Is an electronic signature legally valid?

Yes. Electronic signatures are legally equivalent to handwritten signatures under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are satisfied.

When is a notarization required?

Notarization depends on document content and state law. Real estate deeds and some powers of attorney typically require acknowledgment; check the relevant state secretary of state or notary rules.

What if parties have different legal names?

Ensure the contracting name matches formation or tax records; mismatched names can impede enforcement and payment—correct in amendments before signing.

How long should signed files be retained?

Retain signed agreements for the contract term plus statutory periods: at least three years for tax records (IRC §6501(a)) and six years for HIPAA-covered records (45 CFR §164.530(j)).

Can I rely on a handwritten initial as acceptance?

Initials may indicate consent but are often insufficient alone for a complete execution; use full signature blocks and date fields for enforceability.

How to verify electronic signer identity?

Use layered authentication such as email plus SMS code or KBA for higher-risk transactions; retain the audit trail showing timestamps, IP addresses, and verification steps.

Electronic Signature
Templates
Project Management
Project Management Terms of Business

Project Management Terms of Business

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

PROJECT MANAGEMENT TERMS OF BUSINESS

Project Identification

Project Title:

Project ID Client Name Service Provider Name Project Manager (Client) Project Manager (Service Provider)

Scope of Work

The Service Provider will perform the project management services described below in accordance with the terms of this agreement. The parties acknowledge that the obligations are limited to the Scope of Work and Deliverables expressly stated herein.

Detailed Scope of Work Out of Scope

Deliverables and Acceptance

The Service Provider will provide the following deliverables. Each deliverable will be subject to the acceptance criteria and acceptance period set forth below.

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

Timeline and Milestones

Project Commencement Date: Projected Completion Date:

Milestone 1 — Name Milestone 1 — Target Date Milestone 2 — Name Milestone 2 — Target Date

Budget and Payment

Pricing Model: Fixed Price Time & Materials

Total Contract Value Payment Schedule Late Payment Terms Change Order Process

Confidentiality

Each party shall keep confidential all non-public information obtained from the other party and shall not use such information except to perform under this agreement. Confidential information shall exclude information that is publicly known, independently developed, or rightfully obtained from third parties. The confidentiality obligations shall continue for years from the effective date.

Intellectual Property

Unless otherwise agreed in writing, the Service Provider grants to the Client a non-exclusive, worldwide, perpetual license to use deliverables for the Client's internal business purposes upon full payment of amounts due. Pre-existing materials and provider tools, and any modifications thereto, remain the Service Provider's sole property.

Liability, Warranties and Insurance

The Service Provider warrants that services will be performed with reasonable skill and care. Except for liability arising from gross negligence or willful misconduct, each party's aggregate liability to the other for all claims arising out of this agreement shall be limited to the fees paid under this agreement in the twelve months preceding the claim. The Service Provider shall maintain professional liability insurance appropriate to the services provided.

Termination

Either party may terminate this agreement for material breach by the other party if the breach remains uncured thirty (30) days after written notice. Upon termination, the Client will pay for all work performed and expenses reasonably incurred through the effective date of termination.

Force Majeure

Neither party shall be liable for delay or failure to perform to the extent caused by acts beyond its reasonable control, including but not limited to acts of God, strikes, governmental actions, or other force majeure events. The affected party shall give prompt notice and use commercially reasonable efforts to resume performance.

Governing Law and Dispute Resolution

This agreement shall be governed by the laws of the jurisdiction specified below. The parties shall first attempt to resolve disputes in good faith through senior representatives. If unresolved within sixty (60) days, disputes shall be resolved by binding arbitration if agreed, or litigation in the courts of the chosen jurisdiction.

Governing Law Jurisdiction

Notices

Notices permitted or required under this agreement shall be in writing and delivered to the addresses below by registered mail, courier, or other agreed method.

Client Notice Address Service Provider Notice Address

Miscellaneous

Amendments to this agreement must be in writing and signed by authorized representatives of both parties. If any provision is held invalid, the remaining provisions shall remain in force. This agreement constitutes the entire understanding between the parties with respect to the subject matter herein.

Additional Terms or Notes

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Terms of Business Is

The Project Management Terms of Business is a written agreement that defines the working relationship between a project manager or management firm and a client, including scope, deliverables, timelines, payment terms, responsibilities, change control, and dispute resolution. It frames expectations for project governance, acceptance criteria, and quality standards, and it assigns legal and financial obligations to each party. When well drafted, the document reduces ambiguity, supports invoicing and milestone payments, and establishes the procedural baseline for change orders, subcontractor engagement, and termination.

Why a Clear Terms of Business Matters

A concise Project Management Terms of Business clarifies roles, reduces disputes, and protects both parties by documenting scope, payment, and liability limits in writing.

Who Typically Prepares and Signs This Agreement

Parties should ensure authorized signatories execute the agreement and that the final signed copy is retained according to recordkeeping policies.

Project managers and PMOs: Use to define deliverables, acceptance criteria, and resource responsibilities across phases.
Clients and sponsors: Use to confirm scope, invoicing cadence, and liability limits before work begins.
Legal and procurement teams: Use to align contract clauses with corporate policies and regulatory requirements.

How to Complete a Project Management Terms of Business

Follow these sequential steps to prepare a clear, enforceable terms document and reduce rework during execution.

01

1. Identify Parties: Enter full legal names and contact details for each contracting entity.
02

2. Define Scope: Specify deliverables, milestones, and acceptance criteria in measurable terms.
03

3. Set Payment Terms: List fees, invoicing schedule, and payment methods including late fees.
04

4. Include Controls: Add change order, termination, liability, and IP clauses to manage risk.

Key Contract Data and Security Considerations

Encryption: TLS 1.2/1.3 in transit

Data at Rest: AES-256 encrypted storage

Audit Trail: Timestamped, IP-stamped logs

Regulatory Compliance: ESIGN and UETA compliant

HIPAA Support: BAA available when required

Access Controls: Role-based permissions

Common Legal and Financial Risks

Late Filing Penalty: Per-agreement late fees apply

Tax Withholding: Incorrect TIN triggers backup withholding

Invalid Signature: Mistakes can void the contract

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

1099 Penalties: $60–$660 per form

Data Breach Costs: Regulatory fines and remediation

Frequent Preparation Mistakes to Avoid

Using vague scope language that leaves acceptance criteria undefined and invites disputes over deliverables.
Failing to name the legal entity for billing and contracting, which can delay payments and complicate enforcement.
Omitting change control procedures, so schedule or cost impacts are processed informally and lack approval records.
Relying on unsigned or initialed drafts rather than collecting full authorized signatures and retention of final signed copies.

Typical eSignature and Submission Workflow

Digital execution speeds turnaround and preserves an audit trail when each step is applied consistently.

Upload Document: Prepare a PDF or DOCX version for signing.
Place Fields: Add signature, initials, and date fields where required.
Send to Signers: Use email or secure link for signer delivery.
Store Records: Save signed copy and audit trail for retention.

Configuring a Digital Signing Workflow

Match platform settings to your security needs and signing order to ensure a legally defensible record.

Field	Configuration
Signer Authentication	Email, SMS code, or KBA per transaction risk
Conditional Fields	Show or hide fields based on prior answers
Bulk Send	Send identical documents to multiple recipients
Retention Settings	Automatic archival with export options

Distribution Channels and Integration Needs

Align delivery method with record retention rules and confirm the recipient can access the chosen file format before sending.

Integrations: Salesforce, NetSuite, Google Workspace supported
File Formats: PDF, DOCX, and HTML accepted
Storage: Cloud or enterprise repositories

Typical Timeline Entries to Include

Specify clear milestone dates, invoicing windows, and notice periods to reduce ambiguity during execution.

Project Start Date:

Date work begins and obligations commence.

Milestone Deadlines:

Dates for deliverable submissions and client acceptance.

Invoice Schedule:

Due dates and payment terms, e.g., Net 30.

Change Notice Period:

Advance notice required for scope changes.

Termination Notice:

Minimum notice period to end the contract.

Real-World Examples of Use

These brief case arcs show how organizations use terms of business to streamline project delivery and compliance.

Optica Ventures LLC

Optica adopted a standard terms template to reduce negotiation time and ensure clarity on deliverables.

The interface and templates simplified client onboarding.
Brian Fitzgibbons, COO, said the interface is simple and easy-to-use for the team and for customers.

Martin Properties

A small property management firm used the terms to centralize vendor obligations and payment milestones.

This reduced disputes on scope and timing.
Tim Martin, Founder, reported processing and executing documents online with full compliance and built-in security.

Comparing eSignature Vendors for Project Management Documents

Basic pricing and capability comparison for common eSignature vendors; signNow appears first for reference without implying recommendation.

	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 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
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

FAQs and Troubleshooting for Execution and Compliance

Answers to common questions about validity, signatures, and practical issues when executing a Project Management Terms of Business.

Need help? Contact support

Is an electronic signature legally valid?
Yes. Electronic signatures are legally equivalent to handwritten signatures under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are satisfied.
When is a notarization required?
Notarization depends on document content and state law. Real estate deeds and some powers of attorney typically require acknowledgment; check the relevant state secretary of state or notary rules.
What if parties have different legal names?
Ensure the contracting name matches formation or tax records; mismatched names can impede enforcement and payment—correct in amendments before signing.
How long should signed files be retained?
Retain signed agreements for the contract term plus statutory periods: at least three years for tax records (IRC §6501(a)) and six years for HIPAA-covered records (45 CFR §164.530(j)).
Can I rely on a handwritten initial as acceptance?
Initials may indicate consent but are often insufficient alone for a complete execution; use full signature blocks and date fields for enforceability.
How to verify electronic signer identity?
Use layered authentication such as email plus SMS code or KBA for higher-risk transactions; retain the audit trail showing timestamps, IP addresses, and verification steps.

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