Can the template be signed electronically?

Yes. Electronic signatures meet federal ESIGN Act requirements when intent, consent, attribution, and reliable record retention exist. Many states also follow UETA; some state-specific exceptions apply to wills and court filings.

Are witnesses or notarization required?

Most commercial project contracts do not require witnesses, but certain jurisdictions or specific instruments (deeds, some POAs) require notarization and may require witnesses. Verify state rules where the property or legal interest is located.

How do I handle change orders?

Use the template's change-order exhibit: require written description, pricing, schedule impact, and authorized signatures before work proceeds to avoid disputes over scope and payment.

What happens if parties have different signatory names?

Mismatched legal names between the contract and corporate formation documents can raise enforceability issues; ensure the signer is an authorized officer and include title and entity formation details.

How should I store executed agreements?

Retain executed agreements in a secure, access-controlled repository for the duration required by federal and industry rules; include metadata for easy retrieval during audits or disputes.

Can a document signed online be authenticated in court?

Yes. Courts accept electronically signed agreements where the e-signature record demonstrates intent, signer attribution, audit trail, and reproducible records, consistent with ESIGN and applicable state law.

Electronic Signature
Templates
Project Management
Project Management Services Template

Project Management Services Template

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

PROJECT MANAGEMENT SERVICES TEMPLATE

This Project Management Services Agreement (the "Agreement") is entered into effective as of by and between Client Name: and Service Provider: .

Project Identification

Project Title Project ID Project Manager (Service Provider)

Scope of Work

Service Provider shall perform project management services described below. Services shall include planning, scheduling, resource coordination, risk management, status reporting, stakeholder coordination, quality assurance oversight, and change control administration as further detailed in this Scope of Work.

Detailed Scope of Work Out-of-Scope Items

Deliverables & Acceptance

The following deliverables will be produced by Service Provider and are subject to acceptance testing by Client in accordance with the acceptance criteria below. Acceptance shall occur within the specified acceptance period following delivery.

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

Deliverable 1 Due Date:

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

Deliverable 2 Due Date:

Deliverable 3 — Title Deliverable 3 — Description Deliverable 3 — Acceptance Criteria

Deliverable 3 Due Date:

Timeline & Milestones

Project Start Date: — Project End Date:

Milestone 1

Milestone 1 Date:

Milestone 2

Milestone 2 Date:

Budget & Payment

Total Fixed Fee or Estimated Budget:

Payment Schedule

Invoices shall be submitted in accordance with the Payment Schedule and are payable within days of invoice receipt. Late payments shall accrue interest at until paid.

Change Order Procedure

All changes to the Scope of Work, deliverables, timeline, or fees shall be made only by a written Change Order signed by authorized representatives of both parties. No oral instruction shall be binding. Change Orders shall include a description of work, schedule impact, cost or credit, and revised acceptance criteria.

Standard Change Order Hourly Rate (if applicable)

Confidentiality

Each party shall keep confidential all non-public information disclosed in connection with this Agreement and shall not use such information except to perform its obligations hereunder. Confidential information does not include information that is or becomes public through no breach by the recipient, is independently developed without reference to the disclosing party's information, or is lawfully obtained from a third party without restriction.

Intellectual Property

Unless otherwise agreed in writing, all intellectual property rights in pre-existing materials of each party remain vested in that party. Upon full payment, Service Provider assigns to Client all right, title and interest in deliverables specifically created for Client under this Agreement, subject to Service Provider's right to reuse general skills, know-how, and methodologies.

Liability, Indemnity & Insurance

Each party's aggregate liability arising out of or related to this Agreement shall be limited to direct damages not to exceed the total fees paid under this Agreement in the preceding twelve months. Neither party shall be liable for consequential, incidental, special or punitive damages. Service Provider shall indemnify Client for third-party claims arising from Service Provider's negligence or willful misconduct. Service Provider shall maintain professional liability insurance in commercially reasonable amounts.

Termination

Either party may terminate this Agreement for material breach if the breach remains uncured for thirty (30) days following written notice. Client may terminate for convenience upon thirty (30) days' written notice; in such event, Client will pay Service Provider for all services performed and reasonable, documented costs incurred through the effective date of termination.

Notices

Notices under this Agreement shall be sent to the addresses set forth below and shall be deemed delivered upon personal delivery, confirmed delivery by courier, or three (3) business days after deposit with the postal service.

Client Address for Notices Service Provider Address for Notices

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflicts of law principles.

Representations and Authority

Each party represents that it has full power and authority to enter into this Agreement and that the person signing below is authorized to bind the party to the terms of this Agreement.

Client Name:

By:

Date:

Service Provider Name:

By:

Date:

What the Project Management Services Template Is

The Project Management Services Template is a standardized agreement used to define project scope, deliverables, schedule, roles, payment terms, change-order procedures, acceptance criteria, and liability limits between a service provider and a client. It provides a consistent structure for allocating responsibilities, setting milestones, describing reporting and governance, and documenting assumptions. Organizations use this template to reduce ambiguity, speed contract preparation, and ensure key project controls are included before work begins. The template can be adapted for fixed-price, time-and-materials, or milestone-based engagements.

Why a Clear Template Matters for Project Outcomes

A well-structured Project Management Services Template reduces disputes, clarifies expectations, and speeds procurement by documenting scope, acceptance tests, timelines, and payment triggers in a single, auditable record.

Who Typically Completes This Template

Use the template as a cross-functional document: include legal review, project sign-off, and finance approvals prior to execution.

Procurement teams and contract administrators responsible for vendor onboarding and risk review.
Project managers who define scope, milestones, and acceptance criteria for deliverables.
Finance and billing contacts who set payment schedules, invoicing procedures, and retainage terms.

Core Sections Every Professional Template Should Include

A robust Project Management Services Template organizes the engagement into discrete sections so stakeholders can quickly find obligations, timelines, acceptance criteria, reporting, payment mechanics, and change-management steps.

Scope of Work

Precise description of tasks, deliverables, boundaries, and assumptions to prevent scope creep and disputes.

Milestones & Schedule

Named deliverables with dates, dependencies, acceptance windows, and late-delivery remedies.

Payment Terms

Pricing model, invoicing cadence, retainage, late fees, and required supporting documentation for payments.

Change Orders

Procedure for requesting, approving, pricing, and scheduling changes, including sign-off authority and notice periods.

Acceptance Criteria

Objective tests, review periods, and remediation steps for rejected deliverables.

Liability & Insurance

Limitations of liability, indemnities, required insurance coverages, and responsibility for third-party claims.

Step-by-Step: How to Complete the Template

Follow these sequential steps to reduce omissions and ensure the agreement is ready for legal and financial review.

01

Prepare SOW: Draft detailed deliverables, acceptance tests, and acceptance dates.
02

Set Payment Milestones: Map payments to deliverables and include invoicing requirements.
03

Assign Roles: Name project manager, approvers, and escalation contacts.
04

Obtain Signatures: Secure authorized signatures and record execution dates.

Configuring an Online Workflow for This Template

Set template-level settings for routing, authentication, and reminders before sending to ensure consistent processing across projects.

Field	Configuration
Routing Order	Sequential or parallel signer order, defined per role.
Conditional Fields	Show or hide fields based on selected options or contract type.
Authentication	Email link by default; enable SMS code or KBA for higher assurance.
Reminders	Automatic reminders and expiration settings for unsigned workflows.

Typical eSubmission Flow for Project Contracts

The digital workflow preserves an audit trail and reduces turnaround time compared with paper routing.

Upload: Sender uploads template and attaches exhibits.
Place Fields: Add signature, date, and data fields to the document.
Authenticate: Signers verify identity using email, SMS, or KBA.
Complete: Signed copy and certificate are saved and distributed.

Technical Considerations for Digital Completion

Ensure the chosen platform meets your security and compliance requirements, including encryption, audit trail, and access controls.

Integrations: Salesforce, NetSuite, Google Workspace supported
File Formats: PDF, DOCX, and Excel import supported
Authentication: Email, SMS, KBA, and SSO options

Comparing eSignature Providers for Project Management Agreements

The table summarizes common commercial criteria. signNow is listed first per comparison conventions. Confirm vendor details with each provider for plan-specific limitations.

	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 credit card	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes	Yes	No	No

Common Deadlines and Processing Expectations in Project Contracts

Define clear timeframes for notices, invoices, approvals, and dispute escalation to prevent delays and preserve rights.

Notice to Proceed:

Typically issued within 5 business days after contract execution

Milestone Acceptance:

Client has 10 business days to review and accept deliverables

Invoice Payment:

Net 30 is common; specify date and late-payment calculations

Change Order Response:

Require written approval or rejection within 7 calendar days

Warranty Period:

Define defect remediation timeframe, often 30–90 days post-acceptance

Common Preparation Mistakes to Avoid

Vague scope language that omits measurable acceptance criteria and allows differing expectations among stakeholders.
Missing signatory authority where the person signing is not authorized to bind the legal entity, risking unenforceability.
Unclear payment milestones or lack of required supporting documentation leading to invoicing disputes and delayed payments.
No change-order process defined, which causes disagreements when work outside the original scope is requested.

Short Risks and Penalties From Errors or Omissions

Late Payment Penalty: Interest or fixed late fee per contract

Invalid Signature: May render the agreement unenforceable

Tax Withholding: Missing W-9 may trigger 24% backup withholding

I-9 Noncompliance: Fines range from $281 to $2,789 per violation

Scope Dispute: Project delays and additional costs from ambiguous scope

Unactioned Change Orders: Work performed without approved change order may not be billable

Real-World Examples of Template Use

These examples show how organizations adapted the template to their workflows and compliance needs.

Optica Ventures LLC

Optica standardized contracts for repeat engagements to reduce negotiation time.

The template tied payments to milestones.
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers." — Brian Fitzgibbons, COO

Martin Properties

A property manager used the template to centralize vendor responsibilities and acceptance tests.

Acceptance tied to site inspection sign-off.
"I can process and execute all of these documents online with 100% compliance and built-in security." — Tim Martin, Founder

Frequently Asked Questions and Troubleshooting

Answers to common legal, technical, and process questions encountered when completing or executing a project management services agreement.

Need help? Contact support

Can the template be signed electronically?
Yes. Electronic signatures meet federal ESIGN Act requirements when intent, consent, attribution, and reliable record retention exist. Many states also follow UETA; some state-specific exceptions apply to wills and court filings.
Are witnesses or notarization required?
Most commercial project contracts do not require witnesses, but certain jurisdictions or specific instruments (deeds, some POAs) require notarization and may require witnesses. Verify state rules where the property or legal interest is located.
How do I handle change orders?
Use the template's change-order exhibit: require written description, pricing, schedule impact, and authorized signatures before work proceeds to avoid disputes over scope and payment.
What happens if parties have different signatory names?
Mismatched legal names between the contract and corporate formation documents can raise enforceability issues; ensure the signer is an authorized officer and include title and entity formation details.
How should I store executed agreements?
Retain executed agreements in a secure, access-controlled repository for the duration required by federal and industry rules; include metadata for easy retrieval during audits or disputes.
Can a document signed online be authenticated in court?
Yes. Courts accept electronically signed agreements where the e-signature record demonstrates intent, signer attribution, audit trail, and reproducible records, consistent with ESIGN and applicable state law.

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