Who can sign a Preliminary CD?

Authorized signers are those with delegated authority in project contracts or corporate resolution. Verify signatory authority with procurement or legal before final approval to avoid invalid sign-offs.

Can the Preliminary CD be signed electronically?

Yes; under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are legally enforceable unless an exception applies or jurisdiction requires notarization.

Is notarization required for all approvals?

Not typically. Notarization is only required where a specific jurisdiction or document type demands it; review local rules or contract clauses for notarization or witness requirements.

How should version control be managed?

Use a single authoritative repository, label versions clearly, and capture an approval log with signer identity, timestamp, and version number to ensure traceability.

What happens if signers disagree after sign-off?

Document any disputes in writing, preserve the approved Preliminary CD, and follow the contract change order or dispute resolution provisions to manage impacts.

How long should the Preliminary CD be retained?

Retain through project closeout and beyond based on contract and regulatory needs—commonly 3 to 7 years, longer where federal or state law requires it.

Electronic Signature
Templates
Project Management
Project Management Preliminary CD

Project Management Preliminary CD

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Project Management Preliminary CD

This Preliminary CD (Preliminary Construction Documents and associated project management deliverables) is issued to define scope, deliverables, schedule, budget and governance for the Project identified below. This document is preliminary and intended for review, budgeting and permitting discussions only. It is not a release for construction or final procurement.

Project Identification

Project Title Project ID

Client Name: Client Address:

Service Provider Name: Service Provider Address:

Project Manager (Service Provider)

Scope of Work

Overview: The Service Provider will prepare preliminary construction documents including schematic drawings, outline specifications, preliminary budget estimates, and a project execution plan in accordance with the scope described below.

Detailed Scope of Work Out-of-Scope Items

Deliverables and Acceptance Criteria

Deliverable 1: Acceptance Criteria: Target Delivery Date:

Deliverable 2: Acceptance Criteria: Target Delivery Date:

Timeline and Milestones

Project Start Date: Project End Date (anticipated):

Milestones

Budget and Payment

Total Estimated Budget Payment Schedule Billing and Invoicing Notes

Change Order and Variations

All changes to scope, cost or schedule shall be processed through a written Change Order. Change Orders shall include a description of the change, impact to price, impact to schedule, and signatures from authorized representatives of both parties prior to commencement of changed work.

Change Order Process

Quality, Acceptance and Hold Points

Acceptance of deliverables will be based on the documented acceptance criteria for each deliverable. The Client will have a review period of days from receipt to approve, reject or request corrective action. Failure to respond within the review period shall be deemed conditional acceptance pending final resolution of outstanding items.

Confidentiality and Use of Information

Each party agrees that Confidential Information disclosed under this Preliminary CD shall remain confidential and shall not be disclosed to third parties except as necessary to perform obligations under this document or as required by law. Confidential Information shall be returned or certified destroyed within months after final acceptance unless otherwise agreed in writing.

Assumptions, Dependencies and Risks

Assumptions and Dependencies Known Risks and Mitigation

Governing Law and Dispute Resolution

This Preliminary CD and any disputes arising from it shall be governed by the laws of the jurisdiction identified below. Parties will attempt to resolve disputes in good faith through negotiation for a period of thirty (30) days before initiating formal dispute resolution.

Governing Law (State/Jurisdiction)

Reporting and Meetings

Status Reporting Cadence Key Contacts for Notifications

Certifications and Preliminary Notices

The Service Provider certifies that the deliverables will be prepared by qualified personnel in a professional manner consistent with industry standards. This Preliminary CD may contain planning-level estimates and schematic representations; final design, detailing and validation shall occur in subsequent design phases.

Additional Notes

Client Name:

By:

Date:

Service Provider Name:

By:

Date:

What the Project Management Preliminary CD Covers

The Project Management Preliminary CD is an early-stage set of construction documents used to align scope, schedule, budget, and deliverables before final construction documents are issued. Typical contents include schematic drawings, preliminary specifications, cost estimates, risk registers, and a submission log that records approvals and review cycles. The Preliminary CD supports coordination among the project team, stakeholders, and permitting authorities, and it establishes the baseline for design development, constructability reviews, and early procurement decisions. Treat this package as a controlled working document to minimize rework and scope creep during later phases.

Why a Clear Preliminary CD Matters to Project Outcomes

A well-prepared Preliminary CD reduces ambiguity, shortens review cycles, and improves cost forecasting while enabling stakeholders to identify critical design issues early.

Who Typically Prepares and Reviews the Preliminary CD

Project managers, architects, general contractors, owners, and permitting officials commonly prepare or review Preliminary CDs to confirm scope and readiness for next-phase work.

Project Manager — Coordinates submissions, manages review schedules, and verifies alignment with project milestones.
Architect / Engineer — Produces schematic drawings, preliminary specs, and technical clarifications for constructability review.
Owner / Sponsor — Confirms scope, budget tolerance, and business requirements before authorizing design development.

Each party has different responsibilities for content accuracy and sign-off; coordinate roles early to prevent delays during design development and permitting.

Core Components to Include in a Professional Preliminary CD

A complete Preliminary CD organizes essential project information so reviewers can evaluate constructability, budget, and regulatory compliance in one package.

Schematic Drawings

Include floor plans, elevations, sections, and key details at preliminary scale so reviewers can confirm major spatial relationships and constructability.

Preliminary Specifications

List major materials, systems, and performance criteria to inform early cost estimating and long-lead item identification.

Preliminary Cost Estimate

Provide a line-item budget range with assumptions and contingency to support decision-making and value-engineering discussions.

Project Schedule

Show major milestones, design review windows, permit submission dates, and preliminary procurement lead times.

Risk Register

Document identified technical, regulatory, and procurement risks with mitigation measures and assigned owners.

Approval Log

Track reviewers, sign-offs, and version history so changes are auditable and responsibilities are clear.

Step-by-Step: Prepare and Release a Preliminary CD

Follow these sequential steps to assemble, review, and distribute a Preliminary CD with clear accountability and an auditable trail.

01

Assemble Package: Compile drawings, specs, estimate, and metadata into a single labeled folder.
02

Internal QA: Project team reviews for completeness and technical consistency.
03

Formal Review: Distribute to stakeholders for marked comments and approvals.
04

Publish & Log: Issue final Preliminary CD, capture sign-offs, and lock version.

How to Configure an Online Workflow for the Preliminary CD

Set up a repeatable digital workflow that enforces field completion, routing order, and authentication to maintain traceability.

Field	Configuration
Metadata Fields	Required for Project Name, Version, Manager, Effective Date
Routing Order	Define reviewer sequence: PM → Architect → Contractor → Owner
Authentication	Select email link or SMS code; use stronger ID for critical approvals
Retention Policy	Set automatic archiving after sign-off with access controls

Where to Send the Preliminary CD and Typical Routing

Routing ensures the right reviewers see the right content in order and that responses are recorded for the project file.

Internal Review: Design team performs technical checks before external circulation.
External Review: Contractor and specialty consultants verify constructability items.
Owner Approval: Owner confirms scope and budget tolerance before proceeding.
Permitting Agencies: Submit required files to jurisdictional authorities for preliminary feedback.

Digital Delivery and Platform Requirements

Choose tools that support PDF, DOCX, and secure storage, plus audit trails and conditional fields for sign-offs.

File Formats: PDF, DOCX, DWG compatibility
Integrations: Salesforce, Microsoft 365, Procore, NetSuite
Security: TLS 1.2/1.3 and AES-256

Typical Timelines and Review Deadlines for a Preliminary CD

Establish clear deadlines for each review to prevent cascading schedule impacts; adapt timelines to project complexity and permitting windows.

Initial Internal Review:

3–7 business days for completeness check

External Consultant Review:

7–14 business days depending on subcontractor workload

Owner Approval:

7–10 calendar days to confirm scope and budget

Permit Pre‑submittal:

Varies by jurisdiction; allow 14–30 days for feedback

Finalize Preliminary CD:

Publish within 3 business days after final sign-off

Key Milestones: From Draft to Approved Preliminary CD

Milestones mark formal transition points and should be tied to the project schedule and contractual obligations.

01

Draft Completion

Internal package assembled and versioned for QA.

02

Review Cycle

External reviewers submit consolidated comments.

03

Sign-off

Authorized parties sign the approval log.

04

Distribution

Final Preliminary CD issued to stakeholders and archived.

Essential Security and Compliance Details to Record

Encryption: TLS 1.2/1.3

Data at Rest: AES-256

Audit Trail: Tamper-evident log

HIPAA: BAA available

21 CFR Part 11: Supported where required

Access Controls: Role-based permissions

Common Mistakes to Avoid When Preparing a Preliminary CD

Failing to lock version control before external distribution, which creates multiple conflicting comment sets and delays approvals.
Omitting assumptions in the preliminary cost estimate, causing misaligned expectations during value engineering and owner review.
Using inconsistent project identifiers across documents, which complicates procurement, permitting, and record searches.
Not defining reviewer responsibilities and timelines, resulting in missed comments and compressed later-phase schedules.

Risks and Consequences of an Incomplete or Incorrect Preliminary CD

Schedule Delays: Contractual liquidated damages

Cost Overruns: Change orders and rework

Permit Rejection: Resubmission fees and delays

Contract Disputes: Claims for differing site conditions

Compliance Violations: Fines or remedial work

Record Gaps: Loss of audit trail

Real-World Examples of Preliminary CD Use

These examples illustrate how organizations use Preliminary CDs to reduce rework and clarify responsibilities before issuing final construction documents.

Optica Ventures LLC

The project team used a consolidated Preliminary CD to coordinate multiple subcontractors and reviews.

"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."
Resulting clarity reduced duplicate questions and accelerated subsequent design phases while keeping stakeholder approvals auditable and centralized.

Martin Properties

A mid-size developer standardized Preliminary CDs across projects to reduce review cycles.

"I can process and execute all of these documents online with 100% compliance and built-in security."
The standardized package improved consistency across bids, simplified tenant negotiations, and provided a single source of truth for project closeout records.

Representative eSignature Pricing and Capabilities for Preliminary CD Workflows

Comparing core pricing and capabilities can help select an eSignature provider that meets technical, security, and budget needs for Preliminary CD approvals.

	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 credit card required	Yes	Yes	Yes	Yes
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About the Preliminary CD

Answers to common questions about completion, signatures, distribution, and recordkeeping for Preliminary CDs.

Need help? Contact support

Who can sign a Preliminary CD?
Authorized signers are those with delegated authority in project contracts or corporate resolution. Verify signatory authority with procurement or legal before final approval to avoid invalid sign-offs.
Can the Preliminary CD be signed electronically?
Yes; under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are legally enforceable unless an exception applies or jurisdiction requires notarization.
Is notarization required for all approvals?
Not typically. Notarization is only required where a specific jurisdiction or document type demands it; review local rules or contract clauses for notarization or witness requirements.
How should version control be managed?
Use a single authoritative repository, label versions clearly, and capture an approval log with signer identity, timestamp, and version number to ensure traceability.
What happens if signers disagree after sign-off?
Document any disputes in writing, preserve the approved Preliminary CD, and follow the contract change order or dispute resolution provisions to manage impacts.
How long should the Preliminary CD be retained?
Retain through project closeout and beyond based on contract and regulatory needs—commonly 3 to 7 years, longer where federal or state law requires it.

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