Can a mark-up be signed electronically?

Yes. Electronic signatures meet legal standards under ESIGN (15 U.S.C. ch. 96) and UETA in adopted states when intent, consent, attribution, and retention are satisfied.

Is notarization required for every mark-up?

Not usually. Notarization is required only when the underlying contract or state law demands it; check local rules before adding a notary block.

What if client rejects the markup?

Document communications, seek formal change order approval, and avoid billing until resolution to reduce dispute escalation and preserve contract rights.

How should I attach supporting documents?

Attach signed change orders, cost backups, and RFIs with clear file names and metadata to preserve traceability and expedite finance review.

How long must I keep signed mark-ups?

Follow contract terms and applicable regulations: at least three years for tax-related records; six years for HIPAA-covered records where relevant.

Which signers are authoritative?

Authorized signers are those named in contracting authority matrices or listed in the contract; verify signing authority before execution to avoid invalidation.

Electronic Signature
Templates
Project Management
Project Management Mark-up

Project Management Mark-up

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

PROJECT MANAGEMENT MARK-UP

Project Identification

Project Title:

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

Prepared By: Date Prepared:

Purpose and Background

Purpose: This Project Management Mark-up documents proposed adjustments to scope, schedule, and budget for the project identified above. The mark-up constitutes a proposed change to the existing contract terms pending formal approval by both parties in accordance with the Change Order Process contained herein.

Scope of Work (Affected Elements)

Summary of Proposed Scope Changes Out-of-Scope Items (remain unchanged)

Proposed Mark-up Summary

Provide a line-item summary of original amounts, mark-up percentage, mark-up amount, and revised amounts. Each row below identifies a discrete scope or deliverable component subject to mark-up.

Item 1 — Description

Original Cost: $ Mark-up %: Mark-up Amount: $ Revised Cost: $

Item 2 — Description

Original Cost: $ Mark-up %: Mark-up Amount: $ Revised Cost: $

Item 3 — Description (optional)

Original Cost: $ Mark-up %: Mark-up Amount: $ Revised Cost: $

Total Original Budget: $ Total Mark-up Amount: $ Total Revised Budget: $

Deliverables and Acceptance

Deliverable 1 Description Acceptance Criteria

Due Date:

Deliverable 2 Description (optional) Acceptance Criteria

Due Date:

Timeline and Milestones

Project Start Date: Project End Date:

Milestones and Schedule Adjustments

Budget, Payment, and Invoicing

Payment Schedule (including amounts, milestones, and due dates)

Retainage Applicable: Retainage Rate (if applicable):

Change Order Process

All mark-ups documented herein are subject to formal change order approval. The provider shall prepare a Change Order package that includes scope details, cost breakdown, schedule impact, and any required approvals. Work shall not proceed on marked-up items until a written change order is executed by both parties in accordance with contract terms.

Change Order Reference or Number

Confidentiality and Data Protection

Each party shall treat the contents of this mark-up and any accompanying technical, commercial, or financial information as Confidential Information. Confidential Information shall not be disclosed except to employees, subcontractors, or advisors with a need to know and who are bound by confidentiality obligations no less protective than those herein.

Liability, Indemnity and Warranty

Except as expressly modified by an executed change order, all warranties, liabilities, and indemnities under the primary contract remain in full force. Provider warrants that work performed under any approved mark-up will conform to the agreed requirements and accepted industry standards. Each party shall indemnify the other for third-party claims arising from its negligence or willful misconduct.

Governing Law and Dispute Resolution

This mark-up and any resulting change orders shall be governed by the laws of the state of without regard to conflict of law principles. Disputes shall be resolved in accordance with dispute resolution procedures set forth in the underlying contract.

Approvals and Certification

By signing below, each party certifies that it has the authority to approve the proposed mark-up and acknowledges that no work on the marked-up items shall commence until this document is executed by authorized representatives of both parties and a formal change order is issued where required.

Client (Printed Name):

By:

Date:

Service Provider (Printed Name):

By:

Date:

What the Project Management Mark-up Is

A Project Management Mark-up is a formal addendum or line-item schedule used to document additional project management fees, overhead, or scope-based adjustments appended to contracts or invoices. It defines the markup basis, calculation method, effective dates, affected deliverables, and approval chain. Commonly used where management labor, coordination, or contingency is billed separately, the mark-up serves as an auditable record for internal accounting, client billing, and contract interpretation and is suitable for electronic execution under ESIGN (15 U.S.C. §7001) and UETA where adopted.

Why a Clear Mark-up Matters

A concise mark-up clarifies billing expectations, reduces disputes, and documents the factual basis for additional charges.

Who Typically Prepares or Signs a Mark-up

Project managers, contract administrators, and billing teams usually prepare the mark-up to capture scope-driven changes and management fees.

Project Managers — Draft and justify markup line items, link to scope changes, and confirm scheduling impacts.
Finance / Billing — Validate calculations, align mark-up with invoice codes, and apply accounting treatment.
Clients / Contracting Officers — Review and approve mark-ups when contract terms require prior consent.

Legal, procurement, or executive approvers may also sign depending on contract thresholds and organizational controls.

Core Elements of a Professional Mark-up

A robust mark-up combines clear calculations, scope references, approval metadata, and signature evidence so it can be relied on for billing and dispute resolution.

Header

Project name, contract number, client name, and document version to ensure unambiguous identification across systems and records.

Markup Basis

Specify flat fee, percentage, hourly markup, or blended rate and state whether it applies to labor, materials, subcontractor costs, or total invoice.

Calculation

Show formula with inputs (rates, hours, quantities) so reviewers can verify math without rework or assumptions.

Scope Reference

Link to the change order, RFI, or scope amendment that triggered the markup, including dates and attachment IDs for traceability.

Approvals

List required approvers, approval thresholds, and timestamps; indicate sequential or parallel routing rules where used.

Signature Block

Designate signers, signature types allowed (electronic or handwritten), and signature date field; include witness or notary fields if needed.

Must‑Have Data Fields

Project Title: Exact project name

Contract ID: Contract or PO number

Markup Type: Percentage or fixed amount

Effective Date: MM/DD/YYYY format

Responsible PM: Name and contact

Approval Status: Pending, Approved, Rejected

Step-by-Step: Completing a Mark-up

Follow a standard sequence to prepare, review, and approve a Project Management Mark-up to avoid billing delays and disputes.

01

Prepare: Document scope change and compute markup amount.
02

Attach: Link supporting change orders and cost backups.
03

Route: Send to finance and required approvers.
04

Sign: Capture signatures and record the audit trail.

Where to Send and How Submissions Flow

Submission paths vary by organization; map the mark-up to the correct intake queue to ensure timely review and payment.

Internal Routing: Send to finance and contract admin for validation.
Client Submission: Provide the mark-up with invoice or change order package.
Repository: Store in contract management or document repository.
Audit Trail: Preserve approval timestamps and signer metadata.

Typical Digital Workflow Settings

Standardize workflow configuration to reduce signer friction and preserve legal evidence when using e-signature tools.

Field	Configuration
Authentication	Email link or SMS code
Routing Order	Sequential by approver level
Attachments	Required supporting docs allowed
Export Format	PDF/A with audit trail

Digital Signing and Distribution Considerations

Choose a platform that captures signature metadata, stores an audit trail, and integrates with your document repository.

Authentication: Email, SMS code, or stronger
Integrations: Salesforce, NetSuite, Google Workspace
File Types: PDF, DOCX, and Excel supported

Confirm the platform supports HIPAA or other required compliance frameworks and retains records in a retrievable format for audits.

Key Timing and Processing Expectations

Identify submission windows and internal SLAs so mark-ups are processed before invoicing and work authorization.

Submission Window:

Submit before monthly cut-off for invoice inclusion.

Internal Review:

Finance reviews within 5 business days.

Client Approval:

Allow 10 business days for client sign-off where required.

Invoice Timing:

Include approved markup on next scheduled invoice run.

Record Update:

Update contract system within 3 business days.

Common Preparation Mistakes

Using informal descriptions that lack a direct link to a change order or approved scope leads to disputes and rejected invoices.
Failing to show the calculation steps creates unnecessary reconciliation work for billing and delays payment processing.
Omitting required approvers or using initials instead of full legal names can prevent electronic routing rules from completing.
Attaching unsigned backup or scanned images without metadata undermines the audit trail during contract audits.

Risks of Incorrect or Missing Mark-ups

Delayed Payment: Invoices may be withheld

Contract Dispute: Risk of claims or litigation

Audit Findings: Noncompliance in financial audit

Rejection: Client may reject charge

Rework: Additional administrative cost

Reputational: Damaged vendor relationships

eSignature Vendor Pricing Snapshot

Compare typical starting prices and feature availability to assess which provider aligns with required compliance, bulk send, and envelope limits.

	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	Yes	Yes	Yes	Yes
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

FAQs and Troubleshooting

Answers to common questions about preparing, signing, and storing Project Management Mark-ups to reduce friction and compliance risk.

Need help? Contact support

Can a mark-up be signed electronically?
Yes. Electronic signatures meet legal standards under ESIGN (15 U.S.C. ch. 96) and UETA in adopted states when intent, consent, attribution, and retention are satisfied.
Is notarization required for every mark-up?
Not usually. Notarization is required only when the underlying contract or state law demands it; check local rules before adding a notary block.
What if client rejects the markup?
Document communications, seek formal change order approval, and avoid billing until resolution to reduce dispute escalation and preserve contract rights.
How should I attach supporting documents?
Attach signed change orders, cost backups, and RFIs with clear file names and metadata to preserve traceability and expedite finance review.
How long must I keep signed mark-ups?
Follow contract terms and applicable regulations: at least three years for tax-related records; six years for HIPAA-covered records where relevant.
Which signers are authoritative?
Authorized signers are those named in contracting authority matrices or listed in the contract; verify signing authority before execution to avoid invalidation.

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