Can the Fix List be signed electronically?

Yes. Under the ESIGN Act and UETA, electronic signatures are valid if intent, consent, attribution, and record retention are satisfied. Use an eSignature provider that captures an audit trail and meets any applicable industry compliance requirements.

What if a party needs to revise an item after signing?

Create a new revision entry showing the change date, reason, and signatories. Maintain the original signed version for audit purposes and add the revision as an appended record rather than overwriting the original.

Is notarization ever required for a Fix List?

Not typically, but specific contract clauses or state rules may require notarized signatures for certain acknowledgements. Check the contract and state law before relying on a notarized or unnotarized copy.

How long should we retain completed Fix Lists?

Retention depends on contract, tax, and industry rules. As a baseline, keep records for the contract term plus at least three years; HIPAA-related records require six years (45 CFR §164.530(j)).

Who can sign to accept closure of an item?

An authorized project representative or designated QA verifier should sign. Ensure the signer has authority under contract or internal delegations to accept work and release holds.

How do we handle disputed items?

Record the dispute reason, preserve supporting evidence, and follow contract dispute-resolution procedures. Keep disputed-item status open until resolution is documented and signed by authorized parties.

Electronic Signature
Templates
Project Management
Project Management Fix List

Project Management Fix List

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

PROJECT MANAGEMENT FIX LIST

Project ID: Created on:

Project Identification

Client Name Client Contact (email/phone) Service Provider Project Manager (Provider)

Scope of Work

Summary: This Fix List documents outstanding items, defects and corrective actions required to achieve contractual acceptance for the Work as defined in the underlying project agreement. The Provider shall perform corrective work in accordance with the acceptance criteria below and the project schedule.

Detailed scope of corrective actions Out-of-Scope items

Fix Items (Itemized)

Provide each item requiring correction. Each item below must include location, detailed description, acceptance criteria, responsible party and target completion date.

Item #: Location:

Description of issue Acceptance criteria

Assigned to: Target completion:

Severity: Low Medium High Requires change order:

Item #: Location:

Description of issue Acceptance criteria

Assigned to: Target completion:

Severity: Low Medium High Requires change order:

Item #: Location:

Description of issue Acceptance criteria

Assigned to: Target completion:

Severity: Low Medium High Requires change order:

Deliverables and Acceptance

Deliverables (list items to be delivered by Provider) Acceptance procedure

Timeline & Milestones

Project Start Date: Project End Date:

Milestone 1

Due date:

Milestone 2

Due date:

Budget & Payment

Total estimated cost for corrective work Payment schedule Change order process

Administrative & Legal Provisions

Warranty: Provider warrants that corrective work will be free from defects in workmanship for a period described in the underlying agreement and, absent an express warranty period there, for a minimum of 90 days from final acceptance. Provider shall at its expense promptly correct any deficiencies discovered during the warranty period.

Liability and Indemnity: Each party shall be liable for direct damages resulting from its breach of this Fix List. Provider shall indemnify Client from third-party claims arising from Provider's gross negligence or willful misconduct in performing corrective work, subject to the limitation of liability provisions in the primary contract.

Confidentiality: All non-public information exchanged in connection with the corrective work shall be treated as Confidential Information under the confidentiality provisions of the primary agreement or, if none, shall be held in confidence and not disclosed except as required by law.

Remedies: Acceptance of corrective work does not waive Client's rights to require remediation of latent defects subsequently discovered. Acceptance testing and sign-off shall be documented in writing and appended to this Fix List.

Governing Law: The terms of this Fix List shall be governed by the laws of the state of without regard to conflict of law principles.

Acknowledgement and Execution

By signing below, the undersigned authorized representatives acknowledge and agree that the items and procedures described in this Fix List shall be binding upon the parties and incorporated into the primary project agreement for purposes of completing the Work. Each party represents that it has authority to execute and bind the entity for which it signs.

Client:

By:

Date:

Title:

Service Provider:

By:

Date:

Title:

What the Project Management Fix List Is and When It’s Used

A Project Management Fix List is a standardized record for reporting, tracking, and resolving defects, scope gaps, or corrective tasks on a project. It centralizes who reported an issue, where it was observed, the priority and impact, the recommended corrective action, and the party responsible for completion. Teams use the Fix List to maintain a single source of truth for outstanding items, to document approvals and sign-offs, and to generate measurable closure metrics tied to schedules and budgets. The form supports audits, handovers, and post-project reviews by preserving a dated history of each item and its final resolution.

Why a Formal Fix List Improves Project Outcomes

A formal Fix List reduces miscommunication, creates accountability, and preserves an auditable record of corrective work.

Who Completes and Who Relies on the Fix List

The Fix List is used by roles across delivery, quality, and client teams to capture and act on defects or change requests.

Project managers and PMO leads who track status, priorities, and escalation paths.
Site supervisors or field engineers who inspect work and record observed issues with location details.
Contract administrators, quality assurance, and client representatives who approve fixes and accept closure.

When completed and signed, the document provides a clear chain of responsibility and a record suitable for audits and contract reconciliation.

Primary Signatories and Their Roles

Project Manager

The Project Manager reviews reported items, assigns priority and owner, and verifies completion. They confirm schedule impacts and sign to accept resolution on behalf of the project.

Contractor Representative

The Contractor Representative acknowledges assigned fixes, provides implementation dates, and signs when corrective work is complete. Their signature allocates responsibility for labor and warranty obligations.

Core Elements of a Professional Project Management Fix List

A robust Fix List contains standardized fields that support triage, assignment, and verification while enabling auditability and reporting.

Item Identifier

Unique ID per issue to ensure traceability across reports, schedules, and handover documents for cross-referencing and metrics.

Location Detail

Precise location or system area, including building, floor, zone, or component identifiers to expedite field response and avoid ambiguity.

Issue Description

Clear, objective description with photos or attachments as needed to show the defect, its severity, and any safety concerns.

Priority and Impact

Categorized urgency (e.g., Critical, High, Medium, Low) with brief impact note on schedule, cost, or operations for triage decisions.

Assigned Party

Name, company, and contact information for the party responsible for the corrective action and the expected completion date.

Verification and Sign-off

Acceptance evidence, including verifier name, date, and signature block to close the item formally for audit purposes.

Required Data Elements at a Glance

Project Identifier: Use company project ID

Reporter Name: Full legal name and role

Date Reported: MM/DD/YYYY format

Issue Location: Building/zone/component

Priority: Critical/High/Medium/Low

Responsible Party: Assignee name and contact

How to Complete the Fix List Step by Step

Follow these steps to ensure each item is actionable, auditable, and assigned correctly.

01

Record Basic Info: Enter project ID, location, and date reported.
02

Describe Issue: Write a concise issue statement and attach photos.
03

Set Priority: Select priority and note the impact on schedule.
04

Assign and Date: Assign an owner and target completion date.

How to Configure an Online Fix List Workflow

Typical digital workflows automate routing, notifications, and status updates to reduce manual handoffs.

Field	Configuration
Reporter Field	Required \| Auto-fill user profile
Attachment Field	Accept images and PDFs up to 10 MB
Assignment Field	Dropdown of approved vendors
Status Field	Open \| In Progress \| Resolved \| Closed

Where the Completed Fix List Should Go

Routing varies by organization but typically follows a clear path from reporter to verifier and archive.

Project Repository: Store the signed record in the PMO document repository.
Assigned Contractor: Send the item to the assignee for remediation tasks.
Quality Assurance: Notify QA for inspection scheduling after fix submission.
Client Archive: Provide a final signed copy to the client if required.

Digital Submission and eSign Considerations

Choose a platform that supports secure e-signing, attachments, and an audit trail for each Fix List item.

File Formats: PDF, DOCX, or image files
Authentication: Email or SMS codes; stronger options available
Audit Trail: Timestamp, IP, and action history

Ensure the chosen platform supports your compliance needs (audit logs, retention, and HIPAA or other industry requirements where applicable).

Timing Elements to Track on Each Fix List

Record dates and deadlines explicitly to trigger SLA clocks, invoice holds, and dispute windows.

Date Reported:

MM/DD/YYYY — starts remediation timeline

Acknowledgment Date:

Date assignee confirms receipt

Target Completion:

Agreed remedial completion date

Verification Date:

Date QA or PM confirms fix

Closure Date:

Final signed acceptance date

Key Milestones from Report to Closure

A typical lifecycle includes a short sequence of discovery, triage, execution, and verification milestones.

01

Item Reported

Reporter logs the issue with location and evidence.

02

Triage and Prioritization

PM reviews impact and assigns priority and owner.

03

Work Performed

Assigned party completes corrective action evidence attached.

04

Verification and Close

QA or PM inspects and signs acceptance.

Common Errors to Avoid When Preparing a Fix List

Vague descriptions that lack location or evidence, causing rework and delays.
Missing or incorrect dates that break SLA tracking and dispute timelines.
Unclear assignment without contact details, which stalls remediation and accountability.
No verified acceptance entry, leaving items open for warranty or invoicing disputes.

Risks and Contractual Consequences of Poor Fix List Practices

Schedule Delay: May trigger liquidated damages

Cost Overrun: Untracked fixes increase change order claims

Warranty Exposure: Unresolved items may void warranties

Safety Risk: Unaddressed defects create hazards

Dispute Escalation: Poor records lead to contested invoices

Regulatory Noncompliance: Industry rules may require documented remediation

How the Fix List Differs from Related Documents

Compare common project documents to understand when to use a Fix List versus alternatives.

Document Comparison	Project Management Fix List	Punch List
Primary Purpose	track corrective items	final completion checklist
Timing	throughout project	near substantial completion
Approval Needed	yes, per item	yes, consolidated
Typical Attachments	photos, vendor notes	as-built drawings

eSignature Platform Comparison for Submitting and Signing Fix Lists

Platform features and starting prices vary; signNow is listed first for direct feature comparison across vendors.

	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 by plan	Varies by plan	Varies by plan

Real-world Examples of Fix List Usage

These brief examples show how teams apply a Fix List to improve closure and accountability.

Optica Ventures

A mid-size developer used a Fix List to consolidate 120 site defects into prioritized remediation

Reduced contractor confusion by assigning clear owners
The centralized record shortened dispute resolution and supported a clean handover to property management with signed acceptance.

Martin Properties

A property manager logged tenant-reported repairs using a standard Fix List

Each item included photos and an ETA
The documented history improved vendor performance tracking and provided evidence for warranty claims.

Common Questions About Using the Fix List

Answers to frequent questions about form completion, signatures, edits, and recordkeeping.

Need help? Contact support

Can the Fix List be signed electronically?
Yes. Under the ESIGN Act and UETA, electronic signatures are valid if intent, consent, attribution, and record retention are satisfied. Use an eSignature provider that captures an audit trail and meets any applicable industry compliance requirements.
What if a party needs to revise an item after signing?
Create a new revision entry showing the change date, reason, and signatories. Maintain the original signed version for audit purposes and add the revision as an appended record rather than overwriting the original.
Is notarization ever required for a Fix List?
Not typically, but specific contract clauses or state rules may require notarized signatures for certain acknowledgements. Check the contract and state law before relying on a notarized or unnotarized copy.
How long should we retain completed Fix Lists?
Retention depends on contract, tax, and industry rules. As a baseline, keep records for the contract term plus at least three years; HIPAA-related records require six years (45 CFR §164.530(j)).
Who can sign to accept closure of an item?
An authorized project representative or designated QA verifier should sign. Ensure the signer has authority under contract or internal delegations to accept work and release holds.
How do we handle disputed items?
Record the dispute reason, preserve supporting evidence, and follow contract dispute-resolution procedures. Keep disputed-item status open until resolution is documented and signed by authorized parties.

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