Can the qualification be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent and attribution are documented and the parties consent to electronic records.

When is notarization required?

Notarization depends on state law and the document's legal effect. Routine design qualifications often do not require notarization, but certain approvals, affidavits, or county filings may; verify with the applicable clerk or permitting authority.

What makes an electronic signature legally valid?

A valid e-signature requires demonstrated intent to sign, consent to transact electronically, attribution to the signer, and a retained reproducible record, per ESIGN and UETA legal principles.

How do I correct a signed qualification?

Create an amendment or corrected version, track changes, obtain signatures on the amendment, and retain both original and amended records to preserve the audit trail and protect against disputes.

How long should I retain the signed qualification?

Retain for at least the active contract term plus statutory periods—IRS records three years (IRC §6501(a)); healthcare records six years (45 CFR §164.530(j)); consult counsel for industry-specific retention.

Who must sign the document?

Individuals with delegated authority for each party should sign. The qualification should identify signatory authority and titles to ensure the signatures bind the organization and satisfy procurement requirements.

Electronic Signature
Templates
Project Management
Project Management Design Qualification

Project Management Design Qualification

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PROJECT MANAGEMENT DESIGN QUALIFICATION

Project Identification

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

Scope of Work

This Design Qualification documents the design activities, deliverables, acceptance criteria and constraints to be performed by the Service Provider for the Client. The Service Provider shall perform the work described below in accordance with the terms set forth in this document and any attached change orders duly executed by both parties.

Detailed Scope of Work Out-of-Scope Items

Deliverables and Acceptance

Each deliverable shall include the deliverable artefacts, associated design documentation, and acceptance testing procedures. Acceptance by the Client is governed by the acceptance criteria described for each deliverable and by the acceptance testing period set forth below.

Deliverable 1 — Title Deliverable 1 — Description Deliverable 1 — Acceptance Criteria

Deliverable 1 Due Date:

Deliverable 2 — Title Deliverable 2 — Description Deliverable 2 — Acceptance Criteria

Deliverable 2 Due Date:

Timeline & Milestones

Planned Start Date Planned End Date Milestone 1

Target Date:

Milestone 2

Target Date:

Budget & Payment

Total Budget Payment Schedule Change Order Process

Confidentiality

Each party acknowledges that in the course of performing the Scope of Work it may receive Confidential Information belonging to the other party. “Confidential Information” means non-public business, technical and financial information marked confidential or reasonably understood to be confidential. Each party shall: (a) restrict disclosure to those employees or subcontractors with a need to know; (b) use at least the same degree of care to protect Confidential Information as it uses for its own confidential information but no less than reasonable care; and (c) not use Confidential Information except to perform obligations under this document.

By checking this box the undersigned acknowledge and accept the Confidentiality obligations set forth above.

Acceptance Testing and Warranty

Acceptance testing shall be conducted by the Client upon delivery of each deliverable in accordance with the stated acceptance criteria. The Client shall provide written notice of acceptance or rejection within the acceptance period. If no notice is provided within the acceptance period, the deliverable shall be deemed accepted. The acceptance period (in calendar days) is:

Service Provider warrants that for a period of thirty (30) days following acceptance, the deliverables will materially conform to the acceptance criteria. Remedy for breach of warranty is limited to correction of nonconforming work at no additional cost, except where otherwise agreed in writing.

Liability & Termination

Neither party shall be liable for consequential, incidental, or punitive damages absent willful misconduct or gross negligence. Either party may terminate this Design Qualification for material breach if such breach remains uncured after thirty (30) days written notice. Termination shall not relieve the Client of payment for work performed and accepted up to the effective date of termination.

Governing Law

This Design Qualification and any claims arising out of or relating to it shall be governed by the substantive law of the chosen jurisdiction below without regard to conflict-of-law principles.

Governing Jurisdiction

Representations & Authorization

Each signatory represents and warrants that it has the authority to execute this Design Qualification and bind the party on whose behalf the signatory acts. The undersigned individuals further certify that the information contained in this document is true and accurate to the best of their knowledge and that all required internal approvals have been obtained.

Signatures

Client — Printed Name:

By:

Date:

Service Provider — Printed Name:

By:

Date:

What the Project Management Design Qualification Is

The Project Management Design Qualification is a formal document that defines design scope, technical criteria, acceptance tests, roles, and deliverables for a specific project phase. It establishes who is responsible for producing and approving design outputs, the standards and codes that apply, and the conditions for client acceptance. Used by owners, design teams, and contractors, the qualification reduces ambiguity before procurement or construction begins and creates an auditable record of design intent, assumptions, and approved deviations that supports downstream project controls and compliance activities.

Why a Design Qualification Matters for Project Outcomes

A clear Project Management Design Qualification reduces rework, clarifies handoffs, and creates a defensible record for approvals and regulatory review. It aligns stakeholders on technical requirements, schedule milestones, and acceptance criteria to improve predictability and reduce disputes.

Who Typically Prepares and Relies on This Qualification

Typical users range across project roles that own design quality and approvals.

Project managers and program directors responsible for oversight, schedule, and budget adherence.
Design leads and engineering managers who define technical criteria and deliverable formats.
Contractors and construction managers who use the document to price, plan, and accept design outputs.

The document serves both internal project governance and external audit needs from clients and permitting authorities.

Core Components of a Professional Design Qualification

A complete Project Management Design Qualification contains technical, administrative, and approval elements that make deliverables measurable and auditable.

Scope Definition

Describe specific systems, disciplines, and deliverable boundaries so bidders and teams understand what is in and out of scope and can avoid assumptions during execution.

Design Criteria

List applicable codes, standards, performance targets, environmental constraints, and client preferences that the design must satisfy and that will be used for verification.

Acceptance Tests

Define objective acceptance criteria, inspection procedures, and witness points that must be met before the design is accepted and construction or procurement proceeds.

Change Control

Specify how design changes are proposed, reviewed, approved, and documented, including thresholds for formal re-qualification or budget/schedule impacts.

Roles & Responsibilities

Assign accountabilities for producing, reviewing, and approving deliverables, and identify single points of contact for each design discipline.

Deliverables & Schedule

Provide a list of deliverable items, file formats, revision numbering, and milestone dates to ensure consistent submissions and traceability.

Step-by-Step: Complete and Approve the Qualification

Follow this sequence to prepare, validate, and finalize the Project Management Design Qualification.

01

Prepare Draft: Collect criteria, reference documents, and initial deliverables lists.
02

Internal Review: Circulate to discipline leads for technical verification and redlines.
03

Client Approval: Send to the client or owner for comment and formal approval.
04

Finalize Record: Incorporate changes, lock the document, and record signatures and version history.

How to Configure an Online Qualification Workflow

Typical configuration ensures secure routing, clear field types, and an audit trail for sign-offs.

Field	Configuration
Signature Authentication	SMS code or email authentication for primary approvers; stronger methods for sensitive approvals.
Conditional Fields	Show or hide discipline-specific fields based on selected project type to reduce signer confusion.
Version Control	Enable automatic versioning and require signers to acknowledge the version they are approving.
Audit Trail Settings	Capture IP, timestamp, and action logs for each signer to maintain an evidentiary record.

Where to Submit the Completed Qualification

Routing depends on procurement, permitting, and contract structure; use these standard destinations.

Client Document Repository: Upload final, signed copy to the owner's document control system or project portal.
Internal PM System: Store in the project management repository for schedule and change control linkage.
Permitting Authorities: Submit applicable sections with permit applications where local codes require design documentation.
Contractor Records: Provide contractors with the signed qualification for procurement and field verification.

Common Deadlines and Review Windows to Include

Define explicit dates for review cycles and approvals to avoid schedule slippage and contractual disputes.

Design Freeze Date:

Date after which design changes require formal change control and may impact budget.

Internal Review Turnaround:

Typical internal review window: 5–10 business days per discipline.

Client Approval Window:

Client review commonly set to 10–20 business days for disposition of comments.

Permit Submission Target:

Set permit filing date to allow agency reviews and any required revisions.

Construction Handoff:

Final deliverable and acceptance date for construction commencement and procurement.

Risks and Consequences of an Incorrect Qualification

Design Rework: Increased costs and schedule delays

Noncompliant Work: Permitting or inspection failures

Contract Disputes: Claims and slower approvals

Invalid Approvals: Signatures without attribution may be challenged

Procurement Errors: Wrong materials or specs ordered

Regulatory Penalties: Fines or required remediation

eSignature Vendor Pricing and Compliance Snapshot

Comparison of common eSignature providers for executing Project Management Design Qualifications; signNow is listed first per vendor convention.

	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	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About the Qualification

Answers to common execution and legal questions when preparing or signing a Project Management Design Qualification.

Need help? Contact support

Can the qualification be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent and attribution are documented and the parties consent to electronic records.
When is notarization required?
Notarization depends on state law and the document's legal effect. Routine design qualifications often do not require notarization, but certain approvals, affidavits, or county filings may; verify with the applicable clerk or permitting authority.
What makes an electronic signature legally valid?
A valid e-signature requires demonstrated intent to sign, consent to transact electronically, attribution to the signer, and a retained reproducible record, per ESIGN and UETA legal principles.
How do I correct a signed qualification?
Create an amendment or corrected version, track changes, obtain signatures on the amendment, and retain both original and amended records to preserve the audit trail and protect against disputes.
How long should I retain the signed qualification?
Retain for at least the active contract term plus statutory periods—IRS records three years (IRC §6501(a)); healthcare records six years (45 CFR §164.530(j)); consult counsel for industry-specific retention.
Who must sign the document?
Individuals with delegated authority for each party should sign. The qualification should identify signatory authority and titles to ensure the signatures bind the organization and satisfy procurement requirements.

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