Can this be signed electronically?

Yes. Electronic signatures satisfy ESIGN (15 U.S.C. ch. 96) and state UETA rules in most jurisdictions when intent, consent, attribution, and record retention are present. Exceptions such as wills or certain court orders may still require wet-ink signatures.

Does this document need notarization or witnesses?

Not typically for delivery acknowledgments. Notarization or witnesses are only required when a contract or jurisdiction demands it, or for deeds and certain statutory instruments. Verify with local counsel if a notary acknowledgement is contractually specified.

Who is the authorized signer and what attestation is required?

Authorized representatives with contractual authority should sign and include printed name and title. For corporations, include a statement of authority or attach a corporate resolution if required. Incorrect signers risk invalidation for invoicing or legal enforcement.

Can remote online notarization (RON) be used for this document?

RON is acceptable where state law permits and the notarization is required. RON requires identity-proofing, audio-video recording retention, and compliance with state notary rules. Confirm the receiving party accepts RON and retain the session record.

What are best practices for storing executed acknowledgments?

Store signed PDFs in a secure repository with version control and AES-256 encryption at rest. Maintain audit trails and backups, index by project and deliverable ID, and retain records per regulatory and contract retention timelines to support audits.

What steps to take if acceptance is disputed after signing?

Document the dispute, preserve the original acknowledgment, notify the other party per contract, and follow dispute resolution clauses. Consider mediation or an independent inspection; retain evidence such as photos, reports, and communications to support your position in claims or litigation.

Electronic Signature
Templates
Project Management
Project Management Delivery Acknowledgment

Project Management Delivery Acknowledgment

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

PROJECT MANAGEMENT DELIVERY ACKNOWLEDGMENT

Project Identification

Project Title Project ID Client Name Client Address Service Provider Service Provider Address Project Manager (Client) Project Manager (Provider)

Scope of Work

The Service Provider certifies that the deliverables listed below constitute the work performed and delivered under the existing project agreement and any approved change orders. Client acknowledges receipt and is asked to accept, accept with exceptions, or reject delivered items by completing the Acceptance section.

Detailed Scope of Work Delivered Out-of-Scope Items (not included in this delivery)

Deliverables and Acceptance Criteria

List each deliverable delivered under this acknowledgment. For each deliverable, indicate deliverable identifier, delivered date, acceptance criteria, and delivery confirmation.

Deliverable 1 — Title / Reference Deliverable 1 — Delivered Date Deliverable 1 — Acceptance Criteria Deliverable 1 — Delivery Confirmation

Confirmed delivered Partial delivery Missing items reported

Deliverable 2 — Title / Reference Deliverable 2 — Delivered Date Deliverable 2 — Acceptance Criteria Deliverable 2 — Delivery Confirmation

Confirmed delivered Partial delivery Missing items reported

Timeline and Milestones

Provide scheduled dates that correspond to the delivered work and any remaining milestones.

Project Start Date Project End Date (planned) Milestone 1 — Description Milestone 1 — Target Date Milestone 2 — Description Milestone 2 — Target Date

Budget, Payments and Change Orders

Total Contract Value Payment Schedule Change Order Process

Acceptance Certification

By selecting an acceptance option and signing below, Client certifies that Client has inspected the delivered items and either accepts delivery, accepts with exceptions (to be remedied within the period specified below), or rejects delivery for cause as specified in the comments. Acceptance triggers the warranty and payment obligations described in the governing agreement unless otherwise stated in writing below.

Accepted as delivered Accepted with exceptions Rejected

If exceptions or rejection, describe issues and corrective actions required

Confidentiality, Warranties and Governing Law

Confidential Information disclosed in connection with this delivery shall be handled in accordance with the confidentiality obligations in the underlying agreement. Each party warrants that it has authority to enter this acknowledgment and that the deliverables do not knowingly infringe third-party intellectual property rights. Provider warrants that delivered work substantially conforms to the stated acceptance criteria for a period described in the contract; remedies for breach of warranty shall be those set forth in the contract.

Governing Law

Limitation of Liability and Indemnification provisions from the underlying agreement remain in effect for this acknowledged delivery. Any conflicts between this Delivery Acknowledgment and the underlying agreement shall be resolved in favor of the underlying agreement unless this document is expressly approved in writing as a modification.

Delivery References and Attachments

Reference Documents Attached (design drawings, test reports, release notes)

Acknowledgment and Certification

The undersigned representatives certify that they are authorized to bind their respective parties, that the information provided in this Delivery Acknowledgment is true and accurate to the best of their knowledge, and that accepted deliverables shall be handled in accordance with the terms of the controlling agreement and applicable change orders.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Delivery Acknowledgment Is

Project Management Delivery Acknowledgment is a written record that confirms delivery of project deliverables, milestones, or services between a project manager and a recipient. It documents what was delivered, when and how it was accepted, and any outstanding items or acceptance conditions. The form provides evidence of transfer for invoicing, contract compliance, and dispute resolution. When completed and signed by authorized parties, it creates a contemporaneous record that supports billing, release of retainage, and project closeout. This document is commonly used across construction, IT, professional services, and government contracting.

Why this acknowledgment matters for projects

A Project Management Delivery Acknowledgment creates a verifiable record of acceptance that reduces billing disputes, documents acceptance criteria, and supports contract compliance. It provides a clear timestamped agreement of delivery status that assists invoicing, lien release, quality assurance, and project closeout processes.

Typical users and signers

Project managers, contract administrators, and client representatives typically complete this form when deliverables reach an agreed milestone or completion point.

Project managers — confirm work performed, acceptance status, and outstanding actions.
Clients or owners — acknowledge receipt, note defects, and accept or conditionally accept deliverables.
Contract administrators — track approvals for invoicing, retainage release, and regulatory compliance.

Signatures from authorized representatives finalize the record and enable downstream actions such as billing, payment release, or formal acceptance of the work.

Core elements to include in the acknowledgment

A complete Project Management Delivery Acknowledgment clearly identifies parties, deliverables, acceptance criteria, dates, signatures, and any exceptions or corrective actions required for formal project closeout.

Parties

List full legal names and roles for sender and recipient, provide mailing and email addresses, and include a contact for follow-up. Mismatched names can affect invoicing and legal enforceability.

Deliverables

Describe each deliverable with identifier, version, quantity, or scope. Attach related work products, drawings, or acceptance tests by reference to ensure clarity about what was delivered and examined.

Acceptance Criteria

Specify objective criteria or test results required for acceptance, reference contract exhibits, and note any conditional acceptances with required corrective action timelines and responsible parties.

Dates

Record delivery date, inspection date, and effective acceptance date. Use MM/DD/YYYY format to avoid ambiguity; dates affect warranty and payment timelines.

Signatures

Provide signature blocks for authorized representatives, include printed name and title, and require date of signature. Electronic signatures must meet ESIGN/UETA validity criteria.

Exceptions

Note any defects, incomplete work, or agreed corrective steps. Include expected completion dates and retain rights to withhold payment until acceptance conditions are met contractually.

Required information to record

Project Identifier: Project name and contract or PO number.

Deliverable Description: Short description and version or quantity.

Effective Date: MM/DD/YYYY format of acceptance.

Parties' Contact: Full name, phone, and email address.

Acceptance Status: Accepted, conditionally accepted, or rejected.

Signatory Authority: Title and signing authority statement.

Step-by-step: completing the acknowledgment

Follow these sequential steps to record delivery, document acceptance criteria, capture signatures, and finalize the acknowledgment for project records and invoicing.

01

Prepare: Gather contract references, deliverable IDs, and supporting attachments.
02

Describe: Enter deliverable specifics and reference exhibits.
03

Inspect: Record inspection findings and acceptance criteria result.
04

Sign: Authorized parties sign and date to confirm acceptance.

How to configure an online signing workflow

Set up fields, routing, and authentication to collect electronic acceptance, preserve an audit trail, and automate post-signature actions.

Form Field and Workflow Setting	Purpose and configuration options for each form field
Authentication Method and Verification Strength	Email link, SMS code, or two-factor options; choose per risk level
Field Types and Validation Rules	Signature, initial, date, text, and conditional fields; add validation where needed
Routing Sequence and Signer Roles	Specify signing order, parallel or sequential routing, and notification recipients for each step
Post-Signature Actions and Document Storage	Automate delivery of executed copies, trigger invoicing, update PMS, and archive PDFs

Where to send or file the executed acknowledgment

Common submission paths include internal project systems, client email, contract repositories, and electronic filing into contract management platforms.

Internal PMS: Upload to project management system for recordkeeping and audit.
Client Email: Send executed PDF with cover note to client contact.
Contract Repository: Store in centralized contract folder with version control and tags.
Regulatory Filing: Submit required copies where contract terms require official filing.

Digital signing and platform considerations

Choose a signing platform that supports audit trails, secure storage, and required authentication methods for your project's risk profile.

File formats: PDF and DOCX supported.
Integrations: Connectors: NetSuite, Salesforce, Microsoft 365.
Authentication: Email link, SMS code, KBA, or SSO.

Timing to track on the acknowledgment

Establish dates for delivery, inspection, dispute windows, invoicing triggers, and any contractually required acceptance periods to avoid payment delays.

Delivery Date:

Date when deliverables were transferred; use MM/DD/YYYY.

Inspection Period:

Time allowed for review per contract, often 5–30 days.

Acceptance Deadline:

Date by which client must accept or provide rejection notice.

Invoice Trigger:

Acceptance or acknowledged delivery typically triggers invoice submission.

Dispute Window:

Specify timeline for submitting corrective action requests or claims.

Key milestones from delivery to closeout

Typical milestone sequence from delivery through inspection, acceptance, invoicing, and formal project closeout with suggested timing for each stage.

01

Delivery

Sender transfers deliverables and records delivery date.

02

Inspection

Recipient inspects per contract within the inspection period.

03

Acceptance Decision

Client issues accepted, conditional acceptance, or rejection notice.

04

Closeout

Execute final acknowledgment, release retainage, and archive records.

Common preparation mistakes to avoid

Failing to match names and titles across contract and acknowledgment often leads to invoice rejection, delayed payments, and challenges proving authority during disputes.
Vague deliverable descriptions or missing version numbers make it unclear what was accepted, increasing the risk of scope disputes and rework requests.
Skipping dates, inspection notes, or signer titles reduces the document's evidentiary value and complicates warranty, retainage, or closeout processes.
Using informal initials without explicit authorization can be insufficient; ensure signatures are by authorized representatives or include a reference to delegated authority.

Penalties and practical risks of errors

Payment Delays: Invoices disputed or not approved.

Contract Breach: Nonconformity may trigger remedies.

Retention Withheld: Owner may retain payment.

Regulatory Risk: Compliance gaps for public contracts.

Increased Liability: Disputes can increase legal costs.

Warranty Exposure: Unclear acceptance extends warranty obligations.

Vendor pricing and capability snapshot for eSignature platforms

Comparison of common eSignature vendor pricing and basic capabilities to inform platform selection for delivering and signing Project Management Delivery Acknowledgments.

	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	Varies by vendor and plan; check vendor	Varies by vendor and plan; check vendor	Varies by vendor and plan; check vendor	Varies by vendor and plan; check vendor
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	Yes
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

Frequently asked questions about delivery acknowledgments

Answers to common questions about completing, signing, and storing Project Management Delivery Acknowledgments, including eSignature and compliance concerns.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures satisfy ESIGN (15 U.S.C. ch. 96) and state UETA rules in most jurisdictions when intent, consent, attribution, and record retention are present. Exceptions such as wills or certain court orders may still require wet-ink signatures.
Does this document need notarization or witnesses?
Not typically for delivery acknowledgments. Notarization or witnesses are only required when a contract or jurisdiction demands it, or for deeds and certain statutory instruments. Verify with local counsel if a notary acknowledgement is contractually specified.
Who is the authorized signer and what attestation is required?
Authorized representatives with contractual authority should sign and include printed name and title. For corporations, include a statement of authority or attach a corporate resolution if required. Incorrect signers risk invalidation for invoicing or legal enforcement.
Can remote online notarization (RON) be used for this document?
RON is acceptable where state law permits and the notarization is required. RON requires identity-proofing, audio-video recording retention, and compliance with state notary rules. Confirm the receiving party accepts RON and retain the session record.
What are best practices for storing executed acknowledgments?
Store signed PDFs in a secure repository with version control and AES-256 encryption at rest. Maintain audit trails and backups, index by project and deliverable ID, and retain records per regulatory and contract retention timelines to support audits.
What steps to take if acceptance is disputed after signing?
Document the dispute, preserve the original acknowledgment, notify the other party per contract, and follow dispute resolution clauses. Consider mediation or an independent inspection; retain evidence such as photos, reports, and communications to support your position in claims or litigation.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now