Who has authority to sign?

Typically a board chair, board member, or an officer with delegated authority signs. Verify corporate bylaws, board minutes, or authorizing charter to confirm signer identity. For public agencies follow procurement statutes and any grantor conditions before execution.

Can the template be e-signed?

Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signing demonstrates intent, consent, attribution, and record retention. Exceptions include testamentary documents, certain court filings, and other statutorily excluded categories.

When is notarization required for this template?

Notarization is not generally required for corporate resolutions, but some jurisdictions or counterparties may request a notarized or witnessed signature. Real estate transfers, powers of attorney, and certain filing forms do require notarization; check state notary statutes or the document’s governing rules.

How long should I retain the template?

Retain the resolution for the active project term plus at least 3 years for general corporate records (IRC §6501(a)). If the project involves healthcare retain records six years (45 CFR §164.530(j)). State or industry rules may require longer retention.

What if names or amounts are incorrect?

Inaccurate names, dates, or amounts can invalidate authority, delay vendor onboarding, and complicate audits. Correct by executing an amendment or replacement resolution with clear cross-reference. For financial reporting or tax-related errors consult finance or legal counsel to avoid regulatory exposure.

Can I use eNotary or RON?

Remote online notarization may be acceptable where state law permits permanent RON. Requirements typically include identity proofing, multi-factor authentication, and audio–video recording retained per state rules. Verify with the state notary commission before relying on RON for executed corporate resolutions.

Electronic Signature
Templates
Project Management
Project Management Resolution Template

Project Management Resolution Template

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

PROJECT MANAGEMENT RESOLUTION TEMPLATE

Project Identification

Project Title Project ID Client Name Service Provider Project Manager

Resolution Number: Adopted on:

Recitals and Authority

WHEREAS, the Client engages the Service Provider to perform the services described in this resolution for the project identified above; and

WHEREAS, the Project Manager has presented a proposed scope, deliverables and budget for approval; and

NOW, THEREFORE, BE IT RESOLVED that the Client authorizes the Service Provider to commence work in accordance with the terms, conditions and schedules set forth herein.

Scope of Work

Detailed Scope of Work Out-of-Scope Items

Deliverables and Acceptance

The Service Provider shall deliver the following items and each shall be subject to the acceptance criteria specified below.

Deliverable 1 — Description Deliverable 1 — Acceptance Criteria Deliverable 2 — Description Deliverable 2 — Acceptance Criteria

Timeline and Milestones

Project Start Date: Project End Date:

Milestones (list key milestones, target dates and acceptance) Milestone 1 — Title Milestone 1 — Target Date

Milestone 1 — Acceptance Notes Milestone 2 — Title Milestone 2 — Target Date

Milestone 2 — Acceptance Notes

Budget, Payments and Change Orders

Total Contract Value Payment Schedule Invoicing and Payment Terms Change Order Authority and Process

Authorized approver for change orders:

Confidentiality

Both parties acknowledge that information exchanged in connection with the performance of this resolution may include confidential or proprietary information. Each party agrees to maintain confidentiality and to use such information only for purposes of performing this resolution, except as required by law. Confidential information shall not be disclosed to third parties without prior written consent of the disclosing party.

Acknowledged and agreed: Parties acknowledge confidentiality obligations

Governing Law and Dispute Resolution

This resolution shall be governed by and construed in accordance with the laws of the State of . Any dispute arising out of or relating to this resolution shall be resolved by the dispute resolution mechanism agreed by the parties below.

Dispute Resolution Mechanism

Representations, Warranties and Liability

Each party represents and warrants that it has full corporate or organizational power and authority to enter into this resolution and to perform its obligations. Except as expressly provided, neither party shall be liable for indirect, incidental or consequential damages. The Service Provider warrants that services will be performed in a professional manner consistent with industry standards.

Certification and Effective Operation

The undersigned certify that they are authorized to execute this resolution on behalf of their respective parties and that this resolution is effective as of the Adoption Date set forth above.

Client

Printed Name:

By:

Date:

Service Provider

Printed Name:

By:

Date:

What the Project Management Resolution Template Is

Project Management Resolution Template is a formal corporate or organizational document used to record board or executive authorization for initiating, funding, or delegating responsibility for a specific project. It typically names the project, authorizes resource allocation and budget limits, designates a project manager or officer with signing authority, and sets performance or reporting expectations. Organizations use this template to create a clear, auditable record of governance decisions, to align stakeholders, and to satisfy internal controls or external audit requirements under state corporate law and standard compliance frameworks.

Why a Standard Resolution Template Matters

Provides a concise authorized record that links governance decisions to project execution, clarifies authority and budget limits, reduces approval delays, and supports auditability. Using a standard template helps ensure consistent wording, minimizes ambiguity, and preserves corporate records required by state law.

Who Typically Prepares and Uses This Template

Corporate boards, executive committees, project sponsors, program managers, and legal or finance teams commonly use this template to document formal project approvals.

Board resolutions formally approving project scope, budget, and delegated authority increments.
Project sponsors or PMOs documenting initiation and funding approvals in writing.
Legal counsel or finance teams verifying authority, compliance, and recordkeeping.

Small companies, nonprofits, and government program offices adapt the template to match bylaws, procurement rules, or grant conditions.

Step-by-Step: From Draft to Record

Follow these steps to complete and approve a Project Management Resolution Template from drafting through execution.

01

Draft: Prepare resolution language reflecting scope, budget, and assigned authorities.
02

Review: Legal and finance review for compliance and budget verification.
03

Approve: Board or authorized officer signs and dates the resolution.
04

Record: File with corporate records and distribute copies to stakeholders.

Core Elements to Include for Clarity and Enforceability

A well-structured template combines clear authorization language, defined budget authority, role assignments, reporting requirements, and references to exhibits or vendor contracts for legal clarity.

Authorization

Precise statement of the action authorized (initiate, fund, contract), the approving body, and any limits on delegation. Use plain language to reduce interpretation disputes and link to prior board approvals when relevant.

Scope

Concise description of project objectives, deliverables, geographic or organizational boundaries, and exclusion items. Attach or reference an SOW to avoid ambiguity between planning and deliverables.

Budget

Approved funding amount, authorized spend categories, funding source, and contingency rules. Include currency and expiration of authorization to prevent open-ended commitments.

Authority

Named individuals with specific signing, contracting, or procurement authorities. Include role, title, and any delegation limits or required co-signatures for high-value actions.

Reporting

Required status reports, frequency, performance metrics, and escalation paths. Define recipients and distribution format to meet audit and stakeholder needs.

Attachments

List exhibits such as SOWs, vendor quotes, schedules, or procurement approvals. Ensure each exhibit is labeled and incorporated by reference for legal certainty.

Key Record and Security Controls to Track

Encryption: TLS 1.2/1.3 for data in transit

At-Rest Encryption: AES-256 encrypted storage with key management

Audit Trail: Detailed, tamper-evident signer audit log

Compliance Certifications: SOC 2 Type II; ISO 27001; PCI DSS

Healthcare Controls: HIPAA compliant; BAA available

eSignature Laws: ESIGN and UETA legal validity

Consequences of an Incorrect or Incomplete Resolution

Enforceability Risk: Authority unclear — document may be invalid

Audit Findings: Internal or external audit exceptions

Financial Delays: Funding holds or vendor payment delays

Regulatory Penalties: State procurement or grant violations

Contract Disputes: Counterparties may challenge approvals

Recordkeeping Gaps: Failure to retain can increase liability

Common Preparation Errors to Avoid

Failing to identify an authorized signer or to attach a delegated authority document, which can leave the resolution unenforceable and delay project start.
Using vague budget descriptions like 'not to exceed reasonable costs' instead of a numeric cap, creating ambiguity in expenditure authority and audit issues.
Neglecting to cross-reference related exhibits such as SOWs, budgets, or procurement approvals, causing scope mismatches during execution and review.
Not recording the resolution in corporate minutes or failing to distribute executed copies to finance, legal, and the project team, impairing governance and record retention.

Where Executed Resolutions Are Filed and Who Gets Copies

Typical routing and filing steps for the executed Project Management Resolution Template across governance and operational teams.

Board Filing: Add signed resolution to board minutes and corporate record book.
Legal Copy: Send executed copy to general counsel for retention.
Finance: Provide copy to finance for budget and procurement tracking.
Project Team: Share with PMO and assigned project manager.

How to Configure an Online Approval Workflow

Configure digital workflow fields, routing, and authentication when using an eSignature platform to streamline approvals.

Field	Configuration
Signature Order	Sequential or parallel routing, set signer order
Authentication Method	Email link, SMS code, or KBA; choose strength
Conditional Fields	Show fields when criteria met to reduce signer errors
Retention Settings	Set automatic archival and export formats (PDF/A)

Distribution and Integration Options

Common distribution channels include email, secure signing links, document management integrations, and in-person handoff for physical records.

Email: Send signed PDF with audit certificate
Signing Link: Generate secure link with expiration
EDMS Integrations: Sync executed copy to cloud storage

Typical Timing and Processing Expectations

Key timing expectations for drafting, approval, and archiving of a Project Management Resolution Template within governance cycles.

Drafting and Internal Review:

Allow 3–10 business days for review and edits

Board or Executive Approval:

Schedule on next board meeting or use written consent

Execution and Distribution:

Distribute signed copies within 48 hours of execution

Recording and Archiving:

File with corporate records within five business days

Amendments and Re-approval:

Amendments require same approval level as original

Comparing eSignature Providers for Resolution Workflows

Compare signNow to other popular eSignature providers for cost, bulk send, audit features, HIPAA support, and envelope limits relevant to resolution workflows.

	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 by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	Yes
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

FAQs and Troubleshooting for the Project Management Resolution Template

Answers to common questions about completing, signing, and preserving a Project Management Resolution Template, including legal and administrative considerations.

Need help? Contact support

Who has authority to sign?
Typically a board chair, board member, or an officer with delegated authority signs. Verify corporate bylaws, board minutes, or authorizing charter to confirm signer identity. For public agencies follow procurement statutes and any grantor conditions before execution.
Can the template be e-signed?
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signing demonstrates intent, consent, attribution, and record retention. Exceptions include testamentary documents, certain court filings, and other statutorily excluded categories.
When is notarization required for this template?
Notarization is not generally required for corporate resolutions, but some jurisdictions or counterparties may request a notarized or witnessed signature. Real estate transfers, powers of attorney, and certain filing forms do require notarization; check state notary statutes or the document’s governing rules.
How long should I retain the template?
Retain the resolution for the active project term plus at least 3 years for general corporate records (IRC §6501(a)). If the project involves healthcare retain records six years (45 CFR §164.530(j)). State or industry rules may require longer retention.
What if names or amounts are incorrect?
Inaccurate names, dates, or amounts can invalidate authority, delay vendor onboarding, and complicate audits. Correct by executing an amendment or replacement resolution with clear cross-reference. For financial reporting or tax-related errors consult finance or legal counsel to avoid regulatory exposure.
Can I use eNotary or RON?
Remote online notarization may be acceptable where state law permits permanent RON. Requirements typically include identity proofing, multi-factor authentication, and audio–video recording retained per state rules. Verify with the state notary commission before relying on RON for executed corporate resolutions.

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