Are electronic signatures legally binding?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes when intent, consent, attribution, and record retention requirements are met.

What if a signature or field is incorrect?

Use an amendment or corrected Work Done List and obtain new signatures. Keep both the original and corrected record; document the reason for the correction in the file.

Can I use an online platform to collect signatures?

Yes. Choose a platform that provides an audit trail, signer authentication, and tamper-evident signed files to preserve legal admissibility.

Does the document need notarization?

Not usually for routine work verification. Notarization may be required by contract or state law for certain instruments; check the contract and applicable state requirements.

How should I store signed lists?

Store signed files in a secure, access-controlled repository with backup. Retain according to contractual terms, IRS rules, and industry-specific retention requirements.

Who can sign on behalf of a company?

An authorized representative with delegated authority should sign. Maintain documentation of authority such as a corporate resolution or power of attorney where necessary.

Electronic Signature
Templates
Project Management
Project Management Work Done List

Project Management Work Done List

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

PROJECT MANAGEMENT WORK DONE LIST

Project Identification

Project Title Project ID Client Name Client Contact (email / phone) Service Provider Project Manager

Project Start Date

Project End Date (expected/actual)

Scope of Work

Description of the scope covered by this Work Done List. The Service Provider certifies that the work items recorded below were performed pursuant to the terms of the underlying project agreement and applicable change orders.

Out of Scope Items (if any)

Work Done — Itemized List

List each discrete work item completed. For each entry provide task description, completion date, hours expended, cost incurred and brief acceptance notes.

Item 1 — Task

Date Completed:

Hours: Cost:

Acceptance Notes

Item 2 — Task

Date Completed:

Hours: Cost:

Acceptance Notes

Item 3 — Task

Date Completed:

Hours: Cost:

Acceptance Notes

Item 4 — Task

Date Completed:

Hours: Cost:

Acceptance Notes

Deliverables and Acceptance Criteria

List deliverables associated with the items above and the objective acceptance criteria for each deliverable. Acceptance occurs only when specified criteria are met and the Client provides written or signed acceptance per the Acceptance Procedure below.

Deliverable 1 Deliverable 2

Milestones & Timeline

Record key milestone approvals and status updates. Milestone completion is subject to acceptance criteria listed above.

Milestone 1 — Name

Due Date:

Milestone 1 — Status / Comments

Budget & Payment

Summarize costs attributable to the work items and any billing tied to this Work Done List.

Total Amount for Listed Work Payment Schedule / Invoicing Change Order Process

All modifications to scope, schedule or budget must be documented and executed by a written change order signed by authorized representatives of both Client and Service Provider. No verbal authorization will modify the project price or timeline unless confirmed in writing.

Confidentiality

Both parties agree that any proprietary or confidential information exchanged in connection with the work listed herein shall be maintained in confidence and used only as necessary to perform obligations under the project agreement. Confidential information does not include information that is public through no breach by the recipient or that is independently developed without use of the confidential information.

Confidential Information Description (if applicable)

Governing Law

This Work Done List and any disputes arising from it shall be governed by the laws of the jurisdiction specified below, without regard to conflict of law principles, except where the underlying project agreement specifies otherwise.

Governing Jurisdiction

Certification & Acceptance

By signing below the Service Provider certifies that the listed work items were performed in accordance with the project agreement and any applicable change orders. By signing below the Client acknowledges review of the listed items and, subject to any listed acceptance notes, either accepts the completed work or has documented outstanding deficiencies to be remedied as a condition of final acceptance.

Client Acceptance Comments

Client

Printed Name:

By:

Date:

Service Provider

Printed Name:

By:

Date:

What the Project Management Work Done List Is and When to Use It

A Project Management Work Done List is a standardized record that documents completed tasks, deliverables, hours, responsible parties, and acceptance status for a discrete phase or milestone of a project. It provides a single-source summary used for invoicing, progress reporting, change-order tracking, and closeout. Organizations use the list to confirm scope completion, capture signatures or approvals, and preserve an audit trail for audits or disputes. A clear Work Done List reduces ambiguity about what was delivered and when, and supports downstream processes such as payment release and contract closeout.

Why a Formal Work Done List Matters for Project Control

A formal Work Done List creates an auditable record of completed work, aligns expectations between stakeholders, and reduces payment disputes. It also streamlines handoffs, improves invoicing accuracy, and supports compliance with contractual and regulatory retention requirements.

Who Typically Completes and Signs a Work Done List

Project managers, site supervisors, and contract administrators usually prepare the list; stakeholders include contractors, subcontractors, and client representatives.

Project Managers: Record completed tasks, attach evidence, and route for approval to control scope and payment.
Field Supervisors: Confirm on-site activity, log hours and materials, and flag incomplete items for follow-up.
Contract Administrators: Use approved lists to validate invoices, process change orders, and update project records.

Use the list as a collaborative document: the preparer documents completion and the authorized reviewer or client signs to accept work.

Core Components of a Professional Work Done List

A complete Work Done List groups identifying information, task detail, evidence, approvals, and metadata for traceability and downstream processing.

Project header

Project name, project number, client, contract reference, and site address to unequivocally identify which work the list covers and link it to the contract.

Milestone ID

Milestone or phase identifier plus date range. Use a consistent naming convention so milestone records can be cross-referenced in schedules and invoices.

Task detail

Itemized tasks or deliverables with descriptions, quantity or units, time spent, and any attached evidence such as photos or test results.

Acceptance status

A clear field for status (Completed / Partial / Not Started) and a short acceptance comment from the reviewer describing any defects or holdbacks.

Signatures

Designated signature blocks for preparer, client reviewer, and third-party inspector including printed name, title, date, and signature method (wet or electronic).

Attachments

Links or embedded files for supporting documents: photos, inspection reports, timesheets, material receipts, and any change-order references.

Essential Fields to Include on the Form

Project name: Full contract project title

Completion date: MM/DD/YYYY

Task description: Brief work summary

Hours / quantities: Numeric units or hours

Responsible party: Name and role

Signature block: Signer name and date

Step-by-Step: Completing a Project Management Work Done List

Follow a short sequence to ensure accuracy: identify the project, list tasks, attach evidence, obtain reviewer sign-off, and file the final record with project documentation.

01

Identify: Enter project and milestone identifiers first.
02

Document tasks: List each completed item with units and time.
03

Add evidence: Attach photos, reports, or receipts as required.
04

Obtain sign-off: Collect reviewer signature and date.

How to Configure an Online Work Done List Template

When deploying the form online, configure fields, routing, authentication, and storage so approvals and records are consistent.

Field	Configuration
Template name	Use project-based naming for reuse
Role assignments	Predefine preparer and approver roles
Authentication	Select email, SMS code, or stronger
Storage location	Set destination folder or cloud drive

Where to Send or File the Completed List

Routing depends on the contract and internal controls: prepare, review, approve, distribute copies to finance and records, then archive the final signed version.

Client reviewer: Send the signed list to the client contract contact.
Finance team: Provide a copy to accounts payable for invoicing.
Project folder: Archive the signed record in the project document repository.
Compliance copy: Store a copy for audit and regulatory retention.

Distribution Options and Technical Requirements

Choose distribution channels that support secure delivery, audit trails, and the document formats your stakeholders can open.

File formats: PDF and DOCX are widely supported for signed archives.
Integrations: Connectors to Google Drive, Box, NetSuite, and Salesforce streamline routing.
Authentication: Use email verification or SMS codes for signer identity.

Ensure recipients can access the format chosen and verify that the platform captures an audit trail, signer identity, and a tamper-evident final file for future reference.

Typical Deadlines and Timing Expectations

Establish internal deadlines for submission, client review, and archiving to keep invoicing and closeout on schedule.

Weekly reporting:

Submit interim lists within 5 business days of week end.

Monthly consolidation:

Aggregate completed lists and deliver to finance monthly.

Closeout submission:

Provide final milestone lists within 30 days of completion.

Signer response window:

Allow clients 7–14 days to review and sign.

Archive timing:

Store the signed record within 7 business days after acceptance.

Common Preparation Mistakes to Avoid

Incomplete task descriptions that lack measurable acceptance criteria lead to disputes and payment delays during review and audit.
Missing or inconsistent project identifiers prevent linking the list to contracts, budgets, and invoices, causing reconciliation errors.
Using informal attachments without timestamps or metadata undermines the evidentiary value of photos and test reports during disputes.
Allowing unsigned or partially completed signatory fields to be treated as accepted work can create contractual ambiguity and liability exposure.

Risks and Consequences of Incorrect or Missing Records

Payment delays: Invoices may be disputed or withheld

Contract disputes: Ambiguity can lead to claims or litigation

Regulatory exposure: Noncompliance may trigger audits

Tax issues: Missing records complicate deductions

Insurance claims: Lack of evidence weakens coverage claims

Reputational harm: Repeated errors affect client trust

eSignature Provider Comparison for Signing and Routing Work Done Lists

Key vendor choices differ on price, bulk-send features, HIPAA support, and envelope caps. signNow is listed first for direct comparison.

	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	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 Work Done Lists

Answers to common questions about form validity, signatures, corrections, and electronic workflows when using a Work Done List.

Need help? Contact support

Are electronic signatures legally binding?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes when intent, consent, attribution, and record retention requirements are met.
What if a signature or field is incorrect?
Use an amendment or corrected Work Done List and obtain new signatures. Keep both the original and corrected record; document the reason for the correction in the file.
Can I use an online platform to collect signatures?
Yes. Choose a platform that provides an audit trail, signer authentication, and tamper-evident signed files to preserve legal admissibility.
Does the document need notarization?
Not usually for routine work verification. Notarization may be required by contract or state law for certain instruments; check the contract and applicable state requirements.
How should I store signed lists?
Store signed files in a secure, access-controlled repository with backup. Retain according to contractual terms, IRS rules, and industry-specific retention requirements.
Who can sign on behalf of a company?
An authorized representative with delegated authority should sign. Maintain documentation of authority such as a corporate resolution or power of attorney where necessary.

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