Who must sign the TI document?

Signatures should include authorized representatives of the tenant, landlord, and primary contractor. Verify signatory authority and include titles; unauthorized signatures can be challenged and delay acceptance and payment.

Can the TI document be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are valid for most commercial agreements. Confirm any lease-specific language and meet consumer-disclosure rules when required.

When is notarization required?

Notarization is needed when the lease or local law specifies an acknowledged signature or when attaching self-proving affidavits; check state rules for deeds and certain affidavits before assuming it is unnecessary.

How do change orders affect the document?

Use a formal change-order form with reference to the original TI document, include cost and schedule impacts, and require the same signature authority as the base document to avoid claims of unauthorized modifications.

What records should be retained after completion?

Keep the signed TI document, exhibits, invoices, permits, and inspection reports for at least three years post-completion, and longer if tax, warranty, or state rules require it.

How to handle disputes over scope?

Document disputed items, preserve versions and communications, and follow the dispute or notice procedures in the lease. Early mediation or documented punch-list resolution often prevents costly litigation.

Electronic Signature
Templates
Project Management
Project Management TI Document

Project Management TI Document

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

PROJECT MANAGEMENT TI DOCUMENT

Project Identification

Project Title:

Project ID: Effective Date:

Client Name Client Address Service Provider (Company) Project Manager (Provider)

Scope of Work

The Service Provider shall furnish all labor, materials, equipment, supervision and services necessary to perform Tenant Improvement work as described below. The scope described here constitutes the core work obligations under this Project Management TI Document.

Detailed Scope of Work Out-of-Scope Items

Deliverables and Acceptance

Deliverables will be deemed accepted when the Client issues a written acceptance or upon expiration of the acceptance review period without substantial deficiencies identified in writing.

Deliverable 1 — Description Deliverable 1 — Acceptance Criteria

Due Date:

Deliverable 2 — Description Deliverable 2 — Acceptance Criteria

Due Date:

Timeline & Milestones

Project Start Date: Project End Date:

Milestone 1

Milestone 1 Date: Milestone 1 Owner:

Milestone 2

Milestone 2 Date: Milestone 2 Owner:

Budget & Payment

The following budget and payment terms are incorporated into this document. All amounts are exclusive of taxes unless otherwise noted. Payment obligations are contingent on Client's timely acceptance of milestones and deliverables as stated herein.

Total Budget / Not-to-Exceed Amount Payment Schedule / Milestones

Retainage Percentage (if any):

Change Order Process

Change orders require written authorization signed by Client and Service Provider prior to execution:

Permits, Site Access & Safety

Unless otherwise stated, Client shall secure or provide access for all permits and approvals required for the performance of the work. Provider shall comply with project site safety rules and applicable codes.

Client responsible for permits: Provider responsible for permits:

Insurance, Indemnity & Warranties

Provider shall maintain insurance customary for tenant improvements, including general liability and workers' compensation. Provider indemnifies Client for claims arising from Provider's negligence, except to the extent caused by Client's acts or omissions.

Insurance Requirements (summary) Warranty Period

Confidentiality

Each Party shall protect Confidential Information of the other with at least the same degree of care it uses to protect its own confidential information, and shall not disclose such information except to perform obligations under this Document. Confidentiality obligations survive termination for the period set forth below.

Confidentiality Duration (years):

Termination & Suspension

Either Party may terminate for material breach after providing written notice and a cure period as set forth below. Client may suspend work for convenience upon written notice subject to equitable adjustment for costs reasonably incurred prior to suspension.

Cure Period for Material Breach (days):

Force Majeure

Neither Party shall be liable for delays or failure to perform to the extent caused by events beyond its reasonable control. Affected Party shall give prompt written notice and take commercially reasonable steps to mitigate the effects of a force majeure event.

Governing Law

This Document shall be governed by and construed in accordance with the laws of the state specified below, without regard to conflict of law principles.

Governing State:

Miscellaneous

This Document constitutes the entire agreement between the Parties with respect to the subject matter hereof. Any amendments must be in writing and signed by both Parties. If any provision is held invalid, the remaining provisions remain in full force and effect.

Additional Provisions / Notes

By signing below, the undersigned each represent and warrant that they are authorized to bind the Party for which they sign and that the Parties agree to be bound by the terms and conditions set forth in this Project Management TI Document.

Client — Print Name:

By:

Date:

Service Provider — Print Name:

By:

Date:

What the Project Management TI Document Is

The Project Management TI Document (Tenant Improvements or TI document in many commercial projects) is a structured record used to plan, approve, and track interior build-out work on leased space. It consolidates scope of work, deliverables, schedule milestones, budget allocations, change-order procedures, signatory approvals, and acceptance criteria into a single reference for the project team, landlord, and contractors. The document helps align responsibilities, reduces ambiguity during construction, and creates an auditable trail for payments, inspections, and final acceptance while supporting regulatory and contractual compliance across jurisdictions.

Why a Clear TI Document Matters

A well-prepared Project Management TI Document clarifies scope, manages risk, and shortens approval cycles by centralizing decisions and signatures. It supports budget control, reduces disputes over deliverables, and provides a documented path for change orders and closeout procedures.

Who Typically Prepares and Signs This Document

Several stakeholders prepare, review, and sign TI documents depending on project scale: legal teams, project managers, landlords, general contractors, and tenant representatives.

Landlord or property manager — issues initial scope, approves design and final acceptance, and enforces lease-related requirements.
Tenant project lead — coordinates vendors, verifies deliverables, and confirms payment milestones aligned with lease allowances.
General contractor or construction manager — provides estimates, schedules work, submits change orders, and signs off on completion.

Assign clear roles and single points of contact for approvals to reduce delays and ensure each signature is authorized under the lease.

Core Sections to Include in a Professional TI Document

A complete Project Management TI Document groups related items so reviewers can find approvals, costs, and schedules quickly. Include the following sections consistently to support downstream audits and handoffs.

Scope of Work

Detailed tasks, finishes, materials, and exclusions that precisely describe what will be delivered and who is responsible.

Budget & Allowance

Line-item costs, landlord allowance application, payment schedule, retainage terms, and contingency amounts for change orders.

Schedule

Key milestones, critical path items, permit timelines, inspection windows, and completion date tied to lease obligations.

Change Orders

Standard form and approval workflow for scope changes, pricing adjustments, authorization thresholds, and documentation requirements.

Signatures and Approvals

Designated signers, signature blocks, delegated authority, and required notarization or witness steps tied to legal validity.

Acceptance Criteria

Punch-list procedures, test or inspection standards, final handover checklist, and certificate of substantial completion terms.

Step-by-Step: Completing a TI Document

Follow this sequence to prepare a legally effective, review-ready TI document for construction and tenant acceptance.

01

Collect lease references: Locate allowance and finish standards prior to drafting.
02

Draft scope and schedule: Detail tasks, durations, and dependencies clearly.
03

Obtain cost estimates: Gather contractor bids and reconcile with allowance.
04

Secure approvals and signatures: Route for signatures in approved order and retain audit trail.

Typical Flow: From Draft to Final Acceptance

This simplified flow shows common handoffs and approvals for TI projects; adapt steps to match lease-specific requirements.

Draft and internal review: Project manager compiles draft and circulates to legal and tenant reps.
Contractor pricing and adjustments: Contractor submits bid; adjustments documented as change orders.
Landlord approval: Landlord reviews finishes, signs scope, and releases allowance.
Completion and acceptance: Final inspection, punch list clearance, and sign-off for occupancy.

How to Set Up an Online TI Document Workflow

Configure routing, authentication, and fields before sending to ensure secure, auditable execution and minimal signer friction.

Field	Configuration
Signature fields	Assign to named signers with required date fields.
Authentication	Email or SMS code; add KBA for high-assurance signers.
Conditional fields	Show cost or contingency fields only if change order selected.
Audit trail	Enable IP, timestamp, and certificate of completion capture.

Digital Signing and File Format Considerations

Choose a platform that supports common formats, secure authentication, and an auditable trail for construction documents.

File formats: PDF, DOCX, and Excel supported for templates and attachments.
Integrations: Connectors for Procore, NetSuite, or Google Drive simplify attachments.
Authentication options: Email link, SMS code, KBA, or SSO for enterprise controls.

Retain a signed PDF/A version and export the audit trail for project records and future audits.

eSignature Vendor Comparison for TI Documents

A neutral comparison of common eSignature plans and capabilities used for construction and leasing workflows. signNow is listed first per comparison guidance.

	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	Yes, 7-day trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Security and Compliance Considerations

Encryption in transit: TLS 1.2/1.3

Encryption at rest: AES-256

Audit trail: IP, timestamps, action logs

ESIGN / UETA: Legal e-signature framework

HIPAA support: BAA available

Certifications: SOC 2 Type II, ISO 27001

Key Risks If the TI Document Is Incorrect

Payment delays: Retainage and invoice holds

Contract disputes: Ambiguous scope triggers claims

Lien exposure: Improper waivers risk mechanic liens

Invalid approvals: Unauthorized signatures may void consent

Regulatory noncompliance: Permit or inspection failures

Record retention gaps: Failure to meet audit standards

Common Mistakes to Avoid When Preparing a TI Document

Relying on vague scope language that leaves finish levels and excluded items unspecified, which commonly leads to disputes and change-order claims during construction.
Using inconsistent party names or titles that do not match corporate records or the lease, creating roadblocks to payment, final acceptance, and enforceability.
Skipping an explicit approval order or signature routing, which results in unsigned or out-of-sequence approvals and can delay funding or occupancy.
Failing to attach referenced drawings, allowance schedules, or permit copies, causing misalignment between expectations and actual installed work during final inspection.

Practical Tips for Accurate and Efficient Completion

Follow these practices to reduce rework, accelerate approvals, and maintain a clean audit trail throughout the build-out process.

Standardize templates

Use a single TI template with predefined fields for scope, budget, and approvals. Standard forms reduce drafting time, decrease errors, and make comparison across projects straightforward for accounting and legal reviews.

Require signer authority

Confirm signers have delegated authority and record titles. Verifying authorization before sending prevents later challenges to approval validity and avoids re-signing cycles that delay payment.

Include exhibits

Attach drawings, finish schedules, and permit numbers as numbered exhibits referenced by clause. Exhibits eliminate ambiguity and ensure all parties agree to the exact specifications.

Maintain version control

Record version numbers and edit histories for each draft and signed copy. Clear versioning prevents acceptance of superseded documents and supports dispute resolution if questions arise.

Real-World Examples of Document Use

These examples illustrate how organizations use structured TI documents to speed approvals and maintain compliance during build-outs.

Optica Ventures LLC

Optica centralized approvals for multiple tenant fit-outs to streamline workflows and ensure consistency across projects.

The team used a single template and standardized exhibits to reduce review cycles.
The result was faster signoffs and fewer disputes, with documented acceptance criteria that simplified final invoicing and reduced back-and-forth between landlord and contractor.

Xerox (NetSuite Operations)

Xerox integrated TI documents with ERP and contract records to automate allowance draws and invoice matching.

Integration eliminated many manual reconciliation steps.
By linking signed TI documents to NetSuite, Xerox shortened payment cycles and improved audit readiness while maintaining a clear chain of approvals.

Frequently Asked Questions About Project Management TI Documents

Answers to common questions about preparing, signing, and storing TI documents for commercial interior build-outs.

Need help? Contact support

Who must sign the TI document?
Signatures should include authorized representatives of the tenant, landlord, and primary contractor. Verify signatory authority and include titles; unauthorized signatures can be challenged and delay acceptance and payment.
Can the TI document be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are valid for most commercial agreements. Confirm any lease-specific language and meet consumer-disclosure rules when required.
When is notarization required?
Notarization is needed when the lease or local law specifies an acknowledged signature or when attaching self-proving affidavits; check state rules for deeds and certain affidavits before assuming it is unnecessary.
How do change orders affect the document?
Use a formal change-order form with reference to the original TI document, include cost and schedule impacts, and require the same signature authority as the base document to avoid claims of unauthorized modifications.
What records should be retained after completion?
Keep the signed TI document, exhibits, invoices, permits, and inspection reports for at least three years post-completion, and longer if tax, warranty, or state rules require it.
How to handle disputes over scope?
Document disputed items, preserve versions and communications, and follow the dispute or notice procedures in the lease. Early mediation or documented punch-list resolution often prevents costly litigation.

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