Can this form be signed electronically?

Yes. Electronic signatures generally bind parties under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the parties consent and the record is retained.

When is notarization required?

Most commercial contracts do not require notarization, but specific instruments (deeds, some powers of attorney) may. Verify state law and the document type before notarizing.

What authentication strength is recommended?

Use email + SMS or KBA for higher risk contracts; consider advanced signer authentication for regulated transactions and high-value agreements.

How do I correct an error after signing?

If a minor clerical error exists, execute an amendment or corrective addendum signed by all parties. Do not alter the executed PDF without a formal amendment.

How long should I retain the executed form?

Retain per applicable rules: IRS 3 years (IRC §6501(a)), HIPAA 6 years (45 CFR §164.530(j)); many organizations keep contracts 7–10 years.

What if a signer lacks a TIN or legal name?

Collect correct taxpayer identification (W-9) when required; missing or incorrect TINs can trigger backup withholding and tax-reporting issues.

Electronic Signature
Templates
Project Management
Project Management Contract Management Form

Project Management Contract Management Form

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

PROJECT MANAGEMENT CONTRACT MANAGEMENT FORM

Project Title: Project ID:

Client Name: Service Provider Name:

Project Manager: Agreement Date:

Scope of Work

Description: The Service Provider shall perform project management services as described below. Services shall include planning, scheduling, resource coordination, risk management, status reporting, stakeholder communications, and other activities expressly set forth in this Scope of Work.

Detailed Scope

Out-of-Scope Items

The following activities are expressly out of scope and will be considered additional services requiring a change order if requested by the Client.

Out-of-Scope Items

Deliverables and Acceptance Criteria

Deliverables will be produced in accordance with the schedule below. Each deliverable must include acceptance criteria that, when met, constitute formal acceptance by the Client.

Deliverable 1 — Description Deliverable 1 — Acceptance Criteria

Due Date:

Deliverable 2 — Description Deliverable 2 — Acceptance Criteria

Due Date:

Timeline and Milestones

Start Date: End Date:

Milestone 1

Milestone 1 Date:

Milestone 2

Milestone 2 Date:

Budget and Payment

Total Contract Value:

Payment Schedule

Contract Type: Fixed Price Time & Materials

Change Order Reserve (% of contract):

Change Order Process

All change requests must be submitted in writing. A change order must include scope modification, estimated cost impact, and schedule impact. No work outside the agreed scope shall commence without an approved change order signed by authorized representatives of both parties.

Change Order Contact

Notice Period for Change Order Review (days): Signature Required for Approval:

Confidentiality

Each party shall maintain in confidence all Confidential Information disclosed by the other party. Confidential Information includes nonpublic business, technical, and financial information disclosed in connection with this Agreement. Parties agree not to use or disclose Confidential Information except as necessary to perform obligations under this Agreement.

Define Confidential Information (if any specific exclusions apply)

Confidentiality Period (years):

Liability, Indemnification and Warranties

Limitation of Liability: Except for willful misconduct or gross negligence, each party's liability to the other for any claim arising under this Agreement shall be limited to direct damages not to exceed the total amount paid under this Agreement.

Indemnification: Each party shall indemnify, defend and hold harmless the other party from and against third-party claims arising from the indemnifying party's breach of this Agreement or negligent acts.

Warranties: The Service Provider represents that services will be performed in a professional and workmanlike manner consistent with industry standards.

Liability Cap Amount:

Acceptance and Performance Standards

Acceptance Testing: Acceptance shall be based on the acceptance criteria specified for each deliverable. Client shall review each deliverable and provide written acceptance or rejection within the Acceptance Period. If rejected, Service Provider shall correct defects and resubmit for acceptance.

Acceptance Testing Criteria

Acceptance Period (days):

Governing Law and Dispute Resolution

This Agreement shall be governed by the laws of the state specified below without regard to its conflicts of law principles. Parties agree to negotiate in good faith to resolve disputes and to submit unresolved disputes to binding arbitration if required.

Governing Law State: Arbitration Required:

Notices and Contacts

Client Primary Contact — Name and Title Client Contact Address Service Provider Primary Contact — Name and Title Service Provider Contact Address

Change Control Log

Summary of Changes and Approvals

Certifications and Representations

Each signatory below represents and warrants that they are authorized to bind the party for whom they sign, that the party has the corporate or organizational authority to enter into this Agreement, and that performance of this Agreement will not violate other agreements to which the party is subject.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Contract Management Form Is

The Project Management Contract Management Form is a structured agreement used to define scope, deliverables, milestones, payment terms, change control, and acceptance criteria for project work. It serves as the operational contract between a client and a project team or vendor, combining commercial terms with project-specific schedules and responsibilities. The form helps standardize contract intake, ensures key risk and compliance items are captured, and creates a record suitable for signature, audit, and retention across procurement, legal, and project-management functions.

Why a Standardized Contract Management Form Matters

A consistent form reduces ambiguity, speeds approvals, and provides a single source of truth for obligations and milestones. Using a template helps avoid scope creep and simplifies audits and dispute resolution.

Who Typically Completes and Signs This Form

Project, legal, procurement, and finance teams commonly prepare or review these forms before execution.

Project managers and project coordinators responsible for scope, timeline, and deliverable acceptance.
Procurement and contracts teams that review commercial terms and ensure purchasing compliance.
Client stakeholders and finance approvers who confirm budget, payment schedule, and invoicing details.

Signatories often include an authorized company signer, a project sponsor, and, where required, a witness or notary depending on jurisdiction and document type.

Representative Signatory Roles

Project Manager

A project manager prepares the form to reflect agreed scope, milestones, and acceptance criteria. They coordinate signatory routing, verify deliverable descriptions, and ensure dates align with project plans and resource allocations.

Contracts Administrator

A contracts administrator reviews payment terms, indemnities, and risk allocation. They confirm authority to sign and often handle version control, retention, and any required notarization or witness steps.

Essential Sections to Include in the Form

A professional contract management form organizes the agreement into standard, actionable sections so stakeholders can review, approve, and sign efficiently.

Parties

Full legal names and contact details for each contracting entity.

Scope of Work

Clear deliverables, acceptance criteria, and out-of-scope items.

Milestones & Schedule

Key dates, dependencies, and acceptance checkpoints tied to payments.

Payment Terms

Amounts, invoicing cadence, late fees, and currency.

Change Control

Process for handling scope changes, approvals, and pricing impact.

Legal Provisions

Liability limits, IP assignment, governing law, and termination clauses.

Required Information and Metadata

Effective Date: MM/DD/YYYY format

Parties: Legal entity names

Scope ID: Project or SOW number

Payment Terms: Net days and currency

Authorized Signer: Name and title

Retention Tag: Record retention code

Step-by-Step: Completing the Contract Management Form

Follow these steps to complete, review, and execute the form with minimal friction and auditable records.

01

Draft: Populate parties, scope, and payment fields with accurate data.
02

Internal Review: Route to legal, procurement, and finance for approval.
03

Authorize Signers: Confirm signatory authority and add required witness/notary steps.
04

Execute: Collect electronic or wet signatures and store the completed record.

How to Configure an Online Signing Workflow

Set workflow fields to enforce order, authentication, and notifications for a secure execution process.

Field	Configuration
Signature Order	Sequential or parallel routing
Authentication Level	Email link, SMS code, or KBA
Conditional Fields	Show fields based on prior answers
Notifications	Reminders and completion alerts

Where to Send or File the Completed Form

Decide recipients and storage locations before sending to ensure compliance and traceability.

Internal Repository: Store final PDF in contract management system with metadata.
Legal Team: Send a copy for legal counsel retention and audit.
Finance / AP: Provide invoice and payment schedule to accounts payable.
Client or Vendor: Deliver fully executed copy to all primary parties.

Digital Signing and eSubmission Requirements

Choose an eSignature platform that supports legal audit trails, strong authentication, and secure storage.

Integrations: Salesforce | NetSuite | Google Workspace | Box
File Types: PDF | DOCX | XLSX
Authentication: Email, SMS, or advanced methods

Ensure the platform supports ESIGN and UETA compliance, audit logs, and retention export to your contract repository.

Typical Timelines and Deadlines to Track

Monitor critical dates from draft through post-execution to avoid missed milestones or payment delays.

Signature Turnaround:

Target 3–7 business days for routine contracts

Milestone Payments:

Trigger by acceptance date or deliverable sign-off

Renewal Notice:

60–90 days prior to automatic renewal

Invoice Submission:

Within agreed invoice window after milestone

Retention Start:

From effective date or final acceptance

Key Milestones from Draft to Closeout

Sequence the contract lifecycle in stages and track approvals at each stage to keep work on schedule.

01

Drafting

Initial terms, SOW and pricing completed.

02

Negotiation

Legal and commercial redlines resolved.

03

Execution

All parties sign and audit trail recorded.

04

Closeout

Final acceptance and archival of documents.

Common Mistakes to Avoid

Using ambiguous scope language that leads to disputes and unplanned change orders.
Failing to confirm signer authority, which may invalidate approvals or delay vendor onboarding.
Skipping conditional fields and forgetting mandatory clauses required by regulators or procurement rules.
Not connecting executed contracts to invoice and payment workflows, causing missed payments or reconciliation issues.

Consequences of Incomplete or Incorrect Forms

Payment Delays: Lost revenue and interest charges

Contract Disputes: Litigation or arbitration risk

Regulatory Noncompliance: Potential fines or enforcement

Tax Reporting Errors: Backup withholding triggers

Invalid Signature: Challenges to enforceability

Data Exposure: Privacy breach liabilities

Real-World Examples of Use

Organizations use this form to centralize contract terms, streamline approvals, and maintain auditable records across departments.

Martin Properties / Tim Martin

A property manager standardized project contracts for tenant improvements to speed approvals

Implemented clause templates for recurring work
The result reduced execution time and ensured consistent acceptance criteria across multiple sites, enabling more predictable project closeouts and accounting reconciliation.

Xerox / Kodi-Marie Evans

NetSuite integrations tied contract metadata to accounting records

Automating signature routing reduced manual handoffs
This integration improved data accuracy, shortened the procure-to-pay cycle, and allowed faster revenue recognition tied to milestone acceptance.

eSignature Vendor Pricing Snapshot

Compare starting price, trial availability, bulk send, audit trail, HIPAA compliance, and envelope limits across common vendors.

	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, no credit card	Trial available	Trial available	Trial available	Trial available
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA)	Yes (BAA)	Yes (BAA)	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions

Common questions about validity, notarization, signature correction, and retention for contract management forms.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures generally bind parties under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the parties consent and the record is retained.
When is notarization required?
Most commercial contracts do not require notarization, but specific instruments (deeds, some powers of attorney) may. Verify state law and the document type before notarizing.
What authentication strength is recommended?
Use email + SMS or KBA for higher risk contracts; consider advanced signer authentication for regulated transactions and high-value agreements.
How do I correct an error after signing?
If a minor clerical error exists, execute an amendment or corrective addendum signed by all parties. Do not alter the executed PDF without a formal amendment.
How long should I retain the executed form?
Retain per applicable rules: IRS 3 years (IRC §6501(a)), HIPAA 6 years (45 CFR §164.530(j)); many organizations keep contracts 7–10 years.
What if a signer lacks a TIN or legal name?
Collect correct taxpayer identification (W-9) when required; missing or incorrect TINs can trigger backup withholding and tax-reporting issues.

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