Can this agreement 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, consent, attribution, and record retention requirements are met.

Is notarization required for validity?

Most discovery agreements do not require notarization to be enforceable, but if an acknowledgement or recorded instrument is needed, notarization or RON may be required by state law.

How do I prove who signed the document?

Use an audit trail that captures signer identity, timestamps, IP address, and authentication method. For higher assurance consider multi-factor authentication or certificate-based signatures.

Do I need a HIPAA BAA?

If the discovery phase involves protected health information, execute a Business Associate Agreement and confirm platform HIPAA controls to avoid regulatory exposure.

What if a signer’s name differs from records?

Mismatched names can delay acceptance or tax reporting. Require signers to use legal names and provide proof of authority if signing for an organization.

How long are executed records valid and accessible?

Maintain signed records for the agreement life plus legal retention periods. Ensure the platform allows export of signed PDFs and retention of audit trails for compliance and audits.

Electronic Signature
Templates
Project Management
Project Management Discovery Phase Agreement

Project Management Discovery Phase Agreement

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

Project Management Discovery Phase Agreement

Project ID: Effective Date:

Client Name: Service Provider:

Project Manager (Provider): Contact (email/phone):

Scope of Work

Discovery Phase Description Objectives and Deliverables for Discovery Out of Scope

Deliverables and Acceptance

Deliverable 1 — Description

Acceptance Criteria

Deliverable 2 — Description

Acceptance Criteria

Timeline & Milestones

Planned Start Date Planned End Date Key Milestones

Milestone 1 Date: Description:

Milestone 2 Date: Description:

Budget & Payment

Total Fixed Fee for Discovery Phase Payment Schedule Change Order & Additional Work

Client Responsibilities

Confidentiality

Each party agrees to maintain in confidence all information disclosed by the other party in connection with the Discovery Phase that is designated confidential or that, by its nature, should reasonably be considered confidential. Confidential information shall not be used or disclosed except as necessary to perform obligations under this Agreement. The obligations of confidentiality shall survive termination of this Agreement for a period of three (3) years.

Intellectual Property

All pre-existing intellectual property of each party remains the property of that party. Subject to full payment of fees due under this Agreement, the Service Provider grants the Client a non-exclusive, non-transferable license to use deliverables produced during the Discovery Phase solely for the Client’s internal evaluation. Any transfer of ownership or assignment of deliverables shall be documented in a subsequent agreement.

Warranties, Liability & Indemnity

The Service Provider represents that services will be performed in a professional and workmanlike manner consistent with industry standards. EXCEPT AS EXPRESSLY PROVIDED IN THIS AGREEMENT, THE SERVICE PROVIDER DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED. IN NO EVENT SHALL EITHER PARTY'S AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THIS AGREEMENT EXCEED THE TOTAL FEES PAID UNDER THIS AGREEMENT. Each party shall indemnify the other for third-party claims arising from its gross negligence or willful misconduct.

Acceptance Testing

Termination

Either party may terminate this Agreement for convenience upon providing days' written notice. In the event of termination, the Client shall pay the Service Provider for all work performed and reasonable documented costs incurred up to the effective date of termination. Termination shall not relieve either party of obligations accrued prior to termination.

Assumptions & Dependencies

Notices

Client Address for Notices Service Provider Address for Notices

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction of without regard to its conflict of laws principles.

Entire Agreement & Amendments

This Agreement, including any attachments and written change orders executed pursuant to it, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior communications and agreements. Any amendment or modification must be in writing and signed by authorized representatives of both parties.

Acknowledgement

By signing below, the undersigned represent and warrant that they are authorized to enter into this Agreement on behalf of the party indicated and that they have read, understand, and agree to the terms set forth herein.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Discovery Phase Agreement Is

A Project Management Discovery Phase Agreement documents the scope, objectives, deliverables, timeline, responsibilities, and fees for a project's discovery phase. It explains the tasks required to collect requirements, assess technical and business risks, and produce deliverables such as discovery reports, process maps, stakeholder interviews, and a recommended project plan. The agreement sets acceptance criteria, intellectual property treatment, confidentiality terms, change-control procedures, and payment milestones so client and provider share a clear baseline before design, implementation, or procurement work begins.

Why Use a Discovery Phase Agreement

A written discovery agreement reduces scope ambiguity, sets measurable acceptance criteria, clarifies risk ownership, and documents payment terms and IP rights so both parties reduce disputes and start subsequent phases with aligned expectations.

Typical Users and Stakeholders

The Project Management Discovery Phase Agreement is used by client stakeholders, project managers, consulting firms, and procurement teams to define initial project work and responsibilities.

Client product or program owners who must approve scope and budget prior to development.
External consultants or agencies running discovery engagements and delivering recommendations.
Internal project management offices (PMOs) that require documented acceptance criteria and sign-off.

Use the agreement to streamline approvals, document assumptions, and formalize the transition into design or delivery contracts.

Representative Signers

Client Representative — VP Product

A senior product or program owner with authority to commit budget and accept discovery deliverables. This signer ensures scope aligns with business objectives and signs payment milestones and acceptance clauses on behalf of the organization.

Consultant Lead — Project Manager

A consulting firm project manager or engagement lead responsible for delivering discovery outputs, managing resources, and confirming completion against agreed acceptance criteria. This signer certifies work performed and invoices submitted.

Step-by-Step: Completing the Agreement

Follow these sequential steps to prepare, review, and execute a compliant discovery agreement with clear acceptance and billing milestones.

01

Prepare Document: Complete fields and attach exhibits.
02

Internal Review: Legal and finance confirm terms.
03

Signatures: Collect authorized signatures.
04

Distribute Copies: Provide executed copies to all parties.

Typical Digital Execution Workflow

The usual digital signing flow reduces turnaround time by automating routing, authentication, and audit trail capture for each signer.

Upload: Sender uploads the agreement PDF or DOCX.
Place Fields: Add signature, date, and text fields.
Authenticate: Choose email, SMS, or stronger checks.
Complete: Signer reviews, signs, and receives copy.

Recommended eSignature Workflow Settings

Configure the digital workflow to match your security, authentication, and audit requirements before sending for signature.

Field	Configuration
Authentication Method	Email link; add SMS code if higher assurance required
Reminder Schedule	Auto-remind after 3 days, then every 5 days
Signer Order	Sequential for approvals, parallel for acknowledgement
Audit Trail	Enable full event log and PDF certificate

Platform and Integration Considerations

Match platform features to legal and industry needs—HIPAA, 21 CFR Part 11, or corporate SSO—and confirm audit trail and record export capabilities before adoption.

Integrations: Salesforce, NetSuite, Google Workspace, Microsoft 365
Formats: PDF, DOCX, and structured Excel templates
Security: AES-256 at rest, TLS 1.2/1.3 in transit

Essential Components to Include

A professional discovery agreement should contain clear, actionable sections that define deliverables, risk allocation, payment, and administrative processes.

Scope

Precise description of discovery tasks, outputs, and exclusions so both parties share measurable expectations.

Deliverables

List specific documents, diagrams, and artifacts with format, acceptance criteria, and delivery dates to avoid ambiguity.

Timeline

Define milestones, review periods, and dependencies to manage schedule risk and invoice timing.

Roles

Assign responsibilities for client inputs, approvals, and vendor tasks to prevent delays.

Acceptance

State how deliverables are reviewed, accepted, or remediated and the timeframe for sign-off.

IP & Confidentiality

Clarify ownership of findings, licenses, and restrictions on use of confidential information.

Security and Compliance Checklist

Encryption: AES-256 at rest

Transport Security: TLS 1.2/1.3

Audit Trail: Timestamped event log

HIPAA BAA: Execute BAA if PHI exists

Authentication: Email, SMS, or stronger

Access Controls: Role-based permissions

Consequences of Errors or Missing Information

Unclear Scope: Cost overruns

Missing Signature: Enforceability risk

Incorrect Dates: Payment disputes

PII Exposure: Regulatory fines

IP Ambiguity: Ownership disputes

Noncompliant Workflow: Invalid e-signature

Common Preparation Pitfalls

Vague deliverable language that leaves acceptance subjective and causes rework or disputes between parties.
Failing to name an authorized signer, which delays execution when signatures must be routed for corporate approval.
Omitting required attachments such as interview templates, sample deliverables, or required schedules that define acceptance tests.
Using inconsistent dates or milestones between the agreement and referenced purchase orders or statements of work.

eSignature Pricing and Feature Comparison

Compare entry pricing and key capabilities for typical eSignature vendors used to execute agreements; signNow is shown first per platform ordering guidance.

	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

Frequently Asked Questions and Troubleshooting

Answers to common execution, enforceability, and platform questions for Project Management Discovery Phase Agreements.

Need help? Contact support

Can this agreement 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, consent, attribution, and record retention requirements are met.
Is notarization required for validity?
Most discovery agreements do not require notarization to be enforceable, but if an acknowledgement or recorded instrument is needed, notarization or RON may be required by state law.
How do I prove who signed the document?
Use an audit trail that captures signer identity, timestamps, IP address, and authentication method. For higher assurance consider multi-factor authentication or certificate-based signatures.
Do I need a HIPAA BAA?
If the discovery phase involves protected health information, execute a Business Associate Agreement and confirm platform HIPAA controls to avoid regulatory exposure.
What if a signer’s name differs from records?
Mismatched names can delay acceptance or tax reporting. Require signers to use legal names and provide proof of authority if signing for an organization.
How long are executed records valid and accessible?
Maintain signed records for the agreement life plus legal retention periods. Ensure the platform allows export of signed PDFs and retention of audit trails for compliance and audits.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now