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Project Management Resolution

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PROJECT MANAGEMENT RESOLUTION

Project Identification

Project Title:

Project ID:    Resolution No.:

Recitals and Authority

WHEREAS, the Client has determined that initiating the project identified above is necessary to achieve stated organizational objectives; and

WHEREAS, the Service Provider possesses the requisite expertise and resources to perform the work described herein; and

NOW, THEREFORE, BE IT RESOLVED that the Client hereby authorizes the Service Provider to proceed with the project in accordance with the terms and conditions set forth in this resolution, effective as of the approval date recorded below.

Date of Approval:    Approved By (Name):

Scope of Work

Deliverables and Acceptance

Acceptance Testing Period (days):    Final Acceptance Requirement:

Timeline and Milestones

Project Start Date:    Project End Date:

Target Date:

Target Date:

Target Date:

Budget and Payment Schedule

Total Budget (USD):

Retainage (if any):    Invoice Frequency:

Change Order Process

All modifications to the scope, schedule, or budget shall be authorized by written change order signed by the Client and an authorized representative of the Service Provider. Each change order shall specify the nature of the change, the impact on price, the impact on schedule, and new acceptance criteria if applicable.

Confidentiality and Data Protection

The parties agree that information exchanged in connection with this project that is designated as confidential, or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure, shall be protected from unauthorized disclosure and used only for the performance of this project. The receiving party shall implement commercially reasonable safeguards to protect confidential data.

Liability, Insurance, and Governing Law

Each party shall be responsible for its own acts and omissions. The Service Provider shall maintain, at a minimum, insurance coverage appropriate to the scope of the work. The parties agree that any dispute arising out of this resolution shall be governed by the laws of:

Authority and Certification

The undersigned certifies that they are duly authorized to execute this Project Management Resolution on behalf of the party for which they sign and that the facts stated herein are true and correct to the best of their knowledge. This resolution constitutes the full authorization required for the Service Provider to commence work described herein.

Certification of Compliance with Procurement Rules: Compliant    Not Applicable

Administrative Notes

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

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What a Project Management Resolution Is and Why It Exists

A Project Management Resolution is an official written authorization adopted by a governing body, such as a board of directors, steering committee, or authorized officer, to approve, delegate, or modify authority for a specific project. The document records project scope, budget authorization, delegated signatory powers, key milestones, reporting responsibilities, and any conditions or contingencies. It creates an auditable governance record used to authorize contracts, release funds, appoint a project manager, and support procurement and compliance reviews across internal and external stakeholders.

Why formalizing authorization matters

A clear resolution centralizes decision authority, documents approved budgets and delegations, and reduces ambiguity in contracting and procurement. Proper documentation supports audits, enforces internal controls, and provides a defensible record for regulatory or stakeholder review.

Why formalizing authorization matters

Who typically prepares or adopts this resolution

This resolution is used by organizations that need formal authorization for projects across governance, procurement, and operational teams.

  • Board of directors approving major project scope, budget, and executive delegations.
  • Project steering committees issuing formal milestone approvals and risk tolerances.
  • Authorized officers or managers delegating contracting and signature authority for procurement.

Use the appropriate internal approvers based on bylaws and procurement policies to ensure the resolution is effective and enforceable.

Core elements to include in a professional Project Management Resolution

A complete resolution documents authority, scope, financial approvals, key milestones, reporting lines, and conditions for delegation to ensure clear governance and auditability.

Title

State the formal resolution title and project identifier. Include version or resolution number to enable cross-referencing across procurement, contract, and governance records and to support audit trails and version control.

Scope

Describe authorized scope of work, deliverables, and excluded activities. Be specific about phases, locations, and any limits on schedule or geographic reach to prevent scope creep and contractual disputes.

Budget

Specify approved budget or funding source, spending caps, contingency amounts, and conditions for drawdowns. Include currency, fiscal year, and thresholds that trigger reauthorization for changes exceeding stated limits.

Authority

Identify who is authorized to sign contracts, enter agreements, or approve change orders. List job titles, delegation chains, monetary limits, and any conditional approvals required for higher-risk actions.

Milestones

Record key project milestones, acceptance criteria, reporting cadence, and responsible parties. Tie milestone sign-offs to payment triggers or contractual acceptance where applicable to maintain traceability.

Conditions

List conditions, compliance requirements, required approvals, insurance or bonding expectations, and any procurement or regulatory constraints, including whether attorney review is required before execution.

Step-by-step process to prepare, approve, and record the resolution

Follow these steps to draft, review, approve, and record a Project Management Resolution correctly and consistently.

  • 01
    Draft: Describe scope, budget, authority, milestones.
  • 02
    Review: Legal and finance review for compliance and funding.
  • 03
    Approve: Board or committee adopts resolution per bylaws.
  • 04
    File: Record in corporate minutes and distribute signed copy.

Configure your digital approval workflow before sending

Configure digital workflow fields and permissions to match the resolution’s approval path and signatory roles.

Field Configuration
Signer Order Sequential signing by chair, project lead, then finance approver
Authentication Email + SMS code recommended for external signers
Conditional Fields Show budget fields only when amount exceeds threshold
Templates Save resolution as template for repeat projects

Typical e-submission flow for an electronic resolution

Typical e-submission path shows how the Project Management Resolution moves from drafter to final signer under an eSignature workflow.

  • Upload: Attach final PDF or DOCX.
  • Place Fields: Insert signature, date, and initials fields.
  • Send: Email invites or use signing link.
  • Audit: System records timestamps, IP, and signer audit trail.

Technical capabilities to verify before e-submission

Evaluate platform requirements for secure signing, identity proofing, and record retention before e-submission to ensure legal validity and auditability.

  • Authentication: Email, SMS code, or KBA options
  • Compliance: HIPAA, ESIGN, UETA, SOC 2
  • File Formats: PDF, DOCX, PDF/A, XML export

Practical tips to produce accurate, enforceable resolutions

Adopt consistent procedures to minimize disputes and streamline approvals across recurring projects.

Use a standardized template and version control
Maintain a single approved template stored in records systems and track every update with version numbers and dates. Doing so reduces drafting errors, ensures consistent clauses, and simplifies legal or procurement review when projects repeat.
Confirm signatory authority before signing
Verify that listed signers have current delegated authority per corporate records or board minutes. Cross-check titles and appointment dates to avoid signature challenges and vendor onboarding delays.
Specify budget limits and reauthorization thresholds
Define exact monetary caps, contingencies, and the approval path for overruns. Clear thresholds prevent informal approvals from creating financial exposure and support auditability.
Archive signed copies with an audit trail
Store final signed PDFs with the audit record, signer metadata, and access controls. Ensure export formats meet retention policies and make records available for future compliance reviews.

Common mistakes when preparing a Project Management Resolution

  • Leaving authority unspecified or overly broad leads to disputes and unauthorized commitments.
  • Using vague budget language such as 'reasonable amount' without numeric caps creates enforcement issues.
  • Failing to match signer names to official records delays vendor setup and TIN verification.
  • Not recording the resolution in corporate minutes undermines its enforceability during audits.

Key risks and practical consequences of errors

Contract Risk: Invalid contracts
Financial Exposure: Unauthorized spend
Audit Findings: Negative compliance reports
Vendor Delays: Onboarding hold
Legal Challenge: Dispute or litigation
Reputational Harm: Stakeholder distrust

Security and compliance checkpoints for signed resolutions

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Identity Controls: Email, SMS code, KBA, and advanced authentication
Audit Trail: Timestamps, IP, and action history retained
Regulatory Standards: ESIGN, UETA, 21 CFR Part 11 compliant options
Certifications: SOC 2 Type II, ISO 27001, PCI DSS
Privacy/HIPAA: HIPAA support available with BAA

Real-world examples of using an electronic resolution

Illustrative customer experiences show how organizations execute governance actions and obtain signatures without in-person meetings.

Martin Properties

The firm used electronic resolutions to close remote property approvals and record delegated authority quickly.

  • Mobile signing on-site reduced turnaround times.
  • "I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Xerox (NetSuite)

Integration tied resolutions to enterprise records and automated approvals for project budgets.

  • Integration simplified routing and tracking.
  • "airSlate SignNow provides us with the flexibility needed to get the right signatures on the right documents, in the right formats, based on our integration with NetSuite."

Key dates to track when issuing a resolution

Track adoption, effective, execution, and archival dates to maintain compliance and support audit trails.

Adoption Meeting Date:

Date the governing body formally adopts the resolution; record in minutes.

Effective Date:

Date obligations begin; enter as MM/DD/YYYY in the document.

Execution Window:

Timeframe during which signatures must be collected to maintain budget or procurement timing.

Budget Reauthorization:

Deadline to reapprove funds if initial authorization expires or conditions change.

Records Review Date:

Periodic date to confirm archival integrity and retention compliance.

Sequential milestones from draft to archived record

Numbered stages show the typical lifecycle of a resolution from creation through archival.

01

Drafting

Prepare resolution text and supporting exhibits; capture project identifier.

02

Internal Review

Legal and finance verify terms, authority, and budget availability.

03

Formal Approval

Governing body adopts resolution and records minutes.

04

Execution & Archive

Collect signatures, export signed PDF with audit trail, and archive to records.

eSignature vendor comparison for executing a Project Management Resolution

Common vendor capabilities and starting prices for popular eSignature platforms. signNow appears first for direct comparison of core features and compliance attributes.

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 Varies Varies Varies
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 Varies Varies

Frequently asked questions about executing and managing a Project Management Resolution

Answers to common questions about electronic signing, notarization, signer authority, storage, and amendments for resolutions.


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