Can this questionnaire be signed electronically?

Yes. Electronic signatures are legally recognized under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention requirements are met. Exceptions such as wills or certain court filings may apply.

What authentication level is recommended?

Choose authentication based on risk: email link for low risk, SMS or two-factor for moderate risk, and KBA or higher assurance for high-risk procurements. Record timestamp, IP, and signer identity to support attribution and compliance with ESIGN and internal policies.

Is notarization or witness required for these questionnaires?

Most questionnaires do not require notarization. State-specific rules vary; documents that function as affidavits, powers of attorney, or deeds may need notarization or witnesses. Check state notary guidance and engage counsel if you expect legal effect.

How long must I keep completed questionnaires and attachments?

Follow retention policies: federal guidance requires financial records for at least three years (IRC §6501(a)); HIPAA requires six years (45 CFR §164.530(j)) for health-related materials. Your organization may impose longer retention for audits or legal holds.

Can answers be revised after submission?

Yes, but revisions should be tracked: maintain version history, record who changed the entry, and require re-approval for material edits. Significant changes after award may require contract amendments or supplemental disclosures.

Which eSignature plans and costs should we consider?

signNow offers annual plans starting at $8/user/month (Business), $15/user/month (Business Premium), and $30/user/month (Enterprise); Site License pricing is $1.50 per signature invite. Choose a tier based on volume, bulk-send needs, and compliance requirements.

Electronic Signature
Templates
Project Management
Project Management Diligence Questionnaire

Project Management Diligence Questionnaire

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

PROJECT MANAGEMENT DILIGENCE QUESTIONNAIRE

Project Identification

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

Scope of Work

Provide a concise, unambiguous description of the services to be performed. Include measurable outcomes and boundaries for scope.

Out-of-Scope Items

Deliverables and Acceptance

List each deliverable, expected format, and objective acceptance criteria. Acceptance requires written sign-off by the Client unless otherwise stated.

Deliverable 1 Description Deliverable 1 Acceptance Criteria Deliverable 1 Target Date

Timeline and Milestones

Planned Start Date Planned End Date Milestone 1 Milestone 2

Budget and Payment

Total Contract Value Payment Schedule

Change orders altering scope, schedule, or fees must be documented in writing and signed by authorized representatives of both parties prior to commencement of affected work.

Change Order Acknowledgement Acknowledged that all changes require written change orders and may affect cost and schedule

Dependencies, Assumptions, and Risks

Identify primary project risks and mitigation strategies below.

Risk: Scope Creep Applicable

Risk: Resource Availability Applicable

Risk: Technical Integration Applicable

Mitigation Plan

Compliance, Security, and Data Handling

State any regulatory, compliance, or security requirements that govern project execution, including data residency, encryption, and privacy obligations.

Is sensitive data processed? Yes

Intellectual Property and Confidentiality

All deliverables produced under this engagement shall be the property of the Client upon full payment unless otherwise agreed. The Service Provider retains ownership of pre-existing tools and methodologies; the Client receives a perpetual, non-exclusive license to use such embedded components within the delivered work product.

Confidentiality Period (years) Confidential Information Description

Acceptance, Change Control, and Termination

Acceptance procedures will be carried out against the acceptance criteria listed for each deliverable. Any deficiencies must be documented and remedied within an agreed cure period. Either party may terminate for material breach following written notice and a reasonable cure period.

Cure Period for Material Breach (days)

Governing Law and Dispute Resolution

This Questionnaire and any subsequent statements of work shall be governed by the laws of the state specified below. Parties agree to negotiate in good faith to resolve disputes. If unresolved, disputes will be resolved as specified herein.

Governing State Preferred Dispute Resolution Mandatory arbitration

Court litigation in designated jurisdiction

Resource Allocation and Staffing

Estimated Resource Commitment Key Personnel (names and roles)

Certifications and Acknowledgements

By signing below, each party certifies that the information provided in this Questionnaire is accurate to the best of its knowledge, and that each party has the authority to bind the respective organization with respect to the matters described herein.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Diligence Questionnaire Is

The Project Management Diligence Questionnaire is a structured intake document used to collect standardized information about a project's scope, schedule, budget, governance, risks, and compliance before contract award or major approvals. It centralizes answers from stakeholders, technical leads, procurement, and legal to support risk assessment, resource planning, and decision-making. Responses often feed vendor evaluations, RFP scoring, and contract clauses. While not itself a contract, the questionnaire informs binding documents and must be accurate and dated; incomplete or inconsistent answers can delay procurement or trigger additional review.

Why a Diligence Questionnaire Matters for Projects

Completing a Project Management Diligence Questionnaire reduces onboarding delays, clarifies responsibilities, and identifies technical or compliance gaps early. Standardized responses improve comparability across vendors and projects, support audit trails for procurement decisions, and lower the risk of scope creep or unexpected costs.

Who Typically Completes and Reviews the Questionnaire

Typical contributors include project managers, procurement teams, technical leads, legal counsel, and compliance officers who provide the information required for evaluation and contracting.

Project managers and PMO staff compile scope, schedule, resources, and risk responses for each project.
Procurement and contracting teams evaluate vendor answers and align terms with organizational policy.
Legal, compliance, and finance reviewers verify representations, insurance, tax status, and regulatory requirements where applicable.

Assign a single consolidator for inputs and a named reviewer to verify accuracy before submission to limit rework and vendor follow-up.

Who Can Sign or Certify the Answers

Project Manager

Typically completes technical and scheduling sections, coordinates inputs from stakeholders, and certifies factual accuracy. May not have contract signing authority; their attestation supports procurement and legal review and should include contact details for follow-up questions.

Authorized Signatory

Signs final deliverables and legally binds the organization to obligations described in follow-on contracts. Must be listed in corporate authority records, provide full name and title, and confirm any delegations of signing power in writing prior to contract execution.

Essential Elements of a Professional Questionnaire

A professional Project Management Diligence Questionnaire should be concise, consistent, legally aware, and structured for automated review and auditability across teams.

Clear Sections

Organize content into discrete sections (scope, schedule, budget, governance, risks, compliance). Clear sectioning reduces reviewer burden and enables targeted routing and scoring during procurement evaluations.

Standardized Answers

Use controlled response types (dropdowns, radio, numeric fields) and standard units. Standardization permits automated comparison, reduces entry errors, and supports consistent audit records for compliance.

Versioning

Embed version number and effective date on every page and retain prior versions in a secure audit log for reproducibility, legal review, and dispute resolution.

Authentication

Require signer identity proofing appropriate to risk (email, SMS, KBA, or higher). Record timestamps and IP addresses to support attribution under ESIGN, UETA, and statutes.

Attachments

Allow attaching supporting documents such as insurance certificates, safety plans, financial statements, and project schedules to verify statements during procurement review process.

Audit Trail

Capture actions, reviewer notes, signer details, and document history. Ensure retention policies meet regulatory requirements such as HIPAA, SEC, and state laws.

Required Data Fields at a Glance

Project Title: Brief, unique project name

Effective Date: Use MM/DD/YYYY format

Project Owner: Provide full name and contact

Estimated Budget: Specify currency and total amount

Key Risks: Top three risks with impact

Attachments: Include schedules, budgets, compliance docs

Step-by-Step: Completing and Submitting the Questionnaire

Follow these steps to complete and submit the Project Management Diligence Questionnaire accurately and on time.

01

Prepare: Gather documents, budgets, and stakeholder inputs.
02

Complete: Answer fields clearly; avoid abbreviations and shorthand.
03

Review: Legal and finance must verify critical sections.
04

Submit: Sign, date, and send to procurement or PMO.

How Electronic Submission Works

Electronic completion and submission streamline review and create an auditable record for procurement and compliance teams.

Upload: Attach the questionnaire PDF or DOCX.
Place Fields: Insert fillable fields for answers and dates.
Authenticate: Choose signer verification method such as email or SMS.
Complete: Signatures, timestamps, and audit trail finalize the submission.

Common Workflow Settings for eSubmission

Configure these workflow settings to ensure proper routing, authentication, and retention when issuing the questionnaire electronically.

Field	Configuration
Routing Order	PMO then Project Manager then Legal reviewer
Authentication	Email link with optional SMS code or KBA
Reminders	Automated reminders at 3 and 7 business days
Retention	Retain signed record per policy and legal requirements

Platform and Integration Considerations

Integration and platform requirements vary by organization and affect distribution, authentication, storage choices, and audit capabilities.

Integrations: CRM, ERP, cloud storage connectors
Formats: PDF, DOCX, and XLSX supported
Authentication: Email, SMS, KBA, and SSO supported

Supporting Documents to Include with Your Responses

Attach these supporting documents to substantiate questionnaire answers, speed verification, and reduce follow-up requests during procurement and legal review cycles.

Contracts

Existing master agreements, subcontracts, or vendor contracts that clarify responsibilities, deliverables, and payment terms relevant to project execution and any negotiated amendments or service level attachments.

Insurance

Certificates of insurance showing coverage types, limits, policy periods, and named insureds to verify compliance with contractual insurance requirements, including endorsement details and carrier contact information for confirmation.

Schedules

Project schedule, milestone dates, resource allocations, and dependencies presented in a clear format to validate timeline feasibility and any critical path assumptions or client-provided constraints.

Financials

Budget breakdowns, contingency reserves, historical cost estimates, and financial approvals that support the estimated project cost and funding source, including invoice samples or audited financial statements when requested by procurement.

Typical Timelines and Deadlines for Questionnaire Processing

Timelines help set expectations for delivery, review, and contract milestones tied to the questionnaire and approvals.

Initial response time (vendor submission):

Provide answers within 5 business days unless otherwise agreed.

Review and clarification period (internal review):

Allow 3 business days for internal reviewers to request clarifications.

Legal sign-off deadline (final approval):

Legal must sign off before contract execution; typical window is 2–5 business days.

Contract award date (anticipated start date):

Align questionnaire completion with award, often 7–14 days before start.

Record retention trigger (start of obligation):

Retention begins on effective date or contract execution, per retention policy.

Key Milestones and Processing Stages

A simple milestone sequence clarifies who must act and when during questionnaire issuance, review, and contract execution.

01

Issue Questionnaire

Procurement issues the questionnaire to the vendor for completion.

02

Vendor Response

Vendor completes fields and attaches supporting documents.

03

Internal Review

PMO, legal, and finance review and request clarifications.

04

Final Approval

Authorized signatory approves and document is archived.

Common Pitfalls to Avoid

Incomplete responses and missing attachments force reviewers to request clarifications, extending procurement timelines and increasing administrative overhead.
Using inconsistent units, unclear scope descriptions, or vague risk statements impedes automated scoring and leads to divergent vendor evaluations.
Failing to designate an authorized signer delays contract execution and may require reissuance of documents or legal re-certification.
Neglecting to record version history or reviewer notes creates disputes about which answers were relied upon during award decisions.

Risks and Potential Consequences of Errors

Contract Delay: Procurement timelines extend.

Financial Exposure: Underestimated costs incur overruns.

Compliance Breach: Regulatory fines or remediation.

Invalid Representations: Misstatements may void warranties.

Audit Findings: Audit findings and penalties.

Signature Defect: Missing authorized signature invalidates form.

eSignature Pricing and Feature Comparison for Questionnaire Workflows

Comparison of common eSignature plans and features relevant when issuing and signing project diligence questionnaires.

	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 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

Frequently Asked Questions and Troubleshooting

Answers to common questions about completing, signing, and storing the Project Management Diligence Questionnaire electronically.

Need help? Contact support

Can this questionnaire be signed electronically?
Yes. Electronic signatures are legally recognized under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention requirements are met. Exceptions such as wills or certain court filings may apply.
What authentication level is recommended?
Choose authentication based on risk: email link for low risk, SMS or two-factor for moderate risk, and KBA or higher assurance for high-risk procurements. Record timestamp, IP, and signer identity to support attribution and compliance with ESIGN and internal policies.
Is notarization or witness required for these questionnaires?
Most questionnaires do not require notarization. State-specific rules vary; documents that function as affidavits, powers of attorney, or deeds may need notarization or witnesses. Check state notary guidance and engage counsel if you expect legal effect.
How long must I keep completed questionnaires and attachments?
Follow retention policies: federal guidance requires financial records for at least three years (IRC §6501(a)); HIPAA requires six years (45 CFR §164.530(j)) for health-related materials. Your organization may impose longer retention for audits or legal holds.
Can answers be revised after submission?
Yes, but revisions should be tracked: maintain version history, record who changed the entry, and require re-approval for material edits. Significant changes after award may require contract amendments or supplemental disclosures.
Which eSignature plans and costs should we consider?
signNow offers annual plans starting at $8/user/month (Business), $15/user/month (Business Premium), and $30/user/month (Enterprise); Site License pricing is $1.50 per signature invite. Choose a tier based on volume, bulk-send needs, and compliance requirements.

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