Is an electronic signature valid?

Yes. Electronic signatures satisfy legal requirements under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA frameworks when intent, consent, attribution, and record retention are present. Exceptions apply for certain testamentary and court-ordered documents.

When is notarization required?

Notarization is required when state law or the document's terms demand acknowledgment or verification, commonly for deeds, some powers of attorney, and self-proving wills. Remote online notarization rules vary by state and may require live audiovisual sessions and identity proofing.

Can I use a resolution for large budget changes?

Yes, if internal governance permits delegation via written resolution. Ensure the document specifies spending limits, approvals, and budget source, and confirm it complies with corporate bylaws or procurement policies to avoid exceeding delegated authority.

What if signer name differs?

Mismatched signer names can undermine attribution. Use the signer's legal name, include a printed name line, and where appropriate attach identity documents or corporate authorization. Correct errors before execution to avoid later disputes.

How long must I keep the resolution?

Retain the resolution for the active term plus applicable statutory periods. For tax or financial documents follow IRC §6501(a) IRS retention rules; healthcare records must comply with HIPAA (45 CFR §164.530(j)). State laws may require longer preservation.

Are witness signatures necessary?

Witness requirements depend on the document type and state law. Routine project resolutions typically do not need witnesses, but state or corporate charter provisions may require witness or notarization for certain delegations or property transactions.

Electronic Signature
Templates
Project Management
Project Management Written Resolution

Project Management Written Resolution

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

PROJECT MANAGEMENT WRITTEN RESOLUTION

Project Identification

Project Title Project ID Client Name Service Provider Project Manager Effective Date

Recitals

WHEREAS, the parties identified above entered into a governing agreement relating to the project identified as ; and

WHEREAS, the undersigned authorized representatives have determined that action by written resolution is appropriate and in the best interests of the project and its stakeholders as of .

Resolution

NOW, THEREFORE, BE IT RESOLVED that the Client and Service Provider hereby adopt and approve the following decisions, authorizations, and directives with respect to the Project:

Authorization: The Service Provider is authorized to proceed with the Scope of Work described in Section "Scope of Work" below, and to perform all actions necessary to satisfy the deliverables and milestones specified herein.
Amendment Type: This resolution constitutes a written authorization for: Approval Amendment to existing scope Partial termination
Authority: The Project Manager named above is authorized to approve change orders not exceeding per occurrence without further written resolutions.
Acceptance: Deliverables will be accepted only upon written confirmation by the Client that acceptance criteria have been satisfied in accordance with Section "Deliverables and Acceptance Criteria".

Scope of Work

Scope of Work (Detailed) Out-of-Scope Items

Deliverables and Acceptance Criteria

List the deliverables below. For each deliverable include measurable acceptance criteria and the responsible party.

Deliverable 1 Acceptance Criteria 1 Deliverable 2 Acceptance Criteria 2

Timeline and Milestones

Project Start Date: Projected End Date:

Milestone 1

Due Date:

Milestone 2

Due Date:

Budget and Payment

Total Authorized Amount Payment Schedule Change Order Process

Confidentiality and Data Handling

Each party shall maintain in strict confidence all confidential information disclosed in connection with the Project. Confidential information shall not be disclosed except to employees, agents, or subcontractors with a need to know and who are bound by substantially similar confidentiality obligations. Confidential information does not include information that is public without breach of this resolution, independently developed, or received from a third party without restriction.

Warranties, Liability, and Indemnity

The Service Provider warrants that services will be performed in a professional and workmanlike manner consistent with prevailing industry standards. Except as expressly set forth herein, neither party makes any other warranties. Liability of either party for direct damages shall be limited to the total amount paid under this resolution for the subject work; neither party shall be liable for consequential, incidental, or punitive damages. The Service Provider shall indemnify the Client for third-party claims arising from gross negligence or willful misconduct.

Governing Law

This resolution and any dispute arising under it shall be governed by the laws of the State of without regard to conflict-of-law principles.

Execution and Certification

The undersigned certify that the foregoing resolution was duly adopted, executed, and is in full force and effect as of the Effective Date set forth above. The undersigned represent and warrant that they are authorized to execute this written resolution on behalf of the respective parties.

The undersigned represent unanimous written consent of the designated decision makers for this Project.

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

What the Project Management Written Resolution Is

A Project Management Written Resolution is a formal, signed document recording decisions, approvals, or delegated authorities for a specific project phase or change. Organizations use it to document scope changes, budget approvals, contract awards, resource reallocations, and milestone sign-offs when board or stakeholder meetings are impractical. The resolution creates a clear record of who approved what, the effective date, conditions, and any required follow-up actions. It supports auditability, helps enforce contractual obligations, and provides evidence for internal controls and regulatory compliance when project decisions must be traceable.

Why a Written Resolution Matters for Project Governance

Use a Project Management Written Resolution to create an auditable, legally defensible record of critical project decisions, especially when formal meetings are impractical. It reduces ambiguity about authority, documents conditions and deadlines, and supports compliance with internal policies and external regulations.

Who Typically Prepares and Approves These Resolutions

Project managers, program directors, procurement officers, finance leaders, and board members commonly prepare or approve a Project Management Written Resolution.

Project managers initiating scope changes and seeking documented approvals before execution.
Finance or procurement teams approving budget reallocations and contract awards with traceable authorization.
Governance bodies and executives delegating authority when in-person resolutions are impractical.

Tailor the resolution to the signatory profile and distribution list so stakeholders and auditors clearly understand authority and responsibilities.

Core Elements to Include for Clarity and Enforceability

Key elements of a professional Project Management Written Resolution ensure clarity, enforceability, and auditability across stakeholders and downstream contract management systems.

Title

Clear, specific document title that includes project name, resolution number, and version date to help indexing and retrieval in document management systems and audits.

Parties

Identify all organizations and individuals affected, using full legal names and roles. Include contact details and corporate identifiers where relevant to prevent confusion about responsibilities.

Resolution

Succinctly state the decision or delegation, with precise language describing actions authorized, limits, exceptions, and any immediate operational instructions to ensure implementers understand scope.

Authority

Cite the internal policy, charter clause, or delegated power that grants approving parties the right to pass the resolution; reference minutes or prior approvals if applicable.

Conditions

List any preconditions, required approvals, budget or milestone triggers, reporting obligations, and the consequences of noncompliance to mitigate operational risk.

Signatures

Provide signature lines with printed name, title, date, and specify electronic or notarized signing methods, including required authentication levels and witness counts if applicable.

Step-by-Step: Prepare, Approve, and Execute the Resolution

Follow these steps to complete a Project Management Written Resolution accurately and ensure signatures and documentation are secured.

01

Prepare Draft: Describe decision, scope, timeline, parties, and requested authority.
02

Add Legal Details: Specify governing law, effective date, and conditions for approval.
03

Circulate for Review: Share draft with stakeholders and incorporate comments.
04

Obtain Signatures: Collect required signatures, dates, and retain executed copies.

Typical Online Workflow Settings for Resolution Execution

Typical online configuration for issuing and routing a Project Management Written Resolution using an e-signature workflow.

Field	Configuration
Signing Order	Sequential or parallel routing as required
Authentication	Email + SMS code or ID verification for higher assurance
Conditional Fields	Show budget fields only if approval exceeds threshold
Audit Trail	Enable IP, timestamp, and completion certificate

Platform Capabilities to Verify Before Accepting Electronic Resolutions

Ensure the eSignature platform supports required authentication, audit trails, and retention settings before accepting electronic Project Management Written Resolutions.

Authentication: Email, SMS, KBA, or 2FA
Audit Trail: IP, timestamp, and action log
Integrations: Connect to ERP, PM, and document systems

Where to Send, File, and Distribute the Executed Resolution

This section explains destination routing: where to file, send, and retain the executed Project Management Written Resolution and connected records.

Internal Filing: Store executed copy in project repository and corporate records.
Share Recipients: Distribute to stakeholders, finance, procurement, and legal teams.
External Filing: If required, file with regulatory body or include in contract bundle.
Retention Copy: Archive in secure records system with access controls.

Timelines and Deadlines to Track When Using a Resolution

Key deadlines and timing expectations for issuing, approving, filing, and archiving a Project Management Written Resolution to meet governance and compliance obligations.

Draft Completion:

Prepare draft well before approval meetings; allow review cycles.

Review Period:

Allow at least 3–5 business days for stakeholder review.

Execution Deadline:

Sign before the effective date specified in the document.

Filing Window:

File or distribute executed copies within two business days.

Retention Start:

Retention clocks start on the effective date or execution date.

Common Risks and Penalties from Inaccurate Resolutions

Unauthorized Approval: May be voided; legal challenge

Budget Overrun Risk: Potential audit and funding reversal

Contractual Liability: Breach risk for contractors

Regulatory Noncompliance: State or federal penalties

Tax Reporting Issues: Incorrect deductions or filings

Delay in Execution: Project schedules impacted

Required Information and Key Fields at a Glance

Project Identifier: Project code or unique identifier

Resolution Date: Effective date in MM/DD/YYYY format

Approving Entity: Full legal name and title

Scope Summary: Brief description of approved actions

Budget Impact: Amount or budget reference

Signature Block: Printed name, title, signature, date

eSignature Pricing and Feature Comparison for Resolutions

Pricing and feature comparison for eSignature platforms commonly used to execute and manage Project Management Written Resolutions.

	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	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
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 Project Management Written Resolutions

Answers to common questions about validity, signatures, notarization, retention, and practical issues when using a Project Management Written Resolution.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures satisfy legal requirements under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA frameworks when intent, consent, attribution, and record retention are present. Exceptions apply for certain testamentary and court-ordered documents.
When is notarization required?
Notarization is required when state law or the document's terms demand acknowledgment or verification, commonly for deeds, some powers of attorney, and self-proving wills. Remote online notarization rules vary by state and may require live audiovisual sessions and identity proofing.
Can I use a resolution for large budget changes?
Yes, if internal governance permits delegation via written resolution. Ensure the document specifies spending limits, approvals, and budget source, and confirm it complies with corporate bylaws or procurement policies to avoid exceeding delegated authority.
What if signer name differs?
Mismatched signer names can undermine attribution. Use the signer's legal name, include a printed name line, and where appropriate attach identity documents or corporate authorization. Correct errors before execution to avoid later disputes.
How long must I keep the resolution?
Retain the resolution for the active term plus applicable statutory periods. For tax or financial documents follow IRC §6501(a) IRS retention rules; healthcare records must comply with HIPAA (45 CFR §164.530(j)). State laws may require longer preservation.
Are witness signatures necessary?
Witness requirements depend on the document type and state law. Routine project resolutions typically do not need witnesses, but state or corporate charter provisions may require witness or notarization for certain delegations or property transactions.

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