Can this OSA be e-signed?

Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states; ensure the signature method demonstrates intent, attribution, consent, and retention.

When is notarization required?

Notarization is rarely required for a services OSA unless the agreement transfers property rights or state law specifically demands it; check state rules when property or statutory registers are implicated.

Who must sign the OSA?

An authorized representative with authority to bind the organization must sign; ensure the signer's title is recorded and that internal procurement thresholds are met to avoid unenforceability.

How long should I retain executed OSAs?

Retain active OSAs for the contract term plus at least three to seven years post-termination depending on tax, audit, or industry rules; consult IRC §6501(a) and industry-specific guidance.

What if a party later disputes signature validity?

Preserve the audit trail (timestamps, IP, authentication method); ESIGN/UETA compliance and an unbroken audit log support enforceability and attribution.

How do I update an executed OSA?

Document amendments in writing, reference the original effective date, have authorized signers execute the amendment, and retain the executed amendment with the original agreement.

Electronic Signature
Templates
Project Management
Project Management OSA Template

Project Management OSA Template

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

PROJECT MANAGEMENT OSA TEMPLATE

Project Identification

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

Effective Date: Contract Period Start: Contract Period End:

Scope of Work

The Service Provider will perform the services described below (the "Services"). Services shall be performed in a professional manner in accordance with industry standards. Any deviation from the Scope of Work must be approved in writing by authorized representatives of both parties via the Change Order Process described below.

Detailed Scope of Work Out-of-Scope Items

Deliverables and Acceptance Criteria

The Service Provider shall deliver the following items. Each deliverable must meet the stated acceptance criteria and be accepted in writing by the Client prior to final payment for that deliverable.

Deliverable 1 Title Deliverable 1 Description Deliverable 1 Acceptance Criteria Deliverable 2 Title Deliverable 2 Description Deliverable 2 Acceptance Criteria

Timeline & Milestones

The parties agree to the following milestone schedule. Dates are target dates; any material change to a milestone date must be documented via the Change Order Process and accepted in writing.

Milestone 1

Target Completion Date:

Milestone 1 Description Milestone 2

Target Completion Date:

Milestone 2 Description

Budget & Payment

The total compensation for Services will be as set forth below. Payments shall be made in accordance with the Payment Schedule. Unless otherwise agreed in writing, all fees are exclusive of taxes which will be the responsibility of the party required to pay them by applicable law.

Total Contract Value (USD) Payment Schedule Invoicing and Payment Terms

Change Order Process

Any changes to scope, schedule, or price must be memorialized in a written Change Order signed by authorized representatives of both parties. A Change Order shall specify the change, the impact to price and schedule, and revised acceptance criteria. No change shall be effective without a fully executed Change Order.

Change Order Contact (Provider) Change Order Contact (Client)

Confidentiality

Each party may disclose Confidential Information to the other. Confidential Information shall remain the disclosing party’s property. The receiving party will (a) restrict access to Confidential Information to those employees or subcontractors who have a need to know and are bound by obligations no less restrictive than those herein; (b) use Confidential Information only to perform its obligations under this Agreement; and (c) not disclose Confidential Information to any third party without prior written consent, except as required by law. Confidentiality obligations survive termination for a period of three (3) years.

Warranties, Liability & Indemnity

The Service Provider warrants that Services will be performed in a professional and workmanlike manner consistent with industry standards. EXCEPT FOR THE EXPRESS WARRANTY SET FORTH HEREIN, SERVICES ARE PROVIDED "AS IS" WITHOUT OTHER WARRANTIES. Each party agrees to indemnify and hold harmless the other against claims arising from its breach, gross negligence or willful misconduct. Except for breaches of confidentiality or indemnity obligations, neither party's aggregate liability shall exceed the total fees paid under this Agreement for the affected Services.

Termination

Either party may terminate this Agreement for material breach if the breaching party fails to cure the breach within thirty (30) days after written notice. Upon termination, the Service Provider shall deliver any completed work and invoice for Services performed to the date of termination; the Client will pay for all undisputed amounts due within thirty (30) days of receipt.

Dispute Resolution & Governing Law

The parties will attempt in good faith to resolve disputes promptly by negotiation between executives. If unresolved within sixty (60) days, the dispute may be submitted to mediation. This Agreement is governed by the laws of: . Venue for any litigation shall be the courts located in the specified jurisdiction.

Insurance & Subcontracting

The Service Provider shall maintain insurance appropriate to the Services, including commercial general liability and professional liability insurance. The Service Provider shall remain responsible for the acts and omissions of its subcontractors and shall ensure subcontractors are bound by obligations consistent with this Agreement.

Data Protection

Each party will comply with applicable data protection laws in the processing of personal data. The Service Provider shall implement reasonable technical and organizational measures to protect personal data against unauthorized or unlawful processing and against accidental loss, destruction or damage.

Miscellaneous

This Agreement, together with any Change Orders, constitutes the entire agreement between the parties regarding the Services and supersedes prior agreements. Any amendments must be in writing and signed by authorized representatives. If any provision is held unenforceable, the remaining provisions remain in full force and effect.

Acknowledgment

By signing below, the undersigned represent that they are authorized to bind their respective parties and accept the terms of this Project Management Operational Service Agreement.

Client

Printed Name:

By:

Date:

Service Provider

Printed Name:

By:

Date:

What the Project Management OSA Template Is and When It Applies

The Project Management OSA (Operational Services Agreement) Template is a standardized contractual framework that documents scope, deliverables, milestones, responsibilities, pricing, change control, and acceptance criteria for a project engagement. It is intended for use where a project owner or client contracts with an external provider or internal delivery team to perform defined services and deliverables. The template clarifies roles, outlines reporting and sign-off procedures, and provides a baseline for invoicing and dispute resolution while enabling consistent recordkeeping across multiple projects and vendors.

Why a Clear OSA Template Matters for Project Outcomes

A professional OSA reduces ambiguity about scope, timelines, and payment terms, which helps avoid disputes and supports predictable delivery. It also creates an auditable record that supports compliance, invoicing, and change-order tracking.

Typical Users and Stakeholders for the Project Management OSA

The Project Management OSA is used by a mix of internal teams, external vendors, and administrative functions to align expectations and record commitments before work begins.

Project Managers and PMOs responsible for scope definition and milestone tracking.
Procurement and Contracts teams that review terms, pricing, and vendor obligations.
Finance and Accounts Payable for invoicing schedules, payment terms, and audit records.

Use the OSA to centralize approvals and signatures so legal, finance, and delivery teams share a single authoritative document.

Core Sections Every Professional OSA Should Include

A complete OSA bundles scope, deliverables, schedule, governance, payment terms, and change control into clearly labeled sections. Each item should be measurable and tied to acceptance criteria.

Scope of Work

Precisely describe services, exclusions, and boundaries so responsibilities are unambiguous and measurable against deliverables.

Deliverables

List deliverables with formats, ownership, and approval criteria to enable objective acceptance testing at each milestone.

Milestones

Define milestone dates, dependencies, and required approvals to align scheduling and trigger payments or penalties.

Change Control

Specify how changes are proposed, evaluated, approved, priced, and documented to prevent scope creep and disputes.

Payment Terms

State fees, invoicing frequency, milestone payments, and late-payment remedies to ensure financial clarity.

Termination & Remedies

Outline termination rights, notice periods, transition assistance, and liability limits for predictable exit procedures.

Security, Compliance, and Technical Requirements to Note

Encryption: TLS 1.2/1.3 in transit, AES-256 at rest

Audit Trail: Timestamps, IP addresses, action history

Regulatory Certifications: SOC 2 Type II, ISO 27001, PCI DSS

Healthcare Compliance: HIPAA-compliant with BAA available

Signer Standards: ESIGN and UETA legal compliance

Accessibility: WCAG 2.0 Level AA support

Key Risks and Contractual Consequences to Watch For

Missed Milestones: Delays can trigger liquidated damages

Scope Creep: Unapproved work increases cost exposure

Payment Disputes: Withholding payment may breach contract

Data Breach: Regulatory fines and reputational harm

Improper Signatures: May render document unenforceable

Poor Recordkeeping: Complicates audits and compliance reviews

Common Pitfalls When Preparing an OSA

Vague deliverable descriptions that lack acceptance criteria, leading to subjective approvals and rework.
Unclear change-order processes that allow informal scope expansion without agreed pricing or schedule updates.
Missing or inconsistent signatory authority that creates delays when the wrong person signs a binding contract.
Absent or poorly defined milestone dependencies that produce cascading schedule conflicts and billing disputes.

Step-by-Step: How to Complete the Project Management OSA

Follow these steps to assemble a usable OSA that stakeholders can review and sign with minimal iteration.

01

Gather inputs: Assemble SOW, budget, and stakeholder list before drafting.
02

Draft scope: Write specific tasks, deliverables, and exclusions in numbered lists.
03

Set milestones: Define dates, dependencies, and acceptance gates for each milestone.
04

Review and sign: Obtain required approvals from legal, finance, and authorized signers.

Typical Digital Signing Workflow for an OSA

A standard eSignature workflow streamlines review, authentication, signing, and audit-trail capture for the OSA.

Upload document: Start with a final PDF or Word version of the OSA.
Place fields: Insert signature, date, and initial fields where required.
Set signers: Define signer order and any authentication steps.
Execute: Collect signatures and store the certificate of completion.

Configuring an Online OSA Workflow

When automating the OSA, configure authentication, templates, and notifications to match your compliance requirements.

Field	Configuration
Signer Order	Set sequential or parallel signing depending on approvals.
Authentication	Choose email, SMS code, or KBA based on risk profile.
Template Use	Save as reusable template for repeat engagements.
Notifications	Enable reminders and completion alerts to stakeholders.

Delivery Channels and File Formats for the OSA

Use platforms that preserve the executed document, audit trail, and original file format for legal and accounting purposes.

File Formats: PDF, DOCX, and HTML are commonly supported and preserved.
Integrations: Connect to Salesforce, NetSuite, Google Workspace, and Microsoft 365.
Storage: Use secure cloud storage with access controls and versioning.

Ensure your chosen platform exports the signed document and retains an immutable audit trail for future audits.

Typical Timing and Deadlines to Include in the OSA

Set concrete dates and review periods to avoid open-ended obligations and to trigger payments or handoffs automatically.

Execution Deadline:

Date by which all parties must sign to start the engagement.

Kickoff Meeting:

Scheduled within 7–14 days after execution to align teams.

Milestone Acceptance:

Acceptance window (e.g., 10 business days) after deliverable submission.

Change Request Response:

Response timeframe (e.g., 5 business days) for scope-change proposals.

Final Acceptance:

Completion and final sign-off date tied to final payment.

Real-World Examples of OSA Use

Companies across sizes streamline project onboarding and approvals by using a standardized OSA paired with digital signing.

Optica Ventures LLC — COO

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

Faster execution reduced review cycles by multiple days.
The standardized template let us onboard vendors with fewer errors and clearer acceptance criteria, improving project start reliability.

Martin Properties — Founder

I can process and execute all of these documents online with 100% compliance and built-in security.

Mobile and offline signing supported field teams.
Processing OSAs digitally allowed the firm to close vendor agreements while teams were on site, shortening procurement cycles.

Best Practices for Accurate and Efficient OSA Completion

Adopting consistent drafting and review practices reduces negotiation cycles and operational friction.

Use numbered sections

Numbered clauses and exhibit references make cross-references and amendments precise and reduce interpretation errors during disputes.

Keep acceptance objective

Define measurable acceptance criteria per deliverable to avoid subjective approvals and repeated rework cycles.

Standardize change orders

Require written change-order forms with cost and schedule impacts before authorizing additional work to control scope.

Maintain version control

Retain sign-ready PDFs and an immutable audit trail for each executed version to support audits and invoicing.

eSignature Pricing and Feature Comparison for Executing an OSA

Price and core features vary by vendor and plan; signNow is listed first for consistent comparison. Verify vendor plans for enterprise needs or special features.

	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 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

Frequently Asked Questions About the Project Management OSA

Answers to common questions about completing, signing, and managing the OSA, including digital execution and retention.

Need help? Contact support

Can this OSA be e-signed?
Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states; ensure the signature method demonstrates intent, attribution, consent, and retention.
When is notarization required?
Notarization is rarely required for a services OSA unless the agreement transfers property rights or state law specifically demands it; check state rules when property or statutory registers are implicated.
Who must sign the OSA?
An authorized representative with authority to bind the organization must sign; ensure the signer's title is recorded and that internal procurement thresholds are met to avoid unenforceability.
How long should I retain executed OSAs?
Retain active OSAs for the contract term plus at least three to seven years post-termination depending on tax, audit, or industry rules; consult IRC §6501(a) and industry-specific guidance.
What if a party later disputes signature validity?
Preserve the audit trail (timestamps, IP, authentication method); ESIGN/UETA compliance and an unbroken audit log support enforceability and attribution.
How do I update an executed OSA?
Document amendments in writing, reference the original effective date, have authorized signers execute the amendment, and retain the executed amendment with the original agreement.

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