Can this form be signed electronically?

Yes. Electronic signatures are legally valid for most construction and inspection records under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Confirm that the receiving authority accepts e-signed records for permit or AHJ purposes.

Is notarization or RON required?

Notarization is rarely required for routine inspection records, but some jurisdictions or contract clauses may require it. Remote online notarization (RON) is permitted in many states with specific identity-proofing and recording rules; verify local notary regulations.

Who must sign the document?

Signatures typically include the installing contractor, certified inspector, and an owner or designated representative. Where an authority having jurisdiction requires it, include credential or license numbers for the inspector.

How should I handle corrections?

Record each deficiency, assign a responsible party and due date, and capture photographic proof of repairs. Re-inspections should be scheduled promptly and their results appended to the original signed record for continuity.

How long must records be kept?

Follow federal and industry baselines: retain contract and inspection records for at least the contract term plus three years; healthcare-related items must meet HIPAA's six-year retention for certain records.

What if there is a dispute over acceptance?

Maintain complete audit trails, time-stamped evidence, photos, and signed corrective-action closure. These records support dispute resolution and demonstrate the sequence of work, inspections, and approvals.

Electronic Signature
Templates
Project Management
Project Management Smoke Doors

Project Management Smoke Doors

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PROJECT MANAGEMENT SMOKE DOORS

Project Identification

Project Title:

Project ID Client Name Client Address Client Primary Contact

Phone: Email:

Service Provider / Project Manager

Phone: Email:

Scope of Work

Description of Work: This Statement of Work (SOW) covers supply, installation, adjustment, testing, and certification of smoke doors and related hardware as specified herein. Work includes coordination with site stakeholders, removal and disposal of existing doors where specified, furnishing fire/smoke-rating labels, and final documentation required for acceptance.

Detailed Scope (List specific tasks, locations, and quantities) Out-of-Scope Items

Deliverables and Acceptance Criteria

Each deliverable must meet the stated acceptance criteria and conform to applicable codes and standards. Acceptance will occur only after inspection and successful operational testing of smoke door assemblies.

Deliverable 1 - Description

Due Date: Acceptance Criteria:

Deliverable 2 - Description

Due Date: Acceptance Criteria:

Timeline and Milestones

Project Start Date: Project End Date:

Milestone 1

Target Date: Acceptance:

Milestone 2

Target Date: Acceptance:

Budget and Payment

Total Contract Value:

Payment Schedule

Retainage (%): Standard Payment Terms (days):

Invoicing Instructions Change Order Process

All changes that affect scope, schedule, or price must be executed by a written Change Order signed by authorized representatives of Client and Service Provider. Service Provider will provide written cost and schedule impacts for each proposed change within five (5) business days of request unless otherwise agreed in writing. Emergency changes required to avoid imminent damage or to meet life-safety obligations will be documented and ratified by Change Order within three (3) business days.

Change Order Authorization Required: Acknowledged

Standard Change Order Rate or Basis

Testing, Inspection, and Acceptance

Acceptance shall be contingent upon demonstration of proper operation, sealing, hardware functionality, and compliance with applicable fire and life-safety codes. Testing shall include but not be limited to smoke control operation, self-closing devices, latching, and labeled inspection. Deficiencies will be corrected at Service Provider's expense prior to final acceptance unless otherwise agreed.

Final Inspection Criteria Third-Party Certification Required

Required: If checked, identify inspector/agency:

Permits, Site Access and Owner Responsibilities

Service Provider shall obtain permits required for installation unless otherwise stated. Client is responsible for providing site access, secure storage for materials, and any owner-furnished materials listed below.

Owner-Furnished Items (if any) Site Availability Window

Warranty, Insurance and Indemnification

Service Provider warrants that workmanship and materials furnished conform to this SOW and are free from defects for the warranty period specified below. Service Provider shall maintain insurance coverage sufficient to cover liabilities arising from its performance and shall indemnify Client for claims arising from Service Provider's negligence in performance of the Work.

Warranty Period (months) Warranty Details Insurance Minimums

Confidentiality

Each party shall maintain in confidence all non-public information marked or reasonably understood to be confidential disclosed by the other party in connection with this SOW. Confidential information shall not be used except for performance of this SOW and shall be returned or destroyed upon termination or request.

Liability, Termination, Governing Law

Neither party shall be liable for consequential damages. Total liability of Service Provider for claims arising from this SOW shall not exceed the total contract value except in cases of gross negligence or willful misconduct. Either party may terminate for material breach after thirty (30) days' written notice if the breach is not cured. Notices shall be delivered to the primary contacts identified above.

Governing Law Termination Notice Period (days)

Acceptance and Final Provisions

This SOW, together with the referenced proposal and any executed change orders, constitutes the entire agreement between the parties with respect to smoke doors work. No waiver of any provision will be effective unless in writing and signed by authorized representatives. Headings are for convenience only and do not affect interpretation.

Additional Provisions / Notes

Client Name:

By:

Date:

Service Provider Name:

By:

Date:

What the Project Management Smoke Doors document is

Project Management Smoke Doors is a standardized project document used to plan, document, and certify the installation, inspection, and maintenance of smoke-rated doors and related hardware on construction projects. It captures door and frame identification, manufacturer labels, fire ratings, inspection checkpoints, measured clearances, hardware operation, corrective actions, and final acceptance. The form provides a consistent audit trail for contractors, inspectors, and authorities having jurisdiction so teams can demonstrate compliance with contract requirements and applicable building and fire codes during project closeout and inspections.

Why this form matters for compliance and closeout

A Project Management Smoke Doors document centralizes acceptance criteria, reduces rework, and preserves evidence needed by building officials and owners. It identifies responsibilities, tracks corrective actions, and creates an auditable record that supports permit approvals, certificate of occupancy requests, and contractual warranty obligations.

Who typically completes and relies on this document

Typical users include general contractors, specialty door installers, certified fire door inspectors, architects, and code officials who manage or verify smoke door compliance.

General Contractors — coordinate installation schedules, assign corrective work, and submit final documentation for project closeout.
Fire Door Inspectors — record test outcomes, note deficiencies, and certify repairs or acceptances to the authority having jurisdiction.
Architects / Owners — verify that installed products match submittals and that final sign-off aligns with contract and code requirements.

The form supports cross-disciplinary coordination and acts as a single source of truth for project teams when addressing inspections, corrections, and final acceptance.

Core sections included in a professional smoke door form

A complete Project Management Smoke Doors form groups identification, inspection details, corrective action tracking, testing outcomes, approvals, and supporting attachments into distinct, auditable sections to simplify review and closeout.

Identification

Record door location, unique door and frame IDs, manufacturer, label numbers, fire-rating, and building grid references so items are unambiguous during inspection and repair scheduling.

Inspection Checklist

Detailed checkpoints for gaps, clearances, smoke seals, hardware operation, threshold condition, and visual label verification with pass/fail criteria tied to manufacturer guidance and applicable code sections.

Test Results

Document functional tests such as closing speed, latch engagement, and smoke leakage where required, including tester name, test time, instruments used, and any measured deviations.

Corrective Actions

List deficiencies, assign responsible party, identify required materials, set completion dates, and include verification steps and evidence until items are closed.

Sign-off

Provide acceptance fields for installer, inspector, contractor, and owner or AHJ with printed name, title, signature, and date to create a formal record of final acceptance.

Attachments

Include manufacturer datasheets, calibration certificates, labeled assembly photos, shop drawings, and permit references to substantiate compliance and support post-install audits.

Step-by-step process to complete and circulate the form

Follow these sequential steps to populate, review, correct, and finalize the Project Management Smoke Doors record from site inspection to archival.

01

Prepare Forms: Populate project and door identifiers before site delivery.
02

Perform Inspection: Complete checklist and take dated photos during testing.
03

Record Corrections: Assign fixes with deadlines and responsible party.
04

Finalize Sign-off: Obtain signatures from inspector and owner or AHJ.

How the document moves through review and acceptance

This routing model shows document flow from upload through field inspection, correction, and final archiving so roles and handoffs are clear.

Upload Document: Save final draft as PDF and upload to the project repository or eSignature platform.
Assign Reviewers: Add responsible signers and set notifications for each role in the workflow.
Conduct Field Work: Inspector completes checks, records measurements, and uploads photographic evidence.
Archive Record: Store the signed packet with an audit trail for project closeout and future reference.

Recommended digital workflow settings

Use these online workflow settings to capture signatures, secure audit trails, and integrate the documented record with your project systems.

Field	Configuration
Authentication Level	Email plus SMS one-time code for signer authentication.
File Format	PDF/A recommended for archival and tamper-evident storage.
Audit Trail	Enable full activity log, timestamps, and IP capture.
Access Control	Role-based permissions and edit restrictions for secure review.

Platform capabilities to support eSubmission and records

Platforms should support secure PDF upload, tamper-evident audit trails, integration with project management tools, and configurable authentication methods.

File types: PDF, DOCX, and image files
Integrations: Procore, MS 365, NetSuite supported
Authentication: Email, SMS, KBA options

Key deadlines and expected processing windows

Track inspection, correction, re-inspection, and final acceptance windows to avoid delays during permit closeout and occupancy processes.

Initial Inspection Window:

Within seven days of installation completion.

Correction Completion Deadline:

Typically 10–30 days depending on contract terms and severity.

Re-inspection Scheduling:

Book within seven business days after corrective work completion.

Final Acceptance:

Obtain sign-off before submitting for certificate of occupancy.

Record Retention Start:

Retention period begins on the final sign-off date.

Major milestones from procurement to final acceptance

Use these milestone stages to coordinate procurement, installation, inspection, correction, and final acceptance for the smoke door scope.

01

Procurement and Delivery

Ordering, delivery verification, and storage inspection prior to installation.

02

Installation and Adjustment

Mounting, hardware fitting, and gap adjustments to manufacturer specifications.

03

Initial Inspection

Functional and labeled assembly checks performed by a qualified inspector.

04

Final Acceptance

Corrective items closed and formal sign-off recorded with dates.

Common preparation errors to avoid

Unclear door identification allows records to be swapped between locations, causing misplaced corrections, delayed inspections, and complications with warranty claims when items are misattributed across floors or trades.
Incomplete measurement records, such as missing clearance or threshold dimensions, frequently require return visits and prevent the inspector from confirming code-compliant installation remotely.
Low-quality or absent photographic evidence undermines remote verification and forces costly in-person re-inspections that impact schedule and budget.
Signatures from unauthorized personnel or missing inspector credentials can lead authorities to reject the documentation and require repeat inspections.

Consequences of incorrect or incomplete documentation

Permit Delays: Project scheduling impact

Re-inspection Fees: Additional local fees possible

Noncompliance Fines: Code enforcement penalties

Warranty Voids: Manufacturer may void warranty

Occupancy Hold: CO withheld until compliance

Liability Exposure: Increased contractor risk

Starter pricing and feature overview for common eSignature providers

Starter prices and core feature availability across common eSignature providers for project documentation workflows and procurement.

	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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
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

Real-world examples of digital smoke door records in use

Project teams and operations groups report fewer site visits and clearer audit trails when inspection records and sign-offs are digitized.

Optica Ventures

Brian Fitzgibbons, COO at Optica Ventures used digital forms for project signoff.

Interface was simple and easy for customers.
He noted straightforward workflows that reduced in-person signings while preserving secure, auditable records for customer files and project closeout.

Xerox

Kodi-Marie Evans, Director of NetSuite Operations at Xerox integrated signed records with enterprise systems.

Flexibility matched their NetSuite workflows.
The integration allowed the team to route and store signed inspection packets automatically, maintaining compliance and reducing manual record handling across departments.

Frequently asked questions about Project Management Smoke Doors

Answers to common questions about e-signing, notarization, retention, and best practices when using Project Management Smoke Doors.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally valid for most construction and inspection records under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Confirm that the receiving authority accepts e-signed records for permit or AHJ purposes.
Is notarization or RON required?
Notarization is rarely required for routine inspection records, but some jurisdictions or contract clauses may require it. Remote online notarization (RON) is permitted in many states with specific identity-proofing and recording rules; verify local notary regulations.
Who must sign the document?
Signatures typically include the installing contractor, certified inspector, and an owner or designated representative. Where an authority having jurisdiction requires it, include credential or license numbers for the inspector.
How should I handle corrections?
Record each deficiency, assign a responsible party and due date, and capture photographic proof of repairs. Re-inspections should be scheduled promptly and their results appended to the original signed record for continuity.
How long must records be kept?
Follow federal and industry baselines: retain contract and inspection records for at least the contract term plus three years; healthcare-related items must meet HIPAA's six-year retention for certain records.
What if there is a dispute over acceptance?
Maintain complete audit trails, time-stamped evidence, photos, and signed corrective-action closure. These records support dispute resolution and demonstrate the sequence of work, inspections, and approvals.

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