Can the charter be electronically signed?

Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and record retention are present.

Do charters require notarization?

Generally no. Internal governance charters typically do not require notarization or witnesses. Use notarization only when a charter creates external legal obligations requiring notarized acceptance.

What happens if a signer’s name differs?

Mismatched signer names or titles can delay acceptance. Ensure names match legal or organizational records to prevent questions about authority during audits.

How should revisions be handled?

Create a new version with a revision history, require re-approval for material changes, and retain prior signed versions for audit and dispute resolution.

Where should signed charters be stored?

Store signed PDFs in the project repository and compliance archive, ensuring access controls and retention schedules align with organizational policies.

What authentication level is appropriate?

Use email or SMS for routine approvals; require stronger authentication or multi-factor for high-risk approvals or when PHI or regulated data is involved.

Electronic Signature
Templates
Project Management
Project Management Team Charter

Project Management Team Charter

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

PROJECT MANAGEMENT TEAM CHARTER

Project Identification

Project Title Project ID

Client Name: Client Contact:

Client Address

Project Manager: Sponsor:

Planned Start Date: Planned End Date:

Purpose and Objectives

Purpose: The purpose of this charter is to formally authorize and define the project, establish the project team, identify the authority of the Project Manager to mobilize resources and execute project tasks, and establish acceptance and governance criteria.

Primary Objectives

Scope of Work

In-Scope Out-of-Scope

Deliverables and Acceptance Criteria

Each deliverable shall be accepted by the Client in writing in accordance with the acceptance criteria described below. Acceptance shall constitute final sign-off for that deliverable for purpose of milestones and payment.

Deliverable 1 — Title Description Acceptance Criteria Deliverable 2 — Title Description Acceptance Criteria

Timeline & Milestones

Milestones below reflect target dates. Any change to milestone dates shall follow the change control process defined herein.

Milestone 1

Due Date: Owner:

Milestone 2

Due Date: Owner:

Milestone 3

Due Date: Owner:

Roles & Responsibilities

The individuals and roles below have the authorities and responsibilities set forth. The Project Manager has the authority to assign tasks, approve work packages, and request changes in accordance with the change order procedure.

Primary Team Roles and Leads

Communication & Reporting

Regular communications, status reporting, and escalation points are defined to ensure timely decision-making.

Meeting Cadence Reporting

Risk Management

Risk Management Plan

Budget, Payment & Change Orders

All payments and changes to scope shall be governed by the payment schedule and change-order process below. No work outside scope will be billable without an executed change order.

Total Project Budget Payment Schedule Change Order Process

Confidentiality and Data Protection

The parties acknowledge that information exchanged under this charter may be confidential. Each party shall (a) use Confidential Information solely for performance under this charter, (b) protect such information with at least the same degree of care it uses to protect its own confidential information, and (c) not disclose Confidential Information except to persons with a need to know and who are bound by a substantially similar duty of confidentiality. Confidential Information does not include information that is or becomes publicly known through no breach by the receiving party, or that is independently developed without use of the other party's confidential information.

By checking this box, the signer certifies that the organization understands and will comply with the confidentiality obligations set forth above.

Governing Law and Dispute Resolution

This charter shall be governed by the laws of: . The parties agree to attempt good-faith negotiation of disputes and escalation to the Sponsor and Senior Executive levels prior to initiating formal dispute resolution.

Authority, Acceptance and Sign-off

The undersigned represent that they have the requisite authority to commit their organizations to the terms of this charter. Acceptance of the final deliverables shall follow the acceptance criteria set forth above and shall be documented in a written sign-off by the Client.

Acknowledgment of team charter (initials): Project Manager: Project Sponsor:

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Team Charter Is

A Project Management Team Charter is a one-page or short-form document that formally establishes a project's purpose, scope, and governance. It identifies roles and responsibilities, lists primary stakeholders and approvers, sets high-level objectives, and records initial assumptions and constraints. The charter creates alignment among the sponsor, project manager, and core team, authorizes work to begin, and provides a reference for decision making. Although concise, it becomes the baseline for planning, communication, and change control, and is typically reviewed at project kickoff and whenever scope or sponsor expectations change.

Why a Team Charter Matters for Project Delivery

A clear charter reduces start-up ambiguity by defining authority, scope, and success criteria so teams can begin work with aligned expectations and fewer disputes.

Who Creates and Uses This Charter

The Project Sponsor, Project Manager, and core project team typically draft and approve the charter before formal execution.

Project Sponsor — Signs to authorize resources and scope; sets strategic goals and high-level constraints.
Project Manager — Drafts the charter, assigns accountability, and ensures the document maps to the project plan.
Steering Committee — Reviews major scope items and approves the charter for governance and funding decisions.

After approval, the charter is distributed to stakeholders as the authoritative summary for kickoff and decision escalations.

Signatory Roles and Responsibilities

Project Sponsor

The sponsor provides executive authority, approves the charter, secures funding, and resolves escalations. They have final sign-off on scope and major deliverables and are accountable for strategic alignment with organizational goals.

Project Manager

The project manager creates and maintains the charter, coordinates review cycles, assigns team roles, and attests to operational readiness. They execute changes through formal change control and report progress to the sponsor and steering committee.

Core Elements to Include in a Professional Charter

A complete charter balances brevity with specificity: document the why, who, what, and when so stakeholders understand authority, constraints, deliverables, and success measures.

Purpose

Concise statement of why the project exists and the organizational outcomes it supports, including primary business drivers and expected benefits.

Scope Summary

High-level description of included and excluded work, major deliverables, and key boundaries that prevent scope creep during planning.

Objectives

Specific, measurable objectives linked to success criteria, such as target metrics, acceptance criteria, or milestone completion thresholds.

Roles & Authority

List core team members, the sponsor, approvers, and escalation paths; specify who can approve scope changes and resource reallocations.

Major Milestones

Top-level milestones and target dates that guide planning and provide the basis for baseline approval and progress tracking.

Constraints & Assumptions

Key constraints, risks, and assumptions that materially affect delivery, including budget ceilings, regulatory limits, and third-party dependencies.

Step-by-Step: Create, Review, and Approve the Charter

Follow a short, repeatable workflow: draft, review, revise, approve, baseline, and distribute to start the project with clear authority.

01

Draft: Project manager drafts the charter with sponsor input and initial assumptions documented.
02

Internal Review: Core team and subject-matter experts review content for accuracy and feasibility.
03

Sponsor Approval: Sponsor reviews and signs to authorize funding and resources.
04

Baseline & Distribute: Record the approved charter version, communicate to stakeholders, and use it as the planning baseline.

How to Configure an Online Approval Workflow

Configure fields and routing to match your approval order and authentication needs before sending the charter for signature.

Field	Configuration
Signer Order	Set sequential or parallel routing based on governance needs.
Authentication	Choose email, SMS, or stronger methods for critical approvals.
Template	Save the charter as a reusable template for repeatable projects.
Notifications	Enable reminders and completion alerts to expedite approvals.

Where to Send the Approved Charter

After approval, route final copies to stakeholders, the PMO, and the project repository to ensure traceability and access.

Sponsor: Send signed PDF to the sponsor and executive sponsor archive.
PMO Repository: Store the signed charter in the central project repository or document management system.
Core Team: Distribute to core team and external vendors for alignment.
Audit Archive: Retain a copy in the compliance archive for future audits or disputes.

Digital Signing and File Format Considerations

Use a platform that supports common document formats, audit trails, and required signer authentication methods for corporate approvals.

Formats Supported: PDF, DOCX, and HTML output for archival and downstream uses.
Integrations: Connectors for Microsoft 365, Google Workspace, Salesforce, NetSuite, and cloud storage.
Authentication: Email link, SMS code, or advanced signer authentication for sensitive approvals.

Typical Timing and Review Cadence

Set clear target dates for drafting, review, approval, and periodic charter reviews to keep governance current and enforceable.

Draft Completed:

Target within 1–2 weeks of project initiation depending on project size.

Review Window:

Allow 3–5 business days for internal SME and sponsor review cycles.

Approval Deadline:

Require sponsor sign-off before resource allocation and procurement actions.

Baseline Date:

Record the approved effective date and publish to stakeholders immediately.

Periodic Review:

Revisit charter at major phase gates or at least quarterly for long-running programs.

Key Milestones from Charter to Execution

A numbered milestone sequence helps teams track progress from the charter through baseline and execution phases.

01

Charter Drafted

PM compiles inputs and creates the initial charter draft with sponsor direction.

02

Stakeholder Review

Core team and SMEs validate scope, schedule, risks, and resource estimates.

03

Sponsor Approval

Sponsor signs to authorize funding and project initiation.

04

Project Baseline

Approved charter becomes the planning baseline and is distributed to all stakeholders.

Common Preparation Mistakes to Avoid

Unclear scope boundaries that invite scope creep and rework, increasing cost and timeline risk.
Missing approver details or incorrect contact information that delay sign-off and resource allocation.
Using vague success criteria rather than measurable objectives, which undermines acceptance testing and stakeholder alignment.
Failing to record assumptions and constraints, making it hard to reconcile plan changes or unforeseen external impacts.

Risks When a Charter Is Incomplete or Incorrect

Project Delay: Delayed approvals and unclear authority.

Scope Creep: Uncontrolled scope changes and added costs.

Resource Conflicts: Competing priorities and allocation errors.

Contract Disputes: Vendor deliverables misaligned with expectations.

Audit Findings: Insufficient records for governance reviews.

Rework Costs: Increased budget from late clarifications.

Required Compliance and Security Items

Encryption: TLS 1.2/1.3 in transit

Data at Rest: AES-256 encryption

Audit Trail: Timestamped signature records

Access Controls: Role-based permissions

HIPAA Consideration: BAA required for PHI workflows

Legal Frameworks: ESIGN and UETA applicability

Real-World Examples of Charters in Use

These short case arcs show how organizations use a charter to speed approval and reduce ambiguity before work begins.

Optica Ventures

The COO standardized a one-page charter to accelerate approvals for recurring initiatives.

Faster sponsor alignment enabled earlier procurement.
The standardized format reduced review cycles, improved consistency across projects, and made project health visible to executives without extra meetings.

Xerox Integration

A director used a template to align NetSuite rollouts with business owners.

Consistent signatory order clarified accountability.
Templates and digital routing decreased setup time, ensured governance, and allowed repeatable, auditable deployment of program charters.

eSignature Pricing and Feature Snapshot for Charter Workflows

Basic pricing and key feature presence across vendors to help compare costs and capabilities for charter approvals; signNow listed first per vendor data.

	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	Verify	Verify	Verify	Verify
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Practical Tips for Accurate and Efficient Charters

Follow these habits to keep charters useful, actionable, and easy to verify during audits or governance reviews.

Keep It Concise

Limit the charter to essential governance fields to encourage review and timely approvals; attach detailed plans as exhibits.

Standardize Templates

Use approved templates to reduce variation, speed reviews, and make work predictable for stakeholders and procurement.

Define Approval Order

Specify signer order and authentication requirements to avoid routing delays and to preserve clear authorization chains.

Record Versioning

Include version number and effective date on every signed copy to maintain a clear audit trail of changes and approvals.

FAQs and Troubleshooting for Charter Preparation and Signing

Answers to common questions about completing, approving, and storing a Project Management Team Charter, and how digital workflows affect governance.

Need help? Contact support

Can the charter be electronically signed?
Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and record retention are present.
Do charters require notarization?
Generally no. Internal governance charters typically do not require notarization or witnesses. Use notarization only when a charter creates external legal obligations requiring notarized acceptance.
What happens if a signer’s name differs?
Mismatched signer names or titles can delay acceptance. Ensure names match legal or organizational records to prevent questions about authority during audits.
How should revisions be handled?
Create a new version with a revision history, require re-approval for material changes, and retain prior signed versions for audit and dispute resolution.
Where should signed charters be stored?
Store signed PDFs in the project repository and compliance archive, ensuring access controls and retention schedules align with organizational policies.
What authentication level is appropriate?
Use email or SMS for routine approvals; require stronger authentication or multi-factor for high-risk approvals or when PHI or regulated data is involved.

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