Is an electronic signature legally valid?

Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and record retention requirements are met.

Do I need a notary for approvals?

Usually no for internal approvals; however, attachments that create or transfer real property interests or certain statutory documents may require notarization per state law.

How can I correct an error after signing?

If a signed card contains an error, execute an amendment signed by the same approvers or create a superseding card; retain both documents and the audit trail to show the change history.

How do I revoke an approval?

Revocation requires written notice and, where applicable, the same authority level that provided the approval; document the revocation and update project records immediately.

Where should final cards be stored?

Store final PDFs and audit logs in a centralized, access-controlled repository with versioning to satisfy audit and retention requirements.

What if a signer cannot access the eSignature platform?

Use alternative authentication methods such as SMS or KBA if permitted, or obtain a wet signature and upload a scanned PDF with a notarized acknowledgement if required by local rules.

Project Proposal Card

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

PROJECT PROPOSAL CARD

Proposal Reference No.: Proposal Date:

WHEREAS

WHEREAS, Client Name: , desires to retain the services of Contractor Name: to perform the work described below; and

WHEREAS, Contractor represents that it has the qualifications, experience and capacity to perform the services described in this Project Proposal Card under the terms set forth herein; and

WHEREAS, the Parties wish to set forth the scope, schedule, payment and other material terms governing the performance of the proposed project.

PARTIES

Client Contact Contractor Contact

PROJECT SUMMARY

Project Title Brief Summary

SCOPE OF WORK

The Contractor shall perform the work described below in a professional manner consistent with industry standards. Detailed scope:

Key Deliverables / Milestones

Estimated Project Start Date: Estimated Completion Date:

PAYMENT TERMS

Total Contract Amount (USD):

Deposit / Initial Payment Payment Schedule

Late Payment Fee: . Payments overdue by more than days shall accrue the stated late fee, and Contractor may suspend performance after providing written notice.

TERM AND TERMINATION

This Agreement shall commence on the Effective Date and shall continue until completion of the Scope of Work or the End Date, whichever occurs first. Effective Date: . End Date:

Either Party may terminate this Project Proposal Card for material breach by the other Party if the breach is not cured within days after receipt of written notice specifying the breach. Upon termination, Contractor shall be entitled to payment for all work performed to date and reasonable costs incurred to wind down services.

CONFIDENTIALITY

Each Party acknowledges that during the course of performance it may receive Confidential Information of the other Party. Confidential Information shall mean non-public business, technical, financial or other information identified as confidential. The receiving Party shall (i) hold such information in strict confidence, (ii) use it only for performance under this Project Proposal Card, and (iii) not disclose it to third parties except to employees, agents or subcontractors who have a need to know and are bound by obligations of confidentiality no less protective than those set forth herein. Confidentiality obligations shall survive termination for a period of three (3) years.

By checking this box, the signatory acknowledges and agrees to the confidentiality provisions above.

GOVERNING LAW; ENTIRE AGREEMENT

This Project Proposal Card shall be governed by and construed in accordance with the laws of: without regard to conflict of law principles. Any dispute arising under or related to this Project Proposal Card shall be resolved in the courts of that jurisdiction unless the Parties agree otherwise in writing.

This Project Proposal Card, together with any exhibits or attachments expressly incorporated herein, constitutes the entire agreement between the Parties with respect to the subject matter and supersedes all prior proposals, negotiations and representations, whether written or oral. No amendment shall be effective unless in writing and signed by authorized representatives of both Parties.

Additional Provisions (optional)

Client:

By:

Date:

Contractor:

By:

Date:

What the Project Proposal Card Is and when it's used

A Project Proposal Card is a concise, standardized summary used to present a proposed project’s scope, budget, timeline, and key stakeholders to reviewers or decision makers. It is typically one page or a small set of linked pages designed for quick evaluation, formal approval, or inclusion in bidding and procurement workflows. Organizations use the card to compare options, document assumptions, and trigger next steps such as detailed proposals, contract drafting, or procurement reviews. Records created from the card form part of the project file and may be retained for compliance and audit purposes.

Why a concise Project Proposal Card matters

The card standardizes initial project information so reviewers can assess feasibility and budget quickly, reduces back-and-forth clarification, and creates an auditable record of the request and its approval status.

Who prepares and reviews a Project Proposal Card

Typical authors and reviewers are identified below to clarify responsibilities before submission.

Project Manager — Prepares scope, schedule, risk summary and initial cost estimates for internal review.
Finance/Procurement — Reviews budget line items, funding source, and procurement implications before approval.
Sponsor/Executive Reviewer — Confirms strategic alignment and signs off on final approval or requests revisions.

Assign the appropriate role to ensure authorization and accurate routing during review and approval.

Essential elements to include on a professional Project Proposal Card

A clear card balances brevity with actionable detail so approvers can make informed decisions without waiting for a full proposal.

Project Title

A concise name that uniquely identifies the effort and matches procurement or portfolio tracking records for traceability.

Summary

One-paragraph description of purpose, objectives, and measurable outcomes so reviewers understand the project at a glance.

Scope

List major deliverables and exclusions to prevent scope creep; use explicit boundaries and reference exhibits where needed.

Budget

High-level cost estimate with major line items and funding source; note whether figures are rough order of magnitude or firm.

Timeline

Key milestones with expected start and finish dates and any critical dependencies that could affect delivery.

Approvals

Names, roles, and signature blocks for required approvers and their delegated authority or spending limits.

Required data fields to make the card actionable

Project ID: Unique identifier

Requester: Full legal name

Department: Organizational unit

Requested Amount: USD estimate

Start Date: MM/DD/YYYY

Approval Status: Draft/Approved/Rejected

Step-by-step: completing and routing a Project Proposal Card

Follow these steps to prepare, review, and finalize the card so approvals are recorded and traceable.

01

Draft the Card: Enter required fields and attach supporting estimates.
02

Internal Review: Route to finance and procurement for budget and compliance checks.
03

Obtain Approvals: Collect signatures in the designated order and record dates.
04

Archive Record: Save the final card and audit trail in the official repository.

Recommended digital workflow settings for eSubmission

Configure routing and authentication to match your organization’s approval matrix and compliance needs.

Field	Configuration
Routing Order	Sequential: Requester → Finance → Sponsor
Authentication	Email verification or SMS code for approvers
Notifications	Auto-reminder at 3 and 7 days past due
Record Storage	Central document repository with versioning

Typical submission and approval flow

This quick flow shows the common path a card follows from creation to archival.

Create: Populate fields and upload attachments
Route: Send to reviewers in required order
Approve: Authorized signers accept or request changes
Store: Archive final PDF and audit log

Digital signing and platform considerations

Choose an eSignature platform that meets your authentication, audit trail, and integration needs.

File Formats: PDF, DOCX, and fillable forms
Integrations: Connectors for Google Workspace, Microsoft 365, NetSuite
Security: TLS in transit; AES-256 at rest

Ensure the platform supports your retention, access control, and compliance obligations before eSubmission.

Tips to prepare accurate Project Proposal Cards quickly

Adopt consistent formatting and validation checks to speed approval and reduce errors.

Standardize titles and IDs

Use a centralized naming convention and unique project IDs to prevent duplicate entries and facilitate cross-referencing with procurement and accounting systems.

Attach concise backup

Include a one-page cost worksheet and a single-line risk register so reviewers can validate numbers without opening multiple files.

Use conditional fields

Show or hide budget breakdowns and procurement details based on the requested amount to keep the card readable and reduce reviewer fatigue.

Record approval metadata

Capture approver role, date, and method (electronic or wet signature) in the audit trail to support future audits and compliance checks.

Typical deadlines and expected processing times

Set realistic internal deadlines for review and approvals to manage stakeholder expectations and resource planning.

Submission Deadline:

Submit at least 10 business days before requested start

Finance Review:

Allow 5 business days for budget verification

Procurement Review:

Allow 7–10 business days for procurement checks

Executive Approval:

Allow 3–5 business days depending on schedule

Implementation Start:

Commence after signed approval and purchase order issuance

Common pitfalls when preparing a Project Proposal Card

Incomplete budget breaks down into estimates that reviewers cannot reconcile, causing delays and requests for rework.
Vague scope descriptions lead to differing assumptions and scope creep after approval, increasing cost and schedule risk.
Missing approver authority results in unsigned cards and invalid funding decisions, necessitating rescindment or reapproval.
Using inconsistent project identifiers causes duplicate records and confusion during procurement and audit cycles.

Risks and consequences of incorrect or incomplete Project Proposal Cards

Approval Delays: Missed timelines

Budget Overruns: Unapproved expenditures

Contractual Risk: Ambiguous scope

Audit Findings: Recordkeeping gaps

Compliance Exposure: HIPAA or procurement violations

Reputational Damage: Stakeholder loss of trust

Real-world examples of Project Proposal Cards in use

Two brief examples show how organizations use concise cards to speed decisions and document approvals.

Optica Ventures (Operational RFP)

Optica created a one-page card to summarize vendor scope and budget for a cloud migration

The card included cost bands and milestones to compare bids quickly
As COO Brian Fitzgibbons notes, the concise format made it easier for stakeholders to rank options and move to contract stage without repeated clarifications.

Martin Properties (Real Estate Project)

Martin Properties used the card to consolidate renovation scope, permits, and cost estimates into a single record

The card linked to a signed authorization for work
Founder Tim Martin observed the workflow produced a clear audit trail and reduced in-person approvals while keeping compliance intact.

eSignature platform comparison for executing Project Proposal Cards

Common vendor pricing and capability points to consider when choosing an eSignature solution for signing and managing Project Proposal Cards.

	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	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about completing and signing a Project Proposal Card

Answers to common questions about validity, digital signing, notary needs, revisions, revocation, and recordkeeping.

Need help? Contact support

Is an electronic signature legally valid?
Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and record retention requirements are met.
Do I need a notary for approvals?
Usually no for internal approvals; however, attachments that create or transfer real property interests or certain statutory documents may require notarization per state law.
How can I correct an error after signing?
If a signed card contains an error, execute an amendment signed by the same approvers or create a superseding card; retain both documents and the audit trail to show the change history.
How do I revoke an approval?
Revocation requires written notice and, where applicable, the same authority level that provided the approval; document the revocation and update project records immediately.
Where should final cards be stored?
Store final PDFs and audit logs in a centralized, access-controlled repository with versioning to satisfy audit and retention requirements.
What if a signer cannot access the eSignature platform?
Use alternative authentication methods such as SMS or KBA if permitted, or obtain a wet signature and upload a scanned PDF with a notarized acknowledgement if required by local rules.

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