Can this template be signed electronically?

Yes. Electronic signatures that meet intent, consent, attribution, and retention requirements are legally valid under the ESIGN Act and state UETA laws; ensure consumer-facing disclosures where required.

What happens if names do not match?

Mismatched signer names can cause approval delays or rejection. Update the name to match government ID or official corporate records before signing to preserve attribution and auditability.

Is notarization ever required?

Not typically for internal planning evaluations. If a state or contracting party requires notarization, follow state notary rules; note that notarization requirements vary by jurisdiction.

How do I update a signed evaluation?

Create an amendment or new version that references the original document and obtain fresh approvals. Do not alter the signed PDF; preserve the original for audit purposes.

How long should we retain signed evaluations?

Retain while active and for a post-termination period consistent with record rules—commonly at least 3–7 years; HIPAA and tax records may require longer retention.

What if an approver cannot access the signing link?

Provide alternative authentication (SMS code or account-based sign-in) or export the document for in-person signing. Record the chosen method to preserve the audit trail.

Electronic Signature
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Project Planning Evaluation Template

Project Planning Evaluation Template

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

PROJECT PLANNING EVALUATION AGREEMENT

Parties and Recitals

This Project Planning Evaluation Agreement ("Agreement") is entered into as of by and between:

Client Name:

Evaluator Name:

WHEREAS, Client seeks a structured evaluation of the planning, risks, resource allocation, deliverables, and schedule for the project described below; and

WHEREAS, Evaluator has the requisite skills, experience, and capacity to perform a project planning evaluation and deliver findings, recommendations, and acceptance criteria; and

WHEREAS, the parties desire to set forth the scope, payment, confidentiality, term, and other terms governing the evaluation engagement.

Project Overview

Project Title Project Description Primary Contact Contact Address

Scope of Work

Evaluator will perform a structured planning evaluation that shall include: review of project objectives, schedule feasibility, resource allocation, risk identification, deliverable definition, and formal recommendations. Evaluator will prepare a written Evaluation Report containing findings, prioritized recommendations, and an acceptance checklist.

Detailed Scope (Evaluator to complete)

Evaluation Criteria and Deliverables

Evaluator will assess the project according to the following criteria and deliver the corresponding documentation.

Assessment Criteria (check applicable)

Scope alignment with business objectives

Schedule feasibility and critical path

Resource capacity and competency

Risk identification and mitigation plan

Deliverables Acceptance Criteria

Payment Terms

In consideration for the services described in this Agreement, Client shall pay Evaluator in accordance with the following terms.

Total Fee Payment Schedule Late Payment

All invoices are payable within the period stated in the Payment Schedule. Client is responsible for timely payment of undisputed amounts; disputes over specific charges shall not relieve Client of the obligation to pay undisputed amounts.

Term and Termination

This Agreement commences on and continues until unless earlier terminated as provided below.

Notice Period for Termination (days) Termination for Cause/Without Cause

Confidentiality

Each party acknowledges that during performance of the services it may receive or have access to Confidential Information of the other party. "Confidential Information" includes non-public business, technical, financial and strategic information disclosed in any form. The receiving party shall (a) use Confidential Information only to perform obligations under this Agreement, (b) protect Confidential Information with at least the same degree of care it uses with its own confidential information but not less than reasonable care, and (c) not disclose Confidential Information to third parties except as necessary to perform this Agreement or as required by law, provided the disclosing party is given prompt notice to seek protective relief. Confidentiality obligations shall survive termination for a period of three (3) years unless otherwise specified in writing.

Risk Assessment Summary

Top Risks Identified Mitigation Strategies

Resources and Assumptions

Required Resources Key Assumptions

Recommendations and Acceptance

Evaluator Recommendations Client Acceptance Notes

Governing Law and Entire Agreement

This Agreement shall be governed by and construed in accordance with the laws of the state of without regard to conflict of law principles. Venue for any action arising under this Agreement shall be in the courts of that state.

This Agreement, together with any exhibits and attachments expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior or contemporaneous agreements, representations, and understandings, whether written or oral. Any modification must be in writing and signed by authorized representatives of both parties.

Miscellaneous Provisions

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions will remain in full force and effect. Neither party may assign this Agreement without the prior written consent of the other, except that either party may assign to an affiliate or successor in interest in connection with a merger or sale of substantially all assets.

Client:

By:

Date:

Evaluator:

By:

Date:

What the Project Planning Evaluation Template Is

The Project Planning Evaluation Template is a structured form used to assess a proposed project's readiness, scope, resources, risks, and alignment with organizational objectives. It consolidates key data—timeline, budget, stakeholder roles, deliverables, and acceptance criteria—into a single record that supports consistent review and decision-making. Organizations use this template to standardize pre-project evaluation, compare options objectively, and document which requirements must be resolved before work begins. The template can be used for internal approvals, vendor selection, and audit trails of project intake decisions.

Why a Standardized Evaluation Template Helps

A consistent Project Planning Evaluation Template reduces subjective decision-making, speeds reviews, and creates a documented baseline for scope and risk. It ensures reviewers see the same information in the same order, improves traceability of approvals, and supports audit-ready records for internal governance or external compliance needs.

Who Typically Completes and Reviews the Template

The template clarifies responsibilities: authors provide factual inputs, approvers confirm feasibility, and governance teams retain the signed evaluation for audit or post-project review.

Project managers and PMO staff responsible for intake and readiness assessments.
Business sponsors and budget owners who must approve scope, costs, and timelines.
Technical leads and risk owners who verify feasibility and identify dependencies.

Core Sections to Include in a Professional Evaluation

A comprehensive Project Planning Evaluation Template includes standardized sections so reviewers can compare projects quickly. Include executive summary, objectives and scope, detailed schedule, resource and budget estimates, risk and mitigation plans, and required approvals. Each section should be concise, referenceable, and linked to supporting attachments when necessary.

Executive Summary

One-paragraph overview stating purpose, expected outcomes, and strategic alignment.

Scope and Deliverables

Clear boundaries, in-scope/out-of-scope items, and tangible deliverables with acceptance criteria.

Schedule Summary

High-level milestones, key dates, and critical path assumptions that affect delivery.

Budget and Resources

Estimated costs, funding source, and named resource roles required for execution.

Risk Register

Top risks with likelihood, impact, mitigation actions, and owner assigned.

Approvals

Signatory lines for sponsor, PMO, and finance with date fields for each approval.

Step-by-Step: Completing the Template

Follow a linear review process to collect accurate inputs, validate assumptions, and secure approvals before work begins.

01

Prepare Inputs: Gather scope, estimates, and supporting documents before filling fields.
02

Populate Template: Complete each section in order, using required formats and attachments.
03

Internal Review: Route to technical and finance reviewers for validation and comments.
04

Obtain Approvals: Collect sponsor and PMO sign-offs; capture dates for the official record.

Configure the Digital Workflow for This Template

Set up automated routing and field behaviors to reduce manual steps and ensure consistent approvals.

Field	Configuration
Notifications	Send email to approvers on assignment and when overdue.
Authentication	Use email link or SMS code for signer verification.
Conditional Fields	Unlock budget justification when estimated cost exceeds threshold.
Storage	Save signed PDF to project repository or cloud storage automatically.

Distribution and Technical Requirements

Choose formats and integrations that fit your existing toolchain to simplify routing and archival.

Supported Formats: PDF, DOCX, XLSX
Integrations: Salesforce, Microsoft 365, NetSuite
Authentication: Email, SMS code, or enterprise SSO

Where to Send Completed Evaluations

Define a single destination and retention location for signed evaluations to maintain a searchable, auditable record.

Project Management Office: Store the signed evaluation in the PMO repository for program visibility.
Finance Archive: Send budget-approved evaluations to finance for accounting and budget tracking.
Sponsor Distribution: Share a read-only copy with the project sponsor and key stakeholders.
Records Retention: Archive final PDF in records management for the required retention period.

Typical Timeline and Deadlines to Track

Establish clear deadlines for submission, internal review, and final approval to prevent start-date delays.

Submission Deadline:

Submit the completed template at least 10 business days before requested start.

Technical Review Window:

Allow 3–5 business days for technical validation and dependency checks.

Finance Review Window:

Allow 5 business days for budget review and funding confirmation.

Sponsor Approval Target:

Obtain sponsor sign-off within 7 business days of final review.

Project Kickoff:

Schedule kickoff only after all approvals and resource assignments are confirmed.

Key Milestones from Intake to Kickoff

Track milestones in sequence so stakeholders know progress toward a cleared kickoff.

01

Intake Submitted

Project owner files the evaluation and attaches supporting documents.

02

Reviews Completed

Technical and finance reviewers complete validations and post comments.

03

Approvals Secured

Sponsor and PMO provide written approval and signature.

04

Kickoff Confirmed

Team assignments and the kickoff date are finalized.

Common Preparation Mistakes to Avoid

Submitting incomplete budgets or missing line-item detail that forces repeated finance questions and delays approvals.
Not naming specific approvers or using generic titles, which creates routing loops and unclear accountability.
Failing to attach critical supporting documents, such as vendor quotes or technical feasibility notes, causing rework.
Using inconsistent date formats or ambiguous milestone definitions that create confusion during schedule integration.

Risks of an Incorrect or Incomplete Evaluation

Schedule Delays: Start date shifts

Budget Overruns: Unplanned costs occur

Compliance Gaps: Regulatory issues arise

Rejected Approvals: Approvals returned for rework

Contract Exposure: Vendor terms dispute

Audit Findings: Records deemed insufficient

Essential Information and Security Controls

Project Identifier: Unique code or number

Owner Contact: Name and business email

Start Date: MM/DD/YYYY format

Estimated Cost: Numeric value and currency

Confidentiality Level: Public, internal, or restricted

Signed Approval: Approver name and timestamp

eSignature Vendor Comparison for Project Evaluations

Compare basic pricing and common capabilities when selecting an eSignature vendor for handling project planning evaluations and approval workflows.

	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	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

How Organizations Use an Evaluation Template

Real-world examples show how templates reduce turnaround time and centralize approval records across varied organizations.

Martin Properties

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Project evaluations moved online to maintain consistent lease and renovation approvals.
By standardizing the intake, Martin Properties reduced manual rework and accelerated internal approval cycles while keeping project records ready for audits and handoff.

Xerox

AirSlate SignNow provides us with the flexibility needed to get the right signatures on the right documents, in the right formats, based on our integration with NetSuite.

The team integrated evaluation outputs with financial systems.
Integration reduced duplicate data entry, ensured budget fields flowed into cost systems, and improved visibility into project spend before execution.

Practical Tips for Accurate, Efficient Completion

Adopting a few consistent practices will reduce errors and speed approvals for project planning evaluations.

Use Standard Naming and IDs

Assign a consistent project identifier and use full legal names to avoid duplicate records. This supports reliable search, prevents misrouting, and ensures approver traceability during audits.

Attach Verifying Documents

Include vendor quotes, technical assessments, and resource spreadsheets with the evaluation. Attachments reduce back-and-forth, enable quicker finance review, and create an auditable justification for estimates.

Set Conditional Fields

Show additional budget justification fields only when cost thresholds are exceeded. Conditional logic simplifies the form for small projects and ensures required detail for larger efforts.

Keep a Single Source of Record

Store the signed evaluation and supporting files in the project repository and retain according to retention policy. Single-source storage prevents version conflicts and aids post-project reviews.

Frequently Asked Questions

Answers to the most common questions about completing, signing, and managing the Project Planning Evaluation Template.

Need help? Contact support

Can this template be signed electronically?
Yes. Electronic signatures that meet intent, consent, attribution, and retention requirements are legally valid under the ESIGN Act and state UETA laws; ensure consumer-facing disclosures where required.
What happens if names do not match?
Mismatched signer names can cause approval delays or rejection. Update the name to match government ID or official corporate records before signing to preserve attribution and auditability.
Is notarization ever required?
Not typically for internal planning evaluations. If a state or contracting party requires notarization, follow state notary rules; note that notarization requirements vary by jurisdiction.
How do I update a signed evaluation?
Create an amendment or new version that references the original document and obtain fresh approvals. Do not alter the signed PDF; preserve the original for audit purposes.
How long should we retain signed evaluations?
Retain while active and for a post-termination period consistent with record rules—commonly at least 3–7 years; HIPAA and tax records may require longer retention.
What if an approver cannot access the signing link?
Provide alternative authentication (SMS code or account-based sign-in) or export the document for in-person signing. Record the chosen method to preserve the audit trail.

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