Can this agreement be signed electronically?

Yes. Electronic signatures meet legal requirements under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.

Do I need a notary or witness?

Usually no for standard contracts, but specific states or document types may require notarization or witnesses. Check state rules when the agreement affects real property, powers of attorney, or statutorily specified instruments.

How do I prove who signed?

Use authentication (email, SMS, KBA) and maintain an audit trail with timestamps, IP addresses, and signer email to demonstrate attribution and intent.

What if a signer’s name does not match tax records?

Correct or reconcile names before finalizing to avoid tax reporting errors and backup withholding; consult finance for corrective processes and W-9 collection if required.

Is a HIPAA BAA required?

If the agreement involves protected health information, obtain a Business Associate Agreement and use a HIPAA-capable platform to meet privacy obligations.

How long should I keep signed agreements?

Follow retention policies tied to document type: at least three years for general financial records (IRC §6501(a)) and six years for HIPAA records (45 CFR §164.530(j)). State rules may require longer retention.

Electronic Signature
Templates
Project Management
Project Management Giving Day Agreement

Project Management Giving Day Agreement

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

PROJECT MANAGEMENT GIVING DAY AGREEMENT

Project Identification

Project Title Project ID Client Name Client Notice Address Service Provider Service Provider Notice Address Project Manager (Service Provider)

Effective Date: — This Project Management Giving Day Agreement (the Agreement) is entered into between the Client and the Service Provider for management, coordination and delivery of services described below for the giving day event.

Recitals

WHEREAS, Client intends to conduct a Giving Day fundraising event and requires professional project management services to plan, coordinate, execute and report on the event; and WHEREAS, Service Provider has the skills, personnel and resources to provide such services in accordance with the terms set forth herein.

Scope of Work

Primary Scope (describe services to be provided) Out of Scope (specific exclusions)

Deliverables and Acceptance

The Service Provider will produce the deliverables listed below. Each deliverable is subject to the Acceptance Procedure set forth after the list.

Deliverable 1 — Description Deliverable 1 — Acceptance Criteria Deliverable 2 — Description Deliverable 2 — Acceptance Criteria Deliverable 3 — Description (if applicable) Deliverable 3 — Acceptance Criteria

Acceptance Procedure: Upon delivery of each deliverable, Client shall have calendar days to provide written acceptance or a detailed rejection specifying deficiencies. If Client provides no written notice within that period, the deliverable shall be deemed accepted.

Timeline & Milestones

Project Start Date: — Project End Date:

Milestone 1

Due Date:

Milestone 2

Due Date:

Milestone 3

Due Date:

Budget & Payment

Total Project Fee Payment Schedule (define milestones, amounts and payment triggers)

Invoices shall be submitted to Client no later than days following acceptance of a deliverable. Payments are due within days of receipt of a proper invoice.

Change Order Process (fees, approvals, documentation)

Confidentiality

Each party acknowledges that during the performance of this Agreement it may have access to Confidential Information of the other party. Confidential Information shall mean non-public information disclosed in connection with the giving day event, including donor records, donation amounts, pricing, campaign strategy, and technical integration details. Each party agrees to: (a) maintain confidentiality of such information using at least the same degree of care it uses to protect its own confidential information; (b) not disclose Confidential Information except to employees or subcontractors who need to know and who are bound by confidentiality obligations; and (c) use Confidential Information solely for the performance of this Agreement. This obligation survives termination for three years.

Limitation of Liability; Insurance

Except for breaches of confidentiality or willful misconduct, neither party shall be liable to the other for consequential, incidental or punitive damages. The Service Provider shall maintain general liability insurance and professional liability/errors and omissions insurance in commercially reasonable amounts and shall provide proof of such coverage upon request.

Termination

Either party may terminate this Agreement for material breach if the breach remains uncured for days following written notice. Upon termination Client shall pay Service Provider for all work performed and reasonable expenses incurred through the effective date of termination.

Notices

All notices required under this Agreement shall be in writing and delivered to the addresses listed in the Project Identification section or to such alternate address as a party designates in writing.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of , excluding its choice-of-law provisions. Venue for any dispute shall be the state or federal courts located in the county where Client's primary office is located.

Miscellaneous

Entire Agreement: This instrument constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior negotiations and agreements. Amendments must be in writing and signed by authorized representatives of both parties. Neither party may assign this Agreement without the prior written consent of the other, except to an affiliate or successor in interest.

Acknowledgments

By signing below, the undersigned represent and warrant they are authorized to enter into this Agreement on behalf of their respective parties, that they have read and understand the terms and that performance will be conducted in accordance with the representations herein.

Client — Printed Name:

Client — Title/Authority:

By:

Date:

Contact Phone:

Service Provider — Printed Name:

Service Provider — Title/Authority:

By:

Date:

Contact Phone:

What the Project Management Giving Day Agreement Is

A Project Management Giving Day Agreement is a written contract that captures the responsibilities, deliverables, schedule, budget allocations, and legal acknowledgments for a time-bound corporate giving event or employee-driven volunteer project. It documents the parties involved (corporate sponsor, project manager, nonprofit recipient, vendors), describes the scope of work or donation handling, records reporting and acceptance criteria, and allocates liability, insurance, and data-privacy obligations. The agreement is frequently used for coordinating volunteers, matching donations, vendor services, and reporting for internal audit, finance, and compliance functions. It can be executed electronically consistent with ESIGN and state e-signature laws.

Why Use a Standardized Giving Day Agreement

A standardized agreement reduces misunderstandings, preserves an audit trail for donations and in-kind services, and clarifies who is responsible for project delivery, reporting, and regulatory compliance. It helps finance and legal teams reconcile donations, issue correct acknowledgments, and manage risk efficiently while enabling secure electronic execution under ESIGN and applicable state law.

Who Typically Prepares and Signs This Agreement

Centralizing these roles in a single agreement reduces disputes, provides a clear signature record, and supports post-event reconciliation for accounting and tax purposes.

Corporate CSR teams coordinate sponsors, approvals, matching rules, and reporting obligations.
Project managers define milestones, assign resources, and confirm deliverable acceptance criteria.
Nonprofit partners confirm fund use, reporting formats, and receipt or acknowledgment requirements.

Step-by-Step: Complete the Agreement Without Delays

Follow these steps in order to prepare, review, and execute the Project Management Giving Day Agreement accurately.

01

Prepare Draft: Populate parties, scope, schedule, and donation terms.
02

Review Internally: Legal, finance, and CSR verify terms and tax treatment.
03

Obtain Signatures: Use eSignature with authentication and dated signature fields.
04

Distribute Copies: Provide final signed copies to all parties and archive.

How to Configure an Online Workflow for This Agreement

Set up fields, authentication, and routing so the document moves automatically from preparer to reviewers and signers with a verifiable audit trail.

Field	Configuration
Authentication Method	Email link with optional SMS code or KBA for higher assurance
Field Types	Signature, date, initials, text, checkbox, and conditional sections
Bulk Send	Enable when distributing standard agreements to many recipients
Archive Settings	Automatic PDF export plus secure cloud storage and audit log retention

Platform Capabilities to Support Electronic Execution

Ensure the provider supports ESIGN/UETA compliance, AES-256 at-rest encryption, TLS 1.2/1.3 in transit, and a HIPAA BAA if protected health information is involved.

Integrations: CRM and storage integrations (Salesforce, NetSuite, Google Workspace)
File Formats: Accepts PDF, DOCX, and exports signed PDF/A
Authentication: Email link, SMS, KBA, or advanced signer methods

Typical Online Routing and Signing Flow

A reliable online workflow captures intent, attribution, and a tamper-evident record required for legal validity under ESIGN and UETA.

Upload Document: Sender uploads final draft to the signing platform.
Place Fields: Sender positions signature, date, and data fields.
Add Signers: Assign signing order and authentication for each role.
Complete & Archive: Signed PDF and audit trail are delivered to parties.

Core Sections to Include in a Professional Agreement

Include these sections to ensure clarity on responsibilities, reporting, risk allocation, and legal compliance for the event and any related donations.

Parties and Roles

Identify sponsor, project manager, nonprofit recipient, and any vendors; specify contact names, titles, and authorized signers to avoid authority disputes.

Scope and Deliverables

List tasks, locations, deliverable formats, and acceptance criteria so both sides understand completion conditions and reporting needs.

Donation Terms

State donation amounts, matching rules, in-kind descriptions, restrictions on use, and any tax acknowledgment wording required by the recipient.

Schedule and Milestones

Define event dates, key checkpoints, deadlines for receipts and reports, and responsibilities for pre-event setup and post-event reconciliation.

Compliance and Privacy

Include language addressing data protection, HIPAA when PHI is present, confidentiality, and required recordkeeping to meet regulatory obligations.

Termination & Amendment

Specify how amendments are executed, notice periods, conditions for termination, and procedures for transferring or returning funds or materials.

Security and Compliance Features to Verify

Encryption: AES-256 at rest

Transport Security: TLS 1.2/1.3 in transit

Audit Trail: IP, timestamp, action log

ESIGN / UETA: Legal e-sign compliance

HIPAA BAA: Available where PHI exists

Access Controls: Role-based permissions

Key Risks and Potential Consequences

Incorrect Acknowledgment: Tax penalties possible

Missing Signature: Contract unenforceable

Name Mismatch: Payment or tax delays

Late Reporting: Accounting reconciliation issues

PHI Exposure: HIPAA violation risk

Ambiguous Terms: Dispute and liability

Common Preparation Pitfalls to Avoid

Unclear scope or deliverables that leave acceptance criteria undefined and create disputes after the event ends.
Failure to confirm authorized signers or authority levels, which can invalidate execution and slow reimbursements or acknowledgments.
Using informal language for donation descriptions or restrictions that complicate finance and tax reporting later.
Neglecting to include retention and recordkeeping instructions, resulting in missing documents during audits or regulatory review.

Practical Timelines and Typical Deadlines

Operational deadlines vary by organization but observing these common timelines reduces last-minute issues and supports accurate reporting.

Execute Before Event:

Finalize and sign agreement before the first day of on-site activity.

Donation Acknowledgment:

Issue receipts within 30 days of donation receipt to support donor records.

Finance Reconciliation:

Submit expense and donation reconciliation within 45 days post-event.

Amendment Notice:

Provide any contract amendments at least 30 days before affected milestones.

Record Retention:

Retain signed agreements per applicable retention timelines and regulations.

Real-World Examples and Practical Outcomes

Organizations use standardized agreements to accelerate approvals, reduce administrative burden, and create auditable records for corporate giving programs.

Optica Ventures — COO

A mid-size sponsor centralized volunteer and donation tracking to avoid duplicate requests and speed approvals.

The interface simplified external signatures and distribution.
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Martin Properties — Founder

A property management firm used an online agreement to coordinate in-kind donations and on-site volunteer labor.

Central routing ensured timely acknowledgments.
"I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Typical Signatory Roles

Alex Rivera, CSR Manager

Leads program design and approves matching rules; coordinates legal and finance review and ensures the agreement reflects corporate policy and fiscal controls.

Morgan Lee, Nonprofit Director

Accepts funds and in-kind contributions, confirms reporting obligations, and ensures acknowledgments meet donor record requirements for tax purposes.

eSignature Vendor Comparison for This Agreement

Compare basic pricing and capability criteria relevant to signing and distributing the Project Management Giving Day Agreement; signNow is listed first per vendor ordering requirements.

	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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No limit	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions and Troubleshooting

Answers to common execution, signature validation, and recordkeeping questions for the Project Management Giving Day Agreement.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures meet legal requirements under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.
Do I need a notary or witness?
Usually no for standard contracts, but specific states or document types may require notarization or witnesses. Check state rules when the agreement affects real property, powers of attorney, or statutorily specified instruments.
How do I prove who signed?
Use authentication (email, SMS, KBA) and maintain an audit trail with timestamps, IP addresses, and signer email to demonstrate attribution and intent.
What if a signer’s name does not match tax records?
Correct or reconcile names before finalizing to avoid tax reporting errors and backup withholding; consult finance for corrective processes and W-9 collection if required.
Is a HIPAA BAA required?
If the agreement involves protected health information, obtain a Business Associate Agreement and use a HIPAA-capable platform to meet privacy obligations.
How long should I keep signed agreements?
Follow retention policies tied to document type: at least three years for general financial records (IRC §6501(a)) and six years for HIPAA records (45 CFR §164.530(j)). State rules may require longer retention.

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