Can this be signed electronically?

Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the parties demonstrate intent, consent, attribution, and reliable record retention.

Are witnesses or notarization required?

Most retainers do not require witnesses or notarization. Certain states or specific provisions may require notarization for particular filings; verify state law and document type before adding notary requirements.

What if the retainer fee is unclear?

An ambiguous fee term increases dispute risk. Clarify whether the retainer is refundable, how it applies to billed hours, and include an invoicing schedule to avoid client disagreements.

How do I revoke or cancel the retainer?

Follow the contract’s termination clause and notice requirements. If executed electronically, retain termination communications and confirm receipt; unresolved disputes may require mediation or formal notice per the agreement.

Who is authorized to sign?

Only persons with proper corporate authority should sign. For entities, use an officer or authorized representative and include title to confirm authority and reduce ratification risk.

How long should records be kept?

Retain signed agreements for at least three years after final invoice; follow IRS retention rules (IRC §6501(a)) and industry rules such as HIPAA (45 CFR §164.530(j)) where applicable.

Electronic Signature
Templates
Project Management
Project Management Services Retainer

Project Management Services Retainer

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

PROJECT MANAGEMENT SERVICES RETAINER

This Project Management Services Retainer (the Agreement) is entered into by and between Client Name: and Service Provider Name: . Effective Date:

Project Identification

Project Title Project ID Project Manager (Service Provider) Project Manager Contact

Scope of Work

Service Provider shall provide professional project management services as described below. Services include planning, scheduling, resource coordination, risk management, status reporting, vendor coordination, and such other tasks expressly set forth in this Agreement.

Detailed Scope of Work Out-of-Scope Items

Deliverables and Acceptance

Deliverables shall be provided in accordance with the descriptions and acceptance criteria set forth below. Acceptance of each deliverable shall be formalized in writing (email acceptable) within the Acceptance Period following delivery, subject to any agreed remediation for defects.

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

Timeline & Milestones

Project Start Date: Projected End Date:

Milestone 1 — Name Milestone 1 — Due Date Milestone 2 — Name Milestone 2 — Due Date

Budget & Payment

Total Project Budget: $ Initial Retainer: $

Hourly Billing Rate (if applicable) Payment Schedule and Terms

Invoices will be rendered as set forth above and are payable within days of receipt. Overdue amounts accrue interest at .

Change Order Process

Any change to the Scope of Work, Deliverables, Schedule or Fees shall be authorized only by a written Change Order executed by authorized representatives of both parties. A Change Order shall describe the change, the impact on price, and any adjustment to schedule or acceptance criteria.

Change Order Contact (Client) Change Order Contact (Service Provider)

Confidentiality

Each party shall keep confidential and not disclose to third parties Confidential Information of the other party, other than as required by law or as necessary to perform under this Agreement. Confidential Information includes proprietary materials, non-public commercial information, and any information designated in writing as confidential. Confidentiality obligations survive termination for a period of three (3) years.

Intellectual Property; Work Product

Subject to Client's timely payment of fees owed for specific deliverables, Service Provider assigns to Client all right, title and interest in and to the final deliverables created specifically for Client under this Agreement. Service Provider retains ownership of pre-existing materials, methodologies, templates, and tools, and grants Client a perpetual, non-exclusive license to use those items as incorporated into deliverables.

Limitation of Liability; Indemnification

Except for breaches of confidentiality or willful misconduct, and except for amounts payable for indemnified claims, neither party's aggregate liability for any claim arising under this Agreement shall exceed the total fees paid to Service Provider under this Agreement in the twelve (12) months preceding the claim. Each party shall indemnify the other from third-party claims arising from its gross negligence or willful misconduct.

Termination

Either party may terminate this Agreement for convenience upon days' prior written notice. Either party may terminate for material breach if the breaching party fails to cure within days after written notice. Upon termination, Client shall pay for all services performed and expenses incurred through the termination date.

Insurance

Service Provider shall maintain commercial general liability and professional liability insurance appropriate for the services rendered and upon request shall provide certificates evidencing such coverage.

Insurance Notes

Governing Law & Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the State of . Claims arising out of or related to this Agreement shall first be referred to senior representatives for good faith negotiation. If unresolved within sixty (60) days, disputes may be resolved by binding arbitration in the governing state, unless the parties mutually agree otherwise in writing.

Acceptance & Acknowledgement

By signing below, Client authorizes Service Provider to commence work and acknowledges that payment of the Initial Retainer is a condition precedent to certain services. Client further acknowledges that Service Provider will rely on Client-furnished information and timely decisions to meet the schedule.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Services Retainer Is

A Project Management Services Retainer is a written agreement between a client and a project manager or firm that secures ongoing availability, defines the scope of services, sets a retainer fee or payment schedule, and establishes billing, deliverables, termination, and governing-law terms. It clarifies responsibilities for change orders, milestones, and dispute resolution and is commonly used for phased or ongoing project oversight. The document may be executed electronically where permitted by federal and state law (ESIGN Act, 15 U.S.C. ch. 96; UETA) to streamline signing and recordkeeping.

Why a Retainer Matters for Project Work

A retainer creates predictable cash flow, allocates priority for the manager, reduces disputes over scope, and documents payment and termination rights. When executed properly it is enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, provided electronic consent and retention requirements are met.

Typical Users and Stakeholders

The retainer is used by organizations and professionals who need stable project-management capacity and clear engagement terms.

Project managers and consulting firms: Use retainers to reserve capacity and outline deliverables for multiple projects or ongoing oversight.
Clients and owners: Use retainers to secure prioritized support, predictable billing, and documented change-order procedures.
Legal, procurement, and finance teams: Review terms for liability, termination, insurance, and invoicing controls before execution.

Parties benefit when responsibilities, fees, and milestone expectations are documented before work begins.

Core Elements to Include in the Retainer

A professional retainer organizes obligations and reduces ambiguity. Include precise definitions, payment mechanics, termination rights, and dispute resolution to make the agreement usable in operations and legal review.

Parties

Identify legal names and contact details for the client and the project manager; indicate business entity type and authorized signatory authority.

Scope of Services

Describe services in measurable terms (meetings, deliverables, hours, roles) and include exclusions or tasks requiring separate quotes.

Retainer Fee

Specify amount, billing frequency, whether fee is refundable, application of fee to hours, and accepted payment methods.

Term & Termination

State the effective date, initial term, renewal rules, notice periods for termination, and obligations on termination.

Deliverables & Milestones

List expected outputs, acceptance criteria, milestone schedule, and remedies for missed deadlines or scope changes.

Confidentiality & IP

Define ownership of work product, confidentiality obligations, and any licensing or assignment provisions related to project outputs.

How to Complete the Retainer, Step by Step

Follow a logical sequence: identify parties, confirm scope and fees, set milestones, and obtain authorized signatures to ensure enforceability.

01

Prepare Parties: Enter legal names, addresses, and contact information for all parties.
02

Define Scope: Attach an exhibit or schedule that lists tasks, hours, deliverables, and exclusions.
03

Set Fees: Specify retainer amount, billing frequency, and how hours are tracked or applied.
04

Execute: Have authorized signers sign and date; record the effective date and retain a complete copy.

Configuring an Online Workflow for the Retainer

When moving the retainer to an e-signature platform, configure signer order, required fields, authentication, and document retention before sending.

Field	Configuration
Signer Order	Sequential or parallel, depending on approval flow
Required Fields	Mark signature, date, and key financial fields as required
Authentication	Use email link or stronger methods for high-risk transactions
Retention	Enable secure archival with audit trail and export options

Preparing for Digital Signing and Submission

Confirm permitted e-signature methods, required authentication strength, and storage settings before sending the retainer to signers.

Supported Formats: PDF, DOCX, and editable templates
Integration Ecosystem: Salesforce, NetSuite, Google Workspace compatibility
Authentication Options: Email link, SMS code, or advanced methods

Typical Routing and Submission Flow

A standard e-signature flow includes preparation, recipient routing, signer authentication, signing, and automated delivery of executed copies.

Upload Document: Sender uploads final retainer and attaches exhibits
Place Fields: Add signature, initial, date, and required data fields
Assign Signers: Enter signer emails and set signing order
Complete & Archive: System records audit trail and stores executed copy

Common Dates and Deadlines to Include

Explicit dates reduce disputes. Include effective date, payment schedule, notice windows, renewal triggers, and record retention references.

Effective Date:

MM/DD/YYYY; governs when services and fees commence

Payment Schedule:

Monthly or milestone-based dates for invoice issuance

Termination Notice:

Number of days required to end the retainer

Renewal Window:

Automatic renewal terms or explicit renewal notice

Record Retention:

Specify who retains records and for how long

Key Milestones and Processing Stages

Track milestones from onboarding through closeout so both parties know when approvals, deliverables, and billing events occur.

01

Onboarding

Kickoff, resource allocation, and schedule confirmation

02

Monthly Review

Status meeting and hours reconciliation

03

Midterm Audit

Deliverable acceptance and scope adjustments

04

Closeout

Final deliverables, invoice reconciliation, and archiving

Common Preparation Errors to Avoid

Vague scope language that invites scope creep and disputes
Missing authorized signer information or incorrect legal names
Unclear fee application for unused retainer hours
Failure to document change-order procedure and approval

Potential Legal and Financial Risks

Enforceability: Missing signature may void the contract

Tax Issues: Improper reporting can trigger IRS penalties

Backup Withholding: 24% if payer lacks valid TIN

1099 Penalties: $60–$330 per form (IRC §6721)

I-9 Violations: $281–$2,789 per violation

HIPAA Exposure: Civil fines and corrective action

eSignature Pricing and Feature Comparison

Key plan and capability differences across common e-signature providers. signNow appears first; pricing is annual-billing starting price where applicable.

	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 trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	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

Frequently Asked Questions

Answers to common questions about execution, enforceability, and recordkeeping for a Project Management Services Retainer.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the parties demonstrate intent, consent, attribution, and reliable record retention.
Are witnesses or notarization required?
Most retainers do not require witnesses or notarization. Certain states or specific provisions may require notarization for particular filings; verify state law and document type before adding notary requirements.
What if the retainer fee is unclear?
An ambiguous fee term increases dispute risk. Clarify whether the retainer is refundable, how it applies to billed hours, and include an invoicing schedule to avoid client disagreements.
How do I revoke or cancel the retainer?
Follow the contract’s termination clause and notice requirements. If executed electronically, retain termination communications and confirm receipt; unresolved disputes may require mediation or formal notice per the agreement.
Who is authorized to sign?
Only persons with proper corporate authority should sign. For entities, use an officer or authorized representative and include title to confirm authority and reduce ratification risk.
How long should records be kept?
Retain signed agreements for at least three years after final invoice; follow IRS retention rules (IRC §6501(a)) and industry rules such as HIPAA (45 CFR §164.530(j)) where applicable.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now