Can the plan be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and most state UETA laws, electronic signatures are legally valid for agreements and approvals, provided intent, consent, attribution, and record retention are satisfied.

When is additional authentication required?

Use stronger authentication (SMS code, SSO, or KBA) for sensitive approvals or regulated data; healthcare-related communications may require a BAA and stricter controls.

What if a stakeholder can’t access the file?

Provide a PDF copy and confirm accessibility. For consumer-facing records, follow ESIGN disclosure rules and document that the recipient can access the electronic format.

How do I correct an approved plan?

Issue a controlled revision with change log and fresh approvals. Retain prior approved versions for audit and dispute resolution.

Do communications need notarization?

Most internal status reports do not require notarization. Notarization applies to specific legal instruments; verify per-state rules if the plan contains notarized exhibits.

How long do I keep signed copies?

Keep the active plan for the project duration and retain records per retention policy; follow IRS, HIPAA, or other applicable standards noted in the retention timeline.

Electronic Signature
Templates
Project Management
Project Management Communication Plan

Project Management Communication Plan

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

PROJECT MANAGEMENT COMMUNICATION PLAN

Project Identification

Project Title:

Project ID: Client Name:

Service Provider Project Manager

Purpose and Objectives

This Communication Plan documents the required information flows, stakeholder responsibilities, reporting cadence, escalation procedures, and acceptance criteria for communications associated with the project named above. It governs how project information is created, distributed, stored, and retired for the duration of the engagement.

Stakeholders and Distribution

Complete primary project stakeholders and distribution information below. Add additional rows as required in project records.

Stakeholder 1 — Name and Role Stakeholder 1 — Contact Stakeholder 2 — Name and Role Stakeholder 2 — Contact Stakeholder 3 — Name and Role Stakeholder 3 — Contact

Communication Methods and Frequency

Select primary communication channels and specify cadence for standard reporting.

Primary Channels (select all that apply)

Email Phone Scheduled Meetings Formal Reports

Reporting Frequency Standard Report Recipients

Communication Matrix — Deliverables and Acceptance

List major deliverables, lead owner, acceptance criteria, and target delivery date.

Deliverable 1 — Description Deliverable 1 — Owner Deliverable 1 — Acceptance Criteria

Target Due Date:

Deliverable 2 — Description Deliverable 2 — Owner Deliverable 2 — Acceptance Criteria

Target Due Date:

Timeline and Milestones

Project Start Date: Project End Date:

Key Milestones (name, target date, owner)

Budget and Payment

Total Project Budget (USD):

Payment Schedule and Terms Change Order Process

Escalation and Issue Resolution

Define the escalation path, expected response times, and responsibilities for unresolved issues.

Escalation Level 1 — Contact and Response Time Escalation Level 2 — Contact and Response Time

Confidentiality and Data Handling

All communications, deliverables, documents, and data produced in the performance of this project are designated as Confidential Information unless expressly marked otherwise. Each party will restrict disclosure to personnel with a need to know, will apply reasonable administrative and technical safeguards to protect confidentiality, and will comply with applicable data protection obligations. Confidential Information shall not be used for purposes other than the performance, management, and governance of the project without prior written consent of the disclosing party.

Reporting Metrics and Acceptance

Key Performance Indicators and Reporting Metrics Acceptance Review and Sign-off Process

Governing Law and Dispute Resolution

This Communication Plan will be governed by and construed in accordance with the laws of the State specified below, without regard to conflict of law principles. Parties agree to good-faith negotiation for disputes arising from communications or interpretations of this plan; if unresolved within thirty (30) calendar days, disputes may be escalated to the contractual dispute resolution procedure specified in the primary services agreement between the parties.

Governing State:

Acknowledgment and Certification

By signing below, the undersigned representatives certify that they are authorized to bind their respective parties, that they have reviewed and agree to the procedures and obligations set forth in this Communication Plan, and that this document shall be incorporated by reference into the governing services agreement between the Client and Service Provider.

Client:

By:

Date:

Service Provider:

By:

Date:

What a Project Management Communication Plan Is

A Project Management Communication Plan is a formal document that defines how project information will be created, approved, distributed, and archived across stakeholders. It identifies audiences, messaging channels, frequency, escalation paths, responsibilities, and templates so that all parties receive consistent, timely updates. The plan supports decision-making, reduces misunderstandings, and provides an auditable record of communications tied to project milestones, risks, and approvals.

Why a Clear Communication Plan Matters

A well-structured plan improves stakeholder alignment, shortens decision cycles, and lowers project risk by specifying who communicates what, when, and how. It also creates a defensible audit trail for governance, compliance, and post-project review.

Who Typically Completes This Plan

Project managers usually draft the plan with input from sponsors and the PMO; it is finalized before or at project kickoff.

Project Manager — Drafts, updates, and enforces the communication schedule across teams.
Project Sponsor / Steering Committee — Receives executive summaries and milestone alerts.
PMO or Program Office — Stores the plan, monitors adherence, and consolidates reports.

Regular reviews ensure the plan stays current as team members, risks, or reporting requirements change.

Essential Components to Include

A professional communication plan groups responsibilities, schedules, message types, and escalation rules into clear sections for repeatable execution.

Stakeholder Matrix

List stakeholders, roles, contact info, and preferred channels so messages reach the right audience without duplication or omission.

Communication Methods

Define channels (email, meetings, dashboards, chat) and when each channel is appropriate to prevent information overload.

Schedule & Frequency

Set recurring cadence for status reports, stand-ups, steering updates, and milestone notifications to align expectations.

Escalation Path

Document the chain of escalation, decision owners, and response SLAs for issues requiring rapid attention.

Templates

Provide standard templates for status reports, change notices, risk alerts, and meeting minutes to ensure consistent content.

Approval Workflow

Specify who reviews communications, required approvals for public updates, and how final versions are recorded and archived.

Step-by-Step: Create and Finalize the Plan

Follow this sequence to produce a usable, auditable communication plan before active project work begins.

01

Draft: Gather stakeholder list and initial message types.
02

Review: Circulate draft to owners for feedback and risk identification.
03

Approve: Obtain sign-offs from sponsor, PMO, and legal if required.
04

Distribute: Publish the final plan to the project repository and notify all stakeholders.

Configuring a Digital Workflow

Map fields and automation settings to your project platform before sending the first communication.

Field	Configuration
Notification Method	Email \| Teams \| Dashboard alerts
Authentication Level	Email link \| SMS code \| SSO
Template Reuse	Save as reusable template for status updates
Storage Destination	PMO repository \| Shared drive \| Document management

Where to File, Send, and Archive the Plan

Define primary destinations for draft, approved, and archived copies to speed retrieval and audits.

PMO Repository: Store the approved master copy in the PMO-controlled archive.
Stakeholder Notification: Email or Teams message announces distribution to defined stakeholder groups.
Project Management Tool: Link the plan to the project record for automated status attachments.
Legal / Compliance: Send final approved copy to legal or compliance for retention if required.

Technical Considerations for Digital Distribution

Ensure the chosen platform supports required authentication, audit logging, and integrations before e‑distribution.

Integrations: Salesforce | MS 365 | NetSuite | Procore supported
Formats: PDF, DOCX, and HTML accepted
Authentication: Email link, SMS code, or SSO options

Select a platform that meets your security and retention requirements and that integrates with your document storage and collaboration tools to avoid manual handoffs.

Typical Timelines and Reporting Cadence

Set realistic delivery dates tied to project milestones and governance cycles so stakeholders can plan responses and approvals.

Initial Distribution:

Issue within 48 hours of project kickoff to all stakeholders.

Weekly Updates:

Short status reports summarizing progress and risks every week.

Monthly Steering:

Detailed month-end report for steering committee review.

Ad-hoc Incident Notices:

Immediate notification on critical issues or scope changes.

Quarterly Review:

Review and update the communication plan every quarter.

Key Milestones and Approval Stages

Track the plan lifecycle with discrete milestones to ensure visibility and regulatory readiness.

01

Draft Completion

Document prepared and ready for stakeholder review.

02

Stakeholder Review

Collect feedback and resolve conflicts before approval.

03

Formal Approval

Sponsor and PMO sign off on the final plan.

04

Post-Approval Distribution

Publish and log distribution to all parties.

Common Pitfalls to Avoid

Unclear audience targeting leads to duplicate messages and stakeholder fatigue, reducing responsiveness and trust.
Relying on a single channel for all message types increases the chance that critical information is missed by key stakeholders.
Failing to update contact and escalation information causes delayed responses during incidents and can prolong outages.
Publishing unapproved or out-of-date templates creates confusion and may conflict with legal or governance requirements.

Risks and Consequences of Poor Communication

Project Delay: Extended timelines

Budget Overrun: Increased costs

Contract Dispute: Potential litigation

Regulatory Issue: Compliance fines

Data Exposure: Privacy breach

Reputational Harm: Stakeholder distrust

Required Security and Data Elements

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

Access Control: Role-based access and SSO

Audit Trail: Timestamp, IP, and action logs

HIPAA Controls: BAA required for PHI

Retention Policy: Documented retention schedule

Authentication: Email, SMS, KBA, or SSO

eSignature Pricing Comparison

Compare common vendor starting prices and feature availability to determine fit for document approvals and communications.

	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 plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions and Troubleshooting

Answers to common questions about creating, distributing, and validating a Project Management Communication Plan.

Need help? Contact support

Can the plan be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and most state UETA laws, electronic signatures are legally valid for agreements and approvals, provided intent, consent, attribution, and record retention are satisfied.
When is additional authentication required?
Use stronger authentication (SMS code, SSO, or KBA) for sensitive approvals or regulated data; healthcare-related communications may require a BAA and stricter controls.
What if a stakeholder can’t access the file?
Provide a PDF copy and confirm accessibility. For consumer-facing records, follow ESIGN disclosure rules and document that the recipient can access the electronic format.
How do I correct an approved plan?
Issue a controlled revision with change log and fresh approvals. Retain prior approved versions for audit and dispute resolution.
Do communications need notarization?
Most internal status reports do not require notarization. Notarization applies to specific legal instruments; verify per-state rules if the plan contains notarized exhibits.
How long do I keep signed copies?
Keep the active plan for the project duration and retain records per retention policy; follow IRS, HIPAA, or other applicable standards noted in the retention timeline.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now