Can this proposal be signed electronically?

Yes. Electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. ch. 96) and by UETA in most states, provided intent, consent, attribution, and record retention requirements are met.

Is notarization required for approval?

Not typically for internal QA proposals. If the document will be used as a legal exhibit or executed as a contract, check state notary rules; some states and document types require notarization or witnesses.

How should I correct an error found after sign-off?

Document the error, create a revision with versioning, and route the updated proposal for re-test and sign-off. Maintain the original as an archival version for audit purposes.

What authentication level is recommended for reviewers?

Use email link or SMS verification for routine approvals. For regulated content, require multi-factor or advanced identity proofing consistent with 21 CFR Part 11 or HIPAA rules.

How long should signed proposals be retained?

Retain for the active project life plus at least three years; industry rules may require longer retention such as six years for HIPAA-related records.

Who can sign on behalf of an organization?

Only individuals with delegated authority or documented signatory rights should sign. Maintain a signer authorization record to validate signatures during audits or disputes.

Electronic Signature
Templates
Project Management
Project Management Manual QA Proposal

Project Management Manual QA Proposal

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

PROJECT MANAGEMENT MANUAL QA PROPOSAL

Proposal Date: Project ID:

Project Identification

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

Scope of Work

The Service Provider will perform manual quality assurance (QA) services in accordance with the tasks and deliverables described below. The services shall include test design, execution, defect reporting, regression verification, and acceptance testing support as specified. All work will be performed in a manner consistent with generally accepted professional standards for QA services.

Detailed Scope of Work Out-of-Scope Items Assumptions

Deliverables and Acceptance Criteria

The Service Provider will deliver the artifacts listed below. Each deliverable is subject to the acceptance criteria stated. Acceptance shall be confirmed in writing by the Client or deemed accepted if no objection is raised within five (5) business days after submission.

Deliverable 1 — Test Plan Deliverable 2 — Test Execution Results Deliverable 3 — Defect Log & Verification Report

Timeline & Milestones

Anticipated project schedule. All milestone dates are target dates and may be adjusted by mutual written agreement.

Project Start Date Project End Date Milestone 1 Milestone 2 Milestone 3

Budget & Payment Terms

Fees for the scope of services and the schedule for payments below. All amounts stated are exclusive of applicable taxes unless otherwise stated.

Total Fixed Fee Payment Schedule Rate for Change Orders / Additional QA Hours Change Order Process

Confidentiality

Each party acknowledges that it may receive Confidential Information of the other party. Confidential Information shall mean non-public business, technical, and financial information disclosed in connection with this Proposal and the work performed. Each party shall: (a) use Confidential Information solely for performance or evaluation of the services; (b) restrict disclosure to employees, agents, or contractors who have a need to know and who are bound by confidentiality obligations at least as protective as those set forth herein; and (c) take reasonable measures to protect Confidential Information from unauthorized use or disclosure. Confidentiality obligations survive termination or expiration of this Proposal for a period of three (3) years, except for trade secrets which shall remain protected for as long as they qualify as trade secrets.

Intellectual Property & Deliverable Ownership

Unless otherwise agreed in writing, the Client shall receive a non-exclusive, worldwide, royalty-free license to use deliverables for Client’s internal business purposes. The Service Provider retains ownership of its pre-existing tools, templates, and methodologies. Any assignment of rights to deliverables shall be conditioned upon full payment of amounts due under this Proposal.

Warranties; Limitation of Liability

The Service Provider warrants that services will be performed with reasonable skill and care consistent with industry standards. EXCEPT FOR THE FOREGOING WARRANTY, SERVICES ARE PROVIDED "AS IS" AND THE SERVICE PROVIDER DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED. In no event will either party be liable for consequential, indirect, special, or punitive damages. The aggregate liability of the Service Provider for claims arising out of this Proposal will not exceed the total fees paid by the Client for the services giving rise to the claim.

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 law principles. The parties shall attempt in good faith to resolve disputes through negotiation; if unresolved within thirty (30) days, either party may pursue remedies available in courts located in the chosen jurisdiction.

Governing Law State

Project Acceptance & Termination

The services and deliverables shall be accepted in writing by the Client when they meet the agreed acceptance criteria. Either party may terminate this Proposal for cause if the other party materially breaches and fails to cure within fifteen (15) days after written notice. Upon termination, the Client shall pay for services performed and expenses reasonably incurred through the effective date of termination.

Client Acceptance Representative Notes / Special Terms

Signatures

Client

Printed Name:

By:

Date:

Service Provider

Printed Name:

By:

Date:

What the Project Management Manual QA Proposal Is

The Project Management Manual QA Proposal is a structured document that outlines quality assurance processes, acceptance criteria, testing scope, and responsibilities for a project management manual. It combines a clear scope of work, test cases, defect-tracking procedures, and sign-off criteria so stakeholders understand how manual quality will be validated before publication. The proposal sets schedules, deliverables, required inputs, and reviewer roles, and becomes the baseline for QA activities, change control, and final approval for the manual.

Why a Formal QA Proposal Matters

A formal QA proposal clarifies expectations, reduces rework, and provides audit-ready documentation of test scope and acceptance criteria. It helps teams allocate time and budget for reviews, prevents scope creep, and supports consistent manual quality across releases and projects.

Who Typically Prepares and Reviews This Proposal

Final approvers vary by organization but typically include the project manager and an authorized signatory who accepts QA outcomes and publication readiness.

QA Lead: Defines test strategy, acceptance criteria, and defect triage process; coordinates test execution.
Technical Writer: Prepares manual drafts, implements corrections, and verifies content accuracy and consistency.
Project Manager: Assigns reviewers, schedules QA windows, and tracks approval milestones and resource needs.

Core Components to Include in a Professional Proposal

A comprehensive QA proposal groups requirements, test plans, schedules, roles, acceptance criteria, and change control so reviewers can quickly assess readiness and risk.

Executive Summary

Concise overview of scope, objectives, primary risks, and recommended acceptance threshold for the manual; frames decision points for stakeholders.

Scope of Testing

Define included sections, excluded items, test depth (copyedit, functional steps, compliance checks), and specific documents or appendices targeted for QA.

Test Plan

List test cases, entry/exit criteria, sample workflows, defect severity matrix, and the pass/fail rules that map to acceptance criteria.

Roles & Responsibilities

Identify individuals for drafting, reviewing, executing tests, triaging defects, and final sign-off, including escalation paths and response SLAs.

Schedule & Milestones

Timeline with review windows, test execution dates, remediation periods, and final approval cutoff to align publication and training activities.

Change Control

Process for managing post-approval changes, version numbering, re-test triggers, and documentation of approvals for any content updates.

Step-by-Step: Completing the QA Proposal

Follow these sequential steps to prepare, review, and finalize the Project Management Manual QA Proposal.

01

Draft: Compile scope, test plan, and schedule into the template.
02

Internal Review: Circulate to writers, QA, and SMEs for feedback.
03

Execute Tests: Run agreed test cases and record defects.
04

Finalize and Sign: Resolve defects, update document, and obtain approvals.

Configuring an Online Review and Signing Workflow

Set up a digital workflow that assigns reviewers, enforces field completion, and captures an audit trail for each approval step.

Field	Configuration
Reviewer Order	Sequential routing with optional parallel reviewers
Required Fields	Enforce name, date, and acceptance criteria fields as mandatory
Authentication	Use email link or SMS code; stronger options for restricted content
Archive Policy	Auto-save final PDF with audit trail and version tag

How Electronic Review and Approval Works

A typical eReview workflow ensures documents move from draft through testing to final sign-off while preserving evidence of each action.

Upload Document: Add the proposal file and attach test artifacts.
Assign Reviewers: Define roles and the signing order.
Notify Reviewers: Send secure review links and instructions.
Collect Signatures: Capture eSignatures and an audit trail upon completion.

Technical Options for eSubmission and Signing

Confirm platform compliance with any industry requirements (HIPAA, 21 CFR Part 11) before eSubmitting controlled or regulated content.

Document Formats: PDF, DOCX supported
Integrations: Supports Salesforce, Microsoft 365, NetSuite
Authentication: Email, SMS, or stronger methods

eSignature Vendor Pricing and Feature Comparison

Common eSignature vendors vary by price model, enterprise features, and compliance add-ons; signNow is listed first for neutral comparison.

	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	Yes, 7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Potential Risks and Consequences

Invalid Approval: Unclear signatory authority

Project Delay: Missed remediation windows

Regulatory Exposure: Noncompliance in regulated industries

Data Loss: Poor version control

Contract Disputes: Ambiguous acceptance criteria

Audit Findings: Missing evidence for reviews

Common Mistakes to Avoid When Preparing the Proposal

Failing to define measurable acceptance criteria leads to subjective approvals and later disputes over readiness.
Not assigning a single test owner causes duplicated work, missed defects, and unclear accountability during triage.
Skipping version control or change logs makes it difficult to trace why content changed and who approved updates.
Using vague scope language such as 'as required' or 'all sections' increases review time and scope creep risk.

Security and Compliance Considerations

Encryption: TLS 1.2/1.3 in transit

Data at Rest: AES-256 encryption

Certifications: SOC 2 Type II available

Regulatory: ESIGN and UETA compliant

Healthcare: HIPAA support with BAA

FDA: 21 CFR Part 11 capabilities

Typical Timelines and Deadlines

Use clear dates for proposal submission, testing windows, remediation, and final sign-off to keep stakeholders aligned.

Proposal Submission:

Submit at least 10 business days before planned test start

Test Execution Window:

Allow 5–15 business days depending on scope

Remediation Period:

Typically 3–7 business days after defect report

Final Review:

Schedule 2–3 business days for approver review

Publication:

Publish only after all sign-offs are complete

Real-World Examples of QA Proposal Use

Two customer examples illustrate how organizations streamline manual QA and approvals using structured proposals and digital workflows.

Optica Ventures LLC

Optica standardized manual QA across projects using a shared proposal template to reduce back-and-forth reviews.

The interface simplified reviewer tasks.
The result decreased review cycles and made it easier for customers to complete acceptance steps without in-person meetings, improving turnaround and consistency.

Martin Properties

Martin Properties processed property management manuals and checklists online to ensure compliance and traceability.

Mobile signing was critical on-site.
This approach allowed faster distribution and secure recordkeeping, enabling approvals from field staff and office managers without physical handoffs.

Frequently Asked Questions and Troubleshooting

Answers to common questions about completing, signing, and storing a Project Management Manual QA Proposal.

Need help? Contact support

Can this proposal be signed electronically?
Yes. Electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. ch. 96) and by UETA in most states, provided intent, consent, attribution, and record retention requirements are met.
Is notarization required for approval?
Not typically for internal QA proposals. If the document will be used as a legal exhibit or executed as a contract, check state notary rules; some states and document types require notarization or witnesses.
How should I correct an error found after sign-off?
Document the error, create a revision with versioning, and route the updated proposal for re-test and sign-off. Maintain the original as an archival version for audit purposes.
What authentication level is recommended for reviewers?
Use email link or SMS verification for routine approvals. For regulated content, require multi-factor or advanced identity proofing consistent with 21 CFR Part 11 or HIPAA rules.
How long should signed proposals be retained?
Retain for the active project life plus at least three years; industry rules may require longer retention such as six years for HIPAA-related records.
Who can sign on behalf of an organization?
Only individuals with delegated authority or documented signatory rights should sign. Maintain a signer authorization record to validate signatures during audits or disputes.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now