Can the scope be e-signed?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and retention are satisfied.

When is notarization required?

Notarization is rarely required for a scope alone but may be needed if the scope is attached to a deed or other instrument needing acknowledgement under state law.

Who should sign the document?

An authorized representative with express signature authority for the organization should sign; include printed name and title to document authority.

How long must I keep signed scopes?

Retain for the contract term plus applicable statutory periods: IRS records 3 years (IRC §6501(a)), HIPAA records 6 years (45 CFR §164.530(j)).

Can a signed scope be amended?

Yes. Use a written amendment or change order signed by authorized parties; record effective date and updated deliverables.

What causes signature rejection?

Common causes include mismatched signer identity, missing signature dates, or using a method that lacks required consent or audit trail for the transaction.

Electronic Signature
Templates
Project Management
Project Management Scope of Services

Project Management Scope of Services

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

Project Management Scope of Services

Project Identification

Project Title Project ID Client Name Client Contact (Name, Title, Phone/Email) Service Provider Project Manager (Provider)

Term and Effective Date

Effective Date: . The services described in this Scope of Services shall commence on and are expected to conclude by , subject to change orders in accordance with the Change Order process below.

Scope of Work

Scope description: Provide a comprehensive description of the services, project activities, deliverable format, and responsibilities. The Provider shall perform the services with the degree of skill and care ordinarily exercised by professional project management firms under similar circumstances.

Out-of-Scope Items

Deliverables and Acceptance Criteria

List the primary deliverables. For each deliverable include acceptance criteria and target delivery date. Acceptance requires written confirmation from Client in accordance with the Acceptance Procedure below.

Deliverable 1 — Title Description & Acceptance Criteria Target Delivery Date Deliverable 2 — Title Description & Acceptance Criteria Target Delivery Date

Project Timeline & Milestones

Provide milestone schedule. Milestone completion shall be evidenced by deliverable submission and Client acceptance as set forth above.

Milestone 1 — Name Milestone 1 — Target Date Milestone 2 — Name Milestone 2 — Target Date

Budget, Fees & Payment

The Provider will perform the services on a fixed fee or time-and-materials basis as specified below. All amounts are expressed in the currency specified by the parties.

Total Project Fee Payment Schedule Late Payment and Remedies Change Order Process

Acceptance Procedure

Acceptance of each deliverable requires Client to provide written notice of acceptance or a detailed list of deficiencies within ten (10) business days of delivery. If Client does not deliver such notice within the period, the deliverable shall be deemed accepted. Provider will remedy any deficiencies identified by Client that are within the Scope of Work at no additional charge, provided such deficiencies are reported within thirty (30) calendar days following acceptance.

Confidentiality

Each party shall maintain in confidence all Confidential Information disclosed by the other party and shall not disclose or use such Confidential Information except as necessary to perform its obligations under this Scope of Services. Confidential Information does not include information that is: (a) publicly known through no breach of this agreement; (b) rightfully received from a third party without restriction; or (c) independently developed. Upon termination or expiration, each party shall return or destroy Confidential Information of the other party upon written request.

Warranties, Liability & Indemnification

Provider warrants that services will be performed in a professional manner consistent with prevailing industry standards. Except as expressly provided, Provider disclaims all other warranties. Each party's aggregate liability for direct damages arising out of or relating to this Scope of Services shall not exceed the fees paid to Provider under this Scope for the applicable service. Each party agrees to indemnify and hold harmless the other party from third-party claims arising out of its negligent acts or willful misconduct in performance of this Scope of Services.

Termination

Either party may terminate this Scope of Services for convenience upon providing written notice to the other party at least days in advance. In the event of termination for convenience, Client shall pay Provider for all services performed and non-cancelable commitments made through the effective date of termination and for any reasonable wind-down costs.

Governing Law and Dispute Resolution

This Scope of Services shall be governed by and construed in accordance with the laws of the state of without regard to conflicts of law principles. The parties shall first attempt to resolve disputes through good faith negotiations. If unresolved within thirty (30) days, disputes shall be resolved by binding arbitration administered in accordance with the parties' agreed arbitration rules, with the arbitrator empowered to award costs and reasonable attorneys' fees to the prevailing party.

Amendments

Any amendment to this Scope of Services must be in writing and signed by authorized representatives of both parties. No oral modifications shall be binding.

Notices

All notices required or permitted under this Scope of Services shall be in writing and delivered to the contact addresses set forth herein or to such other addresses as either party may designate in writing. Notices shall be effective upon receipt.

Project Acceptance Certification

By signing below, the parties confirm that they have read, understood and agree to the terms of this Scope of Services and that the individuals executing this document are authorized to bind their respective parties.

Client:

By:

Date:

Service Provider:

By:

Date:

Definition and role of a Project Management Scope of Services

A Project Management Scope of Services is a written document that defines the project management tasks, deliverables, roles, and responsibilities for a specific project. It sets the boundaries of work the project manager or management team will perform, describes acceptance criteria for deliverables, identifies interfaces with stakeholders and subcontractors, and clarifies reporting, scheduling, and change‑control procedures. The scope of services helps align expectations between owner, client, and provider and serves as a contractual reference for budget, schedule, and performance measurement throughout the project lifecycle.

Why a clear Scope of Services matters for project success

A clear, written scope of services reduces misunderstandings, limits scope creep, and provides objective criteria for performance and payment. It supports contract enforceability and simplifies dispute resolution.

Who prepares and relies on the Scope of Services

The Project Management Scope of Services is prepared by parties responsible for project delivery and used by those who must approve or execute work.

Project managers and PMOs who define tasks, reporting, and change control for delivery teams.
Owners, clients, and sponsors who need clarity on responsibilities, milestones, and acceptance criteria.
Prime contractors and subcontractors who rely on the scope to price work and coordinate interfaces.

Essential components of a professional Scope of Services

A robust scope of services organizes project management work into discrete elements that are easy to reference in contracts and schedules.

Project Overview

Concise project summary, objectives, location, and client; sets context for scope and deliverables.

Deliverables

List of tangible outputs, acceptance criteria, format, and delivery dates tied to milestones.

Services & Tasks

Detailed activities the PM will perform: scheduling, risk management, procurement, reporting, and quality control.

Roles & Responsibilities

Who performs each task, escalation paths, and client responsibilities for approvals or inputs.

Schedule & Milestones

Key milestone dates, interim reviews, submission cycles, and critical-path dependencies.

Change Control

Procedure for change requests, approval authorities, cost/time impact evaluation, and documentation requirements.

Step-by-step: completing the Project Management Scope of Services

Follow these sequential steps to draft, review, and finalize a clear scope of services that can be used in contracting and digital workflows.

01

Draft core content: Populate project overview, deliverables, and major milestones first.
02

Define tasks: List management activities and expected frequency for each task.
03

Assign roles: Map responsibilities to named individuals or job titles.
04

Review and sign: Circulate for approvals, record signatory names, and capture final signatures.

Configure an online workflow for the Scope of Services

A simple workflow template ensures consistent routing, required approvals, and an audit trail for each scope document.

Field	Configuration
Routing Order	Sequential signers with conditional parallel branches where needed
Authentication	Email link by default; SMS or ID proofing optional for higher assurance
Notifications	Automatic reminders and escalation after defined intervals
Retention	Store signed PDF with audit trail and version history

Typical digital execution flow for the Scope of Services

Most e-signature workflows follow a consistent sequence from upload to final archive; design yours to reduce signer friction.

Upload document: Sender uploads the scope and defines signature/initial fields.
Assign signers: Add signer emails and set signing order or allow parallel signing.
Authenticate signer: Signer uses email link, SMS code, or stronger methods if required.
Complete and archive: System records timestamps, IP, and stores signed copy with audit trail.

Technical and integration considerations for eSubmission

Choose a platform that supports required formats, audit trails, and integrations with your project systems.

File formats: PDF and DOCX support ensures formatted deliverables remain consistent.
Integrations: Link to PM tools and storage: Microsoft 365, Google Workspace, Procore, NetSuite.
Security: TLS/AES encryption, role-based access, and detailed audit logs are essential.

Common eSignature vendors for executing the Scope of Services

Select a digital signing vendor based on price model, compliance needs, bulk send capability, and audit trail requirements.

	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 (no card)	Trial varies	Trial varies	Trial varies	Trial varies
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA required)	Yes	Yes	No	No

Common timing elements and typical deadlines in the scope

Define deadlines for execution, deliverable submission, review windows, and dispute notice periods to reduce schedule risk.

Contract Execution Date:

Date contract is signed; triggers milestone and payment schedules.

Baseline Schedule:

Submit within the first 10 business days after execution unless otherwise specified.

Deliverable Submissions:

Deliverable due dates tied to milestones and acceptance review periods.

Change Request Window:

Responses to change requests typically within 5–10 business days.

Closeout Documentation:

Final deliverables and as-built submissions due within 30–90 days after completion.

Representative examples of Scope of Services in practice

Practical examples show how organizations apply the scope of services to real projects and platforms.

Optica Ventures

Brian Fitzgibbons found the interface simple for internal teams

Signed scopes sped approvals during leasing processes
The clarity of defined deliverables and templates reduced review cycles and improved client turnaround times across multiple properties.

Martin Properties

Tim Martin uses online execution and compliance controls

Mobile signing enabled on-site approvals
Processing and executing scopes online maintained compliance while shortening the approval cycle for tenant and vendor agreements.

Common pitfalls when preparing a Scope of Services

Vague deliverables: omitting acceptance criteria leads to disputes over whether work was completed as intended.
Unclear responsibilities: failing to assign client inputs or approvals causes delays and rework during execution.
Missing change-control process: lacking a formal process increases cost and schedule risk when requirements shift.
Inadequate signatory authority: signatures without clear authority can invalidate approvals and slow payment.

Key legal and financial risks tied to an incorrect scope

Contract Disputes: Unclear scope increases litigation risk and damages exposure

Delay Claims: Ambiguous milestones can lead to competing delay claims

Payment Withholding: Owners may withhold payment pending acceptance or corrective action

Regulatory Noncompliance: Missing industry clauses (e.g., HIPAA) risks fines and sanctions

Tax Reporting Penalties: Incorrect contractor data can trigger IRS penalties (IRC §6721)

Signature Defects: Improper execution or unauthorized signers can void approvals

Essential document data points to include for governance

Project ID: Unique identifier for records and versioning

Document Version: Revision number and date to track changes

Approver Name: Full legal name and title for signatory authority

Contact Info: Email and phone for contract administration

Retention Tag: Record retention classification and disposal date

Audit Metadata: Timestamps, IP, and action logs for each signature

Frequently asked questions about the Scope of Services

Answers to common questions about drafting, signing, and storing a Project Management Scope of Services.

Need help? Contact support

Can the scope be e-signed?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and retention are satisfied.
When is notarization required?
Notarization is rarely required for a scope alone but may be needed if the scope is attached to a deed or other instrument needing acknowledgement under state law.
Who should sign the document?
An authorized representative with express signature authority for the organization should sign; include printed name and title to document authority.
How long must I keep signed scopes?
Retain for the contract term plus applicable statutory periods: IRS records 3 years (IRC §6501(a)), HIPAA records 6 years (45 CFR §164.530(j)).
Can a signed scope be amended?
Yes. Use a written amendment or change order signed by authorized parties; record effective date and updated deliverables.
What causes signature rejection?
Common causes include mismatched signer identity, missing signature dates, or using a method that lacks required consent or audit trail for the transaction.

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