What if a required approver is unavailable

Document the absence and name an alternate approver with equivalent authority. Update the checklist route to include the alternate, and capture the reason in the submission notes for auditability.

Can the checklist be signed electronically

Yes. Electronic signatures meet ESIGN and UETA requirements when intent, consent, attribution, and retention are demonstrable. For consumer-facing financial or healthcare records follow ESIGN consumer disclosure rules where applicable.

How do I attach supporting documents

Include all required attachments before routing. Use standard file formats (PDF preferred) and a naming convention that includes project ID and document type to keep records searchable.

What if names do not match

Ensure signer names match legal or payroll records. Mismatched names can delay approvals or trigger identity verification steps; correct the record before sending.

How long should records be kept

Retain completed checklists per the retention schedule: minimum three years for most records, seven years for many post-termination records, and six years for HIPAA-regulated documents.

Which platforms meet security requirements

Choose a platform that provides TLS encryption in transit, AES-256 at rest, audit trails, and compliance certifications appropriate to your industry such as SOC 2, ISO 27001, or HIPAA with a BAA.

Electronic Signature
Templates
Project Management
Project Management Submission Checklist

Project Management Submission Checklist

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

PROJECT MANAGEMENT SUBMISSION CHECKLIST

Project Identification

Project Name Project ID

Client Name:

Client Contact (Name / Role):

Project Manager: PM Contact (Phone / Email):

Submission Reference

Submission Title:

Submission Date:

Submission Type (select all that apply)

Deliverable Milestone Change Order Invoice Other:

Scope of Submission

Scope Description Out-of-Scope Items

Deliverables and Acceptance

Deliverable 1 Name:

Deliverable 1 Description Acceptance Criteria

Due Date:

Deliverable 2 Name:

Deliverable 2 Description Acceptance Criteria

Due Date:

Deliverable 3 Name:

Deliverable 3 Description Acceptance Criteria

Due Date:

Submission Checklist

Requirements Document included Technical Design included Test Plan included

Source Code repository reference provided Build/Deployment scripts included User documentation included

Security review completed Compliance checklist completed Third-party license inventory included

Performance testing results included Data migration plan included Training materials included

Checklist Exceptions / Comments

Timeline & Milestones

Planned Start Date: Planned End Date:

Milestone 1

Milestone 1 Date:

Milestone 2

Milestone 2 Date:

Milestone 3

Milestone 3 Date:

Dependencies

Budget & Change Orders

Total Cost Impact Payment Schedule / Billing Milestones Change Order Procedure

Compliance, Confidentiality & Warranties

Compliance: The submitting party certifies that all deliverables comply with applicable contractual obligations, contractual schedules, and any regulatory requirements identified in related agreements. Any known deviations are documented in Checklist Exceptions.

Confidentiality: All information, materials, and deliverables provided in connection with this submission shall be treated as Confidential Information of the disclosing party. Confidential Information shall be used solely for performance and acceptance of the deliverable and shall not be disclosed to third parties except as expressly permitted. The obligations of confidentiality survive acceptance and termination of the project for a period of three years unless otherwise agreed in writing.

Limited Warranty: The submitter warrants that the deliverables materially conform to the acceptance criteria set forth in this checklist for a period of 30 days from the date of formal acceptance. Remedies for breach of this warranty shall be limited to correction or re-performance of nonconforming work at no additional cost, unless otherwise agreed in writing.

Acknowledgement of Confidentiality and Warranty Terms: I acknowledge and accept the terms above

Acceptance Process

Acceptance Criteria Summary:

Acceptance Window (business days):

If rejected, required corrective action and timeframe:

Governing Law

This submission, the obligations of the parties arising from it, and any disputes regarding acceptance or performance shall be governed by the laws of:

Attachments

List of Attached Documents Additional Notes

Certification: By signing below, the signatory certifies that the information provided in this Project Management Submission Checklist is complete and accurate to the best of their knowledge, that the deliverables identified meet the stated acceptance criteria unless otherwise noted, and that any deviations have been documented above. The signatory further certifies they have authority to bind their organization for the purposes of acceptance and corrective action.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Submission Checklist Is

The Project Management Submission Checklist is a structured template that captures essential project intake data, approvals, and deliverables needed to move a project from request to execution. It standardizes required fields such as project name, sponsor, scope summary, key milestones, budget estimate, dependencies, required attachments, and signatory authority. Using a single checklist reduces handoffs, clarifies responsibilities, and creates an auditable record for internal review and external compliance when projects affect regulated activities or contracted work.

Why a Standardized Submission Checklist Matters

A single, consistent checklist improves intake quality, speeds approvals, and reduces rework by capturing required information up front. It creates an auditable record for internal governance and compliance with applicable laws and contract terms.

Who Typically Completes and Reviews the Checklist

Project managers, sponsors, procurement staff, and functional approvers commonly use the checklist to start and track project requests.

Project Manager — Prepares scope, milestones, resource needs and attachments before routing for approvals.
Project Sponsor — Confirms budget, strategic alignment, and final authorization for project initiation.
Procurement/Legal — Verifies vendor terms, contract requirements, and any required regulatory approvals.

Maintaining clear roles in the checklist speeds handoffs and preserves accountability through the approval chain.

Core Sections to Include in Every Submission Checklist

A professional checklist groups information into clear sections so reviewers can evaluate feasibility, budget, timeline, and risks quickly.

Project ID

Unique identifier, short descriptive title, and version to avoid duplicate requests and support audit tracking across systems.

Scope Summary

Concise statement of objectives, deliverables, and boundaries so stakeholders understand what is in scope and what is excluded.

Milestones

Key dates, acceptance criteria, and dependencies that define success and drive scheduling and resource planning.

Budget

Estimated cost breakdown, funding source, and approval thresholds required for procurement or internal allocation.

Approvals

Named approvers, approval order, and required signatures or electronic approvals to validate authorization.

Attachments

Supporting files such as statements of work, vendor quotes, risk assessments, and compliance checklists required for review.

Step-by-Step: Completing and Routing the Checklist

Follow these four steps to complete the checklist, collect approvals, and archive the signed record.

01

Prepare: Fill every required field and attach supporting documents before submitting.
02

Route: Send to named approvers in the documented order for review and signature.
03

Sign: Approvers sign electronically or in person; capture the audit trail and timestamp.
04

Archive: Store the completed checklist with attachments in the project repository or records system.

Configuring an Online Submission Workflow

Set up an electronic workflow that enforces required fields, signer order, and attachment validation before submission.

Field	Configuration
Required Fields	Mark project title, sponsor, budget, and signature blocks as mandatory.
Signer Order	Enforce sequential routing: preparer → sponsor → procurement/legal → final approver.
Conditional Fields	Show vendor-specific fields only when procurement is required to avoid clutter.
Notifications	Enable email or in-app reminders for pending approvals after set business days.

Where to Send the Completed Checklist

Decide destination based on project type: internal PMO, procurement, legal, or external vendor portal as required.

PMO Repository: Central project office for portfolio intake and status tracking.
Procurement: Attach when vendor selection or purchase order processing is required.
Legal: Route for contract review when agreements or terms are involved.
Vendor Portal: Submit copies to external systems when onboarding third-party suppliers.

Technical and Security Considerations for Electronic Submission

Choose a platform that supports fillable PDFs, audit trails, and secure storage to preserve the submission record.

File Formats: PDF, DOCX, XLSX
Integrations: CRM, ERP, cloud storage
Security: TLS and AES encryption

Comparison: eSignature Pricing and Capabilities

Typical eSignature plans vary by price model, feature set, and regulatory support. signNow appears first for platform feature parity and cost 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	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Common Preparation Mistakes to Avoid

Incomplete fields that force reviewers to request clarifying information, delaying approval and execution.
Mismatched names or titles between the checklist and authoritative records that block electronic signature matching.
Missing or incorrect attachments such as vendor quotes, SOWs, or compliance certificates required for procurement approval.
Using vague scope descriptions that lead to scope creep, disputes, or rework during execution and contracting.

Consequences of an Incorrect or Late Submission

Project Delay: Approval holdbacks

Contract Risk: Unenforceable terms

Financial Loss: Budget overruns

Regulatory Exposure: Compliance fines

Tax Impact: Reporting errors

Audit Findings: Recordkeeping failures

Realistic Submission Examples

Two brief examples show how a checklist organizes information for different project types and stakeholders.

Construction Project

A site renovation request includes scope, vendor quote, and schedule

Single source procurement required due to timeline
Final checklist attached to the PO and retained for seven years as part of contract records, simplifying audits and change control.

IT Implementation

A software deployment request lists integrations, security assessment, and resource estimates

Cross-functional approvals required from IT, security, and procurement
Completed checklist plus signed SOW stored in the PMO repository provides the authoritative basis for go/no-go decisions and future change orders.

Typical Timelines and Processing Expectations

Set clear internal deadlines for each review stage to keep the project intake process predictable and measurable.

Initial Submission Window:

Submit at least 5 business days before requested start.

Sponsor Review:

Sponsor responds within 3–5 business days.

Procurement Review:

Procurement completes vendor checks in 7–10 business days.

Legal Review:

Legal provides comments in 5–10 business days depending on complexity.

Final Approval:

Final sign-off usually within 10–15 business days after complete submission.

Practical Tips for Accurate, Efficient Submissions

Adopt consistent habits to reduce review cycles and improve data quality across submissions.

Use a Template Library

Maintain approved checklist templates for common project types to ensure required fields and attachments are always included and to reduce variation between submitters.

Validate Before Send

Run a pre-submission check for required attachments, correct names, and budget totals to avoid reviewer rework and expedite approvals.

Assign Clear Roles

Document who prepares, who reviews, and who signs. Role clarity shortens approval cycles and reduces the chance of missing signatures.

Keep Version Control

Store signed checklists with version identifiers and change logs so auditors can trace amendments and signatory history.

Frequently Asked Questions and Troubleshooting

Answers to common questions about completing, signing, and storing the Project Management Submission Checklist.

Need help? Contact support

What if a required approver is unavailable
Document the absence and name an alternate approver with equivalent authority. Update the checklist route to include the alternate, and capture the reason in the submission notes for auditability.
Can the checklist be signed electronically
Yes. Electronic signatures meet ESIGN and UETA requirements when intent, consent, attribution, and retention are demonstrable. For consumer-facing financial or healthcare records follow ESIGN consumer disclosure rules where applicable.
How do I attach supporting documents
Include all required attachments before routing. Use standard file formats (PDF preferred) and a naming convention that includes project ID and document type to keep records searchable.
What if names do not match
Ensure signer names match legal or payroll records. Mismatched names can delay approvals or trigger identity verification steps; correct the record before sending.
How long should records be kept
Retain completed checklists per the retention schedule: minimum three years for most records, seven years for many post-termination records, and six years for HIPAA-regulated documents.
Which platforms meet security requirements
Choose a platform that provides TLS encryption in transit, AES-256 at rest, audit trails, and compliance certifications appropriate to your industry such as SOC 2, ISO 27001, or HIPAA with a BAA.

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