Can this agreement be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. §7001) and state UETA laws, electronic signatures are enforceable if intent, consent, attribution, and record retention are present.

Is notarization required for validity?

Typically no for commercial service agreements; notarization is optional unless a specific state statute or third party requires acknowledgement for recordation or special enforceability.

What if signer name differs from ID?

Mismatched names can complicate enforcement. Use the legal name on government ID or include a clear alias clause linking the signature to the legal entity.

How do I correct a signed monthly agreement?

Amendments should be made by written change order or amendment signed by both parties. Avoid unilateral edits after execution; create a dated amendment to preserve the record.

Are remote notarizations acceptable?

Remote online notarization (RON) is permitted in many states with identity proofing and audio-video recording; verify the state notary rules before relying on RON for notarized acknowledgements.

How long must I keep executed copies?

Retain executed agreements for at least 3 years (IRS standard) and longer for industry-specific records; HIPAA requires 6 years for covered entities handling PHI (45 CFR §164.530(j)).

Electronic Signature
Templates
Project Management
Project Management Monthly Agreement

Project Management Monthly Agreement

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Project Management Monthly Agreement

This Project Management Monthly Agreement (the Agreement) is entered into as of by and between:

Parties and Identification

Client Name: Client Address: Service Provider Name: Service Provider Address:

Project Title: Project ID:

Client Project Manager: Contact:

Service Provider Project Manager: Contact:

Scope of Work

The Service Provider shall perform project management services as described below. Services include ongoing planning, coordination, risk management, stakeholder reporting, schedule control, resource allocation, and issue resolution necessary for the fulfillment of project objectives.

Detailed Scope of Work: Out-of-Scope Items:

Deliverables and Acceptance Criteria

The following deliverables will be produced each month unless otherwise agreed in writing. Each deliverable is subject to acceptance testing and approval by the Client in accordance with the acceptance criteria set forth below.

Deliverable 1 - Description: Deliverable 1 - Acceptance Criteria:

Due Date (Deliverable 1):

Deliverable 2 - Description: Deliverable 2 - Acceptance Criteria:

Due Date (Deliverable 2):

Timeline and Milestones

Project Start Date: Project End Date:

Milestone 1:

Milestone 1 Date:

Milestone 2:

Milestone 2 Date:

Budget and Payment

Monthly Fee (Total): Billing Frequency: Payment Schedule / Terms:

Late Payment Fee (if applicable): Expenses Reimbursed:

Change Order Process

Changes to scope, schedule, or budget shall be effected only by a written Change Order executed by authorized representatives of both parties. The Change Order shall set forth the change description, impact to schedule, and any adjustments to fees.

Change Order Procedure:

Written Approval Required for Change Orders:

Confidentiality

Each party acknowledges that in the performance of this Agreement it may receive Confidential Information of the other party. Confidential Information shall mean non-public information disclosed in any form. The receiving party shall hold Confidential Information in strict confidence, use it solely for performance under this Agreement, and not disclose it except to employees or subcontractors on a need-to-know basis who are bound to confidentiality obligations no less protective than those herein. Confidential obligations survive termination for a period of three (3) years.

Intellectual Property and Deliverables

Unless otherwise expressly agreed, the Service Provider assigns to the Client all right, title and interest in and to final deliverables created specifically for the Client under this Agreement. Service Provider retains ownership of its pre-existing materials, tools, methodologies, and templates. Client is granted a perpetual, worldwide, non-exclusive license to any pre-existing materials incorporated into deliverables to the extent necessary to use the deliverables.

Insurance, Indemnification, and Liability

The Service Provider shall maintain commercially reasonable insurance coverage appropriate for the services. Each party shall indemnify the other for breaches of confidentiality, willful misconduct, or gross negligence. Except for liability arising from willful misconduct, bodily injury, or confidentiality breaches, neither party's aggregate liability shall exceed the total fees paid by the Client to the Service Provider under this Agreement during the three (3) month period preceding the claim.

Performance Standards, Reporting and Meetings

The Service Provider shall perform services in a professional manner consistent with industry standards. Monthly written status reports shall be provided and reviewed in a status meeting with Client representatives. Reporting frequency:

Acceptance and Warranty

Client shall have a period of days from delivery of each monthly deliverable to perform acceptance testing and either accept or provide written rejection specifying deficiencies. Service Provider shall correct deficiencies at no additional charge where deficiencies are due to Service Provider performance.

Termination

Either party may terminate this Agreement for material breach if the breaching party fails to cure within days after receiving written notice. Either party may terminate for convenience with thirty (30) days' prior written notice. Upon termination, Service Provider shall deliver all work-in-progress and Client shall pay for services performed through the effective termination date, including approved, non-cancellable commitments.

Notices

All notices required under this Agreement shall be in writing and delivered to the contact details set forth below.

Client Contact for Notices: Service Provider Contact for Notices:

Governing Law and Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the state of without regard to conflicts of law principles. Parties agree to attempt good faith negotiation of disputes and, if unresolved, to submit to binding arbitration in the county where the Client's principal place of business is located, subject to the arbitration rules mutually agreed by the parties.

General Provisions

This Agreement constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior agreements. No amendment shall be effective except in writing signed by authorized representatives of both parties. Neither party may assign this Agreement without the prior written consent of the other, except to a successor in interest by merger or acquisition.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Monthly Agreement Covers

A Project Management Monthly Agreement is a recurring services contract that sets the monthly scope, deliverables, reporting cadence, fees, payment terms, change-order process, and termination rights between a client and a project manager or firm. It clarifies responsibilities, acceptance criteria, intellectual property ownership, confidentiality obligations, and performance metrics for each monthly cycle. The agreement can be executed electronically under ESIGN and UETA where permitted, and should specify invoicing and dispute resolution procedures to reduce billing and scope disputes over the contract term.

Why organizations use a monthly project management agreement

A monthly agreement standardizes recurring project work, improves cash flow predictability, and enforces clear acceptance criteria and reporting. It reduces ambiguity about scope and change orders, supports consistent invoicing, and creates a documented basis for performance measurement and corrective action.

Who typically completes and signs this agreement

Typical users include professional services firms, client project sponsors, and internal PMOs who manage recurring project work.

Consulting firms and PMOs that deliver recurring management services for clients, ensuring continuity and measurable monthly outputs.
In-house project sponsors and program managers who retain external PM services to oversee cross-functional initiatives and vendor coordination.
Client procurement or legal teams that review payment terms, liability limits, and confidentiality clauses before signing.

These stakeholders rely on the agreement to align expectations, schedule monthly deliverables, and control invoicing and change-management processes.

Primary signer roles

Project Manager

Director-level or senior PM responsible for delivering monthly milestones, reporting status, and coordinating vendors. Signs to accept scope responsibilities and billing arrangements; often authorized by contract or delegation from the services provider.

Client Executive

A client-side decision-maker (procurement, director, or CFO) who approves the monthly retainer, payment terms, and service levels. Holds contract authority to sign and enforce acceptance or dispute remedies.

How to fill and finalize the monthly agreement

Follow these sequential steps to prepare, review, and execute the Project Management Monthly Agreement correctly.

01

Draft: Populate parties, scope, fees, and term; attach schedules and exhibits.
02

Review: Have procurement or legal verify payment, indemnity, insurance, and IP clauses.
03

Sign: Collect signatures with agreed authentication method and date the document.
04

Record: Store executed copy in secure repository and distribute executed versions to stakeholders.

Core elements to include in a professional monthly agreement

A well-formed agreement balances operational detail with legal protections; include discrete sections that can be referenced month to month without redrafting the entire contract.

Scope of Work

Define specific monthly tasks, deliverables, acceptance criteria, and measurable outputs to avoid disputes over expectations and to enable objective acceptance testing each month.

Monthly Fee

State the retainer or fixed monthly charge, billing date, acceptable payment methods, late payment interest, and any deposit or holdback terms that affect cash flow.

Payment Terms

Specify invoice submission timing, net payment days (e.g., Net 30), consequences for late payment, and whether taxes or withholdings apply.

Deliverables & Reporting

Include the reporting cadence, content of monthly status reports, acceptance review window, and escalation path for missed milestones.

Change Orders

Describe the approval process, pricing adjustments, and timeline effects for scope changes; require written change orders before additional work begins.

Termination & Renewal

Set notice periods for termination, auto-renewal or renewal notice deadlines, and post-termination obligations such as final deliverables and record transfer.

Configure a consistent digital workflow for monthly cycles

Standardize field placement and routing so each monthly version follows the same automated path and reduces signer confusion.

Field	Configuration
Signing order	Client signs first \| PM or vendor signs second
Authentication	Email link + optional SMS code for stronger attribution
Conditional fields	Enable change-order fields only when checkbox selected
Reminders	Automated reminders at 3 and 7 days past request

Routing and submission flow for signed monthly agreements

A repeatable routing process reduces missed signatures and ensures copies reach accounting and legal automatically.

Upload document: Sender uploads the finalized agreement template to the signing platform.
Place fields: Assign signature, date, and optional initial fields to designated signers.
Assign recipients: Define signer order and designate recipients for final copies.
Archive: Store executed PDF and audit trail in a secure document repository.

Digital signing and integration considerations

Choose a signing platform that supports your authentication, storage, and integration needs for monthly execution.

File formats: PDF and DOCX supported for editable templates.
Integrations: Connectors to CRM, accounting, and storage systems reduce manual work.
Security: Audit trail, TLS in transit, AES-256 at rest required.

Ensure the platform meets regulatory requirements for your industry and retains a detailed audit trail for every monthly cycle.

Common monthly deadlines to include and track

Specify deadlines that recur each month and define consequences or escalation when deadlines are missed to avoid disputes.

Invoice submission deadline:

Vendor submits monthly invoice by the 5th business day.

Payment due date:

Payment due Net 30 from invoice date unless otherwise negotiated.

Monthly deliverable due:

Primary deliverable due on the 20th of each month.

Change-order notice:

Submit requests 10 business days before next monthly cycle.

Renewal notice:

Provide non-renewal notice 60 days before contract end.

Milestones and monthly processing stages

View the lifecycle as discrete stages so each monthly cycle is auditable and repeatable.

01

Drafting stage

Prepare monthly scope and any exhibits for that cycle.

02

Approval stage

Client reviews and approves scope and any change orders.

03

Execution stage

Collect signatures and finalize the agreement for the month.

04

Delivery & Close

Provide deliverables, report status, and issue invoice for payment.

Common preparation mistakes to avoid

Using vague scope language that creates repeated scope creep and billing disputes each month.
Failing to specify acceptance criteria, which leads to subjective approvals and delayed payments.
Omitting the exact billing date or payment terms, resulting in late fees and reconciliation issues.
Not including change-order mechanics, forcing ad hoc negotiations and unpaid additional work.

Key risks and legal consequences of contract errors

Payment delays: Interest or collection costs may apply.

Scope disputes: Unclear scope can result in litigation and damages.

Tax exposure: Incorrect contractor classification triggers penalties.

Confidentiality breach: Data exposure may trigger contractual liability.

Regulatory fines: Industry-specific compliance failures incur penalties.

Enforcement issues: Poor execution details can invalidate provisions.

Security and compliance checklist for the agreement

Encryption: TLS in transit, AES-256 at rest

Audit trail: Timestamp, IP, and action log

Authentication: Email, SMS code, or stronger MFA

HIPAA-ready: BAA available if handling PHI

Retention: Exportable records for legal requests

Certifications: SOC 2, ISO 27001

Comparison of typical eSignature pricing and capabilities

Summary pricing and capability comparison for common eSignature vendors. signNow is listed first per vendor comparison convention; confirm plan details before purchase.

	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 trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (higher tier)	Yes (select plans)	Yes (select plans)	Yes (select plans)	Varies
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 about executing monthly agreements

Answers to common legal, technical, and procedural questions when preparing or e-signing a Project Management Monthly Agreement.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. §7001) and state UETA laws, electronic signatures are enforceable if intent, consent, attribution, and record retention are present.
Is notarization required for validity?
Typically no for commercial service agreements; notarization is optional unless a specific state statute or third party requires acknowledgement for recordation or special enforceability.
What if signer name differs from ID?
Mismatched names can complicate enforcement. Use the legal name on government ID or include a clear alias clause linking the signature to the legal entity.
How do I correct a signed monthly agreement?
Amendments should be made by written change order or amendment signed by both parties. Avoid unilateral edits after execution; create a dated amendment to preserve the record.
Are remote notarizations acceptable?
Remote online notarization (RON) is permitted in many states with identity proofing and audio-video recording; verify the state notary rules before relying on RON for notarized acknowledgements.
How long must I keep executed copies?
Retain executed agreements for at least 3 years (IRS standard) and longer for industry-specific records; HIPAA requires 6 years for covered entities handling PHI (45 CFR §164.530(j)).

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