Can an as-built request be executed electronically?

Yes. Electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure signer intent, consent, attribution, and reliable retention to meet legal validity tests.

When is notarization required?

Notarization is generally required only for sworn affidavits or recorded exhibits. Check state or contract requirements; some states or deeds may require a notary or witness for recordable documents.

Is HIPAA relevant to as-built packages?

HIPAA applies only if as-built submissions include protected health information. If PHI is present, use a BAA with the vendor and follow 45 CFR §164.530(j) for retention and access controls.

What if a submitted file is the wrong format?

Request resubmission in the specified format. Conversions can alter metadata and layering; require original native files (e.g., DWG or Revit) where fidelity matters for future maintenance.

How long should as-built records be retained?

Retain for the active contract term plus at least three years; consider seven years for commercial projects and six years for HIPAA-related records per applicable federal standards.

Who can sign on behalf of a contractor?

An authorized officer or designated company representative with delegation authority should sign. Verify authorization in contract documents to ensure the signature binds the contractor.

Electronic Signature
Templates
Project Management
Project Management Request for As-Built

Project Management Request for As-Built

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

Project Management Request for As-Built

Project Identification

Project Title Project ID / Reference

Client Name: Client Contact:

Client Email: Client Phone:

Service Provider: Project Manager:

Provider Email: Provider Phone:

Project Address / Site Contract / Purchase Order No.

Request Date:

Scope of Work

The Service Provider is requested to prepare As-Built deliverables that document the final constructed conditions for the Project. The Work shall include field verification, incorporation of approved change orders, and preparation of record documents in the formats and standards specified in this request. The scope shall be limited to the items expressly listed below unless otherwise agreed in a written change order signed by both parties.

Detailed Scope Description Out-of-Scope Items

Deliverables and Acceptance Criteria

Select required deliverable types and specify standards for each selected item. All deliverables must reference the project ID and revision numbering.

As-Built Drawings (CAD) PDF Record Drawings BIM Model (Revit)

Point Cloud / Laser Scan Data Field Survey Data (CSV/GIS) P&IDs / Equipment Lists

Deliverable Standards and Acceptance Criteria

Timeline and Milestones

Project Start Date: Target Completion Date:

Key Milestones (name and target date)

Milestone 1: Date:

Milestone 2: Date:

Milestone 3: Date:

Budget and Payment

Total Cost (Estimate) Payment Schedule / Terms Change Order Process and Fees

Standard Change Order Administration Fee (%):

Quality, Standards and Deliverable Format

The Service Provider warrants that all As-Built deliverables will be prepared under the supervision of qualified personnel, will reflect field-verified conditions to the degree of accuracy specified, and will conform to the project drafting, CAD layering, and BIM standards agreed below.

File Formats / Standards Required Survey / Tolerance Requirements

Acceptance, Review and Revisions

Deliverables will be submitted for Client review. Client shall have a period of 10 business days to review and provide consolidated comments. The Service Provider will have up to 10 business days to submit revised deliverables addressing Client comments. Additional revisions requested beyond two review cycles are considered change requests and will be handled per the change order process.

Acceptance Criteria Notes

Confidentiality and Data Retention

Each party shall hold confidential all non-public information provided under this request. The Service Provider shall store project data securely and retain final deliverables for a period of not less than one year following final acceptance unless otherwise agreed in writing. Confidentiality obligations survive termination of this request.

Liability and Warranties

The Service Provider warrants the accuracy of the As-Built deliverables prepared under this request to the extent of accepted industry standards. Except for willful misconduct or gross negligence, each party's liability for direct damages arising from this request is limited to the total fees paid for the As-Built work. Neither party will be liable for consequential, incidental, or special damages.

Governing Law and Dispute Resolution

This Request shall be governed by the laws of the jurisdiction noted below. The parties agree to first attempt to resolve disputes through good faith negotiation; unresolved disputes may proceed to mediation or other dispute resolution as mutually agreed.

Governing Law / Jurisdiction

Attachments and References

Existing Documents to Incorporate

Administrative Notices

This Request for As-Built constitutes a written instruction under the underlying contract when signed by both parties. Any amendment to the scope, schedule, or fees shall be executed in a written change order signed by authorized representatives of both parties.

Authorized Representative Issuing Request Title / Position Notes to Service Provider

Client

Party Label:

By:

Date:

Service Provider

Party Label:

By:

Date:

What the Project Management Request for As-Built Is

A Project Management Request for As-Built is a formal document that requests final, post-construction drawings, annotations, or verification of installed systems and site conditions. It typically identifies the project, scope, deliverables, responsible parties, and delivery format for as-built drawings, and it records expectations for turnarounds, certification, and acceptance criteria. This request serves as the handover mechanism from contractors or subcontractors to the project manager, enabling accurate recordkeeping, future maintenance, warranty validation, and compliance with contract closeout requirements.

Why a Clear Request for As-Built Matters

A clear Project Management Request for As-Built reduces rework, shortens closeout timelines, and preserves a consistent record of the finished facility for operations and compliance.

Who Typically Prepares and Responds to This Request

Project managers and contract administrators usually issue the request to contractors or architects during punch list and closeout phases.

General Contractor — Submits consolidated as-built package and coordinates discipline inputs, final QA/QC, and delivery format.
Subcontractor / Trade Contractor — Provides discipline-specific redlines, measured conditions, and stamped trade drawings as required by contract.
Architect / Engineer — Reviews as-built submissions for compliance with design intent and issues final signoffs or required corrections.

The requester should specify acceptance criteria, formats, reference baselines, and a single delivery contact to avoid fragmented submissions.

Step-by-Step: Issuing and Closing an As-Built Request

Follow a simple sequence to issue the request, collect submissions, verify contents, and accept the as-built package.

01

Prepare Request: Draft scope and file-format requirements; attach templates.
02

Send to Contractors: Distribute to responsible trades with routing instructions.
03

Collect Submissions: Receive files, check naming and formats.
04

Verify & Accept: Perform QA/QC and issue acceptance or corrective actions.

Typical Digital Workflow for As-Built Requests

Digital workflows streamline delivery, version control, and auditability for as-built submissions.

Upload Request: Upload the request document and templates to the platform.
Configure Fields: Add delivery contact, due date, and attachments.
Distribute: Email or send direct signing links to responsible parties.
Track Completion: Monitor submissions, receive certificates of completion.

Suggested Digital Workflow Settings

Use consistent workflow settings to reduce signer confusion and to preserve a complete audit trail.

Field	Configuration
Routing Order	Sequential or parallel based on dependency
Authentication	Email link or SMS code for contractor signers
Attachments	Require named attachments and format validation
Notifications	Reminders at 3, 7, and 14 days before due date

Technical Requirements and Integrations

Choose a platform that supports the file formats and integrations used by the project team.

File Types: PDF, DWG, DOCX, Revit
Integrations: Procore, Box, Google Workspace
Authentication: Email, SMS, SSO

Ensure the platform captures an audit trail, supports large attachments, and meets any required compliance frameworks.

Security and Compliance Essentials for Delivery Platforms

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

Certifications: SOC 2 Type II and ISO 27001 available

HIPAA: BAA required for PHI handling

21 CFR Part 11: Supports compliant audit and controls

ESIGN / UETA: Meets electronic signature legal frameworks

Accessibility: WCAG 2.0 Level AA conformance

Common Risks and Potential Consequences

Late Delivery: May trigger liquidated damages or retainage withholding

Wrong Signer: Invalid signatures can delay acceptance and payment

Missing Attachments: Incomplete packages require resubmission and extra costs

Notarization Failure: May void an affidavit or recorded exhibit

PHI Exposure: HIPAA violations can result in penalties and audits

Data Loss: Poor retention increases litigation and maintenance risks

Real-World Examples of As-Built Requests

Actual customer experiences show practical outcomes when as-built requests are clearly specified and digitally managed.

Martin Properties

Tim Martin processed closeout documents online to speed approvals.

The team used consolidated digital packages for all trades.
As a result, Martin Properties reduced turnaround time, improved file consistency, and completed final invoicing faster while preserving an auditable acceptance trail.

Optica Ventures

Brian Fitzgibbons emphasized simplicity in submissions.

He required one formatted deliverable per trade.
That requirement improved contractor compliance, reduced conversion and QA effort, and provided a single source of truth for facility management teams.

Best Practices to Improve Accuracy and Speed

Adopt consistent conventions and verification steps to minimize disputes and rework during closeout.

Standardize File Naming

Define a project-wide naming convention before submissions begin. Require discipline prefixes, revision numbers, and dates to avoid version conflicts and to simplify automated ingestion into asset management systems.

Require Consolidated Packages

Ask for a single, consolidated as-built package per contractor containing all trade files, redlines, and certifications. Consolidation reduces review overhead and clarifies accountability for missing components.

Specify Accepted Formats

List acceptable formats (DWG, PDF/A, IFC, Revit) and minimum file requirements. Require PDF/A for long-term archival to prevent future rendering or compatibility issues.

Use Audit Trails

Capture timestamps, signer identity, and delivery confirmations for every submission. An auditable record reduces disputes and supports warranty and liability reviews when questions arise.

Frequent Errors to Avoid

Submitting files in inconsistent formats that require conversion, causing delays and potential data loss when layers or metadata are stripped.
Providing incomplete drawings without revision histories or redline annotations, which forces additional site visits or measurements to confirm conditions.
Not designating a single delivery contact, leading to fragmented submissions, duplicate files, and unclear responsibility for corrections or updates.
Failing to state acceptance criteria or QA standards, resulting in rejections and extended closeout timelines due to subjective reviewer expectations.

Typical Signatory Roles

Project Manager

The issuer responsible for defining scope, acceptance criteria, and final acceptance. The project manager coordinates reviewers and holds final authority to accept the as-built package for record retention and payment release.

Contractor Representative

An authorized contractor signatory who confirms that submitted as-built documents accurately represent installed conditions and that required QA/QC checks have been completed.

eSignature Pricing and Capability Snapshot for As-Built Workflows

Compare typical vendor starting prices and core capabilities relevant to handling as-built submissions and large-file workflows; signNow is listed first for comparison consistency.

	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 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 As-Built Requests

Answers to common questions about e-signatures, notarization, retention, and submission quality for as-built packages.

Need help? Contact support

Can an as-built request be executed electronically?
Yes. Electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure signer intent, consent, attribution, and reliable retention to meet legal validity tests.
When is notarization required?
Notarization is generally required only for sworn affidavits or recorded exhibits. Check state or contract requirements; some states or deeds may require a notary or witness for recordable documents.
Is HIPAA relevant to as-built packages?
HIPAA applies only if as-built submissions include protected health information. If PHI is present, use a BAA with the vendor and follow 45 CFR §164.530(j) for retention and access controls.
What if a submitted file is the wrong format?
Request resubmission in the specified format. Conversions can alter metadata and layering; require original native files (e.g., DWG or Revit) where fidelity matters for future maintenance.
How long should as-built records be retained?
Retain for the active contract term plus at least three years; consider seven years for commercial projects and six years for HIPAA-related records per applicable federal standards.
Who can sign on behalf of a contractor?
An authorized officer or designated company representative with delegation authority should sign. Verify authorization in contract documents to ensure the signature binds the contractor.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now