Can I use an electronic signature?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Certain narrow exceptions exist for testamentary documents and some court filings; confirm funder and statutory exceptions before relying on eSign for those categories.

Do funders require notarization or witnesses?

Most funders accept eSignatures without notarization, but some grant agreements or state-specific funding instruments may require notarized signatures or witness attestations. Confirm funder instructions and state notary rules before submitting a notarized document.

What authentication level should I use?

Use email link plus SMS or ID verification for higher-risk transactions. For healthcare or regulated finance workflows, stronger authentication and documented audit trails help satisfy compliance and funder due diligence requirements.

How do I update a submitted proposal?

Track changes in a new revision, label the version clearly, and obtain fresh approvals or signatures when material terms change. Maintain previous versions for audit trails and to document decision history.

Who is authorized to sign the proposal?

The authorized signer is the person with legal authority to bind the organization, such as an executive officer or delegated signatory. For corporations or nonprofits, confirm signature authority via internal policy or a corporate resolution when required by the funder.

How long should I keep signed proposals?

Retain proposals and executed agreements per applicable rules: at least 3 years for IRS-related records (IRC §6501(a)), and 6 years for HIPAA-related records (45 CFR §164.530(j)). Check funder-specific and state retention requirements for longer periods.

Electronic Signature
Templates
Project Management
Project Management Fundraising Proposal

Project Management Fundraising Proposal

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

PROJECT MANAGEMENT FUNDRAISING PROPOSAL

Project Identification

Project Title Project ID

Client Name: Client Contact:

Service Provider: Project Manager:

Proposal Date:

Scope of Work

The Service Provider will perform project management and fundraising services as described below. The obligations of the Service Provider are limited to the scope set forth in this Proposal; all additional work will require a written change order executed by both parties.

Detailed Scope of Work Out-of-Scope Items Primary Objectives

Deliverables and Acceptance Criteria

Each deliverable will be delivered in the format specified below. Acceptance occurs when the Client provides written acceptance or fails to provide written rejection with stated deficiencies within ten (10) business days of delivery.

Deliverable 1 — Description Deliverable 1 — Acceptance Criteria

Due Date:

Deliverable 2 — Description Deliverable 2 — Acceptance Criteria

Due Date:

Deliverable 3 — Description Deliverable 3 — Acceptance Criteria

Due Date:

Timeline and Milestones

Project Start Date: Project End Date:

Milestone 1

Due Date:

Milestone 2

Due Date:

Milestone 3

Due Date:

Budget and Payment Terms

Total Project Fee: $

Payment Schedule Milestone Payment 1 — Amount

Due Upon:

Milestone Payment 2 — Amount

Due Upon:

Change Order Procedure

Change orders that increase fees by more than $ require written approval from the Client prior to commencement.

Reporting and Communication

Progress Reporting Frequency Reporting Format

Confidentiality

The parties acknowledge that in connection with the performance of services, each may receive Confidential Information. Confidential Information means non-public information disclosed in any form that is designated confidential or that reasonably should be understood to be confidential under the circumstances. The receiving party will: (a) use Confidential Information only to perform under this Proposal; (b) restrict disclosure to employees or agents who have a need to know and are bound by confidentiality obligations; and (c) protect the information with at least the same degree of care used to protect its own confidential information, but no less than reasonable care. Exclusions include information that is or becomes publicly available through no breach by the receiving party, independently developed without use of Confidential Information, or required to be disclosed by law with prior notice to the disclosing party where permitted.

I acknowledge and agree to the confidentiality terms above.

Liability and Indemnity

The Service Provider will perform services with reasonable skill and care. Except for willful misconduct or gross negligence, the Service Provider's aggregate liability for direct damages arising from this Proposal shall be limited to the total fees paid by the Client under this Proposal. Neither party shall be liable for consequential, indirect, special, or punitive damages. Each party shall indemnify and hold harmless the other from third-party claims arising from the indemnifying party's breach of this Proposal or negligent acts or omissions.

Governing Law and Dispute Resolution

This Proposal shall be governed by and construed in accordance with the laws of the state specified below, without regard to conflict of laws principles. The parties will attempt in good faith to resolve disputes through negotiation. If unresolved, disputes shall be resolved by binding arbitration administered in the selected jurisdiction unless the parties mutually agree otherwise.

Governing Law (State)

Miscellaneous

Notices under this Proposal shall be in writing and delivered to the addresses or contacts listed in the Project Identification section. This Proposal constitutes the entire agreement between the parties with respect to its subject matter and supersedes prior negotiations, representations, or agreements. No waiver or modification is binding unless executed in writing and signed by authorized representatives of both parties.

Additional Terms or Notes

Client Name:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Fundraising Proposal Is

The Project Management Fundraising Proposal is a written request that details a specific project's goals, scope, schedule, deliverables, and the funding required to complete it. It presents a budget breakdown, resource plan, risk assessment, and measurable success metrics so reviewers can evaluate feasibility and return on investment. The document also identifies governance, reporting frequency, and required approvals. When executed it becomes part of the funding record and may be subject to electronic signature rules under ESIGN (15 U.S.C. ch. 96) and applicable state electronic signature laws.

Why a Solid Proposal Matters

A clear Project Management Fundraising Proposal reduces uncertainty for funders, documents accountability for deliverables and budgets, and streamlines internal approvals. It helps align expectations, demonstrates administrative readiness, and establishes the recordkeeping foundation needed for audits and reporting.

Who Typically Prepares and Signs These Proposals

Typical users include nonprofit program directors, corporate project managers, and development officers responsible for securing funding and documenting budgets and outcomes.

Nonprofit program directors who prepare grant proposals and manage funder reporting and compliance.
Corporate project managers seeking capital for discrete initiatives and aligning milestones with budgets.
Development officers and grant writers responsible for proposal narratives, budget justification, and donor communication.

Use the proposal to provide funders concise justification, supporting documents, and clear signing authority to expedite review and approval.

Representative Roles and Responsibilities

Project Manager

Typically leads scope definition, schedule development, vendor coordination, and budget monitoring. Responsible for assembling the proposal, defining deliverables, and ensuring costs, timeline, and resource allocations match projected outcomes. May act as primary contact for funder questions during review and execution.

Development Director

Oversees fundraising strategy, aligns proposal language with donor priorities, and verifies compliance with funder terms. Reviews budget justification, prepares reporting schedules, and coordinates legal or financial approvals. Ensures signatures are authorized and that retention policies meet grant conditions.

Required Core Information

Project Title: Short descriptive name for the project.

Executive Summary: One-paragraph overview of objectives.

Funding Requested: Total dollar amount requested.

Budget Breakdown: Line items for costs and contingencies.

Project Timeline: Start, milestones, and completion dates.

Authorized Signer: Name, title, and contact for signer.

Key Risks of an Incorrect or Incomplete Proposal

Funding Denial: Proposal errors can cause rejection.

Audit Exposure: Insufficient records trigger funder audit.

Tax Consequences: Unreported income may create liabilities.

Contract Breach: Misstated deliverables can breach agreements.

Data Privacy Risk: HIPAA or FERPA violations risk penalties.

Delays and Cost Overruns: Budget gaps lead to missed milestones.

Common Preparation Pitfalls to Avoid

Incomplete budget detail: failing to break down personnel, equipment, indirect costs, and contingencies often leads reviewers to request clarifications or reduce funding allocations.
Vague outcomes and success metrics: proposals without measurable deliverables and reporting timelines create ambiguity about impact and complicate post-award monitoring and evaluation.
Missing authorization: unsigned proposals or incorrect signer authority delay approvals and can invalidate funding agreements when signatures are not from authorized representatives.
Unsupported assumptions: inflation, staffing availability, or in-kind contributions not documented with evidence increase funder risk assessments and can lead to conditional awards.

Step-by-Step: Completing the Proposal

Follow these steps to complete a compliant, funder-ready Project Management Fundraising Proposal before routing for signatures and submission.

01

Gather Data: Collect scope, budget, and supporting documents.
02

Draft Narrative: Write objectives, methodology, and outcomes.
03

Detail Budget: Itemize costs, contingencies, and justifications.
04

Review & Sign: Obtain authorized signatures and dates.

How Proposal Routing and Submission Typically Work

Typical routing includes internal review, funder submission, signature capture, and post-award reporting; each step must be documented for compliance.

Internal Review: Stakeholder approvals and budget validation.
Submit to Funder: Attach proposal and supporting exhibits.
Capture Signatures: Use eSign or notarized signatures per funder requirements.
Recordkeeping: Store executed agreement and audit trail.

Essential Sections of a Professional Proposal

A professional Project Management Fundraising Proposal includes clear sections that allow funders to assess risk, timeline, budget realism, and measurable impact before awarding funds.

Executive Summary

Concise overview of project goals, expected benefits, total funding requested, high-level timeline, and key performance indicators. This helps reviewers quickly decide whether to continue full evaluation of the submission.

Project Scope

Detailed description of activities, deliverables, geographic or population scope, and any exclusion criteria, showing what will be delivered and what is out of scope for the funded work.

Budget

Line-item costs, personnel, subcontracting, indirect rates, and contingency amounts with clear justification for each expense and notes on matching funds or in-kind contributions.

Schedule

Milestone dates, critical path items, dependencies, and delivery windows that align with the budget and reporting timeline to demonstrate feasibility and resource planning.

Risk Management

Identification of major risks, mitigation plans, responsible parties, and contingency budgets to assure funders that risks are understood and actively managed throughout the project.

Evaluation Metrics

Specific, measurable indicators, data collection methods, and reporting cadence that show how outcomes will be measured and how funder reporting obligations will be met.

Configuring an Online Proposal Workflow

Set up a digital workflow that standardizes templates, defines signer order, and records authentication and storage for compliance and auditability.

Field	Configuration
Document Template	Use editable PDF or DOCX template.
Signing Order	Sequential, parallel, or role-based.
Authentication Method	Email link, SMS code, or KBA.
Post-Sign Storage	Cloud storage with access controls.

Technical Platforms to Support the Proposal Process

Select platforms that support secure file exchange, role-based access, and audit trails for proposal routing and signature capture.

signNow Integration: eSignature and audit trail capability.
Cloud Storage: Google Workspace, Box, or Dropbox.
Project Tools: Share schedule and budgets via NetSuite.

Typical Deadlines and Reporting Milestones

Key dates and deadlines help coordinate proposal submission, review cycles, and post-award reporting obligations for funders and internal teams.

Proposal Submission Deadline:

Date set by funder; confirm before routing.

Funding Decision Date:

Funder announces award or decline on scheduled date.

Project Start Date:

Start work only after executed agreement and funding received.

Interim Progress Report:

Provide periodic updates per funder schedule and milestones.

Final Report Due:

Submit final financial and performance reports at close.

eSignature Vendor Comparison for Proposal Signing

Compare common eSignature criteria and starting prices; signNow is shown first. Vendor features and plan details vary by subscription and billing model.

	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 by plan	Varies by plan	Limited trial	Limited trial
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

Frequently Asked Questions

Answers to common questions about signing, notarization, authentication, updates, authority, and retention for Project Management Fundraising Proposals.

Need help? Contact support

Can I use an electronic signature?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Certain narrow exceptions exist for testamentary documents and some court filings; confirm funder and statutory exceptions before relying on eSign for those categories.
Do funders require notarization or witnesses?
Most funders accept eSignatures without notarization, but some grant agreements or state-specific funding instruments may require notarized signatures or witness attestations. Confirm funder instructions and state notary rules before submitting a notarized document.
What authentication level should I use?
Use email link plus SMS or ID verification for higher-risk transactions. For healthcare or regulated finance workflows, stronger authentication and documented audit trails help satisfy compliance and funder due diligence requirements.
How do I update a submitted proposal?
Track changes in a new revision, label the version clearly, and obtain fresh approvals or signatures when material terms change. Maintain previous versions for audit trails and to document decision history.
Who is authorized to sign the proposal?
The authorized signer is the person with legal authority to bind the organization, such as an executive officer or delegated signatory. For corporations or nonprofits, confirm signature authority via internal policy or a corporate resolution when required by the funder.
How long should I keep signed proposals?
Retain proposals and executed agreements per applicable rules: at least 3 years for IRS-related records (IRC §6501(a)), and 6 years for HIPAA-related records (45 CFR §164.530(j)). Check funder-specific and state retention requirements for longer periods.

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