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Project Management Exhibit Template

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Project Management Exhibit Template

Project Identification

Project Title:

Effective Date:

Purpose and Recitals

This Exhibit sets forth the specific scope, deliverables, schedule, budget, acceptance criteria, and change management procedures applicable to the Services described below and is incorporated into and governed by the Master Services Agreement between the parties. In the event of any conflict between this Exhibit and the Master Services Agreement, the terms of this Exhibit govern only to the extent expressly stated herein.

Scope of Work

Deliverables and Acceptance

The Provider shall deliver the following items. Each deliverable must satisfy the stated acceptance criteria and will be subject to Client acceptance testing in accordance with the Acceptance Procedure below.

Due Date:

Due Date:

Acceptance Procedure

Upon delivery, the Client shall have a period of calendar days to perform acceptance testing. If the deliverable materially fails to meet the acceptance criteria, Client will provide a written notice of defects and Provider shall correct defects at Provider's expense within a reasonable period. Acceptance shall be deemed given if Client does not provide written rejection within the specified period.

Timeline and Milestones

Project Start Date:     Project End Date:

Target Date:    Responsible:

Target Date:    Responsible:

Budget and Payment

Total Contract Sum: $

Fixed Price    Time & Materials (hourly)

All changes to scope, schedule, or price shall be documented via a written change order signed by authorized representatives of both parties. Change orders shall include a description of the change, the impact on schedule, and a price adjustment. Change orders exceeding $ require executive approval from both parties.

Confidentiality and Data Security

Each party shall maintain in confidence all Confidential Information disclosed by the other party in connection with this Exhibit and shall not use such information except to perform its obligations hereunder. Confidential Information excludes information that is publicly known or required to be disclosed by law. Provider shall implement reasonable administrative, technical, and physical safeguards to protect Client data commensurate with industry standards for similar data.

Warranties and Remedies

Provider warrants that services shall be performed in a professional and workmanlike manner and that deliverables will materially conform to the specifications set forth in this Exhibit for a period of days from acceptance. Provider's sole obligation for breach of this warranty shall be to correct nonconforming work at no additional cost within a reasonable time.

Termination

Either party may terminate this Exhibit for material breach if the breaching party fails to cure within days after written notice. Upon termination, Provider shall deliver work in progress and Client shall pay for undisputed, unpaid work performed through the effective date of termination in accordance with payment terms.

Governing Law

This Exhibit shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of law principles. The parties consent to the exclusive jurisdiction of the courts located in that State for any dispute arising under this Exhibit, unless otherwise agreed in writing.

Responsibilities

The parties acknowledge that the terms set forth in this Exhibit constitute a binding agreement for the scope and services described herein and authorize performance in accordance with these terms.

Client - Printed Name:

By:

Date:

Service Provider - Printed Name:

By:

Date:

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Overview of a Project Management Exhibit Template

A Project Management Exhibit Template is a standardized attachment to a primary contract that captures project-specific details such as scope, milestones, deliverables, acceptance criteria, and payment schedules. It formalizes obligations and technical expectations for a particular project or phase while remaining subordinate to the governing master agreement. Exhibits reduce ambiguity by isolating operational terms into a single referenced document that can be updated or replaced through amendment procedures defined in the main contract.

Why a Clear Exhibit Matters for Project Outcomes

A well-structured exhibit clarifies responsibilities, reduces disputes, and aligns expectations across stakeholders. It supports measurable acceptance criteria, simplifies change control, and makes invoicing and audit reviews more straightforward while preserving the main contract’s legal framework.

Why a Clear Exhibit Matters for Project Outcomes

Who Typically Prepares and Signs These Exhibits

Project exhibits are completed by parties who need to define deliverables, timelines, or technical specifications tied to a larger agreement.

  • Project managers and PMOs — draft detailed schedules, resource allocations, and acceptance tests for operational use.
  • Contract administrators — verify consistency with the master agreement and track amendment history and approvals.
  • External vendors or subcontractors — confirm scope, deliverables, and billing milestones before starting work.

Final execution usually requires authorized signatories from each contracting party and any approvals required by procurement or legal teams.

Step-by-step: Completing the Exhibit

Follow these sequential steps to prepare, review, and finalize the exhibit to minimize negotiation cycles and execution delays.

  • 01
    Draft: Populate title, scope, milestones, and acceptance criteria.
  • 02
    Internal Review: Obtain PM and legal review for clarity and compliance.
  • 03
    Counterparty Review: Share draft for comments and resolve open items.
  • 04
    Execute: Obtain authorized signatures and record the executed copy.

Digital workflow settings to streamline completion

Configure these fields when preparing an online exhibit to ensure correct routing and authentication.

Field Configuration
Signer Order Sequential or parallel routing to enforce role order.
Authentication Email link by default; use SMS or KBA for higher assurance.
Required Fields Mark Title, Effective Date, Scope, and Signature as mandatory.
Retention Policy Set automatic archive after execution with access controls.

Where to file and how to distribute the executed exhibit

Choose distribution and filing methods that preserve provenance and make retrieval straightforward for audits and project teams.

  • Contract Repository: Store executed exhibits alongside the master agreement.
  • Project Management Tool: Attach exhibit to the project record for operational visibility.
  • Accounting System: Link milestones to AP for automated invoicing.
  • Share with Stakeholders: Provide signed PDF copies to all authorized parties.

Technical considerations for electronic completion and signatures

Electronic completion requires a platform that supports required fields, audit trails, and secure distribution.

  • Document Formats: PDF, DOCX supported
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Authentication: Email, SMS, KBA

Ensure the platform can produce an unalterable signed PDF with audit metadata and meets any industry-specific compliance obligations before using it for execution.

Essential components of a professional Project Management Exhibit Template

Include these elements to make the exhibit usable, unambiguous, and enforceable across teams and legal counsel.

Identification

Exhibit title and reference to the master agreement, including contract number and parties, to ensure the exhibit is legally attached.

Scope Description

A detailed, numbered list of tasks, deliverables, and exclusions that defines the work to avoid later disputes.

Milestones & Dates

Clear milestones with MM/DD/YYYY dates and acceptance criteria tied to payments and billing triggers.

Acceptance Criteria

Objective tests or metrics for deliverable acceptance, including review windows and correction periods.

Change Control

Procedures for amendments, notice periods, approval authorities, and impact on schedule and cost.

Signatures & Authority

Signature blocks with printed names, titles, dates, and a statement confirming signatory authority to bind the party.

Required information fields at a glance

Project Title: Exact exhibit name
Exhibit Number: Numeric or alpha code
Parties: Full legal names
Effective Date: MM/DD/YYYY
Scope Summary: One-line scope
Signature Block: Name, title, date

Common legal and commercial risks from incomplete exhibits

Scope Ambiguity: Disputes over deliverables
Payment Delay: Missed invoice triggers
Liability Exposure: Unassigned responsibilities
Regulatory Risk: Noncompliance with industry rules
Invalid Signature: Attribution problems
Record Loss: Audit or litigation gaps

Frequent preparation mistakes to avoid

  • Using vague deadlines such as 'ASAP' instead of MM/DD/YYYY creates enforceability and scheduling disputes.
  • Failing to tie milestones to payment terms leads to invoices being disputed or delayed by finance teams.
  • Entering party names that differ from the master agreement can create signature attribution and enforcement issues.
  • Omitting acceptance criteria forces subjective approval and increases the risk of rework and claims.

Typical timing and processing expectations

Project exhibits follow predictable timing: drafting, internal review, counterparty review, execution, and distribution.

Drafting Deadline:

Complete initial exhibit draft before project kickoff.

Internal Review Time:

Allow 3–7 business days for PM/legal review.

Counterparty Response:

Expect 5–10 business days for negotiation cycles.

Execution Window:

Sign within agreed contract timeframe, often 30 days.

Distribution:

Provide executed copies to stakeholders immediately after signing.

Key milestones in the exhibit lifecycle

Use this numbered sequence as a planning checklist from draft to archival to keep governance consistent.

01

1. Drafting

Author the exhibit and link to the master agreement.

02

2. Review

Obtain legal, procurement, and PM approvals for content.

03

3. Execution

Secure authorized signatures and timestamp the document.

04

4. Archival

Store signed exhibit in contract repository and project files.

eSignature vendor pricing and capability snapshot

Basic pricing and capability differences for common eSignature providers; signNow is listed first per platform comparison conventions.

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
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Frequently asked questions about Project Management Exhibits

Answers to common questions about execution, e-signature validity, revisions, and recordkeeping for exhibits.


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