Can this be signed electronically?

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

When is notarization required?

Notarization is required when the underlying instrument or state law mandates it (for example, deeds and certain acknowledgments). Check state recording and notary rules before omitting notarization.

How do I fix a signed error?

If an executed agreement contains an error, prepare an amendment or corrective memo signed by the same authorized parties. Minor clerical corrections often require a signed amendment to avoid ambiguity.

Who retains the executed original?

All parties should keep an executed copy; the performing party or contract administrator typically stores the master file in a secure repository with retained audit logs.

How to revoke or cancel the agreement?

Revocation depends on terms: follow termination clauses, provide required notices, observe cure periods, and document any agreed rescission in writing signed by authorized representatives.

Are witness signatures required?

Witness requirements vary by state and instrument type. Some states require witnesses for deeds or powers of attorney; verify state-specific rules before execution.

Electronic Signature
Templates
Project Management
Project Management Subagreement

Project Management Subagreement

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

PROJECT MANAGEMENT SUBAGREEMENT

Project Identification

Project Title Project ID

Effective Date:

Client Name Client Address (for notices) Service Provider Name Service Provider Address (for notices) Project Manager (Client) Project Manager (Provider) & Contact

Recitals

This Project Management Subagreement (the "Subagreement") is entered into between Client Name: and Service Provider Name: to define the scope, deliverables, schedule, payment terms and other obligations relating to the Project identified above.

Scope of Work

Detailed Scope of Services Out-of-Scope Items

Deliverables and Acceptance

Deliverable 1 - Description Deliverable 1 - Acceptance Criteria

Due Date:

Deliverable 2 - Description Deliverable 2 - Acceptance Criteria

Due Date:

Timeline & Milestones

Project Start Date: Project End Date:

Milestone 1

Date:

Milestone 2

Date:

Budget, Fees & Payment

Total Contract Value (USD) Payment Schedule Reimbursable Expenses & Billing Procedures

Invoices to be delivered to Billing Contact:

Change Order Procedure

All changes to the Scope of Work, schedule, or price shall be made only by written change order executed by authorized representatives of both parties. Estimated impact on cost and schedule shall be included with each change order request.

Change Order Fee / Rate

Require written change orders:

Confidentiality

Each party shall maintain the confidentiality of the other party’s proprietary information disclosed in connection with the Project. Confidential information shall only be used for performance of this Subagreement and shall not be disclosed to third parties except as required by law or with prior written consent. Such confidentiality obligations shall survive termination of this Subagreement for a period of three (3) years.

Specific Data Protection Requirements

Representations, Warranties & Liability

Each party represents that it has the authority to enter this Subagreement. Service Provider warrants that services will be performed in a professional and workmanlike manner consistent with industry standards. EXCEPT FOR THE EXPRESS WARRANTIES SET FORTH IN THIS SUBAGREEMENT, SERVICES ARE PROVIDED "AS IS" AND NEITHER PARTY MAKES ANY OTHER WARRANTIES, EXPRESS OR IMPLIED.

Limitation of Liability: Except for liability arising from gross negligence, willful misconduct, or breach of confidentiality, neither party shall be liable for consequential, incidental, special, or punitive damages. Aggregate liability shall not exceed the total amounts actually paid under this Subagreement during the twelve (12) months preceding the claim.

Indemnification & Insurance

The Service Provider shall indemnify and hold harmless the Client against claims arising from Service Provider’s breach, negligence or willful misconduct. The Service Provider shall maintain insurance coverage customary for projects of this nature and provide certificates upon request.

Required Insurance Coverage (describe limits)

Termination

Either party may terminate this Subagreement for material breach if the breach is not cured within the notice period below. Upon termination, Service Provider shall deliver all completed work and reasonable documentation and shall invoice for work performed through the effective date of termination.

Cure Notice Period (days)

Dispute Resolution & Governing Law

Parties shall attempt in good faith to resolve disputes promptly through negotiation between senior representatives. If unresolved within thirty (30) days, disputes shall be resolved by binding arbitration administered in accordance with the mutually agreed rules. This Subagreement shall be governed by the laws of the state indicated below without regard to conflicts of law principles.

Governing Law State

Notices

Client Notice Address Service Provider Notice Address

Miscellaneous

Assignment and Subcontracting: Assignment allowed with prior written consent. Subcontracting permitted:

Compliance with Laws: Each party shall comply with applicable laws, rules and regulations in performing its obligations under this Subagreement.

Execution

This Subagreement may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one and the same instrument. Electronic signatures shall be deemed original signatures for all purposes.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Subagreement Is and When It Applies

A Project Management Subagreement is a written contract between a primary contracting party and a subcontractor or project manager that allocates responsibilities, scope, schedule, deliverables, payment terms, and risk allocation for a defined portion of work on a larger project. It supplements the main prime contract by describing project management duties, reporting requirements, change order handling, insurance and indemnity obligations, and acceptance criteria. Parties use this subagreement to clarify authority, identify deliverable milestones, and create an auditable record of decisions and approvals that governs the subordinate scope of work throughout the project lifecycle.

Why a Clear Subagreement Benefits Project Delivery

A focused subagreement reduces disputes by documenting roles, technical scope, and approval paths; it helps control costs and schedule slippage through defined change processes and measurable milestones.

Who Typically Prepares and Signs This Subagreement

Project owners, general contractors, subcontractors, and designated project managers commonly use a Project Management Subagreement to assign and accept management duties.

Construction firms and GCs managing trade subcontractors and site coordination across multiple contractors.
Real estate developers and property managers supervising phased delivery and commissioning of building systems.
Professional services PMOs and consulting firms delegating project controls, reporting, and quality assurance.

The document aligns stakeholders on responsibilities and creates a contract-ready record for approvals, payment triggers, and claims management.

Representative Signers and Their Roles

Project Manager

Responsible for day-to-day coordination, issuing progress reports, and administering change orders on behalf of the subcontractor. The project manager signs to confirm acceptance of management duties, resource commitments, and schedule obligations under the subagreement.

Authorized Officer

An officer or contracting representative with authority to bind the company signs on behalf of the prime or subcontractor. That signer accepts financial terms, indemnity, and warranty provisions and confirms legal capacity to perform the obligations described.

Core Elements to Include in a Professional Subagreement

A thorough Project Management Subagreement addresses scope, schedule, governance, payment, reporting, and dispute resolution so parties understand obligations and remedies.

Scope of Work

Precise description of tasks, deliverables, acceptance criteria, and interfaces with the prime contract to avoid overlap or gaps in responsibility.

Schedule and Milestones

Key dates, milestone definitions, and remedies for delay including liquidated damages or schedule float allocation where applicable.

Payment Terms

Compensation basis, invoicing cadence, retainage, final payment conditions, and procedures for payment of approved change orders.

Change Management

Request, review, approval, and pricing process for variations in scope including required documentation and decision timelines.

Insurance and Indemnity

Required insurance coverage, limits, additional insured status, hold harmless language, and indemnity triggers tied to performance.

Termination and Remedies

Events permitting termination, cure periods, closeout obligations, and remedies such as setoff, suspension, or damages.

Step-by-Step: How to Complete the Subagreement

Follow this order to reduce omissions and speed execution: confirm parties, attach exhibits, set dates, and prepare signatures.

01

Confirm Parties: Verify legal names, addresses, and authorized signers.
02

Define Scope: Attach or reference detailed scope exhibits and technical specifications.
03

Set Terms: Enter payment, schedule, insurance, and change order processes.
04

Sign and Date: Collect signatures and retain execution copies for records.

Typical Workflow for Issuing and Executing a Subagreement

A consistent workflow reduces approval cycles and creates an auditable trail from drafting to execution and delivery.

Draft: Prepare subagreement and annex technical exhibits.
Review: Internal legal and commercial review for compliance and risk.
Approve: Authorized representatives execute and date the agreement.
Distribute: Send signed copies to stakeholders and upload to contract repository.

Digital Workflow Settings to Configure Before Sending

Configure routing, authentication, and field behavior to match your internal approvals and compliance needs.

Field	Configuration
Signer Order	Sequential or parallel routing per approval hierarchy
Authentication	Email link, SMS code, or advanced signer verification
Conditional Fields	Show or hide fields based on answers or role
Integrations	Connect to CRM, ERP, or document storage for automatic filing

Technical Considerations for eSigning and Storage

Confirm supported file types, integration needs, and signer authentication methods before sending documents electronically.

File Formats: PDF, DOCX, and other common formats
Integrations: Salesforce, NetSuite, Google Workspace, and others
Authentication: Email link, SMS, KBA, or SSO

Ensure your chosen eSignature provider supports required compliance features and retention, then archive executed agreements in a secure repository.

Security and Compliance Checklist

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamped events and signer attribution

HIPAA: BAA required for protected health information

ESIGN / UETA: Meets federal and state e-signature standards

21 CFR Part 11: Compliance available for regulated records

Certifications: SOC 2 Type II, ISO 27001 available

Common Legal and Financial Risks to Watch For

Incorrect Tax Forms: 1099 penalties $60–$330+ per form

Intentional Disregard: $660+ per form, no cap

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

Missing Signatures: Can render provisions unenforceable

Data Privacy Breach: Regulatory fines and remediation costs

Poor Change Control: Claims, delays, and increased costs

Frequent Preparation Errors to Avoid

Using informal or abbreviated legal names that do not match formation records, which can complicate enforcement and payment.
Failing to attach technical exhibits or schedules that define deliverables, leading to scope disputes and extra work claims.
Omitting signature dates or signing with initials only, leaving ambiguity about the effective date and signer authority.
Not specifying change order pricing methodology and approval timeframes, which creates uncertainty during scope changes.

How Organizations Use Project Management Subagreements

Real-world examples show how subagreements streamline approvals and simplify coordination across parties and sites.

Optica Ventures

Optica adopted a standardized subagreement to clarify responsibilities and reporting

It reduced back-and-forth on approvals
According to their COO, the streamlined agreement made it easier for customers to understand project roles while improving internal coordination and turnaround times.

Martin Properties

A regional developer used subagreements to assign commissioning tasks

Subagreements defined milestones and acceptance testing
The founder reported the approach delivered consistent documentation, mobile signing capability, and faster closure of punch-list items while maintaining compliance.

eSignature Vendor Pricing Snapshot for Subagreement Execution

Compare starting prices and core features that matter for executing Project Management Subagreements; signNow is shown first in the comparison.

	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	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 by plan	Varies by plan	Varies by plan

Typical Timeframes and Deadlines to Include

Build clear deadlines into the subagreement for notices, change orders, invoicing, and milestone acceptance to reduce disputes.

Effective Date Entry:

Effective on the MM/DD/YYYY date entered in the agreement

Notice to Cure:

Typical cure periods range from 7 to 30 days depending on issue severity

Change Order Submission:

Require documented change requests within 7–14 days of identifying changed scope

Invoice Due Date:

Standard payment terms are Net 30 unless otherwise agreed

Retainage Release:

Release retainage 30–90 days after final acceptance as specified

Key Project Milestones Covered by the Subagreement

Map milestones in sequence so responsibilities and acceptance events are clear throughout the project lifecycle.

01

Negotiation

Finalize scope, price, and interfaces prior to mobilization

02

Execution

Obtain all signatures and effective date for obligations

03

Mobilization

Begin on-site work and initial reporting cadence

04

Closeout

Complete deliverables, acceptance testing, and final invoicing

Practical Tips for Accurate and Efficient Completion

Apply consistent drafting and review practices to minimize ambiguity and accelerate execution.

Use Standardized Templates

Maintain a vetted template library to ensure consistent clauses, reduce legal review time, and speed negotiation while retaining flexibility through defined exhibits.

Attach Technical Exhibits

Include schedules, drawings, and specifications as numbered exhibits so the scope is precise and readily referenced during execution and dispute resolution.

Define Approval Paths

Specify who can approve change orders and invoices with monetary thresholds to avoid unsigned cost exposure and ensure rapid decision-making.

Keep an Audit Trail

Use a system that records timestamps, IP addresses, and signer attribution to preserve evidence of intent and consent for each executed document.

Frequently Asked Questions About Project Management Subagreements

Answers to common questions on signing, notarization, corrections, revocation, and recordkeeping for subagreements executed in the United States.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and reliable record retention are documented.
When is notarization required?
Notarization is required when the underlying instrument or state law mandates it (for example, deeds and certain acknowledgments). Check state recording and notary rules before omitting notarization.
How do I fix a signed error?
If an executed agreement contains an error, prepare an amendment or corrective memo signed by the same authorized parties. Minor clerical corrections often require a signed amendment to avoid ambiguity.
Who retains the executed original?
All parties should keep an executed copy; the performing party or contract administrator typically stores the master file in a secure repository with retained audit logs.
How to revoke or cancel the agreement?
Revocation depends on terms: follow termination clauses, provide required notices, observe cure periods, and document any agreed rescission in writing signed by authorized representatives.
Are witness signatures required?
Witness requirements vary by state and instrument type. Some states require witnesses for deeds or powers of attorney; verify state-specific rules before execution.

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