Are eSignatures legally valid?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted by most states), electronic signatures are legally equivalent to handwritten signatures for most transactions, provided intent, consent, attribution, and record retention requirements are met.

When is notarization required?

Notarization is required for certain documents (for example, real estate deeds). Verify state rules for specific instruments; many states require notary acknowledgements for deeds and some powers of attorney.

Who can sign the template?

Authorized signers are determined by contract and internal authority matrices. Ensure the person signing has delegated authority and that the template lists their role and name to avoid challenges to validity.

How do I correct a signed template?

Do not edit an executed copy. Prepare a new version or amendment, have parties sign the amendment, and maintain the original as part of the version history to preserve auditability.

Can I revoke an electronic signature?

Revocation depends on contract terms and whether the signature triggered an irrevocable action. Use formal written rescission or an agreed amendment; preserve evidence of revocation and notifications.

How long must I keep signed records?

Retention depends on regulation: IRS records minimum 3 years (IRC §6501(a)), HIPAA 6 years (45 CFR §164.530(j)), and industry or state rules can extend these periods; verify with counsel.

Electronic Signature
Templates
Project Management
Project Management Design Phase Template

Project Management Design Phase Template

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

Project Management Design Phase Template

Project Identification

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

Scope of Work

The Service Provider shall perform design phase services described herein. The scope defines deliverables, milestones, and acceptance criteria specific to the Design Phase. Work outside the defined scope requires a written change order executed by authorized representatives of both parties.

Scope Description Out of Scope

Deliverables and Acceptance

The Service Provider shall deliver the items below. Each deliverable must satisfy its acceptance criteria prior to final sign-off. Acceptance testing procedures and sign-off obligations are set forth in this section.

Deliverable 1 — Title Deliverable 1 — Description Deliverable 1 — Acceptance Criteria Deliverable 1 — Target Delivery Date

Deliverable 2 — Title Deliverable 2 — Description Deliverable 2 — Acceptance Criteria Deliverable 2 — Target Delivery Date

Timeline & Milestones

The timeline below identifies the start and end of the Design Phase and key milestones. Dates are target dates and may be adjusted only through the change order process.

Start Date: End Date:

Milestone 1 — Name Milestone 1 — Date Milestone 2 — Name Milestone 2 — Date

Budget & Payment

The total price for Design Phase services and the payment schedule are set forth below. All fees are due in accordance with the payment schedule and approved invoices.

Total Cost Payment Schedule Invoicing Terms

Change Order Process

Any change to scope, schedule, or budget shall be processed through a written change order. No additional work will commence without an executed change order signed by authorized representatives of both parties. The change order shall state the change, the impact on price, and the adjusted timeline.

Change Order Authorization Required

Client signature required for any change order that increases total cost

Change Order Procedure

Confidentiality

Each party acknowledges that, in the course of performance, it may receive Confidential Information of the other party. Confidential Information means information designated as confidential or that reasonably should be understood to be confidential. The receiving party shall: (a) use Confidential Information solely for performance under this Agreement; (b) restrict disclosure to employees, subcontractors, or agents who need to know and who are bound by confidentiality obligations no less protective than those herein; and (c) not disclose Confidential Information to third parties without prior written consent. Confidentiality obligations survive termination of this Agreement for a period of three years, except for trade secrets which remain protected to the extent permitted by applicable law.

Acceptance Testing and Final Sign-off

Acceptance testing shall be conducted against the acceptance criteria defined for each deliverable. The Client shall have five (5) business days after delivery to accept or to provide written deficiency notice. Failure to provide notice within five business days constitutes deemed acceptance. Final sign-off is effected by the Client's authorized representative signing the acceptance certificate or by formal written acceptance via email by an authorized representative.

Representations, Limitation of Liability & Governing Law

Each party represents that it has authority to enter into this Agreement. Except for willful misconduct or gross negligence, each party's aggregate liability under this Agreement shall not exceed the total fees paid for the Design Phase. Neither party shall be liable for indirect, incidental, special, or consequential damages. This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction identified below, without regard to conflict of law principles.

Governing Law / Jurisdiction

Termination

Either party may terminate this Agreement for material breach if the breaching party fails to cure within thirty (30) days after written notice. Upon termination, the Client shall pay the Service Provider for all work performed and reasonable costs incurred through the effective date of termination, subject to any offsets for unremedied breaches.

Additional Provisions

Key Assumptions Dependencies

Client

Printed Name:

By:

Date:

Service Provider

Printed Name:

By:

Date:

What the Project Management Design Phase Template Is

The Project Management Design Phase Template is a structured document used to capture scope, deliverables, roles, schedule, and approval checkpoints for the design stage of a project. It standardizes how teams record design objectives, assumptions, constraints, key milestones, and deliverables such as drawings, specifications, and review cycles. The template helps coordinate stakeholders, clarify acceptance criteria, and preserve an auditable record of decisions made during design. It is suitable for construction, architecture, engineering, software, and other project-driven industries where formal signoff at design milestones is required.

Why Use This Template for Design-Phase Control

A consistent design-phase template reduces misunderstandings, sets clear acceptance criteria, and documents approvals that control scope and risk. It creates a single source of truth for requirements, assigns accountability, and supports auditability across project stakeholders.

Who Typically Prepares and Signs the Template

Use this document to create a clear record of responsibilities and approval events that can be referenced throughout the project lifecycle.

Project Manager — central coordinator who compiles inputs and tracks approvals.
Design Lead — responsible for technical content and deliverable acceptance criteria.
Client Representative — signs to confirm scope, budget alignment, and milestone acceptance.

Typical Signatory Roles and Responsibilities

Project Manager

Coordinates the document, consolidates inputs from design and operations, and tracks milestone signoffs. Responsible for version control, distribution to stakeholders, and escalation when scope or schedule impacts occur.

Client Representative

Reviews and accepts design deliverables against documented criteria. Holds budget and scope authority, confirms acceptance or requests changes, and signs approvals that trigger subsequent project phases.

How to Fill Out the Template, Step by Step

Follow a logical sequence: define scope, enumerate deliverables, assign responsibilities, set timelines, and obtain approvals in the order required by contracts.

01

1. Define Scope: Write a clear project description and boundaries to prevent scope creep.
02

2. List Deliverables: Specify each deliverable, format, and acceptance criteria for reviewers.
03

3. Assign Roles: Name responsible parties and backup contacts with contact details.
04

4. Obtain Approvals: Route for signatures in role order and record timestamps for auditability.

Essential Sections to Include in a Professional Template

A robust design-phase template groups information into discrete sections that map to contract obligations, technical deliverables, schedule, and approval workflows.

Scope of Work

Define included and excluded tasks, technical standards, and assumptions. Precise scope language reduces disputes and clarifies hand-off points to subsequent phases.

Deliverables and Formats

List drawings, models, specifications, and electronic file formats required. State the submission method, versioning convention, and any acceptance criteria for each deliverable.

Schedule and Milestones

Provide milestone dates, review windows, and time allowed for client comments. Tie milestone approvals to payment or phase gates where contractually specified.

Responsibilities

Assign roles for designers, reviewers, approvers, and third-party consultants. Include contact information and escalation paths for unresolved issues.

Change Control

Describe how change requests are submitted, reviewed, priced, and approved. Reference required supporting materials and approval thresholds.

Signatures and Evidence

Include signature blocks, dates, and version history. Specify acceptable signature methods and retention rules to maintain enforceability.

Configuring an Online Design-Phase Workflow

Map fields, conditional logic, authentication, and integrations before sending the template for signature to avoid routing errors.

Field	Configuration
Auto-fill	Use Magic fields to detect and populate repeated values automatically.
Conditional Logic	Show or hide sections based on role or selected options to simplify the form.
Authentication	Offer email link, SMS code, or KBA depending on needed signer assurance.
API / Webhooks	Configure callbacks to update project systems on completion events.

Technical Requirements for eSubmission and Collaboration

Confirm the platform meets any industry compliance (HIPAA or 21 CFR Part 11) and supports audit trails and retention before production use.

File Formats: PDF, DOCX, and Excel supported
Integrations: Salesforce, NetSuite, Microsoft 365, Procore
Authentication: Email, SMS, or KBA options

Typical Online Signing Flow for the Template

An online signing flow reduces paper handling and captures a time-stamped audit trail to document approvals and version history.

Upload Document: Sender uploads the template to the signing platform.
Place Fields: Add signature, date, and conditional fields where needed.
Send to Signer: Platform emails or provides a signing link to designated approvers.
Complete & Audit: Signed copies and an audit trail are stored for records.

Typical Timelines and Processing Expectations

Set explicit deadlines for reviews and approvals to avoid schedule slippage; include review windows and response-time expectations in the template.

Design Review Window:

Allow 7–14 business days for formal review and comments.

Comment Resolution:

Team addresses comments within 5–10 business days after review.

Formal Approval:

Require signed approval within 10 business days or specified extension.

Change Request Response:

Acknowledge change requests within 3 business days and estimate impact.

Version Publication:

Publish approved versions immediately and archive superseded documents.

Common Preparation Errors to Avoid

Using inconsistent project names or abbreviations that create mismatches with contracts and invoices.
Leaving dates or deliverable fields blank, which makes milestone enforcement and payment triggers ambiguous.
Failing to specify acceptance criteria for deliverables, leading to repeated review cycles and scope disputes.
Not defining signer order or authentication, resulting in delayed approvals and incomplete audit trails.

Risks and Financial Consequences of Incomplete or Incorrect Documents

Contract Delays: Schedule slippage and added costs

Change Orders: Unplanned cost increases

I-9 Violations: $281–$2,789 per violation

Tax Information Errors: 1099 penalties $60–$330 per form

Data Breach Exposure: Regulatory fines and remediation costs

Contract Disputes: Potential litigation and legal fees

Security and Compliance Elements to Include

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamps, IP addresses, and action logs

Certifications: SOC 2 Type II, ISO 27001, PCI DSS

HIPAA Support: BAA required for PHI workflows

Authentication: Email, SMS, KBA, or advanced methods

Access Controls: Role-based permissions and SSO support

eSignature Pricing Snapshot for Design-Phase Workflows

Compare typical starting prices and key capabilities for eSignature vendors. SignHere placements, plan features, and compliance options will affect total cost and suitability.

	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	No	No	Yes, limited	Yes, limited
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Practical Tips for Accurate, Efficient Completion

Adopt clear standards for content, versioning, and approval routing to reduce rework and maintain traceability across the design phase.

Standardize Naming and Versioning

Use a consistent file-naming convention and version number on each deliverable so reviewers always reference the correct iteration and the audit trail shows progression.

Define Acceptance Criteria

Attach specific, measurable acceptance criteria to each deliverable to avoid subjective review outcomes and to speed formal approvals and payments.

Limit Signer Count

Require only necessary approvers to reduce approval cycle time; route optional reviewers separately to capture input without delaying signoff.

Keep an Audit Trail

Record timestamps, signer identity, and IP addresses for each action to support dispute resolution and meet regulatory documentation requirements.

Real-World Examples of the Template in Use

Organizations in portfolio management and enterprise IT use formal design-phase templates to accelerate approvals and maintain compliance during distributed reviews.

Optica Ventures

Optica standardized design approvals across investments to simplify client reviews.

Faster stakeholder signoff reduced cycle times.
Brian Fitzgibbons, COO at Optica Ventures LLC, said: "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers." The template preserved consistent version control across portfolio projects.

Xerox (NetSuite Ops)

Xerox used integrated workflows to attach deliverables directly to ERP records.

Integration reduced manual tracking effort.
Kodi-Marie Evans, Director of NetSuite Operations at Xerox, noted the flexibility to get signatures in the right formats and link approvals to financial systems, improving traceability for audits and reporting.

Frequently Asked Questions and Troubleshooting

Common questions address legal validity, notarization, signer authority, and how to correct or revoke a signed design-phase template.

Need help? Contact support

Are eSignatures legally valid?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted by most states), electronic signatures are legally equivalent to handwritten signatures for most transactions, provided intent, consent, attribution, and record retention requirements are met.
When is notarization required?
Notarization is required for certain documents (for example, real estate deeds). Verify state rules for specific instruments; many states require notary acknowledgements for deeds and some powers of attorney.
Who can sign the template?
Authorized signers are determined by contract and internal authority matrices. Ensure the person signing has delegated authority and that the template lists their role and name to avoid challenges to validity.
How do I correct a signed template?
Do not edit an executed copy. Prepare a new version or amendment, have parties sign the amendment, and maintain the original as part of the version history to preserve auditability.
Can I revoke an electronic signature?
Revocation depends on contract terms and whether the signature triggered an irrevocable action. Use formal written rescission or an agreed amendment; preserve evidence of revocation and notifications.
How long must I keep signed records?
Retention depends on regulation: IRS records minimum 3 years (IRC §6501(a)), HIPAA 6 years (45 CFR §164.530(j)), and industry or state rules can extend these periods; verify with counsel.

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