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Project Management Company Declaration

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Project Management Company Declaration

Project Identification

Effective Date:    Contact Phone:    Contact Email:

Recitals and Declaration

The Service Provider declares and certifies that it is duly organized, licensed where required, and qualified to provide professional project management services to the Client for the Project identified above. The Service Provider further declares that the persons executing this Declaration are authorized representatives with the power and authority to bind the Service Provider.

The Service Provider warrants that it will perform the services described in the Scope of Work in a professional and workmanlike manner, in accordance with prevailing industry standards, and in compliance with applicable laws and regulations.

Scope of Work

Deliverables and Acceptance

The Service Provider shall deliver the items set forth below. Each deliverable must include acceptance criteria. Acceptance shall be deemed complete when the Client provides written acceptance or fails to provide a written rejection within the acceptance period specified.

Due Date:

Due Date:

Timeline and Milestones

Milestone 1 Date:

Milestone 2 Date:

Budget and Payment

Due On:

All changes to scope, schedule, or cost shall be documented by a written change order executed by authorized representatives of both parties prior to performance. The Service Provider shall submit proposed change orders in writing, itemizing impact to scope, schedule, deliverables, and cost. No oral direction constitutes authority for additional work or change in price.

Confidentiality and Data Security

The Service Provider shall treat all Client information and materials as confidential and shall not disclose or use such information except as necessary to perform obligations under this Declaration. The Service Provider will implement and maintain reasonable administrative, technical, and physical safeguards to protect Client data against unauthorized access, disclosure, alteration, or destruction.

Insurance, Liability, and Indemnity

The Service Provider shall maintain insurance customary for project management services, including professional liability/errors & omissions and commercial general liability coverages. The Service Provider agrees to indemnify and hold harmless the Client from third-party claims arising from the Service Provider’s negligent performance, breach of this Declaration, or willful misconduct, subject to applicable law and contractual limitations of liability stated in a separate agreement.

Acceptance Testing and Warranty

Deliverables shall be subject to acceptance testing by the Client within the acceptance period following delivery. The Service Provider warrants that deliverables will materially conform to the agreed acceptance criteria for a period of 30 days following acceptance unless otherwise stated in writing.

Termination and Remedies

Either party may terminate this engagement for material breach if the other party fails to cure the breach within the specified cure period after written notice. Upon termination for convenience or for cause, the Service Provider shall deliver all work in progress and shall be compensated for services properly performed to the date of termination in accordance with the payment provisions herein.

Governing Law

This Declaration shall be governed by and construed in accordance with the laws of the jurisdiction specified below, without regard to conflict of law principles. Venue for disputes shall be in the competent courts of that jurisdiction unless the parties agree otherwise in writing.

Representations and Signatures

By signing below, the authorized representatives of the Client and the Service Provider each represent and warrant that they have read and understand this Project Management Company Declaration, that the statements herein are true and correct, and that they have the authority to bind their respective parties.

Client Printed Name:

By:

Date:

Title/Capacity:

Service Provider Printed Name:

By:

Date:

Title/Capacity:

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What the Project Management Company Declaration Is

A Project Management Company Declaration is a signed document by a project management firm that identifies the contracting parties, describes the project scope, and confirms the company’s authority to act on the project’s behalf. It establishes responsibilities, project identifiers, scheduling milestones, key contacts, and the signature authority for invoices, change orders, and regulatory filings.

Why this Declaration Matters for Projects

The declaration clarifies who legally represents the project, reduces disputes over authority, and creates an auditable record useful for procurement, permitting, and contract enforcement across jurisdictions.

Why this Declaration Matters for Projects

Typical Parties Who Complete the Declaration

Use the declaration when formalizing authority, assigning responsibilities, or preparing documentation that will be used for permitting, bonding, or payments.

  • Project management firms and their authorized signers responsible for project administration and vendor coordination.
  • General contractors and prime contractors who rely on delegated authority for execution and approvals.
  • Owners, developers, or sponsoring organizations that require formal confirmation of the manager’s authority.

Essential Elements to Include in a Professional Declaration

A well-prepared declaration combines identity, project specifics, contractual authority, scope limitations, schedule touchpoints, and signature blocks to create a clear legal and operational record.

Parties

Full legal names of the project manager company and the contracting owner or client, including entity type and jurisdiction of formation.

Project Details

Project name, address or geographic coordinates, project ID, and any permit or contract numbers used for official filings and cross-references.

Scope and Authority

A concise statement of delegated authority, including which tasks the manager may approve and any monetary or contractual limits.

Schedule and Milestones

Key dates such as start, substantial completion, and critical milestones used to trigger approvals, invoices, and permitting steps.

Compensation Terms

Billing arrangements, invoicing cadence, approved sign-off thresholds, and information on retainage or holdbacks for payments.

Signatures and Dates

Signature blocks for authorized representatives, printed names, titles, and execution dates; include witness or notary lines if required.

Required Identification and Document Fields

Company Legal Name: Exact registered name
EIN or Tax ID: Employer identification number
Company Address: Street, city, state, ZIP
Authorized Signer: Name and title
Project Identifier: Contract or permit number
Effective Date: MM/DD/YYYY

How to Complete the Declaration, Step by Step

Follow these sequential steps to prepare an accurate, enforceable declaration and reduce rework or rejection by counterparties and authorities.

  • 01
    Gather documents: Collect contract, permit numbers, and entity registration information before drafting.
  • 02
    Fill identity fields: Enter exact legal names, EIN, and company address.
  • 03
    State authority: Describe the manager’s delegated powers and monetary limits clearly.
  • 04
    Execute properly: Have an authorized representative sign, date, and notarize if required.

Configuring an Online Signing Workflow

Configure these workflow settings to control authentication, routing, and record storage when you collect electronic signatures.

Field Configuration
Authentication Method Email link | SMS code | KBA
Routing Order Sequential | Parallel
Conditional Fields Show/Hide by role | Required when triggered
Storage & Format PDF/A export | Audit trail included

Digital Signing and Delivery Requirements

Ensure the chosen provider supports compliance needs (ESIGN/UETA, optional HIPAA BAA) and integrates with systems such as Salesforce, NetSuite, Google Workspace, or Procore for seamless routing.

  • Authentication: Email or SMS codes
  • Integrations: CRM and storage links
  • File support: PDF, DOCX, Excel

Typical Routing: From Draft to Signed Record

This illustrates the common sequence when completing and delivering the declaration electronically for signature and storage.

  • Upload document: Import the draft declaration into your signing platform.
  • Place fields: Add signature, date, and conditional fields where needed.
  • Add signers: Assign roles and authentication methods to each signer.
  • Send and track: Distribute to signers and monitor completion with an audit trail.

Key Dates, Deadlines, and Timing Expectations

Common timing considerations affect execution, notarization, filing, and retention; plan accordingly to avoid administrative or legal delays.

Effective Date:

Date entered as MM/DD/YYYY; governs rights and obligations.

Execution Window:

Complete signatures within the period required by the contract or permit.

Notarization Timing:

If required, notarize at signing or within timeframe specified by counterparty.

Filing with Agencies:

Submit any required declarations with permits or bonding documents by agency deadlines.

Retention Start:

Retention periods typically begin on the effective date or filing date.

Common Mistakes to Avoid When Preparing the Declaration

  • Using an informal or trade name instead of the company’s exact legal name, which can invalidate authority checks or create payment delays.
  • Omitting the signer’s corporate title or authority language, leaving counterparts uncertain whether the signer can bind the company legally.
  • Leaving project identifiers blank or inconsistent with contract/permit numbers, causing confusion during permitting or invoicing.
  • Failing to notarize or include witnesses when a contracting party or state law requires them, resulting in rejection by third parties.

Consequences of an Incorrect or Incomplete Declaration

Contract Enforceability: May be challenged
Payment Delays: Invoices may be withheld
Regulatory Rejection: Permits or filings denied
Bonding Risk: Surety claims possible
Insurance Coverage: Coverage disputes may arise
Tax Reporting: Incorrect payee data

Real-World Examples and Outcomes

These concise examples show how organizations use signed declarations to streamline project administration and compliance.

Martin Properties — Efficiency

A small development firm standardized its declaration across projects to reduce signature cycles and vendor questions.

  • The change centralized approvals.
  • Tim Martin, Founder of Martin Properties, reported processing and executing documents online with full compliance and greater speed, enabling faster vendor payments and fewer onsite meetings.

Xerox — Integration

A large enterprise integrated declarations with its ERP to automate approvals and invoicing.

  • Integration reduced manual handoffs.
  • Kodi-Marie Evans, Director of NetSuite Operations at Xerox, noted that integrated signing and format flexibility helped get correct signatures on documents and streamlined downstream accounting entries.

eSignature Vendor Pricing and Feature Snapshot

Compare common pricing and feature dimensions across leading eSignature providers; signNow appears first as the baseline for comparison without implying endorsement.

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
Envelope Cap No cap 100/envelope limit Varies Varies Varies

Frequently Asked Questions About Declarations and Electronic Signing

Answers to common legal, procedural, and technical questions about executing a Project Management Company Declaration electronically.


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