Can this be signed electronically?

Yes. Electronic signatures meet federal standards under the ESIGN Act (15 U.S.C. §7001) and are accepted in most states under UETA; exceptions such as wills and court orders may apply.

Do approvers need to use the same platform?

No. Recipients can usually sign via a secure link or guest signer flow; confirm authentication levels required by your organization before sending.

Is notarization required for approval?

Not generally for internal approvals. If contract law or jurisdiction requires notarization or a RON session, include that step and retain the notary record.

What if a signer’s name differs from records?

Mismatched legal names can delay validation and payments; update party names to match government IDs or corporate registrations before final execution.

How should supporting invoices be attached?

Attach vendor quotes, invoices, change orders, and diagrams as PDF exhibits. Label exhibits clearly and reference them within the cost breakdown.

How long must I keep the signed proposal?

Retain for the project term plus regulatory periods: at least 3 years for tax records and up to 6 years for HIPAA-covered materials; check industry rules.

Electronic Signature
Templates
Project Management
Project Management Excess Proposal

Project Management Excess Proposal

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

PROJECT MANAGEMENT EXCESS PROPOSAL

Project Identification

Project Title: Project ID:

Client Name Service Provider Project Manager (Provider)

Proposal Date: Effective Date:

Purpose and Background

This Project Management Excess Proposal documents the scope, deliverables, schedule, and fees associated with work that exceeds the originally authorized scope of the agreement between Client Name: and Service Provider: . Work commenced or performed pursuant to this proposal shall be governed by the terms herein and by the controlling provisions of the underlying master agreement.

Scope of Excess Work

Detailed Description Out-of-Scope Items (explicitly excluded)

Deliverables and Acceptance

Deliverables (itemized) Acceptance Criteria

Timeline and Milestones

Proposed Start Date: Proposed End Date:

Milestones (include deliverable and due date)

Budget and Payment

Total Additional Cost Itemized Costs / Rate Breakdown Payment Schedule

Billing Type: Fixed Price Time & Materials Not-to-exceed

Change Order Process

All excess work shall be initiated by a written change order request signed by authorized representatives of both parties. Change orders shall set forth scope, schedule, and fees. Service Provider shall not commence work on any change order until Client provides written authorization. Where immediate action is required to avoid material delay, Service Provider may commence work after providing electronic notice; such work remains subject to subsequent written approval.

Proposed Change Order Notification and Approval Workflow

Schedule and Resource Impact

Impact on Existing Schedule

Assumptions, Dependencies, and Risks

Assumptions Dependencies and Risks

Confidentiality and Data Handling

Service Provider shall treat as Confidential Information all non-public information disclosed by Client and shall not use such information except for performance of the excess work. Confidential Information does not include information that is or becomes publicly available through no breach by Service Provider, or that is independently developed without use of the Confidential Information. The parties shall implement commercially reasonable safeguards to protect confidential materials and personal data.

Provider acknowledges and will comply with the confidentiality obligations described above.

Liability, Indemnity and Insurance

Except as otherwise provided in the underlying agreement, each party's aggregate liability arising out of or related to this Proposal shall be limited to direct damages not exceeding the total additional fees paid under this Proposal. Neither party shall be liable for incidental, consequential, or punitive damages. Service Provider agrees to indemnify Client for third-party claims arising from Service Provider's gross negligence or willful misconduct in performance of the excess work.

Governing Law

This Proposal shall be governed by and construed in accordance with the laws of the state of without regard to conflict of laws principles.

Execution and Authorities

The individuals signing below represent and warrant that they are authorized to bind their respective parties to this Proposal. By signing, Client authorizes Service Provider to commence the excess work described herein upon execution by both parties and subject to the payment and approval terms set forth above.

Client

Printed Name:

By:

Date:

Service Provider

Printed Name:

By:

Date:

What the Project Management Excess Proposal Is

A Project Management Excess Proposal documents an offer to cover project costs that exceed a baseline budget or contingency. It explains the cause of the excess, provides line-item cost estimates, proposes funding sources or reallocation, and sets a timeline for corrective actions. The document helps decision-makers evaluate whether the additional spend is justified, how risks will be controlled, and which approvals and contract changes are required. It is commonly used in construction, IT implementations, and large professional services engagements where scope change and cost overruns occur.

Why a Clear Excess Proposal Matters

A well-structured proposal clarifies scope changes, quantifies additional cost, assigns responsibility, and documents proposed mitigation — improving governance and reducing disputes.

Who Prepares and Reviews Excess Proposals

Clear assignment of preparer and approver roles reduces delay and ensures the proposal follows organizational approval thresholds.

Project managers and PMOs — prepare justification, schedule impact, and risk mitigation details.
Finance and procurement — verify cost estimates, funding availability, and contract implications.
Client or owner representatives — evaluate necessity, approve budget increases, or request alternatives.

Step-by-step: Completing the Excess Proposal

Follow a concise sequence to document the overrun, estimate costs, list options, and obtain approvals.

01

Identify Issue: Describe scope change or cause of excess.
02

Quantify Costs: Provide line-item estimates and total delta.
03

Propose Solution: List funding options and mitigation measures.
04

Seek Approval: Route to authorized signers in order.

Typical digital workflow settings for eSubmission

Configure routing, signer roles, and authentication before sending to ensure compliance and a smooth audit trail.

Field	Configuration
Signer Roles	Project Manager \| Finance Approver \| Client
Routing Order	Sequential signing to enforce approval chain
Authentication	Email + optional SMS code for higher assurance
Attachments	Include supporting invoices, change orders, diagrams

Distribution and eSubmission requirements

Ensure the chosen method preserves an audit trail (timestamps, IP, signer identity) and stores a reproducible record for retention and compliance.

File formats: PDF, DOCX, or flattened PDF
Integrations: Connect to ERP or document storage
Authentication: Email link, SMS code, or KBA

Typical submission and approval flow

A reliable workflow reduces bottlenecks: prepare, attach evidence, route to approvers, collect signatures, and archive the final record.

Prepare: Complete proposal and attach supporting documents
Route: Send to designated approvers in order
Sign: Collect electronic signatures with audit trail
Archive: Store signed copy in records management system

Core sections to include in a professional proposal

A complete document presents facts, financials, options, and control measures so approvers can decide quickly and with confidence.

Executive Summary

One-page summary of the cause, amount requested, and recommended action so decision-makers can review quickly.

Scope Impact

Describe which deliverables, milestones, or contract terms changed and the schedule implications in clear terms.

Detailed Costs

Provide itemized cost estimates, supporting vendor quotes, and assumptions used for each line item.

Alternatives

List options such as scope reduction, phased funding, or additional contingency and the trade-offs for each.

Risk Mitigation

Explain actions to prevent recurrence, responsible parties, and monitoring metrics tied to the approved change.

Approval Matrix

Identify required approvers, thresholds, and signature blocks to comply with organizational authority levels.

Common preparation pitfalls to avoid

Incomplete cost detail: leaving out tax, shipping, or contingency leads to underestimated totals and additional requests.
Mismatched party names: using informal or abbreviated names causes verification failures and payment delays.
Missing supporting quotes: lack of vendor estimates weakens justification and invites extended review cycles.
Incorrect routing: skipping an authorized approver or misordering signatures can invalidate approvals and require re-execution.

Risks and potential consequences of errors

Contract Breach: Damages or litigation risk

Payment Delay: Cashflow disruption

Tax Issues: Incorrect reporting consequences

I-9 Violations: Regulatory fines possible

Data Exposure: Privacy and compliance risk

Invalid Approval: Re-execution required

eSignature vendor comparison for executing the proposal

Compare basic pricing and key feature differences across common eSignature providers; signNow appears first for reference and includes no envelope cap on paid plans.

	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 by plan	Varies by plan	Varies by plan	Varies by plan
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

Security, privacy, and compliance considerations

Encryption: TLS 1.2/1.3; AES-256 at rest

Standards: SOC 2 Type II; ISO 27001

Regulatory: ESIGN, UETA, 21 CFR Part 11

Privacy: GDPR and CCPA controls

Healthcare: HIPAA support with BAA

Accessibility: WCAG 2.0 Level AA

Frequently asked questions and troubleshooting

Answers to common questions about preparing, signing, and storing a Project Management Excess Proposal.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures meet federal standards under the ESIGN Act (15 U.S.C. §7001) and are accepted in most states under UETA; exceptions such as wills and court orders may apply.
Do approvers need to use the same platform?
No. Recipients can usually sign via a secure link or guest signer flow; confirm authentication levels required by your organization before sending.
Is notarization required for approval?
Not generally for internal approvals. If contract law or jurisdiction requires notarization or a RON session, include that step and retain the notary record.
What if a signer’s name differs from records?
Mismatched legal names can delay validation and payments; update party names to match government IDs or corporate registrations before final execution.
How should supporting invoices be attached?
Attach vendor quotes, invoices, change orders, and diagrams as PDF exhibits. Label exhibits clearly and reference them within the cost breakdown.
How long must I keep the signed proposal?
Retain for the project term plus regulatory periods: at least 3 years for tax records and up to 6 years for HIPAA-covered materials; check industry rules.

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