Can this questionnaire be signed electronically?

Yes. Electronic signatures that meet the ESIGN Act and UETA requirements are valid for most commercial documents, provided intent, consent, attribution, and retention are met.

When is notarization required?

Notarization is only required if a specific jurisdiction or document type (for example, certain affidavits, deeds, or powers of attorney) mandates it; check state notary rules before obtaining a notary.

How to handle PHI on the form?

If the questionnaire will include protected health information, ensure a HIPAA-compliant workflow and a signed BAA with vendors handling that information.

What if a signer's name does not match ID?

Name mismatches can delay approvals and create tax or contract issues; correct legal names and document any name-change evidence prior to final signature.

How do I update an approved questionnaire?

Create a revised version, document changes in a change-log field, and obtain the same approval chain as the original to preserve auditability.

Where should I store signed copies?

Store signed versions in the project document repository and backup archive per retention policy; retain audit trails and export signed PDFs for long-term access.

Electronic Signature
Templates
Project Management
Project Management Planning Questions

Project Management Planning Questions

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

Project Management Planning Questions

Project Identification

Project Title:

Project ID: Client Name:

Client Address Client Primary Contact

Contact Email: Phone:

Service Provider Project Manager (Provider)

PM Email: PM Phone:

Scope of Work

Provide a concise description of the services to be performed. Include objectives, major activities, and constraints.

Key Objectives (list principal outcomes) Out of Scope (explicit exclusions) Assumptions

Deliverables and Acceptance

List each major deliverable, the acceptance criteria for that deliverable, and the target delivery date.

Deliverable 1 Description Acceptance Criteria

Due Date: Responsible Party:

Deliverable 2 Description Acceptance Criteria

Due Date: Responsible Party:

Timeline & Milestones

Project Start Date: Project End Date:

Milestone 1

Milestone 1 Date:

Milestone 2

Milestone 2 Date:

Budget & Payment

Total Contract Value: $

Payment Schedule (describe amounts, triggers, and due dates)

Billing Type: Milestone-based Monthly Lump sum

Change Order Process

Acknowledgement: I acknowledge that scope, schedule, or price changes will be documented via written change order and signed by authorized representatives prior to execution.

Risk, Compliance & Dependencies

Identify any regulatory, third-party, or client dependencies required for project execution. Indicate whether the dependency is the responsibility of the client or the provider.

Required Approvals/Permits: Yes No

Acceptance & Review Procedures

Acceptance Procedure: The client shall review each deliverable against the stated acceptance criteria. Provider shall correct defects identified in writing within the remedy period. A deliverable is deemed accepted when the client signs an acceptance certificate or provides written acceptance. If no written rejection is provided within calendar days following delivery, the deliverable will be considered accepted.

Confidentiality

Each party shall maintain as confidential all non-public information disclosed by the other party in connection with the project. Confidential information may be used only to perform obligations under the project and shall be protected with no less than commercially reasonable care. This obligation survives termination of any subsequent agreement for a period of years, unless otherwise agreed in writing.

Limitation of Liability & Indemnity (Summary)

Unless otherwise agreed in a separate master agreement, each party's aggregate liability to the other for direct damages arising from performance under the project shall be limited to the total fees paid for the applicable scope. Each party shall indemnify the other for third-party claims arising from its gross negligence or willful misconduct. Specific indemnities, insurance requirements, and exceptions must be recorded in governing contract documents prior to start of work.

Governing Law

This planning questionnaire and any subsequent contractual documents shall be governed by and construed in accordance with the laws of the state of without regard to that state's conflict of law principles.

Acknowledgements

By signing below, the parties confirm that the information provided is complete and accurate to the best of their knowledge, that the provider may rely on this information to prepare a statement of work and cost estimate, and that any substantive changes to scope, schedule, or budget will be handled via a written and signed change order.

Client Name:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Planning Questions cover

The Project Management Planning Questions is a structured questionnaire used to capture scope, objectives, constraints, stakeholders, and key risks before work begins. It standardizes information collection across project intake, ensures consistent handoffs to delivery teams, and documents assumptions and acceptance criteria. The questionnaire can be used for internal approvals, vendor onboarding, procurement requests, and as an attachment to statements of work. Completed forms serve as a reference throughout the project lifecycle and support auditability when decisions, changes, or disputes arise.

Why a formal planning questionnaire matters

A concise set of planning questions reduces scope ambiguity, speeds approvals, and creates an auditable record of decisions and constraints that informs scheduling, budgeting, and risk management.

Who typically completes these planning questions

Responses inform resource allocation, procurement, contract terms, and the initial project schedule used to generate estimates and kickoff materials.

Project manager or project lead responsible for execution and day-to-day delivery
Project sponsor or business owner who defines objectives and funding constraints
PMO or intake reviewer who validates scope, prioritization, and resource availability

Primary roles that sign or approve the questionnaire

Project Manager

The PM completes technical and schedule fields, consolidates stakeholder input, and certifies the plan for execution. They are accountable for baseline updates and coordinating approvals across teams and vendors.

Project Sponsor

The sponsor confirms business objectives, budget availability, acceptance criteria, and risk tolerance. Sponsor sign-off authorizes procurement, contracting, or official project initiation.

Step-by-step: complete and route the planning questions

A clear sequence ensures timely approvals and preserves version history. Follow these steps to complete, review, and archive the questionnaire.

01

Prepare Answers: Gather scope documents, estimates, and stakeholder inputs before filling fields.
02

Complete Form: Enter required fields, attach supporting files, and validate dates and amounts.
03

Obtain Approvals: Route to sponsor, PMO, and procurement in the defined approval order.
04

Archive Final: Save the signed copy to the project repository and retention system.

Configuring the questionnaire for online use

Common settings and integrations speed completion and ensure consistent routing in electronic workflows.

Field	Configuration
Signature Field	Required signature with date auto-fill
Authentication	Email plus optional SMS code for signer identity
Conditional Logic	Show vendor or legal fields only when applicable
Export Options	Save as PDF and PDF/A for long-term storage

Where completed questionnaires are sent and stored

After completion they follow a standard routing path to approvals, procurement, and archived storage.

To Approvers: Sent to sponsor and PMO in defined order
Procurement: Attach for vendor selection and contract initiation
Project Repository: Archived in document management for the project
Compliance Archive: Stored per retention policy and audit requirements

Technical requirements for digital completion and signing

Use documented integrations and file formats to keep the questionnaire connected to contract and project systems for traceability.

Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
File Formats: PDF, DOCX, XLSX supported for upload and export
Authentication: Email link, SMS code, or advanced signer ID

eSignature vendor comparison for completing planning questions

Comparing vendor pricing and key features helps determine cost and compliance fit for electronic completion and signature workflows.

	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

Security and compliance considerations for digital questionnaires

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

Certifications: SOC 2 Type II and ISO 27001

HIPAA Support: BAA available for covered entities

ESIGN / UETA: Meets ESIGN and UETA electronic signature rules

21 CFR Part 11: Supports FDA-regulated record controls

Audit Trail: Detailed timestamps, IP, and signer attribution

Risks of incomplete or inaccurate planning questionnaires

Scope Creep: Undefined scope leads to cost overruns and disputes

Contract Delay: Late approvals delay procurement and increase costs

Compliance Exposure: Missing regulatory fields can cause audit findings

Data Breach Risk: Poor PHI handling may trigger HIPAA penalties

Financial Penalties: Missed tax or permit filings can incur fees

Legal Disputes: Ambiguous acceptance criteria increase litigation risk

Common preparation mistakes to avoid

Using inconsistent project names that prevent document matching
Leaving budget fields vague, causing approval rework
Omitting stakeholder decision authority and escalation paths
Failing to attach supporting estimates, specs, or permits

Essential elements of a professional planning questionnaire

A robust questionnaire balances brevity with the details needed for reliable estimates and approvals.

Scope Summary

Clear description of deliverables, boundaries, and exclusions so teams and vendors understand obligations and limits.

Objectives

Business goals and success criteria used to prioritize features and determine acceptance metrics at close.

Constraints

Schedule, budget, regulatory, and technical constraints that limit options and inform risk mitigation.

Milestones

Key dates and deliverables with dependencies to drive scheduling and procurement timing.

Risks & Assumptions

Identified risks, probability, impact, and assumptions that shape contingency and governance plans.

Approvals

Named approvers, required signatures, and decision timeframes to avoid bottlenecks.

Practical tips for accurate and efficient completion

Apply these practices to reduce review cycles and improve the quality of plan inputs.

Standardize Fields

Use dropdowns for recurring values and enforce MM/DD/YYYY for dates to reduce validation errors and speed processing.

Attach Evidence

Include estimates, vendor quotes, and technical specs to substantiate budget and schedule entries and reduce follow-up questions.

Define Acceptance

Make deliverable acceptance criteria measurable to avoid post-delivery disputes and rework.

Version Control

Lock completed versions and archive signed copies to maintain an auditable trail of decisions.

Key timing considerations and typical deadlines

Plan for internal review cycles, procurement lead times, and external approvals to set realistic schedules.

Kickoff & Intake:

Complete questionnaire at least 10 business days before planned kickoff for scheduling

Sponsor Approval:

Allow 3–5 business days for sponsor review and sign-off

Procurement Lead Time:

Factor vendor selection and contracting: typically 2–8 weeks

Regulatory Permits:

Permit approvals can take weeks to months depending on jurisdiction

Change Control Window:

Establish a 48–72 hour freeze before milestones to reduce last-minute scope changes

Real-world examples of planning questions in use

These examples illustrate how organizations apply planning questionnaires to speed approvals and maintain compliance.

Martin Properties

Tim Martin used a structured intake form to collect tenant and scope details before refurbishment

The form captured approvals and budgets in a single pass
Tim Martin noted that processing and executing documents online improved compliance and speed to necessary parties, enabling efficient remote sign-off for leases and contractor agreements.

Fertility Centers of Illinois

John Butler integrated the questionnaire with back-end systems for secure storage

The process enforced required approvals for vendor work
John Butler praised the team responsiveness and the API integration that ensured signatures and records were retained in the correct formats for clinical compliance.

Frequently asked questions and troubleshooting tips

Answers to common questions about completing, signing, and storing the planning questionnaire.

Need help? Contact support

Can this questionnaire be signed electronically?
Yes. Electronic signatures that meet the ESIGN Act and UETA requirements are valid for most commercial documents, provided intent, consent, attribution, and retention are met.
When is notarization required?
Notarization is only required if a specific jurisdiction or document type (for example, certain affidavits, deeds, or powers of attorney) mandates it; check state notary rules before obtaining a notary.
How to handle PHI on the form?
If the questionnaire will include protected health information, ensure a HIPAA-compliant workflow and a signed BAA with vendors handling that information.
What if a signer's name does not match ID?
Name mismatches can delay approvals and create tax or contract issues; correct legal names and document any name-change evidence prior to final signature.
How do I update an approved questionnaire?
Create a revised version, document changes in a change-log field, and obtain the same approval chain as the original to preserve auditability.
Where should I store signed copies?
Store signed versions in the project document repository and backup archive per retention policy; retain audit trails and export signed PDFs for long-term access.

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