Can the form be signed electronically?

Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws except where specific statutory exceptions apply. Confirm consumer disclosures for consumer-facing transactions.

Is a notary required for this form?

Not usually. Most project engagement agreements do not require notarization. If a specific state statute or a third party (e.g., lender) requires notarization, follow state rules or use Remote Online Notarization where permitted.

Who can sign on behalf of a company?

An authorized officer or agent with delegated authority should sign. Verify signing authority in corporate records or PO documents to avoid later challenges to enforceability.

How do I correct a signed mistake?

If a signature error occurs, prepare an amendment or correction addendum signed by all original signers. Do not alter an executed PDF; amendments preserve audit trails and avoid voided signatures.

How long must I keep executed copies?

Follow retention requirements: IRS records three years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)) for healthcare, and longer if state law or internal policy requires it.

Does the platform meet security and compliance needs?

Platforms supporting ESIGN/UETA, TLS 1.2/1.3, AES-256 encryption, SOC 2 Type II, and HIPAA BAA options meet common legal and regulatory standards; verify the vendor’s certifications and BAA availability for PHI.

Electronic Signature
Templates
Project Management
Project Management Engagement Form

Project Management Engagement Form

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

PROJECT MANAGEMENT ENGAGEMENT FORM

Project Identification

Project Title Project ID

This Engagement is entered into between Client Name: and Service Provider Name: . Effective Date: .

Client Address Primary Client Contact Project Manager (Service Provider)

Scope of Work

The Service Provider will perform project management services as described below. All work will be performed in a professional manner consistent with industry standards. Scope items below describe the services the Service Provider is obligated to deliver; deliverables and acceptance criteria are listed in the Deliverables section.

Detailed Scope of Work Out-of-Scope Items

Deliverables & Acceptance

Each deliverable must meet the acceptance criteria described below. Client shall provide written acceptance or rejection within the acceptance period. Rejection shall include specific deficiencies and allow Service Provider reasonable time to remediate.

Deliverable 1 — Description Deliverable 1 — Acceptance Criteria Deliverable 2 — Description Deliverable 2 — Acceptance Criteria

Timeline & Milestones

Project Start Date: — Project End Date: .

Milestone 1 — Description Milestone 1 — Target Date Milestone 2 — Description Milestone 2 — Target Date

Budget & Payment

Total Fixed Fee or Estimated Budget: .

Payment Schedule Change Order & Variations Process

Confidentiality

Each party shall treat the other party's confidential information as proprietary and shall not disclose such information to third parties except as required by law. Confidential information includes project plans, commercial terms, and technical materials. Obligations of confidentiality shall survive termination of this Engagement for a period of three (3) years, unless otherwise agreed in writing.

Client acknowledges that the Service Provider may retain non-identifying aggregated project performance metrics for internal use, provided no Client confidential information is disclosed.

Intellectual Property & Deliverable Ownership

Unless otherwise agreed in writing, ownership of deliverables produced specifically for Client under this Engagement will transfer to Client upon full payment of amounts due for such deliverables. Service Provider retains ownership of its pre-existing tools, templates, methodologies and intellectual property rights. Client is granted a non-exclusive license to use Service Provider pre-existing materials only as incorporated in the delivered work product.

Termination

Either party may terminate this Engagement for convenience upon written notice to the other party. The terminating party must provide at least days' prior notice. Upon termination, Client shall pay for services performed and reasonable costs incurred through the effective date of termination.

Limitation of Liability

Except for liability arising from gross negligence or willful misconduct, each party's aggregate liability under this Engagement shall not exceed the total fees paid to the Service Provider under this Engagement during the six (6) month period preceding the claim. In no event shall either party be liable for consequential, incidental, or punitive damages.

Acceptance Procedure

Client shall evaluate each deliverable within days of delivery. If Client does not provide written notice of rejection within the acceptance period, the deliverable will be deemed accepted. Rejected deliverables must be accompanied by a statement of nonconformance and the Service Provider will remedy defects at no additional cost if the defect results from the Service Provider's failure to meet the acceptance criteria.

Governing Law

This Engagement shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of law principles.

Representations

Each party represents that it has the authority to enter into this Engagement and that performance of its obligations will not violate any applicable law or third-party agreement.

Notices

Notice Recipient for Client Notice Recipient for Service Provider

Acknowledgements

By signing below, the parties acknowledge and agree that this document, together with any appendices or mutually executed change orders, constitutes the entire agreement between the parties with respect to the subject matter herein.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Engagement Form Is

A Project Management Engagement Form is a written agreement that documents the scope, roles, schedule, deliverables, payment terms, and legal terms between a client and a project manager or firm. It establishes responsibilities, acceptance criteria, communication protocols, and dispute-resolution mechanics before work begins. The form reduces ambiguity by setting milestones, reporting cadence, change-order procedures, and invoicing terms so both parties have a clear reference for execution, approvals, and final acceptance.

Why you should use a clear engagement form

A well-drafted engagement form aligns expectations, limits scope creep, protects both parties from disputes, and documents payment and liability terms that reduce downstream risk and administrative friction.

Who typically completes this form

Use stakeholder review checkpoints to ensure finance, legal, and operational owners confirm terms before final signatures are requested.

Client Project Manager: Requests the engagement, defines business objectives, and signs on behalf of the client to authorize work.
Vendor Project Manager: Completes scope, timeline, resource plan, and acceptance criteria for delivery commitments.
Procurement or Legal: Reviews payment terms, liability limits, IP assignments, and governing law before final approval.

Typical signatories and their roles

Client Project Manager

A client-side PM approves scope, tracks acceptance, and signs to release payments. They must verify budget codes and confirm milestones align with internal governance before signing to avoid payment disputes.

Vendor Project Manager

A vendor PM commits to deliverables and timelines, provides resource and escalation points, and signs to accept contractual obligations; their signature creates enforceable performance and warranty responsibilities.

Required information and key fields

Party Names: Full legal names

Scope Summary: Concise scope text

Deliverables: Listed deliverables

Schedule: Milestones & dates

Payment Terms: Rates & due dates

Signatures: Signed and dated

Step-by-step: completing the engagement form

Follow these sequential steps to prepare, approve, and execute the engagement form with minimal rework.

01

Draft: Populate parties, scope, schedule, and payment fields.
02

Review: Circulate to legal, finance, and stakeholders for written comments.
03

Authorize: Obtain approvals and confirm budget or PO references.
04

Execute: Request signatures and store the final executed copy.

Typical delivery and approval flow

A consistent flow reduces signer confusion and speeds turnaround. This sequence matches most digital signing platforms and internal approval processes.

Prepare Document: Assemble contract, exhibits, and schedules for review.
Configure Fields: Place signature, date, and conditional fields where needed.
Send to Signers: Route via sequential or parallel signing order.
Finalize & Archive: Capture audit trail and retain the executed file.

Configure your digital workflow

Configure authentication, routing, and storage settings to match your organization’s risk profile and recordkeeping rules.

Field	Configuration
Authentication Method	Email link plus optional SMS code
Signing Order	Role-based sequential signing
Conditional Fields	Show fields when milestones or options apply
Storage	Auto-save to your cloud repository

Technical options and integrations

Use integrations to reduce manual uploads and to preserve a complete audit trail in your document management system.

File Formats: PDF, DOCX, and editable templates
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email, SMS, KBA, or enterprise SSO

Common internal deadlines to set

Define dates for approvals, milestone reviews, and invoicing to avoid late payments and missed acceptance windows.

Proposal Delivery Date:

Set the date when the initial proposal or scope is due.

Client Approval Deadline:

Specify the review period (e.g., 14 days) to accept or request changes.

Kickoff Meeting:

Schedule when work and communications begin.

Milestone Payment Dates:

Tie payments to deliverable acceptance dates.

Project Close Date:

Date for final acceptance and release of retainage.

Key milestones from engagement to close

A sequential milestone view helps stakeholders track execution and link payments to objective deliverables.

01

Agreement Finalization

Signatures obtained and agreement becomes effective.

02

Project Mobilization

Resources assigned and kickoff activities completed.

03

Midpoint Review

Client acceptance checkpoint and progress assessment.

04

Final Acceptance

Deliverables accepted and final invoice issued.

Common errors that delay execution

Unclear scope language that invites differing interpretations and extra-cost change orders.
Missing authorized signatory or outdated titles that invalidate signature authorization checks.
Inconsistent dates across contract exhibits that create ambiguity about effective periods.
Absent acceptance criteria for deliverables causing disputes over completion and payments.

Risks if the form is incorrect or incomplete

Enforceability Risk: Contract disputes possible

Payment Delays: Invoices may be withheld

Scope Creep: Unpriced work can expand

Liability Exposure: Unclear indemnities increase risk

Tax Impacts: Incorrect TINs trigger withholding

Audit Issues: Insufficient records for review

Real-world examples of engagement forms in use

These brief examples show how organizations adapt engagement forms to specific needs and systems.

Martin Properties

Martin Properties standardized a single engagement form for leasing and renovation projects to remove ambiguity.

They required acceptance criteria and retainage terms for each milestone.
The standardized form reduced approval cycles and allowed mobile signing during site visits, preserving a clear audit trail for finance and operations.

Xerox

Xerox integrated engagement forms into NetSuite to auto-create POs and billing codes.

The workflow used role-based signing orders and conditional fields.
Integration eliminated duplicate data entry, ensured consistent contract metadata, and tied payments to legally executed documents in the ERP.

Pricing and capability comparison for eSignature platforms

Compare starting price, trial availability, bulk send, audit trail, HIPAA support, and envelope caps across common vendors; signNow appears first per platform data.

	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	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about electronic execution

Answers to common compliance and execution questions when using an engagement form, including electronic signing and recordkeeping considerations.

Need help? Contact support

Can the form be signed electronically?
Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws except where specific statutory exceptions apply. Confirm consumer disclosures for consumer-facing transactions.
Is a notary required for this form?
Not usually. Most project engagement agreements do not require notarization. If a specific state statute or a third party (e.g., lender) requires notarization, follow state rules or use Remote Online Notarization where permitted.
Who can sign on behalf of a company?
An authorized officer or agent with delegated authority should sign. Verify signing authority in corporate records or PO documents to avoid later challenges to enforceability.
How do I correct a signed mistake?
If a signature error occurs, prepare an amendment or correction addendum signed by all original signers. Do not alter an executed PDF; amendments preserve audit trails and avoid voided signatures.
How long must I keep executed copies?
Follow retention requirements: IRS records three years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)) for healthcare, and longer if state law or internal policy requires it.
Does the platform meet security and compliance needs?
Platforms supporting ESIGN/UETA, TLS 1.2/1.3, AES-256 encryption, SOC 2 Type II, and HIPAA BAA options meet common legal and regulatory standards; verify the vendor’s certifications and BAA availability for PHI.

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