Can this agreement be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signature meets intent, consent, attribution, and retention criteria.

When is notarization required?

Notarization depends on state law and the nature of the document; some states require notarization for related deeds or certain acknowledgements. Check the state notary rules before finalizing.

What happens if a party signs without authority?

A signature by a person lacking authority can render the agreement voidable; confirm signatory authority in corporate resolutions or delegation documents prior to acceptance.

How should I store the executed agreement?

Store a tamper-evident signed PDF with an audit trail and maintain backups according to retention policy. For healthcare, follow HIPAA retention rules and privacy safeguards.

Can a completion date be changed after signing?

Only by mutual written amendment signed by authorized parties. Record any amendment with dates and reason to preserve the chain of events for audits.

How long should I keep the signed agreement?

At minimum keep for the active contract term plus applicable federal or industry retention periods (e.g., IRS three years, HIPAA six years); consult counsel for specific requirements.

Electronic Signature
Templates
Project Management
Project Management Completion Agreement

Project Management Completion Agreement

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

PROJECT MANAGEMENT COMPLETION AGREEMENT

Project Identification

Project Title Project ID Client Name Service Provider Project Manager

Completion Date:

Recitals

This Project Management Completion Agreement (the "Agreement") confirms that the Service Provider has substantially performed the services described in the original Statement of Work for the project identified above. Client Name: and Service Provider: agree that the deliverables set forth herein constitute final deliverables as of the Completion Date specified above.

Scope of Work

Scope Summary Out-of-Scope Items

Deliverables and Acceptance

The Service Provider warrants that the deliverables listed below have been completed in accordance with the accepted project requirements and applicable acceptance criteria.

Deliverable 1 — Description Acceptance Criteria Deliverable 2 — Description Acceptance Criteria Deliverable 3 — Description Acceptance Criteria

Timeline and Milestones

Project Start Date: Project End Date:

Milestone 1

Due Date:

Milestone 2

Due Date:

Budget and Payments

Total Contract Price Payment Schedule Final Payment upon Completion

Change Order Procedure

All modifications to scope, schedule or fees after execution of this Agreement shall be effected only by a written Change Order signed by authorized representatives of both parties. The Change Order shall specify the change, the effect on schedule, the effect on price, and the approval signature blocks.

Change Order Process

Acceptance, Warranty and Remedies

Acceptance of final deliverables shall be documented in writing and, absent material defect noted within the warranty correction period, shall constitute final acceptance. The Service Provider warrants that deliverables will conform materially to the agreed specifications for a period of 30 days following acceptance. Remedy for breach of warranty shall be limited to correction or replacement of nonconforming work at the Service Provider's expense within a commercially reasonable period.

Final Acceptance (check to indicate client acceptance)

Final deliverables accepted by Client as of Completion Date.

Confidentiality and Data

Each party shall treat all confidential information received from the other party in connection with the Services as confidential and shall not disclose such information except to its personnel and consultants who have a need to know and who are bound by confidentiality obligations no less protective than those contained herein. Confidential information does not include information which is publicly available through no breach by the receiving party.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction specified below without regard to conflict of law principles.

Governing Jurisdiction

Final Provisions

This Agreement constitutes the complete and exclusive statement of the agreement between the parties with respect to completion of the project and supersedes all prior proposals, negotiations and communications, whether written or oral, relating to the project. Any modification must be in writing and signed by authorized representatives of both parties.

Additional Remarks

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

What the Project Management Completion Agreement Is

A Project Management Completion Agreement documents the formal handover and final acceptance of project deliverables, responsibilities, and outstanding obligations between the project manager, contractor, and client. It records completion dates, scope confirmation, deliverable signoffs, final payments, warranties, and any retained items or punch-list tasks. The agreement establishes the end of active project management, sets post-completion responsibilities, and creates a record for contract closeout, disputes, and retention obligations under applicable law and industry rules.

Why a Completion Agreement Matters Legally and Operationally

A clear completion agreement reduces dispute risk, defines final financial obligations, preserves warranty rights, and documents acceptance for accounting and tax purposes. It also establishes who is responsible for post-completion tasks and the effective date for retention and limitation periods.

Who typically prepares and signs this agreement

Project managers, prime contractors, subcontractors, owners, and legal or procurement teams prepare or receive the completion agreement depending on project structure.

Project Manager or PMO — Finalizes scope confirmation, compiles punch list, and coordinates signoffs from stakeholders.
Owner / Client Representative — Reviews deliverables, confirms acceptance, and approves final payment or retainage release.
Legal / Procurement — Reviews warranty, indemnity, and dispute language to ensure contract closeout aligns with master contract terms.

Each signing party should confirm authority to bind their organization and retain a signed copy for records and potential audits.

Primary signers and their roles

Project Manager

A project manager certifies that deliverables meet contract requirements, documents remaining minor items, and attests to final inspections or acceptance testing in a narrative that supports project closeout and accounting entries.

Owner Representative

The owner representative confirms acceptance or conditional acceptance, authorizes final payment or retainage adjustments, and records any objections or reserved rights for warranty or latent defect claims.

Key sections to include in a professional completion agreement

A robust agreement is structured and concise so courts, auditors, and project teams can verify completion status and responsibilities quickly.

Scope Confirmation

Precisely list completed deliverables and cite contract sections or exhibits that define acceptance criteria and technical specifications.

Acceptance Language

State unconditional acceptance or conditional acceptance with a documented punch list and completion deadlines for outstanding items.

Final Payment

Detail final payment amount, retainage release conditions, lien waiver expectations, and payment schedule tied to signoff events.

Warranties & Remedies

Specify warranty periods, start date, reporting procedures for defects, and remedies consistent with the prime contract.

Liability & Indemnity

Confirm any surviving indemnities, insurance responsibilities, and limits on post-completion liabilities.

Record Retention

Identify which party retains original documents, storage format (electronic), and retention period for compliance and audit.

Step-by-step: Completing and executing the agreement

Follow these steps to finalize acceptance, payments, and records.

01

Draft: Collect contract references, punch-list items, and attachments.
02

Review: Legal and finance review warranties, indemnities, and payment figures.
03

Sign: Obtain authorized signatures and notarization if required.
04

Distribute: Share executed copies with all parties and update project records.

How to set up an online completion workflow

Configure roles, fields, and routing before sending to avoid delays and ensure an auditable trail.

Field	Configuration
Signature Order	Define sequential or parallel signing depending on who must approve first.
Authentication	Choose email link, SMS code, or stronger methods for higher-risk transactions.
Conditional Fields	Show or hide punch-list fields based on acceptance type.
Audit Trail	Enable IP, timestamp, and action logging for each signer.

Typical online signing flow for the agreement

An efficient digital flow reduces turnaround time and preserves evidence of signature events.

Upload: Sender uploads the agreement and supporting exhibits.
Place Fields: Add signature, date, and conditional punch-list fields.
Send: Dispatch via email or secure signing link to parties.
Complete: Signers authenticate, sign, and receive final copies plus certificate.

Technical considerations for electronic completion and storage

Confirm the eSignature platform supports required authentication, audit trails, and the file formats your organization uses.

File Formats: PDF | DOCX supported
Integrations: Works with common systems
Compliance: Retains secure audit logs

Ensure the chosen platform can export tamper-evident signed PDFs, retain metadata for audits, and meet any industry-specific compliance needs.

Key timing items and deadlines to track

Track milestones that affect payment, warranty start, lien waiver timing, and record retention obligations.

Effective Date:

MM/DD/YYYY; starts warranty and retention clocks.

Punch-list Completion:

Set a clear cure period, e.g., 30 days after acceptance.

Final Payment Due:

Specify payment terms, e.g., Net 30 after executed acceptance.

Lien Waiver Deadline:

Tie waiver submission to payment milestones to prevent mechanics lien risk.

Record Retention Start:

Retention begins on the effective date or final payment date per policy.

Common mistakes to avoid when preparing the agreement

Using informal or inconsistent party names that make enforcement difficult.
Failing to attach the correct exhibits or acceptance criteria used in the prime contract.
Omitting retainage or lien waiver terms tied to final payment.
Allowing unsigned or undated signature blocks to be treated as final.

Potential risks and consequences of errors

Payment Delay: Claims and cashflow issues.

Lien Exposure: Risk of mechanics liens.

Warranty Disputes: Ambiguous start dates.

Record Gaps: Audit and compliance findings.

Contract Breach: Unclear acceptance terms.

Enforceability: Authority or signature defects.

eSignature vendor comparison for executing Project Management Completion Agreements

Comparison of typical vendor starting prices and key capabilities for executing and retaining completed agreements. signNow is listed first per platform 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	Yes, 7-day trial	Yes, limited trial	Yes, limited trial	Yes, limited trial	Yes, limited trial
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about Project Management Completion Agreements

Answers to common legal, signing, and storage questions when closing a project and executing a completion agreement.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signature meets intent, consent, attribution, and retention criteria.
When is notarization required?
Notarization depends on state law and the nature of the document; some states require notarization for related deeds or certain acknowledgements. Check the state notary rules before finalizing.
What happens if a party signs without authority?
A signature by a person lacking authority can render the agreement voidable; confirm signatory authority in corporate resolutions or delegation documents prior to acceptance.
How should I store the executed agreement?
Store a tamper-evident signed PDF with an audit trail and maintain backups according to retention policy. For healthcare, follow HIPAA retention rules and privacy safeguards.
Can a completion date be changed after signing?
Only by mutual written amendment signed by authorized parties. Record any amendment with dates and reason to preserve the chain of events for audits.
How long should I keep the signed agreement?
At minimum keep for the active contract term plus applicable federal or industry retention periods (e.g., IRS three years, HIPAA six years); consult counsel for specific requirements.

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