Is an electronic signature legally binding?

Yes. Under the ESIGN Act (15 U.S.C. §7001) and UETA (1999) an electronic signature is legally equivalent to a handwritten signature where the parties consent to electronic transactions and the signature demonstrates intent.

Do proposals require notarization to be effective?

Generally no. Contracts and proposals do not normally require notarization; notarization is only necessary when a jurisdiction or an attached form specifically mandates it.

What happens if the signer name differs from official records?

Name mismatches can delay acceptance or trigger requests for identity verification; use the signer’s full legal name to avoid disputes and to ensure invoicing matches tax records.

Can I use remote online notarization (RON)?

You may use RON where permitted by state law and for documents that require notarization; confirm state RON rules and record retention requirements before proceeding.

How should I store executed proposals?

Keep signed PDFs with audit trails in secure storage for the recommended retention period; ensure encryption in transit (TLS 1.2/1.3) and at rest (AES-256) when storing electronically.

Which records to attach to the executed proposal?

Include scope appendices, schedules, change control templates, insurance certificates, and any required regulatory exhibits to preserve a complete contractual record.

Electronic Signature
Templates
Project Management
Project Management Services Proposal

Project Management Services Proposal

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

PROJECT MANAGEMENT SERVICES PROPOSAL

Proposal No.: | Date:

Project Identification

Project Title Project ID Client Name Client Contact (Name & Title) Service Provider Project Manager (Provider) Effective Date Project Location

Scope of Work

The Service Provider shall perform project management services as described below. Services include planning, scheduling, risk management, stakeholder coordination, change control administration, progress reporting, and quality assurance activities. All services will be performed in accordance with the deliverables and acceptance criteria set forth in this Proposal.

Detailed Scope of Work Out-of-Scope Items

Deliverables & Acceptance Criteria

The Service Provider will deliver the following items. Each deliverable shall include acceptance criteria and an acceptance procedure. The Client's acceptance shall not be unreasonably withheld if the deliverable conforms to the stated acceptance criteria.

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

Timeline & Milestones

Project Start Date Project End Date Milestone 1 Milestone 1 Target Date Milestone 2 Milestone 2 Target Date

Budget & Payment

Total Fee (USD) Payment Schedule

Payment Terms: Invoices will be submitted in accordance with the payment schedule above. Unless otherwise stated, payment is due within days of invoice. Late payments shall accrue interest at a rate of .

Change Order Process

Assumptions & Responsibilities

Key Assumptions Client Responsibilities Service Provider Responsibilities

Confidentiality

Each party agrees to maintain the confidentiality of Confidential Information disclosed by the other party. Confidential Information means non-public business, technical and financial information that is designated as confidential or that, by its nature, should reasonably be treated as confidential. Confidential Information shall not include information that is publicly known, lawfully received from a third party without restriction, or independently developed without use of the other party's Confidential Information.

The receiving party shall use Confidential Information solely to perform its obligations under this Proposal, shall restrict access to personnel having a need to know, and shall not disclose such information without prior written consent except as required by law. Upon termination or request, Confidential Information and all copies shall be returned or certified destroyed.

Intellectual Property & Deliverable Ownership

Unless otherwise agreed in writing, the Client shall own final deliverables specifically prepared for the Client subject to full payment. The Service Provider retains ownership of pre-existing methodologies, tools, templates, and intellectual property used in performance, and hereby grants the Client a non-exclusive, perpetual license to use such materials embedded in the deliverables.

Liability, Indemnification & Insurance

Each party shall indemnify the other from third-party claims arising from its breach or negligence. Except for willful misconduct or gross negligence, each party's aggregate liability to the other under this Proposal shall be limited to the total fees paid to the Service Provider for the services giving rise to the claim. The Service Provider shall maintain commercially reasonable professional liability and workers' compensation insurance during the term.

Termination

Either party may terminate this Proposal for convenience upon days' written notice. Upon termination for convenience, the Client shall pay for all services performed and expenses reasonably incurred through the termination date. Either party may terminate immediately for material breach if the breach remains uncured after a commercially reasonable cure period.

Change Orders & Variations

Changes to scope, schedule, or price shall be implemented only by a written change order signed by authorized representatives of both parties. Change orders shall describe the change, impact on schedule, and any adjustment to fees. The Service Provider shall not be required to perform changes without an executed change order.

Force Majeure

Neither party shall be liable for delays or failures in performance resulting from causes beyond its reasonable control, including acts of God, government action, labor disputes, or interruption of utilities, provided that the affected party gives prompt written notice and uses reasonable efforts to resume performance.

Notices

All notices related to this Proposal shall be in writing and delivered to the contact addresses below by hand, certified mail, or nationally recognized courier service.

Client Notice Address Service Provider Notice Address

Governing Law & Miscellaneous

This Proposal shall be governed by and construed in accordance with the laws of the state of without regard to conflict of law principles. Any dispute arising under this Proposal shall be resolved in the state or federal courts located within that state unless the parties otherwise agree in writing.

This Proposal, together with any executed change orders, constitutes the entire agreement between the parties concerning the subject matter and supersedes prior proposals, negotiations, and understandings. No amendment shall be effective unless in writing and signed by authorized representatives of both parties.

Acknowledgement

By signing below, the parties acknowledge that they have read, understand, and agree to the terms and conditions of this Project Management Services Proposal and that they have authority to bind their respective organizations.

Client:

By:

Date:

Service Provider:

By:

Date:

What a Project Management Services Proposal Is

A Project Management Services Proposal is a written offer that describes the scope, deliverables, timeline, roles, fees, and terms for providing project management services to a client. It frames responsibilities, acceptance criteria, and payment structure so both parties understand obligations before work begins. The proposal can be structured as a standalone engagement agreement, a letter of intent, or an attachment to a master services agreement. When executed by authorized signatories it becomes the basis for project initiation, resource allocation, invoicing, and dispute resolution throughout the project lifecycle.

Why a Clear Proposal Matters for Project Outcomes

A precise proposal reduces ambiguity about deliverables, schedule, costs, and risk allocation. It supports accurate budgeting, scope control, and measurable acceptance criteria, and helps avoid disputes by documenting expectations upfront under applicable law.

Who Typically Prepares and Reviews These Proposals

Project managers, program directors, procurement teams, and external consultants commonly prepare or review proposals before client approval.

Client procurement teams and PMOs evaluate alignment to scope, budget, and procurement policies.
External project management consultants draft proposals to specify deliverables and payment milestones.
Legal and finance reviewers confirm governing law, indemnities, and billing terms before execution.

Multiple stakeholders should review the proposal for operational, legal, and financial consistency prior to signing.

Essential Sections to Include in a Professional Proposal

A comprehensive proposal groups information into clear sections so reviewers can validate scope, schedule, and cost quickly.

Scope

Define specific tasks, deliverables, exclusions, and assumptions so the project boundary is clear and measurable.

Deliverables

List tangible outputs, acceptance criteria, and delivery format for each milestone to avoid later disputes.

Timeline

Provide start/end dates, major milestones, and dependencies so scheduling and resource planning are verifiable.

Pricing

State fixed fees or time-and-materials rates, billing schedule, expense treatment, and invoicing terms.

Responsibilities

Assign client and provider duties, review windows, and approval processes to ensure timely decision-making.

Acceptance

Specify testing, review periods, and formal sign-off steps that constitute delivery acceptance.

Required Proposal Information at a Glance

Project Title: Full legal project title

Parties: Legal business names

Effective Date: MM/DD/YYYY

Scope Summary: Concise deliverable list

Fee Structure: Fixed or T&M

Signatories: Authorized signer names

Step-by-Step: How to Complete the Proposal

Follow these steps in order to prepare a consistent, review-ready proposal that can be executed by all parties.

01

Draft scope: Describe work and exclusions in plain language.
02

Set schedule: List milestones with dates and dependencies.
03

Calculate fees: Apply rates, expenses, and payment milestones.
04

Obtain approvals: Route to legal, finance, and client signatory.

How to Configure an Electronic Proposal Workflow

Set up a consistent e-sign and routing workflow so approvals, reminders, and audit records are automated.

Field	Configuration
Signature Order	Define sequential or parallel signer order
Authentication	Email link or SMS code for signer verification
Reminders	Set automatic reminders and escalation rules
Retention	Enable audit trail and long-term storage

Where to Send the Completed Proposal

Determine final destinations for signed copies, internal systems, and project intake to preserve records and trigger next steps.

Client Records: Send final signed PDF to client contacts for their retention.
Internal Archive: Store executed copy with procurement and project management files.
Accounting: Deliver signed proposal to accounts payable for invoicing.
Project Intake: Upload to PMO or project tracking system to trigger resource allocation.

Digital Signing and eSubmission Considerations

Use an eSignature platform that supports audit trails, secure storage, and appropriate authentication for the document's sensitivity.

File formats: PDF or DOCX preferred
Integrations: Connectors for Google Workspace, NetSuite
Security: TLS and AES-256 encryption

Confirm the chosen platform supports required compliance controls (BAA, 21 CFR Part 11, SOC 2) when handling regulated data.

Typical Timing and Response Expectations

Proposals follow predictable timing: submission, client review, revision, approval, and project start. Communicate deadlines clearly to avoid delay.

Submission Deadline:

Specify date for proposal receipt by client.

Client Review Period:

Allow 7–14 business days for client evaluation.

Revision Window:

State turnaround time for requested changes.

Approval Date:

Target date for authorized signature.

Project Kickoff:

Propose start within agreed days after approval.

Key Milestones from Proposal to Project Start

Use this milestone sequence to track handoffs from sales to delivery and to set internal SLA expectations.

01

Proposal Delivery

Submit the document to client with required attachments and version control.

02

Internal Review

Legal and finance confirm terms and flag exceptions for negotiation.

03

Client Approval

Authorized signatory executes the proposal indicating formal acceptance.

04

Project Kickoff

Initiate onboarding, resource allocation, and scheduling activities.

Notarization and Witnessing: Authentication Steps (If Required)

Most project management proposals do not require notarization, but certain attachments, certifications, or state-specific forms may. Follow these steps when authentication is needed.

01

Confirm Requirement

Determine whether a specific clause, client, or jurisdiction requires notarization.

02

Choose Notary Type

Select in-person or RON depending on state rules and client acceptance.

03

Identity Proofing

Collect ID and complete identity verification steps required by the notary.

04

Witness Count

Verify witness requirements; most contract signatures need none.

05

Record Audio/Video

If using RON, retain recording per state rules when required.

06

Notarial Certificate

Attach the appropriate notarial wording or acknowledgment.

07

Retention

Store notary journal or RON recording per retention policy.

08

Delivery

Include notarized pages in the executed proposal package.

Common Preparation Mistakes to Avoid

Using vague deliverable descriptions that lead to scope creep and disagreement during execution.
Failing to identify change control procedures which causes disputes over additional work and fees.
Leaving payment terms ambiguous, which increases the risk of late payment and collection disputes.
Not confirming signatory authority, causing delays when an executed document is later rejected for improper signature.

Risks and Consequences of an Incorrect Proposal

Contract Dispute: Potential breach claims

Payment Delay: Invoicing withheld

Scope Creep: Unbilled work risk

Regulatory Risk: Noncompliance exposure

Invalid Signature: Execution challenge

Data Exposure: Privacy breach fines

eSignature Pricing and Feature Comparison

Comparative pricing and feature indicators to consider when selecting an eSignature provider for proposal execution and routing.

	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 (bulk send available)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions

Answers to common questions about legality, signatures, and handling of Project Management Services Proposals.

Need help? Contact support

Is an electronic signature legally binding?
Yes. Under the ESIGN Act (15 U.S.C. §7001) and UETA (1999) an electronic signature is legally equivalent to a handwritten signature where the parties consent to electronic transactions and the signature demonstrates intent.
Do proposals require notarization to be effective?
Generally no. Contracts and proposals do not normally require notarization; notarization is only necessary when a jurisdiction or an attached form specifically mandates it.
What happens if the signer name differs from official records?
Name mismatches can delay acceptance or trigger requests for identity verification; use the signer’s full legal name to avoid disputes and to ensure invoicing matches tax records.
Can I use remote online notarization (RON)?
You may use RON where permitted by state law and for documents that require notarization; confirm state RON rules and record retention requirements before proceeding.
How should I store executed proposals?
Keep signed PDFs with audit trails in secure storage for the recommended retention period; ensure encryption in transit (TLS 1.2/1.3) and at rest (AES-256) when storing electronically.
Which records to attach to the executed proposal?
Include scope appendices, schedules, change control templates, insurance certificates, and any required regulatory exhibits to preserve a complete contractual record.

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