Can this document be signed electronically?

Yes. Electronic signatures meet legal standards under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states if intent, consent, attribution, and retention are satisfied.

When is notarization required?

Typically not required for internal review documents. Use notarization only when the review is attached to a legal instrument that requires acknowledgment under state law.

What authentication level is appropriate?

Use email or SMS for routine approvals; require stronger methods (KBA, SSO, or multi‑factor) for high‑risk or regulatory documents containing PHI or financial data.

How should I store the signed file?

Store a tamper‑evident PDF plus its audit trail in your records system with access controls and a retention schedule aligned to IRS, HIPAA, or contract requirements.

How do I amend a signed review document?

Create a dated amendment or addendum and obtain fresh signatures from required parties; do not attempt to overwrite the original signed record without an amendment log.

Who is authorized to sign?

Signers should be those with delegated authority (project manager, sponsor, PMO) as defined by organizational policy; verify authority where legal commitments or payments are implicated.

Electronic Signature
Templates
Project Management
Project Management Review Document

Project Management Review Document

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

PROJECT MANAGEMENT REVIEW DOCUMENT

Client Name: Service Provider:

Project Title: Project ID:

Project Manager: Review Date:

Scope of Work

Summary of Current Scope Items Currently Out of Scope

Deliverables and Acceptance

Provide itemized deliverables below. For each deliverable state acceptance criteria and expected completion date.

Deliverable 1 — Title Description Acceptance Criteria

Due Date: Estimated Cost: $

Deliverable 2 — Title Description Acceptance Criteria

Due Date: Estimated Cost: $

Timeline and Milestones

Contract Start Date Contract End Date Milestone 1

Due Date: Completion Criteria:

Milestone 2

Due Date: Completion Criteria:

Budget and Payment

Total Contract Value Payment Schedule (percent / milestone / due) Invoices and Approval

Invoice Submission: Approval Period:

Change Order Process

All requests that alter scope, schedule, or cost must be submitted as a formal change order. Change order requests must include description of change, impact analysis, and revised cost estimate. Change orders require written approval from both parties prior to implementation.

Authorized Change Threshold (amount before escalation) Change Order Procedure Notes

Risk, Issues and Mitigation

Key Risks Identified Open Issues Requiring Attention

Confidentiality

Each party shall protect Confidential Information disclosed in connection with this Project with at least the same degree of care it uses to protect its own confidential information, and shall not use such Confidential Information except for performance of obligations under this document. Confidential Information does not include information that is or becomes publicly available through no breach by the receiving party, or that is independently developed without use of confidential information.

Is there a separate executed NDA covering the project? Yes No

Governing Law

This Project Management Review and any disputes arising out of or relating to it shall be governed by and construed in accordance with the laws of the state of , without regard to conflict-of-law principles.

Certifications and Review Findings

Summary of Review Findings Actions Required (owner and due date)

Does the Project continue under the current plan? Yes No If No, recommend:

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Review Document Is

A Project Management Review Document is a standardized record that captures project scope, milestones, outcomes, risks, lessons learned, and signoffs at defined review points. It documents decisions made by the project manager, sponsors, and stakeholders; supports governance and audit trails; and establishes an authoritative snapshot for post-project evaluation. While usually an internal or contractual record, it may be attached to vendor agreements or regulatory filings. When executed electronically, it must meet ESIGN and UETA requirements to be treated as an enforceable record in U.S. commerce.

Why completing a clear review document matters

A well‑prepared Project Management Review Document reduces ambiguity about scope changes, creates a defensible audit trail for approvals, preserves institutional knowledge, and helps identify corrective actions early. It supports informed governance decisions and provides evidence for audits, vendor disputes, and regulatory reviews.

Who typically completes and signs this document

Several project roles share responsibility for producing and approving the review document depending on organizational structure.

Project managers and leads who compile findings, confirm deliverables, and record corrective actions for the project file.
Project sponsors and executives who confirm acceptance of outcomes, budget changes, and strategic decisions.
PMO staff, quality assurance, or compliance officers who validate process adherence and retain final copies for audits.

Signatures usually come from the project manager and at least one approver; some organizations require a sponsor, PMO representative, or stakeholder signoff.

Core components to include in a professional review document

A concise structure improves clarity and ensures consistent use across projects; include the following sections to make the document actionable and auditable.

Scope Summary

Briefly describe original scope, approved change requests, and any deviations. Include references to contract line items or SOW sections so reviewers can reconcile deliverables and acceptance criteria.

Milestones

List planned versus actual milestone dates with variance explanations. Attach a high‑level timeline or Gantt excerpt to show slippage, critical path impacts, and dependencies for auditability.

Deliverables

Identify completed deliverables, outstanding items, and acceptance status. Note acceptance criteria used and any pending remediation or warranty periods tied to deliverable handover.

Risks & Issues

Document active risks, issues encountered, mitigation steps taken, and their outcomes. Include owner names, risk rating, and whether residual risk remains after mitigation.

Financial Summary

Summarize budgeted vs actual spend, change order amounts, and forecasted burn. Flag any contract claims, retainage, or approvals needed to release final payments.

Approvals & Signoffs

Include signature blocks with printed name, title, organization, date, and role. Record reviewer comments and attach supporting exhibits such as test reports or acceptance certificates.

Step-by-step: completing the review document

Follow this sequential process to prepare, verify, and finalize the Project Management Review Document.

01

Gather Records: Collect contracts, change orders, and test reports.
02

Populate Fields: Complete required form fields and attachments.
03

Internal Review: Obtain PMO, finance, or QA signoffs as required.
04

Finalize Signatures: Capture electronic signatures and store copies.

How to set up a digital review workflow

Configure routing, authentication, and retention before distributing the document to signers to avoid delays and ensure compliance.

Field	Configuration
Notification	Email and optional SMS alerts for each approver.
Authentication	Choose email, SMS code, or KBA per sensitivity.
Routing Order	Define sequential or parallel signer order.
Retention Policy	Set automatic retention and archival rules.

Submission and routing overview

A clear submission process speeds approvals and preserves an auditable trail from creation through signature and storage.

Upload: Sender uploads completed draft for review.
Assign: Place signature and initial fields for signers.
Send: Distribute via email or secure link.
Complete: Signed copy and audit trail are generated.

Digital signing and platform considerations

Choose an eSignature platform that supports audit trails, required authentication, and export to standard file formats for recordkeeping.

File Formats: PDF, Word DOCX supported
Integrations: Connects to CRM and storage systems
Authentication: Email, SMS, KBA, or SSO

Ensure the chosen platform can produce tamper-evident signed documents, store audit metadata, and meet any industry compliance obligations before use.

Essential security and compliance features to require

Encryption In Transit: TLS 1.2 / 1.3

Encryption At Rest: AES-256

Audit Trail: Timestamped action logs

Regulatory Certifications: SOC 2 Type II

Health Data: HIPAA BAA available

FDA / 21 CFR: 21 CFR Part 11 support

Primary risks of an incorrect or incomplete document

Incorrect Signatory: May render approvals invalid

Missing Approvals: Project delays, liability

Data Breach: Regulatory fines possible

HIPAA Violation: Civil or criminal penalties

Tax Reporting: IRC §6721 penalties

Audit Failure: Loss of funding or claims

Common mistakes to avoid when preparing the document

Using informal or inconsistent project identifiers that prevent matching to contracts and financial records.
Failing to attach supporting evidence such as test reports or change orders, leaving claims unsubstantiated during review.
Collecting initials instead of full signatures when the document requires explicit approvals and dated signoffs.
Not setting proper signer authentication or routing order, which can delay approvals and complicate legal attribution.

Comparing common eSignature vendors for review document workflows

Basic vendor comparisons help select an eSignature provider that meets authentication, compliance, and volume needs; signNow is listed first for clarity.

	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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (plan dependent)	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

Common questions about executing and maintaining review documents

Answers address legality, authentication, storage, revisions, and signature authority for Project Management Review Documents in U.S. contexts.

Need help? Contact support

Can this document be signed electronically?
Yes. Electronic signatures meet legal standards under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states if intent, consent, attribution, and retention are satisfied.
When is notarization required?
Typically not required for internal review documents. Use notarization only when the review is attached to a legal instrument that requires acknowledgment under state law.
What authentication level is appropriate?
Use email or SMS for routine approvals; require stronger methods (KBA, SSO, or multi‑factor) for high‑risk or regulatory documents containing PHI or financial data.
How should I store the signed file?
Store a tamper‑evident PDF plus its audit trail in your records system with access controls and a retention schedule aligned to IRS, HIPAA, or contract requirements.
How do I amend a signed review document?
Create a dated amendment or addendum and obtain fresh signatures from required parties; do not attempt to overwrite the original signed record without an amendment log.
Who is authorized to sign?
Signers should be those with delegated authority (project manager, sponsor, PMO) as defined by organizational policy; verify authority where legal commitments or payments are implicated.

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