Can this authorization be e-signed?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted in 49 states plus DC), electronic signatures are legally valid for most authorizations. Ensure the platform captures intent, consent, attribution, and retention to meet the ESIGN legal test.

When is notarization required?

Notarization is rarely required for internal authorizations, but state rules differ when the document affects real property or statutory filings. Verify with your state notary requirements before relying on an e-notarization method.

What if a name on an invoice differs?

Mismatched names between authorization, invoice, and vendor records can delay payment. Correct mismatches before submission or attach a corrective affidavit and updated vendor paperwork.

How long must records be retained?

Retention depends on the document purpose: maintain for the active project term plus at least 3 years; follow IRS, HIPAA, or SEC rules where applicable and consult counsel for industry-specific periods.

Are remote online notarizations allowed?

Many states permit RON; requirements include identity proofing and audio-video recording. Check your state notary commission for current RON rules before using remote notarization.

How to correct a signed authorization?

Void or amend by issuing a new revision with change history and signatures from all original approvers, or add an amendment referencing the original authorization ID for traceability.

Electronic Signature
Templates
Project Management
Project Management Work Authorization

Project Management Work Authorization

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

PROJECT MANAGEMENT WORK AUTHORIZATION

Project Identification

Project Title:

Project ID: Effective Date:

Client Client Address for Notices Service Provider Service Provider Address for Notices

Project Management Lead

Client Project Manager Provider Project Manager

Scope of Work

The Service Provider shall perform project management services as set forth below. Description of scope, including tasks, milestones, deliverables and roles:

Out of Scope

Deliverables and Acceptance

Each deliverable shall be submitted to the Client with the stated acceptance criteria. Client shall have the acceptance period set below to review and either accept or provide written rejection with reasonably detailed deficiency description.

Deliverable 1 Title Deliverable 1 Acceptance Criteria Deliverable 2 Title Deliverable 2 Acceptance Criteria

Acceptance Period (days):

Timeline & Milestones

Planned Start Date Planned End Date Milestone 1

Target Date:

Milestone 2

Target Date:

Budget and Payment

Total Authorized Not-to-Exceed Amount:

Payment Schedule

Invoices Due: Retention Withheld (%):

Change Order Process

Any change to the Scope of Work, schedule, budget or key personnel shall be made only by a written Change Order signed by authorized representatives of both parties. A Change Order shall (a) describe the change, (b) state the impact on price and schedule, and (c) be approved in writing prior to performance of the change.

Authorized Change Order Contact (Client) Authorized Change Order Contact (Provider)

Confidentiality and Data Handling

Each party shall hold in confidence all Confidential Information received from the other and shall not disclose such information except to employees, subcontractors or advisors who have a need to know and are bound by confidentiality obligations at least as protective as those herein. Confidential Information does not include information that is publicly known through no breach of this Work Authorization or is required to be disclosed by law.

Liability, Indemnity & Termination

Provider warrants that services will be performed in a professional manner consistent with industry standards. Except as expressly provided, each party's liability shall be limited to direct damages and in no event shall either party be liable for consequential, incidental or punitive damages. Provider shall indemnify Client from third-party claims arising from Provider's negligent acts or willful misconduct. Either party may terminate for material breach if the breach remains uncured for thirty (30) days after written notice.

Governing Law and Dispute Resolution

This Work Authorization shall be governed by the laws of the jurisdiction set forth below without regard to conflict of laws rules. The parties agree to negotiate in good faith to resolve disputes; unresolved disputes shall be governed by the governing law designated.

Governing Jurisdiction:

Tax and Expenses

Except as otherwise stated, the Total Authorized Amount does not include taxes. Provider shall be responsible for all employment-related taxes for its personnel. Pre-approved out-of-pocket expenses shall be reimbursed according to the Payment Schedule upon submission of substantiating documentation.

Notices

All notices under this Work Authorization shall be in writing and delivered to the notice addresses provided above or to alternative addresses designated in writing by the parties.

Acknowledgment

By signing below, the authorized representatives attest that they are duly authorized to bind their respective parties to this Work Authorization and that the terms and conditions set forth herein are accepted.

Client — Printed Name:

By:

Date:

Service Provider — Printed Name:

By:

Date:

What the Project Management Work Authorization Is

A Project Management Work Authorization is a written record that formally approves requested project work, defines scope, budget, schedule, and responsible parties, and gives the project team authority to begin specified tasks. It links change requests, purchase orders, or subcontract approvals to an approved funding or task authorization and serves as an audit record for procurement, accounting, and project controls. In practice it replaces informal approvals with a documented chain of responsibility and timestamps key decisions for project governance and risk management.

Why a Formal Work Authorization Matters

Using a Project Management Work Authorization clarifies scope, reduces disputes, and creates a single reference for budget and schedule control. It improves auditability and ensures work proceeds only when authorized under defined terms.

Who Typically Prepares and Signs This Authorization

Clear role assignment limits rework and provides a traceable approval path for internal controls and external audits.

Project Managers — prepare scope, deliverables, schedule, and acceptance criteria for authorization.
Project Sponsors / Budget Owners — confirm funding and authorize expenditure or changes.
Procurement or Contracts Staff — attach vendor terms, PO references, and compliance conditions.

Primary Signatories

Project Manager

Project Managers initiate and assemble the authorization package, certify technical scope, and confirm resource readiness. They are responsible for version control and attaching related documents such as statements of work and task schedules.

Funding Authority

The funding authority (sponsor, finance approver, or procurement lead) validates budget availability, signs to authorize spend, and issues the formal OK that allows procurement and execution to proceed.

Core Elements to Include in a Professional Work Authorization

A complete Project Management Work Authorization groups essential items so reviewers can approve quickly and auditors can verify compliance. The following elements are standard for corporate and government projects.

Document ID

Unique authorization number and revision history to track changes and reference related POs or change orders.

Scope Summary

Concise description of authorized tasks, deliverables, acceptance criteria, and any excluded work to prevent ambiguity.

Budget and Cost Codes

Authorized amount, cost center or GL codes, funding source, and any spend limits tied to the authorization.

Schedule and Milestones

Start and end dates, key milestones, and any interim deliverable deadlines that affect billing or resource allocation.

Signatories and Authority

Names, titles, and signature blocks for the requester, project manager, and funding approver to establish legal approval.

Attachments

References to SOWs, vendor quotes, insurance certificates, compliance clauses, and change request IDs that support the authorization.

Step-by-Step: Approving a Project Work Authorization

Follow these sequential steps to prepare, review, and finalize the authorization so work begins under a controlled, auditable approval.

01

Prepare package: Assemble scope, attachments, budget codes, and vendor quotes for review.
02

Route for review: Send to technical and financial reviewers using role-based routing for clarity.
03

Obtain approvals: Collect signatures from requester, project manager, and funding authority.
04

File and distribute: Store the signed authorization in the project repository and notify affected stakeholders.

Configuring an Online Approval Workflow

When you digitize approvals, set role-based steps and notifications to mirror your internal control process.

Field	Configuration
Approval Order	Requester → Technical Reviewer → Finance → Sponsor
Notifications	Email + SMS reminders at 24h and 72h overdue thresholds
Authentication	Email link by default; optional two-factor for high-value authorizations
Attachments	Required: SOW, vendor quote, cost estimate, insurance proof

Where to Send and File the Approved Authorization

Follow these routing steps so the authorization is filed correctly and accessible for finance and audit.

Project Repository: Upload the signed PDF to the project's document management folder with metadata.
Finance System: Attach authorization ID to purchase order or invoice in the ERP.
Contract Owner: Email a copy to procurement for vendor notification and execution.
Audit Archive: Store final signed records in a secure, retained archive for the retention period.

Digital Signing and Submission Requirements

Use integration options (ERP, document repository) to automate filing and preserve the audit trail without manual transfer.

Authentication: Email link, SMS code, or stronger MFA for high-value approvals.
Audit Trail: IP, timestamp, and action log captured for each signer.
Storage: AES-256 encryption at rest; TLS 1.2/1.3 in transit.

Timelines and Processing Expectations

Set clear internal deadlines for each step to avoid authorization delays and ensure alignment with procurement and scheduling.

Review turnaround:

Typical reviewer response: 3–5 business days

High-value review:

Extended review may take 7–14 business days for legal and compliance input

Approval validity:

Authorization typically valid for 90–180 days unless otherwise stated

Invoice attachment:

Invoices referencing the authorization should be submitted within 30 days of milestone completion

Retention start:

Retention begins on execution date of the final signed authorization

Key Project Milestones Tied to Authorization

Track milestone events that depend on the authorization so project controls and procurement can act promptly.

01

Authorization Issued

Start of authorized work and cost accruals for accounting purposes.

02

Vendor Mobilization

Vendor may begin on-site or remote tasks once authorization is accepted.

03

Milestone Billing

Invoices tied to specific deliverables become payable after acceptance.

04

Closeout Approval

Final acceptance and release of retainage or final payment.

Common Preparation Mistakes to Avoid

Unclear scope descriptions that lead to scope creep and disputes during execution.
Missing budget codes or incorrect GL assignments delaying invoice processing.
Absent or incomplete attachments such as SOWs, vendor quotes, or insurance certificates.
Signatures collected out of approval sequence, which can invalidate internal controls.

Risks of an Incorrect or Missing Authorization

Payment Delays: Invoices may be withheld until an authorization is produced or validated.

Contract Disputes: Unclear scope can trigger claims, work stoppages, or rework costs.

Financial Misstatement: Unauthorized spend risks audit findings and require retroactive approvals.

Compliance Violations: Failure to follow procurement rules can breach internal policy and regulatory requirements.

Vendor Liability: Vendors working without formal authorization may lack contractual protections.

Recordkeeping Penalties: Poor retention may violate tax or sector-specific rules and trigger penalties.

Comparing eSignature Vendors for Project Authorizations

Basic pricing and feature availability for common eSignature vendors. signNow is listed first per comparison guidelines.

	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	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies	Varies	Varies

Example Uses of a Project Management Work Authorization

Two concise real-world examples showing how organizations apply an authorization to control work and costs.

Construction Project

A general contractor issues an authorization for a concrete pour

ties payment milestones to pour inspection
the authorization references the SOW and lien waiver, enabling the finance team to process partial payments on acceptance within 14 days.

IT System Upgrade

An IT manager requests vendor work for a software upgrade

attaches vendor quote and change request ID
finance approves funding, the authorization triggers vendor mobilization, and the ERP links invoices to the authorization ID for auditability.

Practical Tips for Accurate Authorizations

Follow these best practices to reduce rework and ensure authorizations meet audit and procurement standards.

Use a Template

Standardize language, required attachments, and approval order so reviewers know what to expect and signers are consistent.

Validate Budgets

Confirm cost codes and available balances before routing for approvals to prevent payment holds.

Require Attachments

Make SOWs, vendor quotes, and insurance certificates mandatory to avoid incomplete approvals.

Preserve Audit Trail

Capture signer identity, timestamps, and any authentication logs to support legal and financial review.

Frequently Asked Questions About Project Management Work Authorizations

Answers to common questions about execution, eSigning, and recordkeeping for a Project Management Work Authorization.

Need help? Contact support

Can this authorization be e-signed?
Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted in 49 states plus DC), electronic signatures are legally valid for most authorizations. Ensure the platform captures intent, consent, attribution, and retention to meet the ESIGN legal test.
When is notarization required?
Notarization is rarely required for internal authorizations, but state rules differ when the document affects real property or statutory filings. Verify with your state notary requirements before relying on an e-notarization method.
What if a name on an invoice differs?
Mismatched names between authorization, invoice, and vendor records can delay payment. Correct mismatches before submission or attach a corrective affidavit and updated vendor paperwork.
How long must records be retained?
Retention depends on the document purpose: maintain for the active project term plus at least 3 years; follow IRS, HIPAA, or SEC rules where applicable and consult counsel for industry-specific periods.
Are remote online notarizations allowed?
Many states permit RON; requirements include identity proofing and audio-video recording. Check your state notary commission for current RON rules before using remote notarization.
How to correct a signed authorization?
Void or amend by issuing a new revision with change history and signatures from all original approvers, or add an amendment referencing the original authorization ID for traceability.

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