Is an electronic signature legally binding?

Yes. Electronic signatures are legally enforceable in interstate commercial transactions under the ESIGN Act (15 U.S.C. ch. 96) and under UETA in most states; ensure intent, consent, attribution, and retention are documented.

When is notarization required?

Notarization is required only when a specific statute or organizational policy demands it (for example, deeds or certain affidavits). Check state rules and the intended use before notarizing.

Can I use remote online notarization (RON)?

RON availability depends on the state; many states permit permanent RON, but requirements vary for identity proofing, audio‑video recording, and retention. Verify the state's notary authority.

What about HIPAA concerns with attachments?

If the application contains protected health information, include a HIPAA-compliant addendum and ensure the vendor signs a Business Associate Agreement; HIPAA retention rules apply (45 CFR §164.530(j)).

How do I correct an already submitted application?

If the form allows revisions, record the amendment and route for reapproval; otherwise, create a corrected submission that references the original and documents the reason for change.

How long must I keep the signed application?

Retention varies by record type: IRS records minimum three years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)), and some industries require longer; consult legal or records management policy.

Electronic Signature
Templates
Project Management
Project Management Design Application

Project Management Design Application

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

Project Management Design Application

Project Identification

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

Scope of Work

Scope of Work: The Service Provider will perform the design, planning, documentation, and project management services expressly described below. Activities include concept development, schematic design, detailed design documentation, coordination with Client stakeholders, and delivery of agreed deliverables for acceptance.

Detailed Scope Out-of-Scope Items

Deliverables and Acceptance Criteria

Each deliverable will be assessed against the acceptance criteria set forth below. Acceptance will be deemed complete when the Client provides written acceptance or fails to provide written rejection specifying deficiencies within five (5) business days of delivery.

Deliverable 1 Title Deliverable 1 Description Deliverable 1 Acceptance Criteria

Due Date:

Deliverable 2 Title Deliverable 2 Description Deliverable 2 Acceptance Criteria

Due Date:

Timeline and Milestones

The parties agree to the project timeline and milestone schedule below. Dates are target dates; changes must be documented per the Change Order Procedure.

Project Start Date Project End Date Milestone 1

Milestone 1 Date:

Milestone 2

Milestone 2 Date:

Budget and Payment Schedule

Total Project Cost (USD) Payment Schedule Initial Deposit

Invoices will be issued in accordance with the payment schedule. Late payments are subject to interest at the lesser of 1.5% per month or the maximum permitted by law, and the Client will reimburse reasonable collection costs.

Confirm late fee and collection terms are accepted

Change Order Procedure

Any change to scope, schedule, or price shall be made only by a written Change Order signed by authorized representatives of both parties. Change Orders shall specify the nature of the change, adjustments to schedule, impact on cost, and revised acceptance criteria.

Change Order Approval Threshold Procedure Details

Confidentiality

Each party agrees to keep confidential all proprietary information disclosed by the other party and to use such information only for performance of this application. Confidential information does not include information that is or becomes publicly known through no fault of the receiving party, is independently developed, or is rightfully received from a third party without restriction. The obligations in this paragraph survive termination or expiration for a period of three (3) years.

Liability; Insurance

Except for liability arising from willful misconduct or gross negligence, each party's aggregate liability for claims arising out of this application shall be limited to direct damages not to exceed the total fees paid under this application. The Service Provider shall maintain commercially reasonable professional liability and general liability insurance during the term of services.

Governing Law and Dispute Resolution

This application and any related dispute shall be governed by the laws of the jurisdiction specified below without regard to conflict of laws principles. Parties will attempt to resolve disputes through good faith negotiation prior to pursuing litigation or arbitration.

Governing Jurisdiction

Representations and Certifications

Each party represents and warrants that it has the authority to enter into this application and that the execution and performance will not violate any agreement or law. The Service Provider certifies that deliverables will be original or rights-cleared for Client use.

Client acknowledges representation and certification
Service Provider acknowledges representation and certification

Signatures

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Design Application Is

The Project Management Design Application is a structured form used to propose, document, and obtain approvals for design-related projects. It captures project scope, deliverables, timeline, resource needs, budget estimates, risk assessments, and stakeholder signoffs so reviewers can evaluate feasibility and authorize work. The application can be used internally or shared with external clients, and it supports attachments such as drawings, specifications, and cost breakdowns to provide a complete submission record for decision makers.

Why a Formal Application Matters

A formal Project Management Design Application creates a single authoritative record of scope, responsibilities, and timing, reducing misunderstandings and disputes. It supports auditability, consistent approvals, and clearer handoffs between design, procurement, and operations teams.

Who Typically Completes and Reviews This Application

Project teams, procurement officers, and client representatives commonly prepare or review this application depending on the organizational role.

Project Managers and PMOs responsible for collecting scope, schedule, budget, and approvals across teams.
Design Leads and Architects who supply technical specifications, drawings, and compliance checklists for review.
Procurement or Finance reviewers who validate budget, vendor selection, and contract terms before final signoff.

Understanding each stakeholder's review responsibilities speeds approvals and prevents incomplete submissions from circulating.

Who Signs and Authorizes the Application

Project Manager

The Project Manager prepares and certifies the application, confirms resource availability, and is the primary contact during review. They remain responsible for updates, milestone tracking, and coordinating signatures from functional leads.

Design Lead

The Design Lead verifies technical completeness, attaches specifications and drawings, and confirms that deliverables meet standards. Their signature affirms design readiness and acceptance of technical risk.

Required Compliance and Security Details

Encryption in transit: TLS 1.2/1.3

Encryption at rest: AES-256

Audit trail: Timestamped logs

Regulatory compliance: ESIGN and UETA

Healthcare support: HIPAA (BAA required)

Certifications: SOC 2 Type II, ISO 27001

Risks of an Incorrect or Incomplete Application

Approval delays: Missing data causes review rework

Budget overruns: Undisclosed costs increase project spend

Contract disputes: Ambiguous scope leads to disagreements

Regulatory exposure: Noncompliance risks fines

Security gaps: Improper handling of PHI

Record challenges: Poor retention hinders audits

Common Preparation Mistakes to Avoid

Omitting attachment references or page numbers, which causes reviewers to miss essential drawings and approvals.
Using inconsistent dates or ambiguous timeline entries, resulting in misaligned milestone expectations across teams.
Failing to list key stakeholders or approvers, which can stall routing and require repeat submissions.
Submitting draft documents without version control, causing reviewers to approve outdated or incorrect designs.

Step-by-Step: Complete the Application

Follow these core steps to prepare, validate, and submit a complete Project Management Design Application for review and approval.

01

Gather materials: Collect drawings, specs, cost estimates, and prior approvals.
02

Complete fields: Enter scope, timeline, budget, risks, and dependencies.
03

Attach exhibits: Upload PDF drawings, BOMs, and supporting spreadsheets.
04

Route for signatures: Send to approvers in required order and track responses.

How Submission and Approval Typically Flow

A clear routing and validation workflow reduces back-and-forth and provides a single approved version for execution.

Submit: Applicant uploads the completed package to the review system.
Initial review: Technical and compliance reviewers check completeness.
Approvals: Stakeholders sign or decline based on readiness.
Archive: Approved application becomes the project baseline.

Key Sections Every Professional Application Should Include

A complete application balances technical detail with clear commercial and schedule information so reviewers can make timely decisions without follow-up.

Project Summary

Concise overview of objectives, expected outcomes, and strategic alignment to justify the design effort and set reviewer expectations.

Scope & Deliverables

Detailed list of deliverables, excluded items, acceptance criteria, and any assumptions that define the work boundary for designers and contractors.

Schedule

Milestones, critical path elements, and proposed start/finish dates that reviewers use to assess resource and sequencing impacts.

Budget and Costs

Line-item cost estimates, contingency, and funding source information to enable financial approval and procurement planning.

Risk & Compliance

Identified risks, mitigation plans, and references to regulatory or internal standards that affect design choices and approvals.

Signatures & Attachments

Designated signature blocks for each approver and a list of required attachments such as drawings, specifications, and vendor quotes.

Configure a Digital Approval Workflow

Set up routing, authentication, and field validation to reflect your organization's approval rules and audit requirements.

Field	Configuration
Routing order	Sequential or parallel approvers configured per project
Signer authentication	Email link, SMS code, or stronger methods as required
Conditional fields	Show or hide fields based on prior answers
Notifications	Automated reminders and escalation rules

Technical Considerations for eSubmission and Sharing

Choose a platform that supports required integrations, formats, and signer authentication methods used by your organization.

Integrations: Salesforce, NetSuite, Microsoft 365 supported
File formats: PDF, DOCX, and Excel accepted
Authentication: Email, SMS, or advanced options

Typical Timelines and Review Deadlines

Establish clear due dates for each review stage to prevent approval bottlenecks and budget impacts.

Submission Deadline:

Applicant submits application by the project intake cutoff date

Initial Review Period:

Technical and compliance checks within 10 business days

Stakeholder Approval:

Approvers respond typically within 14 calendar days

Notarization Window:

If required, schedule notarization within 30 days of approval

Final Archival:

Archive the approved package immediately after signoff

Key Milestones and Processing Stages

Track these sequential milestones to monitor progress from submission through final archival and handoff to execution teams.

01

Application Submission

Applicant completes form and uploads required attachments for intake.

02

Completeness Check

Reviewer verifies all fields and attachments are present and legible.

03

Formal Approval

Design, finance, and procurement provide required signatures or decline with comments.

04

Project Baseline

Approved application becomes the execution baseline and is archived.

eSignature Vendor Comparison for Application Workflows

Below is a concise comparison of starting prices and key eSignature capabilities relevant to Project Management Design Application workflows; signNow is listed first per vendor ordering rules.

	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	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions and Troubleshooting

Answers to common legal, technical, and process questions about completing, signing, and storing the Project Management Design Application.

Need help? Contact support

Is an electronic signature legally binding?
Yes. Electronic signatures are legally enforceable in interstate commercial transactions under the ESIGN Act (15 U.S.C. ch. 96) and under UETA in most states; ensure intent, consent, attribution, and retention are documented.
When is notarization required?
Notarization is required only when a specific statute or organizational policy demands it (for example, deeds or certain affidavits). Check state rules and the intended use before notarizing.
Can I use remote online notarization (RON)?
RON availability depends on the state; many states permit permanent RON, but requirements vary for identity proofing, audio‑video recording, and retention. Verify the state's notary authority.
What about HIPAA concerns with attachments?
If the application contains protected health information, include a HIPAA-compliant addendum and ensure the vendor signs a Business Associate Agreement; HIPAA retention rules apply (45 CFR §164.530(j)).
How do I correct an already submitted application?
If the form allows revisions, record the amendment and route for reapproval; otherwise, create a corrected submission that references the original and documents the reason for change.
How long must I keep the signed application?
Retention varies by record type: IRS records minimum three years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)), and some industries require longer; consult legal or records management policy.

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