGN, UETA, 21 CFR, SOC 2

Data Privacy: GDPR and CCPA protections

BAA Option: HIPAA BAA available where required

Step-by-step: creating and capturing client approval

Follow a repeatable sequence to reduce errors and make approvals auditable across teams and systems.

01

Prepare Package: Assemble drawing, revision note, and related specs for review.
02

Issue for Review: Send the package to designated client approver(s) with clear instructions.
03

Capture Approval: Collect signature, date, and any conditional notes; record the approver identity.
04

Distribute Files: Publish the approved version to project document control and inform stakeholders.

Typical online approval workflow settings

Configure a standardized workflow to ensure consistent routing, authentication, and version control for drawing approvals.

Field	Configuration
Routing Order	Sequential or parallel signer routing
Authentication	Email + SMS code or stronger methods
Version Lock	Enable file versioning after approval
Audit Capture	Record IP, timestamp, and user agent

How approvals flow from sender to project archive

A clear transfer path reduces handoffs and preserves evidentiary detail in the record.

Upload Drawing: Sender uploads final PDF/DWG and tags revision details.
Place Fields: Add approval signature, date, and comment fields to the drawing.
Send to Client: Deliver via email or secure signing link with authentication.
Archive Signed: Store signed file and audit report in document control.

Delivery options and file-format compatibility

Choose a platform that preserves versions, exports signed PDFs, and connects to your document-control or ERP systems.

File Formats: PDF, DOCX, and exportable metadata
Integrations: Salesforce, NetSuite, Procore available
Access Controls: Role-based permissioning

Typical timing and review expectations

Set consistent review windows to avoid delays in procurement or site mobilization and to track SLA adherence.

Client Review Window:

Commonly 3–10 business days depending on contract terms.

Contractor Response Time:

2–5 business days to acknowledge comments and propose changes.

Permit Submission Lag:

Allow 7–30 days for authority review after approval, where applicable.

Revision Turnaround:

Small revisions often resolved within 48–72 hours.

Record Publication:

Publish approved drawing to archive within 24 hours of signature.

Common mistakes when preparing client-approved drawings

Not including a clear revision identifier, causing trades to work from an outdated sheet and triggering rework.
Failing to capture who approved the drawing with title and organization, which weakens enforceability in disputes.
Sending unversioned native files instead of a signed PDF, resulting in an unclear audit trail for approvals.
Using informal email confirmation without a recorded signature, making it difficult to prove the exact approved content.

Risks and consequences of incorrect or missing approvals

Construction Delays: Work stoppage and schedule slippage

Increased Costs: Change orders and rework expenses

Contract Disputes: Claims based on unclear scope

Permit Rejection: Authority refusal due to inconsistent submissions

Warranty Exposure: Unclear acceptance affects liability

Payment Withhold: Owner may delay payments for uncertified work

Practical examples of approved-drawings use in real organizations

Real-world cases show how standardized approvals reduce friction and improve auditability.

Optica Ventures — Brian Fitzgibbons

Optica standardized approvals across project sites to reduce review cycles.

The team cited usability improvements and fewer lost revisions.
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Martin Properties — Tim Martin

A property developer moved approvals online to speed turnover between design and construction.

On-site crews received exact approved sheets faster.
"I can process and execute all of these documents online with 100% compliance and built-in security."

Who can legally sign approved drawings

Project Manager

A project manager with delegated authority signs to approve drawings for execution. Their signature binds the project team and authorizes procurement and site work as defined in the contract.

Client Representative

An owner or authorized client representative signs to confirm acceptance of scope and specifications; their sign-off typically triggers payment milestones and release of procurement actions.

eSignature vendor comparison for approved-drawings workflows

Compare common plan features and baseline pricing for eSignature providers; signNow is listed first as the baseline for cost and capability comparisons.

	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

FAQs: signing, validity, and common process questions

Answers to common questions about electronic approval of drawings, signature validity, and recordkeeping for U.S. projects.

Need help? Contact support

Can these drawings be signed electronically?
Yes. Electronic signatures on contracts and approvals are enforceable under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.
Is a handwritten signature ever required?
Handwritten signatures may be required only where statutes or specific contract terms demand them or for exceptions listed under ESIGN/UETA such as wills or certain court orders; verify contract and local law.
Do approvals require notarization?
Most client approvals do not require notarization. If a notarized acknowledgement is contractually required, consider RON where the state permits remote notarization and follow state rules.
How do I correct an approved drawing?
Issue a new revision with a clear revision code and approval block, route for re-approval, and retain the prior approved version for auditability; mark superseded files as obsolete.
How can approval be revoked or amended?
Revocation or amendment requires an express written change signed by the same authorized party or by parties granted amendment rights in the contract; document the change and update revision history.
How should signed drawings be stored?
Store signed PDFs and audit trails in a secure document-control system with access controls and retention rules aligned to IRS, HIPAA, and contract requirements for defensible preservation.

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