Are electronic signatures valid on retainers?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and record retention are met.

When is a notary required?

Most commercial retainers do not require notarization, but state rules differ for instruments affecting title or deeds. Verify state notary requirements for deeds and certain real-estate-related exhibits.

What authentication level is appropriate?

Choose authentication based on risk: email-only for low risk, SMS or KBA for medium risk, and multi-factor or identity-proofing where regulatory or contract terms demand stronger verification.

Can I use remote online notarization (RON)?

Many states permit permanent RON with identity proofing and audio-video recording requirements. Confirm your state’s RON rules and retention obligations before proceeding.

How long should I keep executed retainers?

Retain executed contracts for the active term plus relevant statutory periods: generally at least 3 years for tax records (IRC §6501(a)) and 6 years for HIPAA-related records (45 CFR §164.530(j)).

What causes signature challenges in audits?

Common issues include missing authorization, mismatched signer names, lack of audit trail entries (timestamp, IP), and unsigned attachments; resolving requires reconstructed evidence or re-execution.

Electronic Signature
Templates
Project Management
Project Management Technology Retainer

Project Management Technology Retainer

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

Project Management Technology Retainer

This Project Management Technology Retainer Agreement (Agreement) is entered into as of between Client Name: and Service Provider Name: .

Project Identification

Project Title Project ID Client Project Manager Service Provider Project Manager

Scope of Work

Service Provider will provide project management, technical advisory, and program governance services for the Project, including but not limited to the tasks described below. All services shall be performed in accordance with the Acceptance Criteria set forth in this Agreement.

Detailed Scope of Work (describe services, tools, and deliverables) Out of Scope Items

Deliverables and Acceptance

Deliverables will be submitted in the form and frequency described below. Client will evaluate deliverables against the Acceptance Criteria within the Acceptance Period specified for each deliverable.

Deliverable 1 — Description Deliverable 1 — Acceptance Criteria

Deliverable 1 Due Date:

Deliverable 2 — Description Deliverable 2 — Acceptance Criteria

Deliverable 2 Due Date:

Timeline & Milestones

The Project will commence on and is estimated to be completed by .

Milestone 1 — Name / Description

Milestone 1 Due Date:

Milestone 2 — Name / Description

Milestone 2 Due Date:

Budget, Fees & Payment

Client shall pay Service Provider the fees and expenses described below in accordance with the Payment Schedule.

Total Retainer / Not-to-Exceed Amount Fee Structure Payment Schedule / Terms Change Order Process Hourly Rate for Additional Work (if applicable)

Expenses & Reimbursement

Client will reimburse reasonable and pre-approved out-of-pocket expenses incurred by Service Provider in connection with the performance of the Services. All expenses in excess of the pre-approval threshold require written consent.

Expense Pre-Approval Threshold

Staffing, Subcontracting & Reporting

Primary Assigned Staff & Roles Reporting Frequency (select all that apply)

Weekly Bi-weekly Monthly Ad hoc / As requested

Acceptance Testing & Criteria

Confidentiality

Each party shall treat as confidential all information disclosed by the other party that is designated as confidential or which by its nature should be treated as confidential. Confidential information shall not be disclosed except to employees, contractors, or advisors who have a legitimate need to know and who are bound to protect such information. Confidentiality obligations shall survive termination of this Agreement for years.

Intellectual Property

Subject to Client’s payment of all amounts due under this Agreement, Service Provider assigns to Client all right, title and interest in deliverables that are custom-created for Client and constitute a work made for hire under applicable law. Pre-existing materials, general knowledge, tools, methodologies, templates, and any third-party components remain the property of the originating party or third party and are licensed to the other party on a non-exclusive, non-transferable basis as necessary to use the deliverable.

Warranties, Indemnity & Limitation of Liability

Service Provider warrants that services will be performed in a professional manner consistent with industry standards. Except as expressly provided, ALL OTHER WARRANTIES ARE DISCLAIMED. Each party will indemnify and hold harmless the other from third-party claims arising from its breach of this Agreement or its negligence. Except for liability for willful misconduct or gross negligence, neither party’s aggregate liability to the other for any claim arising out of or relating to this Agreement shall exceed the total fees paid by Client under this Agreement in the preceding twelve (12) months.

Termination & Suspension

Either party may terminate this Agreement for convenience upon days’ prior written notice. Either party may terminate for material breach if the breach is not cured within days after written notice. In the event of termination, Client shall pay for services performed and pre-approved expenses incurred through the effective date of termination.

Governing Law & Dispute Resolution

This Agreement shall be governed by the laws of the State of without regard to its conflicts of law principles. The parties agree to attempt to resolve disputes through negotiation and, if unresolved within 30 days, to submit disputes to mediation before initiating litigation.

Notices

Client Notice Address Service Provider Notice Address

Miscellaneous Provisions

This Agreement constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior agreements. No amendment will be effective unless in writing and signed by authorized representatives of both parties. Neither party may assign this Agreement without the prior written consent of the other, except to a successor by merger or sale of substantially all assets.

Additional Terms / Special Conditions

Client — Printed Name:

By:

Date:

Service Provider — Printed Name:

By:

Date:

What a Project Management Technology Retainer Is and when it applies

A Project Management Technology Retainer is a written agreement that secures ongoing project management and related technical services for a defined term. It typically sets the scope of services, retainer fee or draw, hourly or deliverable-based rates, billing cadence, notice and termination terms, intellectual property assignments, confidentiality obligations, and change-order procedures. The retainer can include attachments such as a statement of work (SOW), schedule of deliverables, and acceptance criteria. Organizations use retainers to ensure resource availability, clarify responsibilities, and streamline billing and approvals over the life of a project.

Why organizations use a Project Management Technology Retainer

A retainer centralizes expectations and cash flow: it preserves priority access to project managers and technical resources, sets predictable billing terms, and provides a documented change-order path to handle scope shifts without repeated negotiation.

Who typically completes and signs this retainer

Typical users include procurement, IT leadership, and project sponsors who need to lock in resources and clarify responsibilities before work begins.

Project Manager or PMO lead responsible for delivering the services and tracking milestones.
Procurement or Purchasing officer who approves contract terms and payment schedules.
Client executive or Sponsor who authorizes scope, budgets, and final acceptance criteria.

Signatures are normally required from an authorized representative of the service provider and an authorized client signatory with authority to bind the organization.

Step-by-step: how to complete this retainer

Follow a consistent sequence to reduce errors and shorten review cycles.

01

Prepare Attachments: Attach SOW, schedule, and rate tables.
02

Fill Core Fields: Populate names, dates, scope, and fees.
03

Review Legal Terms: Verify IP, confidentiality, and termination clauses.
04

Execute Signatures: Obtain authorized signatures and dates.

Typical routing and execution flow

A clear routing workflow helps ensure timely approvals and an auditable execution trail.

Upload Document: Initiator uploads final retainer and attachments.
Assign Fields: Place signature, initial, and date fields for parties.
Notify Reviewers: Send to legal, procurement, and finance for approval.
Finalize Signatures: Collect electronic or wet signatures and store executed copies.

Recommended digital workflow settings for electronic completion

Configure your digital signature workflow to match authentication and audit requirements.

Field	Configuration
Authentication Method	Email link \| SMS code \| KBA as needed
Field Types	Signature, initial, date, checkbox, conditional fields
Conditional Logic	Show or hide SOW sections based on selections
Notifications	Email reminders and completion receipts enabled

Platform and file requirements for e-signature workflows

Use a platform that supports PDF and DOCX, preserves audit trails, and meets your compliance needs.

File Formats: PDF | DOCX | XLSX supported
Integrations: Salesforce, NetSuite, Microsoft 365
Security: AES-256 at rest; TLS 1.2/1.3 in transit

Confirm the platform supports the authentication level and record retention required by your industry and state regulators before e-submitting signed copies.

Core components every professional retainer should include

A complete retainer clarifies responsibilities, payment, IP, termination, confidentiality, and change control to reduce disputes and support project governance.

Scope

Define tasks, deliverables, acceptance criteria, and milestones in measurable terms to limit ambiguity and control scope creep.

Compensation

Specify retainer amount, hourly rates, invoicing schedule, expense reimbursement, tax treatment, and procedures for disputed invoices.

Change Orders

Describe the process for submitting, approving, and pricing change orders, including any approval thresholds and timeline impacts.

Term and Termination

State the contract term, renewal mechanics, termination for convenience or cause, and post-termination transition obligations.

IP and Deliverables

Allocate ownership of work products, license rights, and obligations for pre-existing materials and third-party components.

Confidentiality

Include nondisclosure terms, data handling requirements, and any industry-specific privacy addenda.

Supporting materials and export options to include

Attach or reference supplementary documents that make the agreement operational and auditable.

Statement of Work

Detailed technical tasks, timelines, acceptance criteria, and deliverable definitions that are enforceable as exhibits to the retainer.

Rate Schedule

Clear fee tables for hourly, daily, or milestone billing plus expense reimbursement rules and invoicing instructions.

Change Log

A running record of approved change orders, scope adjustments, and associated cost or schedule impacts.

Export Formats

Provide executed copies in PDF/A for records and DOCX for editable archival versions to support legal discovery or audit.

Common timeline items and typical deadlines to include

Define measurable dates and deadlines to avoid ambiguity about deliverables, invoicing, and termination notice periods.

Effective Date:

The MM/DD/YYYY date when the retainer becomes binding

Initial Deliverable:

Date for first milestone or onboarding completion

Invoicing Cycle:

Monthly or milestone invoicing due Net 30 unless otherwise stated

Review Cadence:

Weekly or monthly status meetings and acceptance reviews

Termination Notice:

Number of days required for notice, commonly 30–90 days

Key milestones from engagement to closeout

Track milestones sequentially to map responsibilities and avoid disputes at handover.

01

Proposal Acceptance

Client signs or authorizes scope and fees.

02

Agreement Execution

Both parties sign the retainer and attachments.

03

Onboarding and Kickoff

Resources assigned and initial tasks started.

04

Project Closeout

Final deliverables accepted and final invoice settled.

Common pitfalls to avoid when preparing the retainer

Vague scope language that leaves key tasks undefined and invites scope creep or disputes over deliverables.
Omitting approval thresholds for change orders, causing unapproved work and billing disagreements.
Using informal signatures or unsigned attachments that undermine enforceability and complicate audits.
Failing to align the retainer with tax and contractor classification rules, which can trigger withholding or misclassification risk.

Potential legal and financial risks from an incorrect retainer

Breach Liability: Damages exposure

Payment Disputes: Late fees and collection costs

Data Privacy: HIPAA or state privacy breaches

Tax Risk: Incorrect contractor classification

Signature Validity: Unenforceable if not properly executed

Operational Delay: Missed milestones and penalties

How a retainer differs from similar contract types

Compare core criteria so you can choose the agreement type that best matches project risk and control needs.

Criteria	Project Retainer	Master Services Agreement	Statement of Work
Primary Purpose	secure resources	long-term terms	detailed task list
Scope Definition	high-level ongoing	broad framework	specific deliverables
Payment Structure	retainer or draw	milestone or subscription	milestone or fixed price
Change Control	explicit change orders	contract amendment	sow revision

Representative eSignature platform pricing and feature comparison

Platform pricing and caps affect the cost of sending and managing retainers; signNow is listed first per vendor comparison rules.

	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 card	Free trial available	Free trial available	Free trial available	Free trial available
Bulk Send	Available on select plans	Available	Available	Available	Available
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about executing the retainer

Answers to common questions about enforceability, signatures, notarization, and recordkeeping for project retainers.

Need help? Contact support

Are electronic signatures valid on retainers?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and record retention are met.
When is a notary required?
Most commercial retainers do not require notarization, but state rules differ for instruments affecting title or deeds. Verify state notary requirements for deeds and certain real-estate-related exhibits.
What authentication level is appropriate?
Choose authentication based on risk: email-only for low risk, SMS or KBA for medium risk, and multi-factor or identity-proofing where regulatory or contract terms demand stronger verification.
Can I use remote online notarization (RON)?
Many states permit permanent RON with identity proofing and audio-video recording requirements. Confirm your state’s RON rules and retention obligations before proceeding.
How long should I keep executed retainers?
Retain executed contracts for the active term plus relevant statutory periods: generally at least 3 years for tax records (IRC §6501(a)) and 6 years for HIPAA-related records (45 CFR §164.530(j)).
What causes signature challenges in audits?
Common issues include missing authorization, mismatched signer names, lack of audit trail entries (timestamp, IP), and unsigned attachments; resolving requires reconstructed evidence or re-execution.

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