Can a working order be signed electronically?

A working order can be electronically signed where parties consent and the record satisfies ESIGN Act (15 U.S.C. ch. 96) or state UETA standards. Exceptions apply for documents that state law excludes from e-signature (e.g., wills, certain court filings).

Who may sign the Working Order?

Authorized signatories are those granted signing authority in the master agreement or company delegation policy. Verify signer authority against procurement rosters; mismatched names can trigger rejection or require supplemental authorization.

Is notarization required for working orders?

Typically no; working orders are administrative contract documents that do not require notarization. If a state law, a contract, or attachment references notarized acknowledgements or recorded instruments, obtain the required notarial acts.

How should I store executed orders?

Retain signed PDFs in a secure, access-controlled repository with an audit trail. Follow retention rules relevant to tax, HIPAA, or SEC where applicable and keep records searchable for audits and dispute resolution.

What if a field is filled incorrectly?

Correct minor errors with an approved amendment or corrected order and require re-signature. Significant changes should go through formal change control to preserve auditability and avoid disputes over scope or payment.

Can I use eSign platforms for working orders?

Yes; use platforms that support ESIGN/UETA compliance, audit trails, secure storage, and optional stronger authentication for high-value orders. Choose solutions that offer HIPAA BAAs when PHI is involved and integration with project systems.

Electronic Signature
Templates
Project Management
Project Management Working Order

Project Management Working Order

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

PROJECT MANAGEMENT WORKING ORDER

Project Identification

Project ID Project Title

Client Name Client Contact Client Address

Service Provider Project Manager Project Location

Scope of Work

The Service Provider shall perform the work described below in accordance with the schedule, deliverables and acceptance criteria set forth in this Working Order. The Service Provider will furnish all labor, materials, equipment and supervision necessary to complete the specified services, except as expressly stated otherwise.

Detailed Scope of Work Out of Scope Items

Deliverables and Acceptance

Deliverables shall be submitted in the form and on the schedule below. Acceptance shall be based on the stated acceptance criteria. Unless otherwise agreed in writing, the Client shall provide written acceptance or rejection within the acceptance period specified for each deliverable.

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

Timeline & Milestones

Project Start Date Project End Date

Milestone 1 — Name Milestone 1 — Due Date Milestone 1 — Description Milestone 2 — Name Milestone 2 — Due Date Milestone 2 — Description

Budget & Payment

Compensation for the Work Order shall be as set forth below. Fees are firm unless otherwise specified. Additional work must be authorized via Change Order in accordance with the Change Order Process.

Total Not-to-Exceed Amount Payment Schedule Change Order Process

All changes to scope, schedule or budget must be documented in a written Change Order signed by authorized representatives of both parties prior to performance. Work performed without an executed Change Order is not compensable except as expressly agreed in writing.

Confidentiality

Each party acknowledges that it may receive confidential information of the other party. Confidential information shall be used solely for performance of this Working Order and shall not be disclosed to third parties except to the extent necessary for performance or as required by law. Confidential information does not include information that is or becomes publicly available through no fault of the receiving party, or that is independently developed by the receiving party without use of the disclosing party's confidential information.

By checking, the signer acknowledges and agrees to the confidentiality obligations set forth above.

Liability, Insurance & Compliance

The Service Provider shall maintain insurance customary for the services provided and shall comply with applicable laws, regulations and client site requirements. Except for gross negligence or willful misconduct, neither party shall be liable for consequential damages. The Service Provider's aggregate liability shall not exceed the total fees paid under this Working Order for the applicable scope of work.

Governing Law

This Working Order shall be governed by and construed in accordance with the laws of the state identified below, without regard to conflict of law principles. The parties submit to the exclusive jurisdiction of the courts located in that state for disputes arising from this Working Order.

Governing State

Acceptance & Remedies

Client acceptance shall occur upon written acknowledgement of conformity with the acceptance criteria or upon lapse of the agreed acceptance period without written rejection. In the event of nonconforming work, the Service Provider shall, at its expense, correct or re-perform the work promptly following notice. If the Service Provider fails to cure within a reasonable time, the Client may pursue available contractual remedies.

Acceptance Period (days)

Representations and Warranties

Each party represents that it has the authority to enter into this Working Order. The Service Provider warrants that services will be performed in a professional manner consistent with industry standards for similar services for a period of ninety (90) days following acceptance unless otherwise stated in writing.

Notices

Notices required under this Working Order shall be in writing and delivered to the contact information provided in this document or to such other address as either party may designate in writing. Notice is effective upon personal delivery, confirmed email, or three (3) days after deposit with the postal service.

Client Notice Address Service Provider Notice Address

Entire Agreement

This Working Order, together with any attachments and referenced documents executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior agreements and understandings. Any amendment must be in writing and signed by authorized representatives of both parties.

Client Printed Name:

By:

Date:

Title/Role:

Service Provider Printed Name:

By:

Date:

Title/Role:

What a Project Management Working Order Is

The Project Management Working Order is a formal document used by project owners, managers, and contractors to authorize, schedule, and track discrete project tasks or work packages. It establishes scope, deliverables, responsible parties, payment terms, dates, and acceptance criteria so work can proceed under predefined controls. Working orders are commonly issued against master service agreements, purchase orders, or contracts to initiate specific activities without renegotiating the primary agreement. The form standardizes task assignment, reduces misunderstanding, and creates an auditable record for approvals, invoicing, and later dispute resolution.

Why a Working Order Matters for Project Control

A Project Management Working Order clarifies responsibilities, timelines, and payment triggers, lowering project risk and disputes. When paired with an audit trail and retention policy it supports compliance with the ESIGN Act (15 U.S.C. ch. 96) and UETA for electronically signed orders and provides evidence in contract enforcement or claims.

Who Issues and Who Signs Working Orders

Project managers, contractors, procurement officers, and subcontractors commonly use a working order to authorize specific tasks under master agreements.

Project owners and PMOs issuing task authorizations and budgets for discrete work packages.
Prime contractors assigning subcontract scopes, timelines, and delivery milestones on-site or remotely.
Procurement teams converting purchase orders into actionable work orders for billing and vendor performance.

When properly completed, the document creates a single source of truth for execution, invoicing, and downstream change control.

Essential Sections to Include on Every Working Order

Core sections of a Project Management Working Order define scope, schedule, payment, acceptance, contacts, and change control to make execution measurable and auditable.

Scope

Describe specific tasks, deliverables, success criteria, and exclusions. Include measurable milestones and references to underlying contract clauses to avoid scope creep and disputes during implementation.

Schedule

State start and end dates, intermediate milestones, critical path items, and time buffers. Reference calendar format and time zones where relevant to align expectations across teams and vendors.

Payment Terms

Specify compensation method, invoicing frequency, payment triggers linked to acceptance criteria, and any retainage or holdback. Detail currency and tax responsibilities to prevent billing disputes.

Acceptance Criteria

Define how deliverables will be evaluated, inspection windows, corrective action periods, and signoff procedures. Attach templates or checklists to make acceptance objective, repeatable, and documented.

Contacts

List responsible individuals, escalation contacts, approval authorities, and vendor representatives with phone, email, and business hours. Identify backup contacts for absence or out-of-scope queries.

Change Control

Describe the process for change requests, required approvals, cost/time impact assessment, and record updates. Require written authorization before work outside the original order proceeds thereafter.

Required Fields and Key Metadata

Project ID: Unique identifier for the work order.

Requester: Name and department issuing order.

Effective Date: Use MM/DD/YYYY format.

Deliverables: Clear list of expected outputs.

Budget Code: Accounting code or PO reference.

Signatures: Authorized signer names and dates.

Step-by-Step: Preparing and Issuing a Working Order

Complete the Working Order sequentially to ensure clarity, approvals, and auditable acceptance. Follow each step before releasing to execute.

01

Prepare Details: Gather scope, dates, contacts, and billing info.
02

Assign Tasks: Specify responsibilities, milestones, and deliverables.
03

Approve & Sign: Obtain required approvals and signatures before start.
04

Distribute Copy: Send fully executed order to stakeholders and finance.

Configuring an Online Approval Workflow

Configure online workflow settings to route the working order for approvals, signatures, and archival in a repeatable manner.

Field	Configuration
Routing Rule	Approve in order: Requester → PM → Finance.
Signer Authentication	Email link or SMS code; stronger MFA for high value.
Document Retention	Auto-archive signed PDF for 7 years.
Notifications	Email alerts on each status change and completion.

Where to Send the Executed Working Order

After execution, route the completed Working Order to the responsible parties and record its location for audit and billing purposes.

Project File: Place signed PDF in the project document repository.
Procurement: Send copy to procurement for PO alignment and payment.
Finance: Upload to AP for invoice processing and match-back.
Contractor: Provide contractor with signed order and acceptance proof.

Technical Requirements for eSubmission and Signing

Use an eSignature-enabled platform supporting PDF, DOCX, audit trails, and secure storage for eSubmission and long-term retention.

File Formats: PDF, DOCX, and HTML supported.
Integrations: Connectors for ERP and cloud storage.
Auth Options: Email, SMS, KBA, or SSO.

Key Dates, Deadlines, and Processing Expectations

Key dates determine when work begins, when invoices may be submitted, and when acceptance or remediation is due.

Issue Date:

Date the working order is issued to contractor.

Start Date:

Date work must commence per order.

Milestone Deadlines:

Specific interim delivery dates and acceptance windows.

Invoice Submission Window:

Invoices accepted after milestone signoff within 30 days.

Retention Start:

Retention period begins on acceptance or final signoff.

Common Preparation Mistakes to Avoid

Vague scope descriptions that omit exclusions, causing disputes and extra work with unclear billing consequences.
Missing or incorrect effective dates that shift responsibility and create interpretation conflicts for project timelines and payments.
No acceptance criteria or signoff process, resulting in repeated rework and delayed invoice approvals and disputes.
Failure to include authorized signer information leading to rejected invoices or demands for additional validation from finance.

Risks and Consequences of Incorrect Working Orders

Payment Delays: Invoice mismatch delays payment.

Contract Disputes: Scope ambiguity leads to breach claims.

Regulatory Exposure: Procurement noncompliance risks audits.

Tax Consequences: Incorrect vendor data triggers backup withholding.

Audit Findings: Missing records increase audit penalties.

Operational Disruption: Work stoppage or rework costs.

Comparing eSignature Vendors for Working Orders

Pricing and feature comparison for common eSignature providers to consider when choosing a solution for executing working orders.

	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 credit card required	Varies by plan; check vendor	Varies by plan; check vendor	Varies by plan; check vendor	Varies by plan; check vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	Limit: 100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Working Orders

Answers to frequent questions about completing, signing, and storing Project Management Working Orders, including eSignature and compliance considerations.

Need help? Contact support

Can a working order be signed electronically?
A working order can be electronically signed where parties consent and the record satisfies ESIGN Act (15 U.S.C. ch. 96) or state UETA standards. Exceptions apply for documents that state law excludes from e-signature (e.g., wills, certain court filings).
Who may sign the Working Order?
Authorized signatories are those granted signing authority in the master agreement or company delegation policy. Verify signer authority against procurement rosters; mismatched names can trigger rejection or require supplemental authorization.
Is notarization required for working orders?
Typically no; working orders are administrative contract documents that do not require notarization. If a state law, a contract, or attachment references notarized acknowledgements or recorded instruments, obtain the required notarial acts.
How should I store executed orders?
Retain signed PDFs in a secure, access-controlled repository with an audit trail. Follow retention rules relevant to tax, HIPAA, or SEC where applicable and keep records searchable for audits and dispute resolution.
What if a field is filled incorrectly?
Correct minor errors with an approved amendment or corrected order and require re-signature. Significant changes should go through formal change control to preserve auditability and avoid disputes over scope or payment.
Can I use eSign platforms for working orders?
Yes; use platforms that support ESIGN/UETA compliance, audit trails, secure storage, and optional stronger authentication for high-value orders. Choose solutions that offer HIPAA BAAs when PHI is involved and integration with project systems.

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