What is required to make this extract official?

An official extract includes a clear scope, named approvers, signature blocks dated by signer, and a version number. The document should be stored in the authoritative PMO repository once all required signatures are captured.

Can the extract be signed electronically?

Yes. Electronic signatures are valid under the ESIGN Act and UETA when intent, consent, attribution, and retention are demonstrable. For consumer-facing or regulated records, follow the required consumer disclosure procedures.

Is notarization commonly required?

Notarization is uncommon for internal planning extracts. If a contract or funding approval requires notarization, follow state-specific notary rules and retain the notarized copy in compliance records.

Who must sign the extract?

Signatures typically include the project manager, project sponsor, and any delegated authority required by funding or governance policies. Confirm the approver list with your PMO before routing.

How do I correct an error after signing?

Create a corrected version with a new version number, capture fresh approvals for the changes, and retain both the superseded and corrected copies for audit trails.

How long should I retain signed extracts?

Retain extracts at least through the project term plus the retention periods required by your organization and applicable regulations; healthcare and tax-related records often require longer retention.

Electronic Signature
Templates
Project Management
Project Management Planning Extract

Project Management Planning Extract

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

PROJECT MANAGEMENT PLANNING EXTRACT

Project Identification

Project Title Project ID Client Name Client Address Client Primary Contact

Client Contact Email

Client Contact Phone

Service Provider (Company) Service Provider Address

Project Manager

PM Contact Email

Effective Date:

Scope of Work

The Service Provider shall perform project planning, requirements analysis, scheduling, resource allocation, risk assessment, and stakeholder coordination as described below. The Work shall be performed to professional standards consistent with prevailing industry practice and in accordance with the schedule and deliverables set forth in this Extract.

Detailed Scope Description Out-of-Scope Items

Deliverables and Acceptance Criteria

Each deliverable shall be accepted in writing by the Client only after verification against the acceptance criteria specified below. Acceptance shall not be unreasonably withheld. The Service Provider shall remedy defects discovered during the acceptance period as specified.

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

Timeline & Milestones

Planned Start Date

Planned End Date

Milestone 1 Milestone 2

Budget & Payment

Total Project Budget (USD) Payment Schedule (summary) Deposit Percentage Payment Terms / Invoicing

Change Order Procedure

All modifications to scope, schedule or budget shall be executed only by written Change Order executed by authorized representatives of the Client and the Service Provider. The Change Order shall specify the change, the impact on cost, and the revised schedule prior to commencement of the changed work.

Threshold Requiring Written Approval (USD)

Written approval required for any change exceeding the threshold above.

Acceptance and Remedies

Acceptance testing shall proceed upon delivery of each deliverable. The Client shall notify the Service Provider of any non-conformance within calendar days. The Service Provider shall correct defects identified within the rectification period at no additional charge. If repeated failures persist after two remediation attempts, the Client may pursue specified remedies, including reduction of payment or termination for cause.

Confidentiality

Each party shall hold in confidence all Confidential Information disclosed by the other party in connection with this Extract and shall not disclose such information except to those employees or contractors with a need to know. Confidential Information shall not include information that is publicly known or independently developed. The obligation of confidentiality shall survive termination for years following termination.

Liability & Indemnity

Except in cases of gross negligence or willful misconduct, the aggregate liability of the Service Provider for any claim arising out of this Extract shall be limited to the total amounts paid to the Service Provider under this Extract. The Service Provider shall indemnify and hold harmless the Client from third-party claims arising from the Service Provider's breach of representations, gross negligence, or willful misconduct.

Governing Law & Notices

This Extract shall be governed by and construed in accordance with the laws of without regard to its conflicts of law rules.

Notices to Client (address for formal notices) Notices to Provider (address for formal notices)

Administrative Provisions

This Extract, together with any referenced attachments, constitutes the complete statement of agreed project planning terms between the parties for the identified work. Any ambiguity shall not be interpreted against the drafting party. Amendments shall be in writing and signed by authorized representatives of both parties.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Planning Extract Is

A Project Management Planning Extract is a concise, structured summary pulled from a full project plan to support approvals, risk reviews, and stakeholder briefings. It condenses scope, schedule, budget, risks, resource assignments, and acceptance criteria into a single-page or short-form document that teams use for gating decisions and executive updates.

Why a Planning Extract Matters for Projects

A focused extract reduces review time, clarifies decision points, and creates a single source of truth for approvers. It improves alignment between sponsors and delivery teams while reducing the chance of missed dependencies during planning and early execution.

Who Typically Creates and Uses the Extract

Use the extract as the official summary document for gating, funding requests, or cross-team coordination.

Project Managers and PMO staff who prepare the extract for approval and monitoring.
Project Sponsors and executives who review high-level scope, budget, and major risks.
Functional leads and resource managers who confirm assignments and availability.

Essential Elements to Include in a Professional Extract

A well-formed extract contains six core elements that give reviewers a complete, actionable snapshot without the full plan.

Scope Summary

One-paragraph description of deliverables, boundaries, and exclusions so reviewers immediately understand what is and isn’t included.

Schedule Snapshot

High-level dates: major milestones, critical path items, and key dependencies that affect go/no-go decisions.

Budget Overview

Top-line cost estimate, committed spend, and primary cost drivers to support funding approvals and variance checks.

Risk Register Summary

Top 3–5 risks with impact and mitigation status to surface immediate concerns for stakeholders and sponsors.

Resources & Roles

Named leads, key team members, and any critical third-party suppliers required to meet milestones and deliverables.

Acceptance Criteria

Measurable exit conditions and quality gates that will be used to judge deliverable acceptance at handoff.

Step-by-Step: Preparing the Extract

Follow these four practical steps to assemble a concise, approver-ready extract from your full project plan.

01

Gather Source Documents: Collect plan, budget, risk register, and resource assignments.
02

Summarize Scope: Reduce to a single-paragraph scope with explicit exclusions.
03

Assign Owners: Name responsible parties for milestones and mitigation actions.
04

Secure Approvals: Route to sponsor and stakeholders for signature and record.

Configuring an Online Workflow for the Extract

Configure fields and routing to automate creation, review, and retention of the extract in your project systems.

Field	Configuration
Automatic fields	Populate project ID, dates, and version automatically from source system.
Conditional fields	Show risk remediation fields only when risk severity is high.
Approval routing	Define staged approvers with parallel or sequential flow.
Notification settings	Send reminders at configurable intervals to pending approvers.

Where to Send, File, and Archive the Extract

Use a consistent routing path so reviewers know where to find the active extract and its authoritative version.

PMO Repository: Store final approved extract in the central PMO document library.
Project Tool: Attach extract to the project record in the scheduling or portfolio system.
Stakeholder Email: Share a signed copy to listed approvers and sponsors.
Compliance Archive: File retained copies in compliance or audit storage as required.

Digital Formats and Integration Requirements

Choose a platform with audit trails, access controls, and export options compatible with your retention policies.

File formats: PDF, DOCX, and Excel supported.
Integrations: CRM, ERP, and cloud storage connectors.
Authentication: Email, SMS OTP, or SSO options.

Typical Deadlines and Review Windows

Define clear submission and review timelines to keep gating and funding decisions on schedule.

Planning Submission:

Submit extract 10 business days before the review meeting.

Review Window:

Allow 5 business days for comments and clarifications.

Approval Deadline:

Set sponsor approval at least 3 business days before baseline.

Baseline Set:

Establish baseline after final sign-off and publish version.

Update Cadence:

Update extract monthly or after scope changes.

Key Milestones from Draft to Baseline

The following sequential milestones track an extract from preparation through official baseline.

01

Initiation Draft

Author prepares initial extract and circulation list.

02

Stakeholder Review

Stakeholders review and submit comments for resolution.

03

Sponsor Approval

Sponsor signs off or requests revisions to scope or budget.

04

Baseline Publication

Final approved extract is published as the control version.

Common Preparation Mistakes to Avoid

Overly detailed scope that duplicates the full plan and confuses reviewers.
Inconsistent dates between extract and source schedule, leading to conflicting baselines.
Missing named approvers or signature methods, which delays formal approval.
Undocumented key risks or mitigations that create surprise during execution.

Risks and Consequences of an Incorrect Extract

Compliance Breach: Regulatory exposure or audit findings.

Contract Delay Penalty: Liquidated damages or timetable penalties.

Budget Overrun: Unauthorized spend or reallocation requests.

Resource Misallocation: Staffing conflicts and missed milestones.

Audit Failure: Loss of financial or process certification.

Invalid Approvals: Approvals that lack proper authority.

Required Security, Privacy, and Record Elements

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

Access Controls: Role-based access and least-privilege rules.

Audit Trail: Timestamps, IP, and action history retained.

HIPAA Protections: Use BAA when extract contains PHI.

Authentication: Use SMS OTP, SSO, or strong MFA.

Data Residency: Confirm storage region per policy.

eSignature Pricing and Feature Comparison Relevant to Extracts

Compare starter pricing and basic capabilities across common eSignature providers; signNow is listed first per comparative format.

	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, no card required	Varies by plan	Varies by plan	Varies by plan	Varies by plan
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 cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions about the Planning Extract

Answers to common questions about preparing, signing, and storing a Project Management Planning Extract.

Need help? Contact support

What is required to make this extract official?
An official extract includes a clear scope, named approvers, signature blocks dated by signer, and a version number. The document should be stored in the authoritative PMO repository once all required signatures are captured.
Can the extract be signed electronically?
Yes. Electronic signatures are valid under the ESIGN Act and UETA when intent, consent, attribution, and retention are demonstrable. For consumer-facing or regulated records, follow the required consumer disclosure procedures.
Is notarization commonly required?
Notarization is uncommon for internal planning extracts. If a contract or funding approval requires notarization, follow state-specific notary rules and retain the notarized copy in compliance records.
Who must sign the extract?
Signatures typically include the project manager, project sponsor, and any delegated authority required by funding or governance policies. Confirm the approver list with your PMO before routing.
How do I correct an error after signing?
Create a corrected version with a new version number, capture fresh approvals for the changes, and retain both the superseded and corrected copies for audit trails.
How long should I retain signed extracts?
Retain extracts at least through the project term plus the retention periods required by your organization and applicable regulations; healthcare and tax-related records often require longer retention.

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