Can this form be signed electronically?

Yes. Electronic signatures are generally legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Confirm any industry-specific exceptions before relying on an eSignature for recordable documents.

When is notarization required?

Most routine submittals do not require notarization. If the submittal becomes a recordable instrument or power of attorney, state notary rules apply; confirm with local counsel or the recording authority.

What happens if a required field is left blank?

Missing required fields typically trigger review rejections, delay procurement, and may cause work holds. Use validation rules in your digital form to prevent submission with empty mandatory fields.

How do I change a form after signing?

Altering a signed document voids the original signature. Create a formal amendment or reissue a corrected submittal and obtain fresh signatures to preserve an auditable record.

Is an emailed acceptance enough?

An email can indicate intent to agree but may lack necessary attribution or audit data. Prefer a signed submittal with timestamped audit trail to meet ESIGN/UETA criteria for intent, consent, attribution, and retention.

How long must I keep completed submittals?

Retention depends on contract terms and regulation. Follow federal minima (e.g., IRS records 3 years under IRC §6501(a)) and industry rules such as HIPAA's six-year requirement under 45 CFR §164.530(j).

Electronic Signature
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Project Management
Project Management Job Submittal Form

Project Management Job Submittal Form

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

PROJECT MANAGEMENT JOB SUBMITTAL FORM

Project Identification

Project Title:

Project ID: Submission Date:

Client Name Client Contact (Name, Title, Phone, Email) Service Provider Project Manager (Service Provider)

Scope of Work

Provide a detailed description of the work to be performed. This description defines deliverables, resources, and activities necessary for completion. The Service Provider will perform the work in accordance with the schedule and acceptance criteria identified below.

Out of Scope

Deliverables and Acceptance Criteria

List each deliverable, its acceptance criteria, and the scheduled completion date. Acceptance requires written confirmation by Client per the acceptance criteria below.

Deliverable 1 Title Deliverable 1 Acceptance Criteria

Scheduled Completion Date:

Deliverable 2 Title Deliverable 2 Acceptance Criteria

Scheduled Completion Date:

Timeline and Milestones

Project Start Date: Project End Date:

Milestone 1

Due Date:

Milestone 2

Due Date:

Budget and Payment

Total Contract Value

Payment Schedule

Payment 1 - Description

Amount: Due:

Payment 2 - Description

Amount: Due:

Change Order Process

Any change to scope, schedule, or price must be documented by a written change order signed by authorized representatives of both parties. The change order shall describe the reason for the change, impact on schedule, revised costs, and any effect on other deliverables. Work performed without an executed change order is not compensable unless subsequently approved in writing by the Client.

Confidentiality

Each party acknowledges that, during performance, it may receive Confidential Information of the other party. Confidential Information shall mean non-public business, technical, or financial information marked as confidential or that reasonably should be understood to be confidential. The receiving party shall: (a) use Confidential Information solely to perform its obligations under this submission; (b) restrict disclosure to employees or subcontractors who need to know and who are bound to protect confidentiality; and (c) return or destroy Confidential Information on written request. Confidentiality obligations do not apply to information that is publicly available, rightfully received from a third party, independently developed, or required to be disclosed by law, provided notice is given when legally permitted.

Indemnity and Limitation of Liability

Each party shall indemnify the other for claims arising from its gross negligence or willful misconduct. Except for liability arising from gross negligence, willful misconduct, or breach of confidentiality, neither party's liability for any claim shall exceed the total amount paid under this submission for the work giving rise to the claim.

Governing Law

This Job Submittal Form, and any disputes arising out of or related to it, shall be governed by the laws of: , without regard to conflicts of law principles.

Acceptance

By signing below, the parties acknowledge that the Service Provider is authorized to proceed with the work described herein upon Client's written authorization, and that the parties agree to be bound by the terms, scope, schedule, payment and confidentiality provisions contained in this Job Submittal Form.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Job Submittal Form Is

The Project Management Job Submittal Form is a standardized document used to propose or request approval for a discrete project task, work order, or subcontractor activity. It captures the job title and scope, estimated budget, schedule and milestones, required materials or deliverables, responsible parties, inspection or testing criteria, and routing for approvals. The form creates a record for procurement, scheduling, and compliance reviews, and is commonly archived for audit and retention purposes. Electronic versions support digital signatures, field validation, attachments for specifications, and an audit trail for accountability.

Why a Standard Submittal Form Matters

Use this form to standardize job requests, reduce approval delays, and document scope and costs for project control. A consistent submittal form improves coordination among project stakeholders, supports procurement workflows, and provides a clear audit record for compliance and disputes.

Who Prepares and Reviews Submittals

Typical users who prepare, review, or approve Project Management Job Submittal Forms include project managers, procurement staff, operations leads, and contract administrators.

Project managers and coordinators responsible for initiating and documenting job scope and schedule.
Procurement and contract teams that review budgets, vendor qualifications, and approval routing.
Site supervisors and operations staff who verify readiness, materials, and acceptance criteria before work begins.

Clear role definitions help route the form correctly and reduce delays during vendor setup, scheduling, and inspection planning.

Who Can Sign or Authorize a Submittal

Project Manager

The Project Manager typically prepares the submittal and signs to indicate technical readiness and budget alignment. They confirm resource availability, validate scope and schedule, and are accountable for follow-up actions until the work is closed.

Contracting Officer

A contracting officer or delegated procurement authority signs for budget approval and vendor engagement. This signer verifies that contractual terms, vendor qualifications, and payment authority meet organizational and regulatory requirements before purchase orders are issued.

Required Fields and Core Data Elements

Job Title: Short descriptive name

Scope of Work: Concise scope summary

Estimated Cost: Currency amount estimate

Start / End Dates: MM/DD/YYYY format

Responsible Party: Name and role

Attachments: Plans, quotes, specs

Risks from Incomplete or Incorrect Submittals

Schedule Delay: Work holds or missed milestones

Cost Overrun: Unapproved spending increases

Regulatory Noncompliance: Inspection or permit issues

Payment Withhold: Payments delayed or denied

Contract Dispute: Claim or litigation risk

Audit Finding: Recordkeeping deficiencies noted

Common Preparation Errors to Avoid

Submitting the form without required attachments such as drawings, quotes, or certificates often causes rework and delays in procurement.
Vague or ambiguous scope descriptions leave tasks open to interpretation and increase the likelihood of scope creep or change orders.
Using incorrect signatory names or titles can invalidate approvals and trigger administrative re-routing for authorized signatures.
Entering dates in inconsistent formats or leaving dates blank causes scheduling conflicts and can affect permit or inspection timelines.

How to Complete and Route a Job Submittal

Follow these steps to complete and route a Project Management Job Submittal Form accurately.

01

Prepare the form: Complete all required fields with accurate details.
02

Attach specifications: Include drawings, quotes, or scope documents.
03

Review and approve: Send to approvers in the required sequence.
04

Archive and track: Store signed copy and log in project records.

Where Completed Submittals Typically Go

Typical routing and submission destinations for completed submittals within project organizations.

Project Management Office: Submit final signed form to Project Management Office records.
Procurement: Forward to procurement for vendor setup and purchase orders.
Site Office: Provide site team with approved scope and schedule.
Client / Owner: Share approved submittal with client or owner as required.

Essential Components of a Professional Submittal

A complete submittal collects details that let approvers assess scope, cost, schedule, and compliance quickly; include these sections for clarity and enforceability.

Scope Summary

Provide a focused description of the work, deliverables, and explicit exclusions with references to plan sheets or specification sections to avoid ambiguity during execution and inspection.

Schedule & Milestones

List proposed start and completion dates and key milestones so reviewers can assess impact on critical-path activities and coordinate inspections, deliveries, and subcontractor sequencing.

Estimated Budget

State the estimated cost broken down by labor, materials, and equipment; include assumptions used to prepare the estimate to simplify budget reviews and change-order assessment.

Resources & Contacts

Name responsible parties, on-site supervisors, and vendor contacts with phone and email so approvers can validate qualifications and coordinate mobilization or hold points.

Quality and Testing

Specify inspection criteria, acceptance tests, required certifications, and sample submission to ensure work meets contract standards and reduces post-completion rejects.

Approvals and Signatures

Include signature blocks with printed name, title, date, and any delegated approval limits so the document is auditable and authorities are clear in procurement and execution.

How to Configure an Online Submittal Workflow

Set up a digital workflow that enforces required fields, signer order, and attachment rules to reduce manual checks and speed approvals.

Field \| Configuration	Required \| Conditional \| Validation
Approval order	Sequential routing by role
Authentication	Email link or SMS code
Conditional fields	Show fields based on selections
Attachments required	Enforce before submission

Platform and Integration Considerations

Choose a platform that supports your file formats, audit trail, and common integrations to avoid manual exports and double entry.

File formats: PDF, DOCX, and Excel supported
Integrations: Salesforce, NetSuite, Google Workspace, Procore
Authentication: Email, SMS, and SSO options

Typical Timelines and Processing Expectations

Internal deadlines vary by organization; establish SLAs for submission review, procurement processing, and expedited handling to set clear expectations.

Submit on Receipt:

Provide the form as soon as scope and estimates are available

Internal Review Target:

Complete technical review within 5 business days

Procurement Processing:

Vendor setup and PO issuance within 10 business days

Expedited Requests:

48-hour SLA for critical approvals where authorized

Record Start Date:

Retention clock begins on approval or execution date

eSignature Vendor Comparison for Submittals

The table compares common capability and pricing dimensions across signNow and several widely used eSignature providers to help match platform features to volume and compliance needs.

	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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions and Troubleshooting

Answers to common questions about signing, notarization, routing, and retention for Project Management Job Submittal Forms.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are generally legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Confirm any industry-specific exceptions before relying on an eSignature for recordable documents.
When is notarization required?
Most routine submittals do not require notarization. If the submittal becomes a recordable instrument or power of attorney, state notary rules apply; confirm with local counsel or the recording authority.
What happens if a required field is left blank?
Missing required fields typically trigger review rejections, delay procurement, and may cause work holds. Use validation rules in your digital form to prevent submission with empty mandatory fields.
How do I change a form after signing?
Altering a signed document voids the original signature. Create a formal amendment or reissue a corrected submittal and obtain fresh signatures to preserve an auditable record.
Is an emailed acceptance enough?
An email can indicate intent to agree but may lack necessary attribution or audit data. Prefer a signed submittal with timestamped audit trail to meet ESIGN/UETA criteria for intent, consent, attribution, and retention.
How long must I keep completed submittals?
Retention depends on contract terms and regulation. Follow federal minima (e.g., IRS records 3 years under IRC §6501(a)) and industry rules such as HIPAA's six-year requirement under 45 CFR §164.530(j).

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