Can this form be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, subject to limited statutory exceptions such as wills and certain court filings.

Who must sign the form?

An individual with authority to bind the company should sign, typically an officer, member, or authorized representative. Include printed name and title to establish attribution and authority.

What if the EIN or TIN is wrong?

An incorrect TIN can trigger backup withholding (24%) and information return penalties; correct the error and resubmit documentation to avoid IRS penalties and payment holds.

Is notarization ever required?

Not usually for a standard company information form, but some contracts or state-specific filings may require notarized attestations or witness signatures—confirm with contract terms or state law.

How long should I retain completed forms?

Retain for the term plus a recommended 3–7 years depending on industry; follow IRS, HIPAA, SEC, and state retention rules for records tied to tax, health, or securities matters.

How can I update submitted information?

Issue an amended form with a new effective date and signatory, or provide a signed addendum. Maintain version control and store previous copies for auditability.

Electronic Signature
Templates
Project Management
Project Management Company Information Form

Project Management Company Information Form

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

Project Management Company Information Form

Project Identification

Project Title Project ID Client Name Primary Client Contact Assigned Project Manager (Service Provider)

Service Provider Company Information

Company Legal Name Entity Type (check all that apply)

Sole Proprietor Partnership LLC Corporation Other:

Registration or Tax Identifiers Principal Office Address Mailing Address (if different)

Insurance and Compliance

The Service Provider represents and warrants that it maintains, at its own expense, insurance in the types and amounts required by the Client and applicable law. Provide details below.

General Liability Professional Liability / E&O Workers' Compensation

Key Personnel

List primary personnel who will be assigned to the project and their authority to bind the Service Provider on project matters.

Primary Assigned Personnel - 1 Primary Assigned Personnel - 2

Scope of Work

Describe the services to be performed by the Service Provider. This description becomes the operative statement of work attached to any master agreement or purchase order when accepted by both parties.

Out of Scope Items

Deliverables and Acceptance Criteria

Specify deliverables with objective acceptance criteria. Client acceptance that does not conform to these criteria will be deemed conditional until remedied.

Deliverable 1 Description Deliverable 2 Description

Timeline & Milestones

Provide project schedule, including estimated start and completion dates and material milestones.

Planned Start Date Planned End Date Milestone 1 Milestone 2

Budget & Payment

Provide the total project budget, payment milestones, invoicing terms and any retainers.

Total Budget Payment Schedule / Milestones Late Payment and Dispute Resolution

Change Order Process

All changes to scope, schedule or price shall be documented and approved via a written change order signed by authorized representatives of both parties. Describe the initiation, review and approval workflow below.

Confidentiality & Data Protection

The Service Provider will treat all non-public information disclosed by the Client as Confidential Information and shall not disclose or use it except as necessary to perform the Services. Confidential Information shall be protected with safeguards at least as protective as those the Service Provider uses for its own information of similar sensitivity.

Confidentiality Duration (years) Data Handling & Security Measures

Representations, Warranties & Compliance

The Service Provider represents that it has the full corporate power and authority to enter into agreements, perform the Services, and that performance will comply with applicable laws and professional standards. The Service Provider will obtain and maintain all permits, licenses and approvals required to perform the Services.

Regulatory or Licensure Notes

Governing Law

This form and any resulting statement of work or agreement shall be governed by and construed in accordance with the laws of the jurisdiction identified below, without regard to choice of law principles.

Conflicts, References & Additional Information

Known Conflicts of Interest References (if requested)

Certification

By signing below, the signatory represents and warrants that the information provided in this form is true, complete and accurate to the best of their knowledge, and that they are authorized to bind the party on whose behalf they sign. The Service Provider agrees to notify the Client promptly of any material change to the information provided herein.

Client

Printed Name:

By:

Date:

Service Provider

Printed Name:

By:

Date:

What the Project Management Company Information Form Is

The Project Management Company Information Form collects standardized legal, operational, and financial details about a company engaged to provide project management services. Typical entries include legal business name, tax identification, licenses, insurance, points of contact, banking or payment instructions, and project references. Organizations use the form to qualify vendors, verify compliance before onboarding, and populate contracting or payment systems. The form can be completed on paper or electronically; where e-signatures are used, validity is governed by the ESIGN Act (15 U.S.C. ch. 96) and state UETA equivalents.

Why a Standardized Company Information Form Matters

A consistent form centralizes vendor verification, speeds contracting, and reduces payment errors while creating a single source of truth for legal and compliance checks.

Who Completes and Uses This Form

Properly completed forms reduce onboarding delays and provide audit-ready documentation for contract administration, invoicing, and regulatory reviews.

Project management firms completing vendor profiles for new client engagements and subcontracts.
General contractors and construction managers validating insurance, licensing, and bonding information.
Owners, developers, and procurement officers confirming billing and compliance before issuing purchase orders.

How to complete the form step by step

These sequential steps guide accurate completion and internal review before submission.

01

Gather Documents: Collect formation docs, EIN confirmation, insurance certificate, and license copies.
02

Enter Core Data: Populate legal name, EIN, address, and authorized contact fields exactly.
03

Attach Supporting Files: Upload licenses, COI, W-9 if requested, and any bonding evidence.
04

Review and Sign: Confirm accuracy, then sign electronically or in ink per contract requirements.

Essential components to include on a professional form

A well-structured form groups identification, compliance, financial, and reference information for efficient review and storage.

Identification

Legal business name, DBA if applicable, formation type (LLC, Corp), and state of formation so reviewers can confirm registration and standing.

Tax Information

EIN or SSN for sole proprietors, tax classification, and backup withholding status to support accurate 1099 reporting and payments.

Licenses and Certifications

List professional licenses, registration numbers, expiration dates, and jurisdictions to verify the firm meets project-specific regulatory requirements.

Insurance and Bonds

Provide insurer name, policy numbers, coverage types and limits, and bond details; required for contract compliance and to validate risk transfer.

Banking and Payment Terms

Payment method, remittance details, payment contact, and any early-payment or holdback provisions to prevent remittance errors.

Project References

Two to three prior project examples with contactable references and dates to demonstrate relevant experience and performance history.

Required data elements at a glance

Legal Name: Exact registered name

Tax ID: EIN or SSN

Business Address: Full street address

Authorized Contact: Name, phone, email

Insurance Info: Carrier and policy ID

License Numbers: State and license ID

Common preparation errors to avoid

Entering a trading name instead of the legal entity name, causing mismatches in vendor records and tax reporting.
Providing expired licenses or insurance certificates rather than updated, valid documents; reviewers reject incomplete evidence.
Transposing bank routing or account numbers, which delays payments and can require manual remediation.
Failing to attach required supporting documents such as COI or W-9, resulting in onboarding or payment holds.

Consequences of incorrect or incomplete information

Backup Withholding: 24% withholding if TIN is incorrect

1099 Penalties: $60–$330 per form; IRC §6721

Payment Delays: Missing or wrong banking details delay remittance

Contract Risk: Invalid licensing can void contract obligations

Bond Defaults: False info may trigger surety claims

I-9 Violations: $281–$2,789 per violation; 8 CFR §274a.2

Digital workflow settings to configure

Set these options when creating an online version to ensure reliable collection and verification.

Field	Configuration
Signer Authentication	Email link plus optional SMS code
Signature Type	Click-to-sign or drawn signature
Conditional Fields	Show fields only when triggers are met
Routing Order	Sequential or parallel signer routing

Typical electronic submission flow

A standard eSubmission workflow reduces friction and documents each step for audit purposes.

Upload Form: Sender uploads PDF or DOCX file
Place Fields: Add signature, date, and text fields
Send to Signer: Distribute via email or secure link
Signer Completes: Signer authenticates and signs

Technical and integration considerations

Ensure the selected solution provides audit trails, secure storage, and the compliance certifications your jurisdiction or industry requires.

File Formats: PDF, DOCX, XLSX supported
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email, SMS, KBA, SSO

Timing and submission expectations

Certain delivery and tax-related timelines affect when the form must be provided and when related reports are due.

Provide on Request:

Supply a completed company form before the first payment or contract award

W-9 Related:

W-9 is provided upon payer request; no fixed statutory deadline

1099 Reporting:

1099-NEC to recipients and IRS due Jan 31 each year

Contract Start:

Deliver completed form as part of pre-award package

Retention Trigger:

Retention periods start from execution or project close

Key milestones from request to acceptance

Follow this sequential milestone list to track progress and control handoffs during onboarding.

01

Request Issued

Procurement requests completed form and supporting documents

02

Supplier Submission

Vendor returns form with attachments and signatures

03

Verification

Reviewer confirms licenses, insurance, and TIN validity

04

Approval and Onboarding

Form accepted and vendor added to payment system

eSignature vendor comparison for company information forms

Compare typical entry-level pricing and a few key features relevant to high-volume onboarding and compliance workflows.

	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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Premium tiers)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Real examples of the form in use

These condensed examples describe how organizations use the form to improve vendor onboarding and compliance.

Optica Ventures

Optica Ventures standardized vendor onboarding to reduce back-and-forth and speed contract execution.

Streamlined collection removed repeated requests for missing documents.
Brian Fitzgibbons, COO, noted that the interface is simple and easy-to-use for the team and for customers, improving turnaround on agreements.

Martin Properties

A regional property manager converted paper intake to completed electronic forms before first payment.

Reduced manual processing steps on mobile devices.
Tim Martin, Founder, reported he can execute documents online with compliance and security while getting forms back efficiently from tenants and contractors.

Frequently asked questions and quick troubleshooting

Answers to common questions about signing, accuracy, retention, and legal acceptability of the form.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, subject to limited statutory exceptions such as wills and certain court filings.
Who must sign the form?
An individual with authority to bind the company should sign, typically an officer, member, or authorized representative. Include printed name and title to establish attribution and authority.
What if the EIN or TIN is wrong?
An incorrect TIN can trigger backup withholding (24%) and information return penalties; correct the error and resubmit documentation to avoid IRS penalties and payment holds.
Is notarization ever required?
Not usually for a standard company information form, but some contracts or state-specific filings may require notarized attestations or witness signatures—confirm with contract terms or state law.
How long should I retain completed forms?
Retain for the term plus a recommended 3–7 years depending on industry; follow IRS, HIPAA, SEC, and state retention rules for records tied to tax, health, or securities matters.
How can I update submitted information?
Issue an amended form with a new effective date and signatory, or provide a signed addendum. Maintain version control and store previous copies for auditability.

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