Can this document be signed electronically?

Yes. Electronic signatures are legally binding for most transactions under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes, provided the parties consent and the record can be retained and reproduced.

Who must sign the requirements document?

Typically the project sponsor, the project manager, and any delegated approvers must sign. Signatory authority should match the organization’s delegation of authority and contract acceptance rules.

What level of signer authentication is appropriate?

Use email link authentication for low-risk approvals; choose SMS one-time passcodes, SSO, or KBA for higher assurance or regulated projects requiring stronger identity proofing.

How do I change requirements after sign-off?

Submit a formal change request, perform impact analysis, obtain required approvals per the change-control process, and issue a new baseline with versioning recorded in the audit trail.

How long should signed requirements be retained?

Retain signed requirements per business needs and applicable law: follow IRS recordkeeping rules (minimum three years) and industry-specific mandates such as HIPAA’s six-year period where applicable.

What if a stakeholder does not respond to a signing request?

Escalate per the documented approval timeline, use reminder notifications, and if unresolved, record attempts in the audit trail before proceeding with an authorized alternative approver.

Electronic Signature
Templates
Project Management
Project Management Project Requirements

Project Management Project Requirements

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

PROJECT MANAGEMENT — PROJECT REQUIREMENTS

Project Identification

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

Effective Date:

Scope of Work

The Service Provider shall perform the tasks and deliver the work products described below in accordance with the schedule and acceptance criteria set forth in this document. Work shall be performed in a professional manner consistent with industry standards.

Out of Scope

Deliverables and Acceptance

The following deliverables shall be provided. Each deliverable must include criteria for acceptance by the Client and any required delivery format.

Deliverable 1 — Title Deliverable 1 — Description Acceptance Criteria

Delivery Date:

Deliverable 2 — Title Deliverable 2 — Description Acceptance Criteria

Delivery Date:

Deliverable 3 — Title Deliverable 3 — Description Acceptance Criteria

Delivery Date:

Final Acceptance / Acceptance Testing

Timeline & Milestones

Project Start Date: Project End Date:

Milestone 1

Target Date: Responsible:

Milestone 2

Target Date: Responsible:

Milestone 3

Target Date: Responsible:

Budget, Fees & Payments

Total Contract Value:

Payment Schedule Change Order / Scope Change Process

Prior written approval required for change orders exceeding:

Confidentiality

Each party shall maintain in confidence all Confidential Information disclosed by the other party and shall not disclose such information except to its employees, contractors and advisors who have a need to know and who are bound by confidentiality obligations no less protective than those set forth herein.

Duration of Confidentiality (years) Exceptions / Specific Exclusions

Intellectual Property and Work Product

Unless otherwise agreed in writing, all intellectual property rights in deliverables specifically developed for the Client under this Agreement shall be assigned to the Client upon full and final payment. The Service Provider retains ownership of pre-existing tools, methods, and know-how, and grants the Client a non-exclusive license as necessary to use the deliverables.

Provider to assign new work product to Client:

Additional IP Terms

Liability, Indemnity & Insurance

Each party's liability to the other for any claim arising out of this Agreement shall be limited to direct damages and capped at the greater of the fees paid to the Service Provider under this Agreement or the amount specified below. Neither party shall be liable for incidental, special or consequential damages except in cases of willful misconduct or gross negligence.

Liability Cap:

Indemnification

Termination

Either party may terminate this Agreement for material breach if the breaching party fails to cure within thirty (30) days after receipt of written notice. Upon termination, the Service Provider shall deliver all completed work and invoice for work performed to the date of termination. Payment obligations for accepted deliverables shall survive termination.

Termination Details / Additional Conditions

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the state specified below, excluding its conflicts of law rules. The parties submit to the exclusive jurisdiction of the courts located in the specified venue for any dispute arising out of or relating to this Agreement.

Governing State: Venue City:

Miscellaneous Provisions

Entire Agreement: This document, together with any attachments and executed change orders, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior agreements. Amendments must be in writing and signed by authorized representatives of both parties.

Other Provisions / Notes

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Project Requirements document is

Project Management Project Requirements is a structured document used to record and communicate a project’s scope, objectives, deliverables, acceptance criteria, constraints, assumptions, stakeholders, and resource estimates. It breaks requirements into functional and non-functional items, maps owners and dependencies, and captures milestone and inspection points. The document becomes the baseline for approvals, change control, and dispute resolution, and is frequently shared across procurement, legal, IT, construction, and professional services teams to reduce ambiguity and support audit trails.

Why a clear requirements document matters

A well-drafted Project Management Project Requirements document aligns stakeholders, reduces scope creep, clarifies acceptance criteria, and provides a verifiable record for contracts and audits. It shortens review cycles and lowers the risk of avoidable rework and disputes during delivery.

Who typically creates and approves these requirements

Project managers and business stakeholders use the requirements document to set expectations and get formal alignment before work begins.

Project managers — compile scope, schedule, resource estimates, and acceptance conditions for the delivery team.
Procurement and contracting — convert requirements into statements of work and vendor deliverables for procurement documents.
Legal and compliance teams — confirm obligations, data handling, and approval authorities to reduce contractual risk.

After collaboration and review, approvers sign the baseline so the project team can proceed with execution under a controlled change process.

Core components to include in professional requirements

A complete Project Management Project Requirements document groups content into consistent sections so reviewers can find technical, commercial, and governance details quickly.

Scope Statement

Defines project boundaries, included and excluded items, high-level objectives, stakeholders, interfaces, and the project’s primary success measures so everyone shares the same baseline understanding.

Deliverables

Lists each tangible output, expected format, delivery date, owner, and any quality or performance metrics required for acceptance and invoicing.

Functional Requirements

Describes user-facing features and behaviors, priority levels, traceability to use cases, dependencies, and any regulatory constraints that affect implementation or testing.

Non-Functional Requirements

Specifies performance, security, availability, scalability, compatibility, and accessibility targets with measurable thresholds and validation methods for each item.

Acceptance Criteria

States objective pass/fail conditions per deliverable, required test plans or evidence artifacts, designated approvers, and the process for resolving failed tests or partial deliveries.

Change Control

Defines the submission, impact analysis, approval workflow, versioning rules, baselining cadence, and timelines for implementing or rejecting requirement changes.

Essential fields to capture at a glance

Project Title: Concise, unique project name

Project ID: Internal reference or code

Sponsor: Full sponsor name

Stakeholders: Primary stakeholder contacts

Effective Date: MM/DD/YYYY start date

Budget Estimate: High-level budget figure

Step-by-step: preparing and finalizing the requirements

Follow a short sequence to gather inputs, draft sections, get stakeholder review, and collect final approvals so the document can be baselined.

01

Gather inputs: Collect stakeholder needs, contracts, and existing specs.
02

Workshops: Run requirement workshops to resolve conflicts and priorities.
03

Draft: Populate template sections and map owners and acceptance tests.
04

Review & sign: Circulate for review, address comments, and collect approvals.

Configuring an online review and signing workflow

Set workflow controls to match your approval model: verify authentication, signing order, reminders, and storage before sending the first draft for signatures.

Field	Configuration
Signing Order	Sequential or parallel signing depending on governance needs
Authentication	Email link plus optional SMS code or KBA for higher assurance
Templates	Use an approved template with versioning and locked critical fields
Notifications	Email reminders at configurable intervals until signature is complete

Digital delivery, signing, and file compatibility

Ensure the platform creates an immutable audit trail and preserves signed documents in an accessible long-term format (PDF/A) for compliance and future reference.

Integrations: Salesforce, NetSuite, Google Workspace, Procore
File formats: PDF, DOCX, XLSX supported
Authentication: Email link, SMS OTP, or SSO options

Typical electronic submission and approval flow

A repeatable online flow reduces friction: prepare the file, place fields, invite signers, then capture signatures and the audit record.

Prepare document: Upload final draft and add required fields.
Place fields: Add signatures, initials, dates, and checkboxes as needed.
Send to signers: Define signer order and authentication method.
Archive: Save signed copy and export the audit trail.

Timelines and typical deadline expectations

Set clear internal deadlines for drafting, review, approval, and baseline dates so teams understand turnaround expectations and escalation points.

Draft completion:

Complete initial draft within 5–10 business days after kickoff.

Stakeholder review window:

Allow 7 business days for consolidated stakeholder feedback.

Approval sign-off:

Target sign-off within 3 business days after final comments addressed.

Baseline effective date:

Document becomes effective on the approved baseline date.

Change freeze:

Implement formal change freeze during pre-production or handover.

Key milestones from draft to delivery

Track milestones in sequence so each stage adds traceable value and the schedule reflects sign-off gates rather than informal approvals.

01

Project Kickoff

Initiate stakeholder alignment and requirements intake sessions.

02

Requirements Sign-off

Secure formal approvals and capture signatures for baseline.

03

Baseline Established

Lock the document and begin controlled change management.

04

Handover to Delivery

Provide the development or implementation team the approved baseline.

Common preparation mistakes to avoid

Vague requirements that omit acceptance criteria cause subjective approvals and frequent rework during testing and delivery.
Missing or inconsistent stakeholder lists delay approvals because reviewers are unaware of their responsibilities and decision authority.
Failing to assign owners for each requirement results in unresolved questions and untracked changes during execution.
Not establishing a change-control process leads to uncontrolled scope creep and budget overruns without an auditable history.

Risks and practical consequences of poor requirements

Scope creep: Increased cost

Schedule delay: Missed milestones

Contract disputes: Potential litigation

Billing errors: Invoice rejections

Compliance exposure: Regulatory risk

Stakeholder mistrust: Reduced cooperation

Real-world examples showing how teams use requirements

Practical examples help illustrate how the document supports alignment, approvals, and auditability in live projects.

Optica Ventures LLC

Optica used a standardized requirements template to centralize stakeholder input and reduce review cycles.

The concise format clarified responsibilities for each deliverable.
Brian Fitzgibbons, COO, said the interface is simple and easy-to-use for their team and customers, resulting in faster sign-offs and fewer clarification loops.

Martin Properties

A property management firm shifted to formal requirements to standardize vendor scope on renovations.

The approach reduced billing disputes and rework.
Tim Martin, Founder, reported the ability to process and execute documents online with consistent compliance and improved turnaround for approvals.

eSignature vendor pricing and capability overview

Comparison of common plan-level starting prices and a few capability indicators. signNow is listed first per vendor ordering rules.

	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	Yes	Yes	Yes	Yes
Bulk Send	Yes	Yes	Yes	Yes	Limited
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 Project Management Project Requirements

Answers to common questions about legality, signatures, authentication, revisions, and retention for requirements documents.

Need help? Contact support

Can this document be signed electronically?
Yes. Electronic signatures are legally binding for most transactions under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes, provided the parties consent and the record can be retained and reproduced.
Who must sign the requirements document?
Typically the project sponsor, the project manager, and any delegated approvers must sign. Signatory authority should match the organization’s delegation of authority and contract acceptance rules.
What level of signer authentication is appropriate?
Use email link authentication for low-risk approvals; choose SMS one-time passcodes, SSO, or KBA for higher assurance or regulated projects requiring stronger identity proofing.
How do I change requirements after sign-off?
Submit a formal change request, perform impact analysis, obtain required approvals per the change-control process, and issue a new baseline with versioning recorded in the audit trail.
How long should signed requirements be retained?
Retain signed requirements per business needs and applicable law: follow IRS recordkeeping rules (minimum three years) and industry-specific mandates such as HIPAA’s six-year period where applicable.
What if a stakeholder does not respond to a signing request?
Escalate per the documented approval timeline, use reminder notifications, and if unresolved, record attempts in the audit trail before proceeding with an authorized alternative approver.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now