Can this questionnaire be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in most states provided intent, consent, attribution, and record retention requirements are met.

When is notarization required?

Notarization is generally not required for routine questionnaires, but if a state or contract requires a notarized affidavit or corporate acknowledgement, follow state notary rules or use a permitted RON process.

Is remote online notarization (RON) acceptable?

RON is permitted in most U.S. jurisdictions with specific identity proofing and recording requirements; verify the target state’s rules before relying on a remote notary.

How do I correct an error after submission?

Do not alter the signed original; submit an amended questionnaire or addendum that references the original and is signed by the same parties to preserve auditability.

What retention period applies to completed questionnaires?

Retain according to applicable rules: generally at least three years for IRS purposes (IRC §6501(a)), six years for HIPAA-covered materials (45 CFR §164.530(j)), and longer where state law or contracts require.

Who can I contact about authentication failures?

Log the error, capture screenshots, and provide timestamps to platform support; if authentication is regulatory in nature, escalate to legal or compliance for remedial steps.

Electronic Signature
Templates
Project Management
Project Management Due Diligence Questionnaire

Project Management Due 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 Due Diligence Questionnaire

Project Title: Project ID:

Project Identification

Client Name Service Provider Name Project Manager (Provider)

Project Manager Contact: Email:

Project Location

Scope of Work

Provide a concise statement of the proposed scope, deliverables, and principal objectives. Include boundaries and expected outcomes.

Out-of-Scope Items Key Objectives

Deliverables and Acceptance Criteria

List each major deliverable, brief description, acceptance criteria, and target delivery date.

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

Target Date:

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

Target Date:

Timeline and Milestones

Planned Start Date: Planned End Date:

Milestone 1 — Name Milestone 1 — Description

Target Date:

Budget and Financials

Total Contract Value: Currency:

Payment Schedule and Milestones for Payment Change Order Process

Contingency / Allowance (%):

Team, Governance and Subcontracting

Key Project Roles (Name — Role — Contact)

Will subcontractors be used? Yes

If yes, identify subcontractors and scope of work Insurance and Financial Stability

Technical Environment and Tools

Primary project management and delivery tools used (e.g., PM systems, source control, CI/CD), and required client integrations:

Risk Assessment and Mitigation

Provide the top risks identified, assessed impact, likelihood, and proposed mitigation or contingency measures.

Compliance, Data Protection, and IP

Are there regulatory or compliance obligations applicable to this project? Yes

Describe compliance measures and controls

Will personal data be processed? Yes

Describe data handling, residency, encryption, and retention policies Intellectual Property — Ownership and Licensing

References and Past Performance

Provide up to three relevant references including client name, contact, project scope, dates, and outcome.

Reference 1 Reference 2

Assumptions and Constraints

Confidentiality

All information disclosed in this questionnaire is provided for the sole purpose of evaluating project capability and risk. The parties agree to treat responses as Confidential Information and to use commercially reasonable measures to protect such information. Confidential Material will not be disclosed to third parties except as required by law or with prior written consent.

Acknowledgement of Confidentiality: I acknowledge and accept the confidentiality requirements. Initials:

Governing Law

This questionnaire and any reliance upon its contents shall be governed by and construed in accordance with the laws of the jurisdiction specified below, without regard to conflict of law rules.

Governing Law Jurisdiction:

Certification and Representations

The undersigned certifies that the information provided in this questionnaire is true, complete and accurate to the best of their knowledge, and that no material facts have been omitted that would render the statements misleading. The provider represents that it has the authority and capacity to enter into discussions and agreements described herein.

Certification: I certify the foregoing statements and disclosures are accurate.

Client

Party Label:

By:

Date:

Service Provider

Party Label:

By:

Date:

What the Project Management Due Diligence Questionnaire Is

The Project Management Due Diligence Questionnaire is a structured form used to collect standardized information about a project’s governance, scope, resourcing, risk controls, vendor relationships, and compliance posture prior to approval or onboarding. It centralizes answers on timelines, deliverables, change control, financial assumptions, subcontractor use, insurance and bonding, data handling practices, and regulatory obligations so decision makers can assess feasibility, budget accuracy, and legal exposure before work begins.

Why a Due Diligence Questionnaire Matters for Projects

A well‑crafted questionnaire reduces uncertainty by standardizing disclosures and documenting key facts before commitments are made. It supports risk-based decisions, protects stakeholders, and creates an auditable trail useful for procurement, compliance reviews, and contract negotiations.

Who Typically Completes and Reviews the Questionnaire

Project sponsors, program managers, procurement teams, and vendor risk reviewers typically initiate and request responses to the questionnaire.

Procurement teams and contract managers who evaluate vendor capabilities and commercial terms prior to award.
Project managers and technical leads who confirm scope, schedule, and resource commitments before kickoff.
Legal, compliance, or information security reviewers who verify obligations, controls, and required assurances.

Responses are then routed to stakeholders for approval, redlines, or follow-up clarification depending on risk level and project value.

Core Sections to Include in the Questionnaire

A comprehensive questionnaire groups questions by governance, technical scope, commercial terms, compliance, security, and contingency planning so reviewers can evaluate each domain consistently.

Governance

Request organizational charts, primary contacts, escalation paths, and decision‑making authorities so reviewers can verify responsibilities and communication channels.

Scope

Capture detailed deliverables, acceptance criteria, major milestones, and assumptions to prevent scope creep and enable accurate schedule estimation.

Resources

Require staffing plans, subcontractor lists, key personnel resumes, and capacity commitments to assess delivery capability and continuity risk.

Security

Include data classification, encryption, access controls, incident response, and vendor security certifications to evaluate information risk and contractual security obligations.

Commercial

Ask for pricing model details, invoicing cadence, payment terms, insurance, and bonding to validate financial exposure and contract substance.

Contingency

Request business continuity plans, disaster recovery RTO/RPO targets, and substitution processes to understand resilience and third‑party dependency risk.

Stepwise Process to Complete the Questionnaire

Follow these steps in order to produce a complete, review-ready questionnaire and preserve an audit trail of changes.

01

Gather Documents: Collect contracts, SOWs, insurance certificates.
02

Complete Form: Fill all required fields accurately.
03

Attach Evidence: Upload supporting documents and lists.
04

Submit for Review: Route to legal, security, and procurement.

Configuring an Online Questionnaire Workflow

Set these basic workflow options when deploying the questionnaire digitally so routing and authentication match your internal controls.

Field	Online Setting
Signature Order	Sequential or parallel signer order
Authentication Method	Email link \| SMS code \| KBA
Conditional Fields	Show additional questions when triggered
Retention Settings	Auto-archive after approval

How the eSubmission and Review Flow Operates

A clear digital flow reduces handoffs and preserves evidence of who submitted, reviewed, and approved each answer.

Upload: Originator uploads questionnaire and attachments.
Assign Reviewers: System routes to reviewers by role.
Review & Comment: Reviewers annotate and request clarifications.
Finalize: Approvers sign and archive final package.

Technical Requirements for Digital Completion and Signing

Ensure the chosen platform supports secure authentication, tamper-evident audit trails, and exportable signed copies.

Authentication: Email, SMS, or stronger methods
Export Formats: PDF and machine-readable exports
Integrations: Connectors for your CRM/PM tool

Confirm the platform complies with ESIGN/UETA requirements and any industry regulations applicable to your project; ensure retention and access controls meet audit needs.

Typical Timelines and Deadlines to Include

Define submission windows, review SLAs, and approval cutoffs so stakeholders know expected response times and escalation points.

Internal submission deadline:

X business days before procurement decision

Reviewer response SLA:

5–7 business days standard

Clarification turnaround:

2–3 business days after query

Final approval cutoff:

Set relative to contract execution date

Record archiving date:

Archive after final sign-off and retention tagging

Key Milestones from Submission to Contract Execution

A sequential milestone view helps track progress and trigger downstream activities like contracting or procurement board review.

01

Submission Received

Questionnaire submitted and logged with timestamp.

02

Initial Review

Procurement and PM confirm completeness.

03

Risk Assessment

Legal and security evaluate exposure and gaps.

04

Final Approval

Authorized approver signs and archives package.

Common Mistakes to Avoid

Incomplete vendor contact details that prevent rapid clarification and extend review cycles by days or weeks.
Ambiguous scope descriptions that omit exclusions and later lead to contract renegotiation or change orders.
Missing supporting documents such as certificates of insurance or subcontractor lists required for acceptance.
Using inconsistent project names or IDs that cause records to be misplaced across systems.

Risks and Potential Consequences of Poorly Completed Questionnaires

Contract Delays: Extended procurement timelines

Financial Exposure: Unaddressed insurance or bonding gaps

Regulatory Risk: Noncompliance with data rules

Reputational Harm: Vendor disputes or public issues

Audit Findings: Incomplete records during review

Payment Withhold: Holdbacks pending remediation

Essential Security and Compliance Data to Collect

Data Classification: Identify sensitivity level

Encryption: At-rest and in-transit methods

Access Controls: Role-based permissions

Incident Response: Breach notification plan

Third-Party Audit: SOC 2 or ISO 27001 status

Privacy Compliance: HIPAA, FERPA, or other rules

eSignature Pricing and Feature Snapshot for Project Questionnaires

Price and feature trade-offs affect cost and compliance; compare starting prices, trial availability, bulk send, audit trails, HIPAA readiness, and envelope caps.

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

Real-World Examples of Digital Project Documentation

These customer examples illustrate practical uses of digital signing and online questionnaires during project onboarding and contract execution.

Optica Ventures

Brian Fitzgibbons, COO, says the interface is simple and easy for his team.

The platform reduced back-and-forth with external partners.
As a result, Optica reduced administrative delays and improved turnaround for approvals, enabling faster contract execution without adding inline administrative headcount.

Martin Properties

Tim Martin, Founder, reports fully online processing with compliance.

Onsite and remote signatures supported project closing.
The firm accelerated lease and vendor contract execution, preserved audit trails for inspections, and maintained consistent versions across stakeholders.

Frequently Asked Questions and Common Resolution Steps

Answers address legality, authentication, notarization, corrections, retention, and troubleshooting for electronically completed project questionnaires.

Need help? Contact support

Can this questionnaire be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in most states provided intent, consent, attribution, and record retention requirements are met.
When is notarization required?
Notarization is generally not required for routine questionnaires, but if a state or contract requires a notarized affidavit or corporate acknowledgement, follow state notary rules or use a permitted RON process.
Is remote online notarization (RON) acceptable?
RON is permitted in most U.S. jurisdictions with specific identity proofing and recording requirements; verify the target state’s rules before relying on a remote notary.
How do I correct an error after submission?
Do not alter the signed original; submit an amended questionnaire or addendum that references the original and is signed by the same parties to preserve auditability.
What retention period applies to completed questionnaires?
Retain according to applicable rules: generally at least three years for IRS purposes (IRC §6501(a)), six years for HIPAA-covered materials (45 CFR §164.530(j)), and longer where state law or contracts require.
Who can I contact about authentication failures?
Log the error, capture screenshots, and provide timestamps to platform support; if authentication is regulatory in nature, escalate to legal or compliance for remedial steps.

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