What if scope changes after approval?

Document changes through a controlled revision process and record approvals. Revisions should update milestone dates and the estimated budget; failing to track changes leads to disputes and inaccurate forecasts.

Is a preliminary plan legally binding?

A preliminary plan is usually informational and not a binding contract unless parties expressly state otherwise. If you intend binding commitments, include specific contractual language and ensure authorized signatories execute the document.

Do I need signatures on this plan?

Signatures confirm approval and record who authorized the plan. For internal approvals, electronic signature evidence is typically sufficient under ESIGN and UETA when intent and consent are present.

Can this plan be submitted electronically?

Yes. Electronic submission is common; ensure the chosen platform maintains an audit trail, supports required authentication, and preserves a reproducible record for retention obligations.

What supporting documents should accompany it?

Attach scope exhibits, preliminary risk register, high-level cost breakdown, and any permits or pre-application feedback to provide context and reduce follow-up questions.

How do reviewers request clarifications?

Include a single point of contact with email and phone on the cover page and use version-controlled comments for traceability; record responses to maintain an audit trail.

Electronic Signature
Templates
Miscellaneous
Project Preliminary Plan

Project Preliminary Plan

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

PROJECT PRELIMINARY PLAN

This Project Preliminary Plan (the "Plan") is entered into by the parties identified below for the purpose of establishing the initial scope, schedule, budget, and governance for the project described herein.

Parties and Recitals

Client Name:

Contractor Name:

WHEREAS, Client seeks to engage Contractor to perform initial planning and design services for the project described below; and

WHEREAS, Contractor represents that Contractor has the experience, personnel, and resources necessary to prepare a Project Preliminary Plan, including scope definition, milestone schedule, budget estimate, and risk assessment; and

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows.

Project Overview

Project Title Project Location / Primary Site Project Description

Scope of Work

Contractor shall perform the following preliminary planning services, which together constitute the Scope of Work. All deliverables shall be produced in accordance with the acceptance criteria and schedule set forth herein.

Scope of Work Details

Deliverables and Milestones

The following deliverables and milestone target dates constitute the initial schedule. Dates are estimates and may be adjusted only as provided in the Term and Termination section.

Milestone 1 — Deliverable Name

Target Date:

Milestone 2 — Deliverable Name

Target Date:

Additional Milestones or Notes

Assumptions, Constraints & Risks

Key Assumptions Known Constraints Preliminary Risk Assessment

Budget and Payment Terms

The following payment provisions apply to the preliminary planning phase. All amounts are stated in U.S. dollars unless otherwise indicated.

Total Preliminary Budget Estimate Payment Schedule Late Payment Fee

Invoices shall be submitted in accordance with the Payment Schedule. Client shall pay undisputed amounts within thirty (30) days of invoice receipt. Disputed amounts shall be raised in writing within ten (10) days and shall not relieve Client of its obligation to pay undisputed portions on time.

Term and Termination

This Plan commences on the Start Date and continues until the End Date, unless earlier terminated as set forth below.

Start Date: End Date:

Notice Period for Termination

Either party may terminate this Plan for material breach if the breaching party fails to cure the breach within the specified notice period. Termination shall not relieve either party of obligations incurred prior to the effective date of termination, including payment for services rendered and deliverables accepted.

Confidentiality

Each party shall keep confidential all non-public information disclosed by the other party in connection with this Plan ("Confidential Information"). Confidential Information does not include information that is or becomes publicly available without breach, was lawfully in the receiving party's possession prior to disclosure, or is independently developed by the receiving party. The receiving party shall use Confidential Information solely for purposes of performing its obligations under this Plan and shall disclose it only to employees, consultants, or contractors with a need to know and who are bound by confidentiality obligations no less protective than those herein.

Confidentiality obligations shall survive termination of this Plan for a period of three (3) years, or for such longer period as required to protect trade secrets under applicable law.

Governing Law and Dispute Resolution

This Plan shall be governed by and construed in accordance with the laws of the jurisdiction specified below. The parties shall attempt in good faith to resolve disputes through negotiation. If negotiation fails, either party may pursue any remedy available at law or equity.

Governing Jurisdiction (State)

Representations and Warranties

Each party represents and warrants that it has the full power and authority to enter into this Plan and to perform its obligations hereunder. Contractor further warrants that services will be performed in a professional manner consistent with industry standards.

Entire Agreement

This Plan, including any attached schedules or appendices incorporated by reference, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, proposals, and communications, whether oral or written. Any modification to this Plan must be in writing and signed by both parties.

Notices

All notices required or permitted under this Plan shall be in writing and delivered to the addresses set forth below or such other address as a party may designate in writing.

Client Notice Address Contractor Notice Address

Approvals and Signatures

The undersigned representatives are authorized to enter into this Plan on behalf of their respective parties and represent that they have reviewed and approved the Project Preliminary Plan as of the dates indicated below.

Client

Printed Name:

By:

Date:

Contractor

Printed Name:

By:

Date:

What the Project Preliminary Plan Is and When It Applies

A Project Preliminary Plan is an initial, written roadmap that documents scope, objectives, key deliverables, schedule estimates, primary stakeholders, and major constraints for a proposed project. It captures assumptions, preliminary resource needs, major milestones, and estimated cost ranges so decision-makers can evaluate feasibility and authorize next steps. The document is typically used before full project planning or contract drafting and supports budgeting, procurement planning, and regulatory or permitting reviews. It is not a final contract but establishes expectations and a baseline for subsequent, more detailed planning and approvals.

Why a Preliminary Plan Matters for Project Governance

A clear Project Preliminary Plan reduces uncertainty, aligns stakeholders on scope and budget boundaries, and provides a record for procurement or permitting submissions. It supports decision gates and helps identify high-risk items early so the project team can prioritize studies and vendor selection.

Who Typically Prepares and Reviews This Plan

Project managers, owners, sponsors, procurement leads, and discipline leads often draft or review the preliminary plan to confirm scope and costs before committing funds.

Project managers and planners who compile scope, milestones, and resource estimates for internal approval and external reviews.
Owners, sponsors, and steering committees that need a concise basis for go/no-go decisions and budget allocations.
Procurement and permitting teams that use the plan to scope requests for proposals and determine regulatory submission requirements.

The plan is also useful for early-stage contractors and consultants who need a unified project brief to provide reliable bids or feasibility feedback.

Stepwise Process to Complete the Project Preliminary Plan

Follow these core steps to create a practical, review-ready preliminary plan that stakeholders can evaluate efficiently.

01

Gather Inputs: Collect scope statements, stakeholder list, site constraints, and reference documents.
02

Define Scope: Describe deliverables, exclusions, and acceptance criteria concisely.
03

Estimate Schedule: Provide high-level milestones and estimated durations for major phases.
04

Summarize Costs: Include order-of-magnitude cost ranges and key assumptions.

Common Questions and Practical Answers

Answers to frequent questions help avoid rework and speed approvals; use these to validate completeness before submission.

Need help? Contact support

What if scope changes after approval?
Document changes through a controlled revision process and record approvals. Revisions should update milestone dates and the estimated budget; failing to track changes leads to disputes and inaccurate forecasts.
Is a preliminary plan legally binding?
A preliminary plan is usually informational and not a binding contract unless parties expressly state otherwise. If you intend binding commitments, include specific contractual language and ensure authorized signatories execute the document.
Do I need signatures on this plan?
Signatures confirm approval and record who authorized the plan. For internal approvals, electronic signature evidence is typically sufficient under ESIGN and UETA when intent and consent are present.
Can this plan be submitted electronically?
Yes. Electronic submission is common; ensure the chosen platform maintains an audit trail, supports required authentication, and preserves a reproducible record for retention obligations.
What supporting documents should accompany it?
Attach scope exhibits, preliminary risk register, high-level cost breakdown, and any permits or pre-application feedback to provide context and reduce follow-up questions.
How do reviewers request clarifications?
Include a single point of contact with email and phone on the cover page and use version-controlled comments for traceability; record responses to maintain an audit trail.

Six Core Elements Every Professional Preliminary Plan Should Include

Ensure your plan contains these foundational elements to make it review-ready and actionable for decision-makers.

Executive Summary

A concise overview describing purpose, expected outcomes, and the single-sentence recommendation or decision requested.

Scope and Deliverables

Clear statement of work items included, measurable acceptance criteria, and explicit exclusions to limit ambiguity.

Schedule Milestones

High-level timeline with key decision points, permit windows, and critical path assumptions.

Preliminary Budget

Order-of-magnitude cost ranges, contingency assumptions, and major cost drivers for initial funding decisions.

Risk Summary

Top project risks, likelihood/impact, and proposed mitigation steps to inform gating decisions.

Stakeholder and Governance

List primary stakeholders, approval authorities, and a recommended governance cadence for progress reviews.

Essential Administrative and Security Data to Record

Project Identifier: Unique ID or code

Owner Contact: Name, role, phone

Confidentiality Level: Classification tag (e.g., internal)

Document Version: Version number and date

Approval Record: Signatory names and dates

Retention Owner: Responsible records custodian

Risks and Consequences of Incomplete or Incorrect Plans

Budget Overruns: Uncontrolled cost escalation

Schedule Delays: Missed permit windows

Procurement Errors: Incorrect bid scopes

Regulatory Noncompliance: Permit denials or fines

Contract Disputes: Change order conflicts

Data Integrity: Lost audit trail or unverifiable approvals

Frequent Preparation Pitfalls to Avoid

Relying on verbal assumptions rather than recording explicit scope and exclusions.
Using imprecise cost estimates without documented basis or contingency assumptions.
Failing to identify permit or long-lead procurement items that drive schedule risk.
Omitting an approval matrix so reviewers are unclear who can authorize budget or scope changes.

How the Plan Moves from Draft to Approved Record

A repeatable routing workflow reduces back-and-forth and ensures every reviewer sees the same document version.

Draft: Author compiles inputs and marks assumptions in a single draft document.
Internal Review: Discipline leads review for technical completeness and risk capture.
Stakeholder Approval: Sponsor and finance approve scope and preliminary budget.
Archive: Final signed plan is stored with version control and retained per policy.

Recommended Digital Workflow Settings for Online Completion

Configure these workflow settings when using an eSubmission platform to preserve auditability and reduce signer friction.

Field	Configuration
Signature Type	Email link with audit trail
Authentication	Email + optional SMS code for critical approvals
Role Order	Sequential routing: author → reviewers → approver
Retention Setting	Automatic archival to records repository

Technical Considerations for eSubmission and Signing

Select a platform that preserves an immutable audit trail, supports required authentication, and exports signed records in standard formats.

Formats Supported: PDF, DOCX, and export to PDF/A
Integrations: Connectors for Google Workspace, Microsoft 365, NetSuite, and Procore
Security: TLS in transit, AES-256 at rest

Ensure the platform you choose can produce an audit certificate and supports the retention and access controls your records policy requires.

Typical Review and Submission Deadlines to Track

Identify key calendar dates at the start so approvals and procurement lead times align with external permit windows and fiscal cycles.

Initial Draft Due:

Submit draft at least 30 days before the decision meeting

Internal Review Period:

Allow 7–14 days for discipline reviews

Approvals Deadline:

Tie approvals to fiscal month or board meeting dates

Procurement Advertise:

Begin vendor solicitation after formal approval

Archive Date:

Archive final signed version within 7 days of approval

Comparing eSignature Vendor Pricing and Core Capabilities

Basic vendor differences for eSignature subscriptions and core capabilities relevant to document signing; signNow is listed first per vendor comparison conventions.

	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 free trial	No free trial	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-World Examples of Preliminary Plans in Use

Two concise examples illustrate how organizations apply preliminary plans to support early decisions and procurement.

Municipal Infrastructure

A city planning office prepared a preliminary plan to scope bridge repairs and permit needs

The plan listed phased milestones and permitting windows
The document allowed procurement to advertise bids with aligned schedules, reducing approval time and clarifying funding requirements for stakeholders.

Healthcare Facility Renovation

A hospital prepared a preliminary plan including infection-control requirements and patient-movement strategies

Key risks and HIPAA considerations were highlighted
This enabled faster vendor selection and ensured contractors budgeted for required privacy controls and extended retention for medical records.

Practical Tips to Improve Accuracy and Reviewability

Adopt these practices to reduce clarification cycles and strengthen the plan as an approval instrument.

Use Standard Templates

Apply a consistent template to ensure reviewers find scope, budget, schedule, and risks in predictable locations, speeding evaluation and comparison across projects.

Document Assumptions

Record key assumptions and their source so reviewers can test them; unidentified assumptions are a common cause of later disputes and overruns.

Limit Length

Keep the preliminary plan concise—focus on high-impact decisions and attach technical appendices rather than embedding every detail in the core document.

Maintain Version Control

Use versioned filenames and an audit trail for edits and approvals so stakeholders always reference the authoritative signed version.

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