Who must sign the SOW?

All contracting parties with decision authority must sign: the owner (or authorized agent) and the contractor or project manager. For entities, use an authorized corporate signatory and include job title and printed name.

Can the SOW be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, electronic signatures are enforceable if intent, consent, attribution, and record retention are present.

Do I need a notary or witnesses?

Most SOWs do not require notary acknowledgement, but attachments (e.g., deed, mortgage documentation) may. Check state rules for items that require notarization or witnesses.

How should change orders be documented?

Use a written, signed change-order form that references the original SOW, describes scope changes, states cost or time impacts, and is signed by authorized parties before work proceeds.

How long should I keep the executed SOW?

Retain for the project term plus at least three years; longer retention applies for tax, warranty, or health-related records (see IRS and HIPAA rules).

What if a party disputes acceptance?

Follow the dispute resolution clause in the SOW—typically negotiation, mediation, then arbitration or litigation; preserve all communications and inspection reports to support your position.

Electronic Signature
Templates
Project Management
Project Management Rehab Statement of Work

Project Management Rehab Statement of Work

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

PROJECT MANAGEMENT REHAB STATEMENT OF WORK

Project Identification

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

This Statement of Work (SOW) describes the services, deliverables, schedule and payment terms under which the Service Provider will perform rehabilitation project management services for the Client at the location(s) identified herein. The SOW is governed by the terms set forth below and by the agreement executed between the parties.

Scope of Work

Detailed scope: Provide comprehensive project management services for rehabilitation, including but not limited to site assessment, scheduling and coordination of contractors, permitting oversight, quality assurance inspections, progress reporting, budget controls, and final closeout documentation.

Detailed Scope Description Out-of-Scope Items

Deliverables and Acceptance Criteria

Deliverable 1 — Title Deliverable 1 — Description & Acceptance Criteria

Deliverable 1 Due Date:

Deliverable 2 — Title Deliverable 2 — Description & Acceptance Criteria

Deliverable 2 Due Date:

Additional Deliverables / Acceptance

Timeline

Project Start Date: Project End Date:

Milestones and Target Dates

Budget and Payment

Total Contract Amount Payment Schedule

Deposit Amount or First Payment:

Change Order Process and Fees

Change Order Hourly Rate or Fee:

Quality, Inspection & Acceptance

All deliverables shall be subject to Client acceptance testing consistent with the acceptance criteria set forth above. The Client will provide written notice of acceptance or detailed rejection within the Acceptance Period after delivery. Absent timely written rejection specifying nonconformance, deliverables shall be deemed accepted.

Acceptance Period (days):

Insurance, Safety and Compliance

The Service Provider shall maintain insurance customary for rehabilitation project management, including commercial general liability and professional liability as applicable, and shall comply with all site safety, environmental and regulatory obligations. The Service Provider shall provide certificates of insurance upon request and shall ensure all contractors maintain required coverage.

Insurance Requirements/Notes

Confidentiality

Each party shall keep confidential all non-public information disclosed in connection with this SOW and shall not disclose such information except as required by law or with the other party's written consent. Confidential information shall be used only to perform obligations under this SOW.

Confidentiality Acknowledgement: I acknowledge and agree to the confidentiality obligations above.

Warranties, Indemnity & Liability

The Service Provider warrants that services will be performed with reasonable skill and care consistent with industry standards. The Service Provider will correct, at its expense, any nonconforming services discovered within the warranty period. Each party shall indemnify and hold the other harmless from third-party claims arising from its negligent acts or willful misconduct, subject to limitations of liability agreed between the parties.

Termination

Either party may terminate this SOW for material breach if the breach is not cured within the Cure Period following written notice. Upon termination the Client shall pay for services performed and approved expenses incurred through the termination date.

Cure Period (days):

Force Majeure; Delays

Neither party shall be liable for delays or failures to perform due to causes beyond its reasonable control, including acts of God, labor disputes, governmental action, or severe weather. A party affected by force majeure shall promptly notify the other and use reasonable efforts to mitigate delay.

Dispute Resolution & Governing Law

The parties shall attempt in good faith to resolve disputes through negotiation. If unresolved, disputes shall be resolved by binding arbitration or litigation as specified below. This SOW is governed by the laws of:

Site Access, Permits & Client Responsibilities

The Client will provide reasonable access to the site, timely decisions, and necessary permits or authorizations. Delays caused by Client responsibility may result in schedule and fee adjustments subject to the change order process.

Client Responsibilities

Final Closeout & Records

Upon final completion the Service Provider shall deliver closeout documentation including as-built records, warranties, contractor lien waivers and final invoices. The Client's final payment is contingent upon receipt of required closeout documentation and any applicable acceptance procedures.

Closeout Deliverables

Client:

By:

Date:

Service Provider:

By:

Date:

What this Project Management Rehab Statement of Work covers

A Project Management Rehab Statement of Work (SOW) is a written contract that defines the scope, deliverables, timeline, roles, and payment terms for a rehabilitation or property-rehab management engagement. It clarifies responsibilities for the owner, contractor, and project manager; describes specific rehab tasks and specifications; and sets acceptance criteria for completed work. The SOW is used to align expectations, limit scope creep, and document milestones, approvals, and change-order procedures that govern how work proceeds and how disputes are resolved.

Why a clear SOW matters for rehab projects

A precise SOW reduces misunderstandings, speeds approvals, and protects parties by documenting scope, timeline, payment schedule, and acceptance tests in one place. It serves as the baseline for change orders and claims while making compliance and recordkeeping straightforward.

Who typically prepares and relies on a rehab SOW

The SOW is prepared by or for the party who will manage the rehab work—often a project manager, general contractor, or property owner—and is reviewed by stakeholders including lenders and insurers.

Project managers and general contractors coordinating on-site work and subcontractors.
Property owners and investors who fund the rehab and accept deliverables.
Lenders, inspectors, and insurance adjusters who verify scope and disbursement terms.

Well-drafted SOWs speed payments and inspections, reduce disputes, and provide a defensible audit trail if title, lending, or warranty issues arise.

Primary signatories and approval roles

Project Manager

Typically an accredited project manager or contractor authorized by the owner; responsible for scheduling, quality control, subcontractor coordination, and certifying that milestones are complete per the SOW.

Property Owner

The owner or investor who funds the work and provides written acceptance at milestones; their signature authorizes payments and any contract amendments described in the SOW.

Essential sections to include in a professional rehab SOW

A professional SOW groups obligations and measurable outcomes into clear sections so every party knows what is expected and how performance will be measured.

Scope of Work

Detailed description of tasks, specifications, materials, and work exclusions that define what will and will not be performed.

Deliverables

List of tangible outputs (e.g., repaired systems, completed rooms, documentation) and the acceptance criteria for each item.

Schedule

Milestones, critical-path deadlines, and the overall project completion date, including inspection windows.

Payment Terms

Payment schedule tied to milestones, retainage, invoicing instructions, and remedy for late payments.

Change Orders

Process for submitting, reviewing, pricing, and approving changes to scope or schedule, including time to respond.

Risk & Compliance

Insurance, bond requirements, warranty terms, safety and permitting responsibilities, and dispute resolution procedures.

Step-by-step: completing and executing the SOW

Follow these sequential steps to prepare, review, and finalize the SOW so that approvals, permits, and payments align with the documented plan.

01

Draft SOW: Compile scope, schedule, and budget with input from estimator and PM.
02

Internal Review: Legal and finance review payment terms, insurance, and change-order language.
03

Stakeholder Review: Share with owner, lender, and major subcontractors for comment and concurrence.
04

Execution: Obtain signatures and distribute executed copies to all parties and the permit holder.

How to configure a digital SOW workflow

Configure a predictable routing workflow so digital approvals match the contract order and preserve an audit trail for each signature.

Field	Configuration
Signer Order	Set owner approval after PM and contractor sign to enforce sequence.
Authentication	Enable email + SMS code for guest signers; use stronger options for high-value projects.
Conditional Fields	Show change-order attachment field only if change-order checkbox is marked.
Notifications	Send reminders at 3, 7, and 14 days past signature due date.

Digital signing and distribution essentials

Use an eSignature platform that provides a complete audit trail, document retention, and secure access for external stakeholders.

File Formats: Accept PDF and DOCX to preserve formatting across reviewers.
Integrations: Connect with project systems like Procore or NetSuite for automated contract and budget updates.
Security: Enable TLS and AES-256 encryption for in-transit and at-rest protection.

Recordkeeping should include signed PDFs plus an audit record (timestamps, IP, signer email), retained under applicable retention rules and accessible for audits.

Where to send and how to submit the executed SOW

After signatures, distribute the executed SOW to the project file, lender, and permitting authority as required; preserve copies for warranty and compliance purposes.

Owner: Provide an executed copy and retain evidence of delivery.
Lender: Submit signed SOW to the lending contact for draw approvals.
Project File: Store executed SOW in the central document repository with version control.
Permitting Agency: Provide SOW or scope summary when required by local permit conditions.

Typical deadlines and timing expectations in a rehab SOW

Set clear deadline types in the SOW for milestone completion, payment requests, inspections, and closeout to avoid scheduling disputes.

Mobilization Date:

Target start date for on-site mobilization and procurement.

Milestone Dates:

Specific due dates tied to inspections, e.g., rough-in, drywall, finishes.

Payment Requests:

Dates when invoices tied to milestones must be submitted and processed.

Punchlist Completion:

Deadline for correcting minor defects after final inspection.

Warranty Period:

Start date and duration for workmanship and materials warranty.

Key project milestones and sequence

Sequence these numbered stages in the SOW so milestone sign-offs and payments follow a predictable, auditable path.

01

Stage 1 — Preconstruction

Scope finalization, permitting, and procurement before site work begins.

02

Stage 2 — Demolition & Rough Work

Structural and MEP rough-in completed and inspected.

03

Stage 3 — Finishes

Finish carpentry, painting, and finish system installation.

04

Stage 4 — Closeout & Warranty

Final inspection, punchlist completion, and warranty activation.

Common preparation mistakes to avoid

Vague scope language that omits key materials or tolerances, which leads to disputes over acceptance criteria and extra work.
Absent or mismatched payment milestones that leave the contractor unpaid while the owner lacks leverage to enforce schedule completion.
Failure to require permits or inspections in the SOW, exposing parties to regulatory fines or rework.
No change-order procedure defined, causing delays while parties negotiate cost and time impacts for unforeseen conditions.

Consequences of an incomplete or incorrect SOW

Payment Disputes: Delayed payments

Scope Creep: Uncontrolled cost increases

Permit Violations: Regulatory fines

Warranty Exposure: Extended repair liability

Contract Claims: Arbitration or litigation

Insurance Denial: Coverage disputes

eSignature vendor pricing and capability snapshot

Compare starting prices and common feature differences when selecting an eSignature provider for SOW execution; signNow is listed first per vendor-comparison conventions.

	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 trial	Varies by offer	Varies by offer	Trial available	Trial available
Bulk Send	Yes	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

Real-world examples of SOW use in rehab projects

These examples illustrate how different organizations use SOWs to standardize rehab work and close projects efficiently.

Martin Properties — Tim Martin, Founder

Tim Martin used a structured digital SOW to process vendor approvals and sign contracts remotely.

Streamlined mobile signing and compliance.
Tim said executing documents online enabled efficient, compliant closings across multiple properties, reducing turnaround time and helping the team manage approvals while on site.

Optica Ventures — Brian Fitzgibbons, COO

Optica Ventures adopted a standard SOW template for rehab projects to align contractors and investors.

Reduced ambiguity in scope and payments.
Brian noted the interface was simple for the team and customers, and the SOW template improved clarity around scope, milestones, and payment triggers.

Required data elements and security considerations

Project Address: Street, city, state, ZIP

Legal Parties: Owner and contractor legal names

Scope Summary: Brief task list and exclusions

Payment Terms: Milestones and retainage

Insurances: Policy types and limits

Signatures: Signer name, title, and date

Frequently asked questions about the rehab SOW

Answers to common questions about completing, signing, and preserving a Project Management Rehab Statement of Work.

Need help? Contact support

Who must sign the SOW?
All contracting parties with decision authority must sign: the owner (or authorized agent) and the contractor or project manager. For entities, use an authorized corporate signatory and include job title and printed name.
Can the SOW be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, electronic signatures are enforceable if intent, consent, attribution, and record retention are present.
Do I need a notary or witnesses?
Most SOWs do not require notary acknowledgement, but attachments (e.g., deed, mortgage documentation) may. Check state rules for items that require notarization or witnesses.
How should change orders be documented?
Use a written, signed change-order form that references the original SOW, describes scope changes, states cost or time impacts, and is signed by authorized parties before work proceeds.
How long should I keep the executed SOW?
Retain for the project term plus at least three years; longer retention applies for tax, warranty, or health-related records (see IRS and HIPAA rules).
What if a party disputes acceptance?
Follow the dispute resolution clause in the SOW—typically negotiation, mediation, then arbitration or litigation; preserve all communications and inspection reports to support your position.

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