Is an electronic signature valid?

Yes. Electronic signatures are legally enforceable in the United States under the ESIGN Act and state UETA laws when intent, consent, attribution, and record retention are satisfied.

Do I need a notary to sign?

Most project management agreements do not require notarization to be valid, but certain attachments, acknowledgements, or recorded instruments may. Check state-specific rules for recording.

Can I use remote online notarization?

Remote online notarization (RON) is permitted in many states; verify state authorization and identity-proofing requirements before relying on a RON for notarized exhibits.

What if the signer lacks authority?

If a signer lacks authority, the contract may be voidable. Always confirm signatory authority and include corporate representative blocks with printed name and title.

How should I store the executed agreement?

Retain a copy with audit trail data, timestamp, and signatory metadata. Store per company retention policy and applicable regulations such as IRS or HIPAA when relevant.

When should I seek legal review?

Obtain counsel review for high-value projects, unusual indemnity or IP terms, or if regulatory compliance (e.g., HIPAA, financial regulation) is implicated.

Electronic Signature
Templates
Project Management
Project Management Services Agreement

Project Management Services Agreement

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PROJECT MANAGEMENT SERVICES AGREEMENT

Project Identification

Project Title:

Project ID Client Name Client Address Service Provider Project Manager (Provider)

Recitals

This Project Management Services Agreement (the Agreement) is entered into by Client Name: and Service Provider: . The parties agree that the Provider will perform the services described below in accordance with the terms, conditions, schedules, and fees set forth in this Agreement.

Scope of Work

Summary: Describe the services the Provider will perform to manage, coordinate, and deliver the Project. The Provider will allocate appropriate personnel, tools, and processes to achieve the deliverables and milestones identified below.

Detailed Scope of Work Out of Scope

Deliverables and Acceptance

The Provider will produce the deliverables described below. Each deliverable must meet the acceptance criteria set forth. Client will perform acceptance testing within the acceptance period. Failure to provide written rejection with specific deficiencies within the acceptance period shall be deemed acceptance.

Deliverable 1 Acceptance Criteria (Deliverable 1) Deliverable 2 Acceptance Criteria (Deliverable 2)

Timeline and Milestones

Project Start Date:

Project End Date (estimated):

Milestone 1

Due Date:

Milestone 2

Due Date:

Budget and Payment

Total Contract Value (USD):

Payment Schedule Expenses

Expenses reimbursable by Client (if any) will be billed at cost with substantiation. Maximum reimbursable amount without prior written approval:

Change Order Process

All scope, schedule, or fee changes must be documented in a written change order executed by authorized representatives of both parties prior to commencement of changed work. Provider shall provide a written estimate of impact on schedule and fees; Client must approve in writing before work proceeds.

Change Order Procedure Details

Confidentiality

Each party will maintain the confidentiality of the other party's Confidential Information and will not disclose such information except as required by law or with prior written consent. Confidential Information excludes information that is or becomes publicly available without breach, was already rightfully in possession, or is developed independently.

Duration of confidentiality obligations:

Intellectual Property

Unless otherwise agreed in writing, Provider grants Client a non-exclusive, worldwide, perpetual license to use materials and deliverables specifically created for the Project upon full payment. Provider retains ownership of pre-existing tools, methodologies, templates, and general know-how embedded in deliverables.

Liability and Indemnification

Each party's liability for direct damages arising from this Agreement shall be limited to the total fees paid under this Agreement in the twelve (12) months preceding the event. Neither party will be liable for incidental, consequential, or punitive damages. Each party will indemnify the other against third-party claims arising from the indemnifying party's gross negligence or willful misconduct.

Termination

Either party may terminate this Agreement for material breach if the breach remains uncured thirty (30) days after written notice. Upon termination, Client will pay Provider for all work performed and documented expenses through the termination date, plus reasonable wind-down costs as specified in the payment schedule.

Notices

Client Notice Address Provider Notice Address

Governing Law

This Agreement will be governed by and construed in accordance with the laws of the state of without regard to its conflict of laws principles.

Miscellaneous

Entire Agreement: This Agreement constitutes the entire agreement between the parties regarding the subject matter and supersedes all prior oral and written agreements. If any provision is held invalid, the remaining provisions will remain in full force and effect.

Additional Terms or Special Provisions

Acknowledgment

By signing below, the undersigned represent and warrant that they are authorized to bind their respective parties to this Agreement and that they have read, understood, and agree to the terms and conditions set forth herein.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Services Agreement Is and When It Applies

A Project Management Services Agreement is a written contract that sets out the scope, deliverables, schedule, responsibilities, fees, and governance for professional project management services provided by a firm or individual to a client. It defines project milestones, acceptance criteria, reporting requirements, change order procedures, payment terms, insurance and indemnity obligations, and termination mechanics. Use this agreement to clarify expectations, allocate risk, and create enforceable remedies if performance or payment disputes arise. The document can be executed traditionally or electronically and is commonly tailored to industry and state-specific regulatory requirements.

Why a Clear Project Management Services Agreement Matters

A well-drafted agreement reduces ambiguity about scope, timelines, and responsibilities, which lowers disputes and accelerates project delivery. It also documents change control, limits liability, and protects intellectual property and confidential information while establishing payment and termination procedures.

Who Typically Uses This Agreement

Project owners, general contractors, consulting firms, and independent project managers use this agreement to formalize responsibilities and payment schedules.

Project owners and sponsors who need clear milestones, acceptance criteria, and payment conditions.
General contractors or prime contractors managing subcontractors and reporting obligations.
Consulting firms and freelance project managers documenting scope, deliverables, and liability limits.

Parties should ensure signatory authority and choice of governing law are explicit to avoid later disputes.

Step-by-Step: Completing the Agreement

Follow these sequential steps to reduce omissions and ensure enforceability.

01

1. Identify Parties: Confirm legal names and signatory authority.
02

2. Define Scope: List deliverables, milestones, and exclusions.
03

3. Set Terms: Agree on duration, fees, and payment milestones.
04

4. Sign and Retain: Execute signatures and store the executed copy securely.

Core Elements to Include in a Professional Agreement

A comprehensive Project Management Services Agreement addresses commercial, operational, compliance, and dispute-resolution items so both parties understand expectations and remedies.

Scope

A precise description of services, deliverables, acceptance criteria, and excluded tasks to limit scope creep and clarify responsibilities.

Schedule

Project timeline, milestone dates, and any penalties or incentives tied to on-time delivery and acceptance testing procedures.

Fees

Fee structure (fixed, time-and-materials, milestone-based), invoicing schedule, expense reimbursements, and late payment interest rate.

Change Control

Procedure for submitting, reviewing, approving, and pricing change orders, including decision timelines and authority levels.

Liability & Insurance

Limitations on liability, indemnities, and required insurance coverages such as general liability and professional liability.

Confidentiality & IP

Non-disclosure provisions, ownership of deliverables, license grants, and handling of background intellectual property.

Key Compliance and Security Considerations

Data Protection: Encrypt project data in transit and at rest.

HIPAA: Use a BAA if PHI is involved.

Audit Trail: Maintain timestamped signing records.

Access Controls: Limit document access on a need-to-know basis.

Retention Policy: Define storage and deletion schedules.

Authentication: Use multi-factor for sensitive approvals.

Common Risks and Potential Penalties

Late Payments: Interest, collection costs, or suspension of services.

Scope Ambiguity: Disputes leading to litigation or arbitration.

Noncompliance: Regulatory fines for mishandled data.

Wrong Signatory: Contracts voidable if signer lacks authority.

Unsecured Records: Breach exposure and reputational harm.

Missing Change Orders: Unpaid work and schedule disputes.

Frequent Preparation Errors to Avoid

Failing to define deliverable acceptance criteria leads to disagreements over completion and may delay final payments.
Not specifying the governing law and venue can cause additional litigation costs and unexpected procedural rules.
Using ambiguous payment terms such as 'upon completion' without measurable milestones creates cash-flow uncertainty and disputes.
Omitting insurance requirements or minimum coverage amounts exposes the client to project-related liability and recovery gaps.

Typical Routing and Approval Flow

A consistent routing process reduces approval delays and preserves the audit trail for executed agreements.

Drafting: Prepare agreement and attachments.
Internal Review: Legal and finance approve terms.
Client Review: Client negotiates terms and marks changes.
Execution: Authorized signatures applied and recorded.

Configuring an Electronic Workflow for This Agreement

Standardize fields and routing to automate approvals and reduce manual handoffs.

Field	Configuration
Signature Block	Required for all parties; include printed name and title fields.
Effective Date Field	Set to auto-populate when last signature is applied.
Milestone Checkboxes	Attach acceptance criteria and sign-off fields.
Change Order Tracker	Use conditional fields to capture scope changes.

Digital Execution: Technical and Platform Needs

Choose an eSignature platform that meets legal, security, and integration requirements for your workflow.

Authentication: Email, SMS, or KBA options.
Integration: Connect to CRM or document storage.
Compliance: BAA and audit trails available.

Ensure the platform supports export to PDF/A, detailed audit logs, and appropriate access controls to preserve evidentiary value.

Typical Timelines and Processing Expectations

Establish clear internal deadlines for negotiation, approval, and execution to avoid schedule slippage.

Negotiation Window:

Allow 7–21 business days for initial review and edits

Execution Period:

Prefer signatures within 30 days of final draft

Kickoff:

Schedule project start within 5–10 business days after execution

Payment Terms:

Standard 30-day invoice payment unless otherwise negotiated

Change Requests:

Allow 7–14 days for approval of documented change orders

eSignature Pricing and Feature Snapshot for Agreement Execution

Compare common vendor price points and capabilities for executing and managing Project Management Services Agreements. signNow is listed first per platform comparison conventions.

	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 (Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Example Scenarios Where This Agreement Is Used

Real-world examples show how clauses are tailored to project needs and risk allocation.

Construction PM Engagement

A general contractor hires a project management firm to oversee scheduling and quality control, with milestones tied to payments.

Change orders must be signed within 14 days.
The agreement included lien waiver protocols and insurance limits to align with owner and lender requirements, reducing disputes during closeout.

Software Implementation PM

A financial services firm engages a PM to manage a software rollout with phased acceptance and security testing.

Deliverables include integration and UAT sign-off.
The contract required data-handling addenda and a vendor security questionnaire, ensuring regulatory compliance and clear remediation steps for defects.

FAQs and Troubleshooting for the Agreement

Answers to common legal, signing, and processing questions to avoid execution delays and preserve enforceability.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are legally enforceable in the United States under the ESIGN Act and state UETA laws when intent, consent, attribution, and record retention are satisfied.
Do I need a notary to sign?
Most project management agreements do not require notarization to be valid, but certain attachments, acknowledgements, or recorded instruments may. Check state-specific rules for recording.
Can I use remote online notarization?
Remote online notarization (RON) is permitted in many states; verify state authorization and identity-proofing requirements before relying on a RON for notarized exhibits.
What if the signer lacks authority?
If a signer lacks authority, the contract may be voidable. Always confirm signatory authority and include corporate representative blocks with printed name and title.
How should I store the executed agreement?
Retain a copy with audit trail data, timestamp, and signatory metadata. Store per company retention policy and applicable regulations such as IRS or HIPAA when relevant.
When should I seek legal review?
Obtain counsel review for high-value projects, unusual indemnity or IP terms, or if regulatory compliance (e.g., HIPAA, financial regulation) is implicated.

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