Is an electronic signature valid for a working order?

Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention requirements are satisfied.

When is notarization required?

Notarization is not universally required for working orders; check contract or state law. Some public works or property-affecting orders may require notarized acknowledgements.

Who can sign on behalf of a company?

Signatory authority must be delegated in corporate documents or the contract. Include an approval matrix in the clause to prevent invalid authorizations.

How do I prove a disputed work order occurred?

Maintain the signed order, timestamps, photos, acceptance notes, and audit trail metadata (IP and signer identity) to support performance and invoicing.

Can I use remote notarization (RON)?

Many states permit remote online notarization with identity proofing and audio-video recording; verify state rules before relying on RON for enforceability.

What if a party withdraws consent to eSign?

Under ESIGN, consumer-facing transactions require a disclosure and an option to withdraw consent; follow the clause's consent process and preserve the paper alternative if requested.

Electronic Signature
Templates
Project Management
Project Management Working Order Clause

Project Management Working Order Clause

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 CLAUSE

Project Title:

Project ID:

This Working Order Clause is issued under and pursuant to the Master Services Agreement between Client Name: and Service Provider Name: , effective date: .

Project Identification & Contacts

Client Legal Address Client Contact Service Provider Address Service Provider Contact Project Manager (Service Provider)

Scope of Work

The Service Provider shall perform project management services described below. All work shall conform to the specifications and acceptance criteria in this Working Order Clause.

Detailed Scope of Work Out-of-Scope Items

Deliverables & Acceptance

Deliverables (identify each) Acceptance Criteria

Acceptance Period (days):

Timeline & Milestones

Project Start Date: Project End Date:

Milestones

Milestone 1 Due Date:

Milestone 2 Due Date:

Milestone 3 Due Date:

Budget & Payment

Total Not-to-Exceed Amount Payment Schedule / Milestone Payments Invoicing & Payment Terms

Change Orders

All changes to scope, schedule, or price shall be effected only by written Change Order executed by authorized representatives of both parties. Notice of a proposed change must be provided in writing within days of identification of the change.

Change Order Approval Threshold (amount) Change Order Process Description

Written approval required for any Change Order:

Confidentiality

Both parties shall treat as Confidential Information all non-public information exchanged in connection with this Working Order Clause. Confidential obligations shall survive termination for a period of years, except as otherwise required by law.

Warranties, Liability & Insurance

Service Provider warrants that services will be performed in a professional and workmanlike manner in accordance with industry standards. The parties agree that the aggregate liability of Service Provider for claims arising out of this Working Order Clause shall not exceed , except in cases of gross negligence or willful misconduct.

Insurance Requirements

Termination

Either party may terminate this Working Order Clause for convenience upon days' prior written notice. Termination for cause may be immediate in the event of a material breach that remains uncured for days following written notice.

Governing Law & Dispute Resolution

This Working Order Clause shall be governed by the laws of the State of without regard to conflict of laws principles. The parties agree to submit disputes first to good faith negotiation, then to mediation, and if unresolved, to binding arbitration unless otherwise mutually agreed.

Representations & Authority

Each signatory represents and warrants that they are duly authorized to execute this Working Order Clause on behalf of the party they represent and that such execution will bind that party to the terms herein.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Working Order Clause Does

A Project Management Working Order Clause is a contract provision that governs issuance, acceptance, and execution of work orders, change orders, and on-site instructions during a project. It defines scope, required approvals, timing, invoicing triggers, and who bears responsibility for delays or additional costs. The clause ensures that ad hoc work is managed under a consistent process, links changes to the main contract, and specifies documentation and signatures needed to make a work order binding.

Why a Clear Working Order Clause Matters

A precise clause reduces disputes by establishing approval paths, acceptance criteria, and payment triggers; it allocates risk for scope changes and clarifies timelines for execution and billing.

Who Typically Prepares and Signs This Clause

Use this clause when recurring on‑project decisions must be traceable, auditable, and linked to contract terms.

Project managers and construction superintendents who issue and approve day-to-day work orders for teams or subcontractors.
Contractors and subcontractors who require written authorization before performing extra or out-of-scope work.
Owners, clients, and procurement officers who need documentation to trigger payments and schedule adjustments.

Step-by-Step: Issue and Execute a Working Order

Follow these sequential steps to create, approve, and record a binding work order under the clause.

01

Draft Work Order: Record scope, date, location, and estimate.
02

Obtain Approval: Requester gets required signatures per clause.
03

Dispatch and Perform: Contractor acts after required authorization.
04

Document Completion: Capture acceptance, invoice, and closeout note.

Typical Routing and Tracking Workflow

A clear routing model reduces delays and preserves an audit trail for every order or change.

Create Request: Author enters order details in a template.
Authorize: Designated approver signs or eSigns per policy.
Execute Work: Field team performs work to acceptance criteria.
Close & Invoice: Close order, attach evidence, and send invoice.

Configuring an Online Working Order Workflow

Configure template fields, authentication methods, and notifications before use to ensure compliance and traceability.

Field	Configuration
Template Name	Use a unique name per project and version control.
Authentication	Email + SMS OTP or stronger KBA for high-risk orders.
Conditional Fields	Show cost fields only when work exceeds thresholds.
Notifications	Auto-notify approvers and finance on signature or completion.

File Formats, Integrations, and Technical Requirements

Standardized formats and integrations reduce manual entry, speed approvals, and preserve a complete audit trail.

Supported Formats: PDF, DOCX, and fillable forms.
Integrations: Link to ERP/PM systems such as NetSuite or Procore.
Authentication: Support email, SMS OTP, SSO/SAML.

Essential Elements to Include in a Professional Clause

A robust clause addresses process, evidence, approvals, timing, financial impact, and dispute handling to ensure consistent execution.

Defined Scope

A precise description of permitted work, deliverables, and measurable acceptance criteria that prevents later scope disputes.

Approval Matrix

Named roles and delegated authorities with monetary thresholds; shows who can approve emergency and routine orders.

Timing and Notices

Required response times for approval, start dates, completion windows, and how delay notices are served.

Cost and Payment

Method for pricing, markup, invoicing cadence, and payment triggers tied to accepted work orders.

Documentation

List of required attachments (photos, timesheets, signatures) and format for submission and retention.

Dispute Resolution

Procedures for contested orders, interim progress payments, and escalation steps including governing law.

Security and Compliance Controls to Require

Encryption: TLS 1.2/1.3 in transit, AES-256 at rest

Audit Trail: Timestamped events, IP, signer data

Access Controls: Role-based permissions and SSO

HIPAA Support: BAA available for PHI workflows

21 CFR Part 11: Support for FDA-regulated records

Certifications: SOC 2 Type II and ISO 27001

Consequences of an Incomplete or Incorrect Clause

Payment Delays: Invoices may be rejected

Scope Disputes: Leads to change-order litigation

Invalid Authorization: Work may be unpaid

Lien Risk: Contractor may file liens

Regulatory Fines: Noncompliance on public projects

Record Retention Failures: Compromises audit defense

Common Preparation Mistakes to Avoid

Vague scope language that leaves deliverables unspecified and invites differing interpretations during execution.
Missing approval thresholds or unnamed approvers, which causes confusion about who may authorize emergency or high-value orders.
Failure to require written acceptance or completion evidence, leading to disputes over whether work met contract standards.
Overreliance on oral instructions without a documented work order process that traces approvals and costs.

Practical Use Cases for a Working Order Clause

The following scenarios illustrate typical situations where the clause reduces friction and documents authority.

Site Repair Order

A contractor documents a roof repair request with photos and estimated cost

Owner approval required within 48 hours
Signed order triggers crew dispatch, invoice submission, and faster payment reconciliation.

Emergency Change Order

An unforeseen utility conflict requires immediate excavation and rerouting

Project manager issues an authorized emergency order
Work proceeds under predefined emergency rates and is later audited against final contract adjustments.

Comparing eSignature Platforms for Working Order Execution

Platform costs and compliance features affect whether an eSignature solution meets your contract, audit, and industry requirements.

	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	Available	Available	Available	Available
Bulk Send	Yes	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Working Order Clauses

Answers to common legal, execution, and digital-signing questions to reduce implementation errors.

Need help? Contact support

Is an electronic signature valid for a working order?
Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention requirements are satisfied.
When is notarization required?
Notarization is not universally required for working orders; check contract or state law. Some public works or property-affecting orders may require notarized acknowledgements.
Who can sign on behalf of a company?
Signatory authority must be delegated in corporate documents or the contract. Include an approval matrix in the clause to prevent invalid authorizations.
How do I prove a disputed work order occurred?
Maintain the signed order, timestamps, photos, acceptance notes, and audit trail metadata (IP and signer identity) to support performance and invoicing.
Can I use remote notarization (RON)?
Many states permit remote online notarization with identity proofing and audio-video recording; verify state rules before relying on RON for enforceability.
What if a party withdraws consent to eSign?
Under ESIGN, consumer-facing transactions require a disclosure and an option to withdraw consent; follow the clause's consent process and preserve the paper alternative if requested.

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