Does the agreement require notarization?

Generally no; most service contracts do not require notarization. Notarization may be requested for recordkeeping or state-specific formalities, but it rarely affects enforceability unless required by local law.

Can this be signed electronically?

Yes; electronic signatures are legally valid under ESIGN (15 U.S.C. §7001) and UETA in most jurisdictions. Exceptions include limited categories like certain wills or court filings, which remain excluded from electronic execution.

What authentication level should be used?

Choose authentication proportional to risk: email-only for low-risk, SMS or MFA for higher sensitivity, and KBA or advanced methods when regulatory proof of identity is required.

How do I update the agreement later?

Use formal amendments signed by authorized parties. Record change orders and attach them to the master agreement to preserve an auditable amendment history.

Who retains the executed copy?

Both parties should retain executed copies. Store signed documents and audit trails in secure systems with appropriate retention schedules and access controls.

What happens if the wrong person signs?

If a signer lacks authority, the agreement may be voidable. Confirm signatory authority before execution and consider a ratification clause to address inadvertent signature errors.

Electronic Signature
Templates
Project Management
Project Management Support and Maintenance Agreement

Project Management Support and Maintenance Agreement

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

PROJECT MANAGEMENT SUPPORT AND MAINTENANCE AGREEMENT

This Project Management Support and Maintenance Agreement (the Agreement) is entered into between Client Name: and Service Provider: . Effective Date: . Project ID: .

Project Identification

Project Manager Project Manager Contact

Scope of Work

The Service Provider shall provide project management support, maintenance, and related services as described below. The scope establishes services to be delivered, performance standards, and responsibilities of the parties.

Detailed Scope of Services Out of Scope Items

Deliverables and Acceptance

Deliverables will be provided in the format and schedule set forth below. Acceptance is conditioned on meeting stated acceptance criteria and remediation of any defects identified within the acceptance period.

Deliverable 1 — Name Acceptance Criteria Deliverable 2 — Name Acceptance Criteria

Service Levels and Maintenance

The Service Provider will perform support and maintenance in accordance with the service levels set forth below. Response and resolution targets apply to incidents reported through agreed channels.

Priority 1 Response Time Priority 1 Resolution Target Uptime Guarantee Maintenance Window (recurring)

Timeline and Milestones

The parties agree to the following schedule. Time is of the essence for milestone delivery unless otherwise mutually agreed in writing.

Planned Start Date Planned End Date Milestone 1 — Date Milestone 1 — Description

Fees, Invoicing and Payment

Compensation for services rendered under this Agreement shall be as set forth below. All fees are due in accordance with invoicing terms, and amounts not paid when due shall bear interest as stated.

Total Fee Payment Schedule Invoicing and Payment Terms Late Payment Penalty

Change Orders

Any change to scope, timeline, or fees must be documented and approved through a written change order executed by authorized representatives of both parties.

Change Order Process Standard Hourly Rate for Change Work

Confidentiality

Each party shall maintain the confidentiality of the other party's Confidential Information, shall use such information solely for performance under this Agreement, and shall not disclose it except to employees or contractors who need access for performance and who are bound by confidentiality obligations at least as protective as those herein.

Confidential Information does not include information that is or becomes publicly known without breach, independently developed without use of Confidential Information, or rightfully received from a third party without restriction.

By checking this box, the signing representative acknowledges the confidentiality obligations set forth above.

Intellectual Property

Unless otherwise agreed in writing, the Service Provider hereby assigns to the Client all worldwide right, title and interest in and to deliverables created specifically for the Client under this Agreement upon full payment. The Service Provider retains ownership of its pre-existing materials and tools, and grants the Client a non-exclusive, non-transferable license to the extent necessary to use deliverables.

Warranties; Disclaimer

The Service Provider warrants that it will perform services in a professional and workmanlike manner in accordance with industry standards. Except as expressly provided, all other warranties are disclaimed to the fullest extent permitted by law.

Limitation of Liability and Indemnification

Except for liability arising from gross negligence, willful misconduct, or breach of confidentiality, neither party shall be liable for indirect, incidental, consequential, special or punitive damages. The aggregate liability of the Service Provider for claims arising from this Agreement shall not exceed the total fees paid by the Client to the Service Provider in the prior twelve months.

Each party shall indemnify, defend and hold harmless the other from third-party claims arising from its breach of this Agreement, negligence, or willful misconduct.

Term and Termination

This Agreement commences on the Effective Date and continues until the earlier of completion of the services or termination under this Section. Either party may terminate for convenience upon prior written notice to the other party given not less than days. Either party may terminate for material breach if the breaching party fails to cure within days of written notice.

Data Security and Access

The Service Provider shall implement and maintain administrative, technical and physical safeguards appropriate to the nature of the services to protect Client data. The Service Provider shall promptly notify the Client of any security incident affecting Client data and shall cooperate in remediation and notification efforts.

Backup Responsibility

Reporting and Meetings

Regular Status Meeting Frequency Reporting Deliverables

Governing Law and Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of: . Disputes arising under this Agreement shall be resolved by the dispute resolution procedure set out below unless otherwise agreed in writing.

Dispute Resolution

Notices

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses set forth below or to such other address as either party may designate in writing.

Client Notice Address Client Notice Contact Service Provider Notice Address Service Provider Notice Contact

General Provisions

Entire Agreement: This Agreement and any attachments constitute the entire agreement between the parties with respect to the subject matter hereof and supersede all prior agreements and understandings.

Amendment: No modification or waiver of any provision of this Agreement shall be effective unless in writing and signed by authorized representatives of both parties.

Severability: If any provision of this Agreement is held invalid or unenforceable, the remaining provisions will remain in full force and effect.

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

What the Project Management Support and Maintenance Agreement Is

A Project Management Support and Maintenance Agreement is a written contract that defines ongoing project governance, operational support, and maintenance services provided after initial delivery. It typically covers scope of support, response and resolution times, routine maintenance tasks, service-level commitments, reporting obligations, change-order processes, fees and invoicing, intellectual property treatment, confidentiality, term and renewal, and transitional obligations at contract end. The agreement sets expectations between the client and the provider to reduce disputes and maintain project continuity over the contract term, and it is commonly executed by authorized signatories for both parties.

Why a Clear Support and Maintenance Agreement Matters

A well-drafted agreement clarifies responsibilities, defines measurable service levels, limits scope creep, and creates predictable cost and escalation paths. It reduces operational downtime and legal ambiguity while aligning expectations between the project team and ongoing support resources.

Who Typically Uses This Agreement

This agreement is used by organizations that need ongoing project oversight, technical maintenance, or vendor-managed services after handoff.

Internal IT or PMO teams coordinating vendor-managed support for enterprise projects.
Third-party service providers delivering ongoing maintenance, updates, and help-desk support.
Procurement or legal teams reviewing contract terms, SLAs, and renewal clauses.

Use the agreement when transferring operational responsibility or when predictable support levels and billing terms are required for post-delivery work.

Core Elements to Include in the Agreement

Six essential components ensure the agreement is actionable, enforceable, and aligned with client expectations.

Scope of Services

Describe supported systems, excluded items, permitted updates, and deliverables in precise language so both parties share the same operational boundaries.

Service Levels

Define response and resolution targets, priority tiers, uptime commitments, measurement windows, and remedies for missed SLAs to create objective performance metrics.

Change Control

Establish a formal change request process, approval authority, impact assessment, and pricing method for scope changes to avoid ambiguity.

Fees & Invoicing

Detail recurring fees, hourly rates for out-of-scope work, billing cadence, expense reimbursement, and late-payment terms to align financial expectations.

Reporting & Meetings

Specify periodic reporting frequency, required metrics, governance meetings, and escalation paths to support transparency and continual improvement.

Termination & Transition

Include termination rights, notice periods, data transfer obligations, and a transition plan to preserve continuity if the contract ends.

Step-by-Step: Preparing and Executing the Agreement

Follow these practical steps to assemble, review, and finalize the agreement quickly and with minimal rework.

01

Gather information: Collect IDs, customer contacts, and system inventories.
02

Define scope: Write explicit service tasks and exclusions.
03

Set SLAs: Assign priorities and measurable response times.
04

Sign and distribute: Execute signatures and share executed copies securely.

Typical Workflow for Online Completion and Execution

A short workflow shows how documents move from draft to an executed record using an eSignature platform and secure storage.

Prepare document: Assemble final text and exhibits.
Upload to eSign: Place signature and data fields for signers.
Route to signers: Authenticate signers and collect signatures.
Archive executed copy: Store signed document and audit trail securely.

Configuring a Digital Signing Workflow

Set up signer order, authentication, reminders, and audit retention before sending documents for signature.

Field	Configuration
Signer order	Sequential or parallel signer flow
Authentication	Email, SMS code, or KBA
Reminders	Daily or weekly automated reminders
Audit retention	IP, timestamps, and logs retained

Technical Considerations for eSubmission and Integration

Ensure your chosen platform supports required integrations, authentication strength, and document formats before eSubmission.

Integrations: Salesforce, NetSuite supported
Formats: PDF, DOCX, and HTML
Authentication: Email, SMS, MFA options

Confirm platform compliance for regulated data (HIPAA, 21 CFR Part 11) and verify audit-trail export, SSO availability, and storage encryption prior to signing.

Comparing eSignature Vendor Pricing and Capabilities

A concise vendor comparison helps select a platform that supports ongoing maintenance agreement workflows and regulatory requirements.

	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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (premium)	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

How This Agreement Differs from a Standalone SLA

Quick comparison of the Project Management Support and Maintenance Agreement versus a narrow Service Level Agreement (SLA).

Criteria	PM Support & Maintenance Agreement	Service Level Agreement (SLA)
Purpose	comprehensive contract	performance commitments
Enforceable terms		yes, focused
Typical signatories	client and vendor executives	operations or it leads
Typical attachments	schedules, exhibits	metrics and reporting

Security and Compliance Considerations for Signed Agreements

Encryption in Transit: TLS 1.2 / 1.3

Encryption at Rest: AES-256

Certifications: SOC 2 Type II, ISO 27001

Regulatory Compliance: ESIGN, UETA, HIPAA (BAA)

Audit Trail: Timestamps, IP address, action log

Accessibility: WCAG 2.0 Level AA

Risks and Potential Consequences of an Incorrect Agreement

Ambiguous Scope: May trigger disputes and litigation

Missing Signatures: Document may be unenforceable

Incorrect Authority: Counterparty not bound by agreement

Undefined SLAs: Unclear remedies or penalties

Data Noncompliance: Regulatory fines or breaches

Late Filings: Potential contractual or tax penalties

Common Preparation Mistakes to Avoid

Using vague or catch-all language for support tasks that creates scope disputes and ad-hoc chargebacks during operations.
Failing to define priority tiers and measurable SLA metrics, which leaves response expectations and remedies open to interpretation.
Not documenting change-order approval authority and pricing, resulting in unapproved additional work and billing disputes.
Skipping a formal transition plan at contract end, which can cause service interruptions and data transfer delays.

Real-World Examples of Use and Outcomes

Sample customer scenarios illustrate how organizations use the agreement to maintain continuity and compliance after project delivery.

Optica Ventures — Operations

Optica standardized support activities and central reporting to reduce confusion across teams.

The team prioritized mobile-friendly approvals and audit trails.
Brian Fitzgibbons, COO, said the interface is simple and easy-to-use for the team and for customers, helping close operational gaps and speed approvals without in-person meetings.

Fertility Centers of Illinois — Healthcare

The clinic created a HIPAA-aware maintenance contract for patient systems and backups.

They required BAA and strict access controls.
John Butler, Founder, praised responsiveness and API flexibility, enabling compliant signature capture and secure storage across mobile and desktop platforms.

Best Practices for Drafting Effective Agreements

Adopt these drafting and governance practices to reduce disputes and improve operational clarity.

Draft precise scope and exclusions

List specific systems, modules, and tasks included under support. Attach schedules that itemize deliverables and exclude ambiguous language such as 'as needed' without defined triggers or metrics to prevent scope disputes.

Define measurable SLAs and remedies

Specify priority levels, response/resolution times, and calculation windows. Include remedies such as service credits or termination rights tied to objective failures to ensure accountability.

Establish formal change-order procedures

Require written change requests, impact statements, and documented approvals with pricing terms. Link change orders to the master agreement to preserve auditability.

Maintain a clear transition plan

Include data handover timelines, credentials transfer, and knowledge-transfer sessions at termination to minimize service disruption and preserve operational continuity.

Who Signs and Who Manages the Agreement

Client Authorized Signer

A corporate officer or delegated agent who has legal authority to bind the client. This person reviews commercial terms, approves renewal and termination rights, and ensures payment obligations are met on behalf of the organization.

Vendor Project Manager

The vendor-appointed lead responsible for day-to-day operations, SLA compliance, escalation handling, and coordination of maintenance tasks between technical teams and the client.

Frequently Asked Questions

Answers to common questions about preparing, executing, and managing Project Management Support and Maintenance Agreements.

Need help? Contact support

Does the agreement require notarization?
Generally no; most service contracts do not require notarization. Notarization may be requested for recordkeeping or state-specific formalities, but it rarely affects enforceability unless required by local law.
Can this be signed electronically?
Yes; electronic signatures are legally valid under ESIGN (15 U.S.C. §7001) and UETA in most jurisdictions. Exceptions include limited categories like certain wills or court filings, which remain excluded from electronic execution.
What authentication level should be used?
Choose authentication proportional to risk: email-only for low-risk, SMS or MFA for higher sensitivity, and KBA or advanced methods when regulatory proof of identity is required.
How do I update the agreement later?
Use formal amendments signed by authorized parties. Record change orders and attach them to the master agreement to preserve an auditable amendment history.
Who retains the executed copy?
Both parties should retain executed copies. Store signed documents and audit trails in secure systems with appropriate retention schedules and access controls.
What happens if the wrong person signs?
If a signer lacks authority, the agreement may be voidable. Confirm signatory authority before execution and consider a ratification clause to address inadvertent signature errors.

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