Can a Pending Scopes document be e-signed?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are legally valid when intent, consent, attribution, and record retention are demonstrable.

Is notarization required?

Not typically for private proposal documents; notarization is only necessary where state law or specific contract language requires notarized acknowledgement.

What if a signer changes the pending items later?

Record revisions as amendment documents or change orders with dated signatures; preserve prior executed versions and an audit trail to document the change history.

How should name mismatches be handled?

Use the signer's full legal name in the printed name field. If software attribution differs from the printed name, add a clarifying attestation signed by the signer.

Can the document be rescinded?

Rescission is treated like any contractual amendment: document the rescission in writing, ensure authorized signatories execute it, and archive the signed rescission.

How long should executed Pending Scopes be stored?

Retain executed copies for the contract lifecycle plus applicable statutory periods; follow IRS, HIPAA, and industry retention rules as appropriate.

Electronic Signature
Templates
Miscellaneous
Project Proposal Pending Scopes

Project Proposal Pending Scopes

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

PROJECT PROPOSAL PENDING SCOPES

Proposal Number: Project Name:

Effective Date:

Parties and Contacts

Client Name Client Contact Client Address Contractor Name Contractor Contact Contractor Address

Recitals (WHEREAS)

WHEREAS, Client Name: seeks to engage Contractor Name: to perform certain work described below; and

WHEREAS, the parties have executed or will execute a primary agreement describing the overall project and this document sets forth pending scopes that are excluded from the base scope until approved by change order or mutual written amendment; and

WHEREAS, the parties desire to identify pending scopes, estimate impacts to time and cost, and establish procedures for resolving and incorporating pending scopes into the governing contract.

Scope of Work

The Contractor shall perform the work specified in the governing agreement. The following pending scopes are specifically excluded from the base contract until accepted in writing as a change order. The parties acknowledge that the descriptions below are preliminary and may be refined during resolution.

Detailed Scope (Base Description)

Pending Scopes (Itemized)

Pending Scope #1 Title:

Pending Scope #1 Description

Estimated Cost Impact: Expected Resolution Date: Requires Change Order

Pending Scope #2 Title:

Pending Scope #2 Description

Estimated Cost Impact: Expected Resolution Date: Requires Change Order

Additional pending scopes may be documented and attached as exhibits. The parties agree that no work encompassed by a pending scope shall commence until a written change order is executed unless otherwise expressly agreed in writing by both parties.

Payment Terms

Total Contract Amount (if applicable) Payment Schedule / Invoicing

Invoice Frequency: Payment Terms (days):

Late Payment Fee: Collection Costs and Interest will be charged as permitted by law.

Term and Termination

Term Start Date: Term End Date:

Either party may terminate for convenience upon written notice to the other party given at least days prior to the effective termination date. Termination for cause may occur upon material breach, failure to cure within a reasonable cure period, or as otherwise provided in the governing agreement. Upon termination, pending scopes shall be handled in accordance with the governing agreement and applicable change order procedures; Contractor shall be entitled to payment for work performed and documented costs incurred through the effective date of termination.

Confidentiality

Each party shall keep confidential and shall not disclose to third parties any non-public information provided by the other party that is designated as confidential or that reasonably should be understood to be confidential under the circumstances, including pending scope descriptions, pricing, and proprietary methods ("Confidential Information"). Confidentiality obligations extend for years following the termination or expiration of this document, except to the extent disclosure is required by law, regulation, or court order. Each party shall use at least the same degree of care to protect the other party's Confidential Information as it uses to protect its own, but in no event less than reasonable care.

Governing Law

This document shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of law principles. The parties consent to the exclusive jurisdiction of the state and federal courts located in that state for any disputes arising from this document.

Entire Agreement

This document, together with the underlying governing agreement and any duly executed change orders, constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior and contemporaneous understandings, agreements, negotiations, and discussions, whether oral or written. No amendment or modification shall be binding unless in writing and signed by authorized representatives of both parties.

Acknowledgement and Resolution Procedure

The parties agree to meet promptly upon identification of a pending scope to review cost, schedule and technical implications. If the parties agree to proceed, a written change order documenting scope, price, and schedule shall be executed prior to commencement of work under the pending scope unless both parties expressly agree in writing to proceed on other terms.

Additional Notes or Attachments

Client - Printed Name

Party Label:

By:

Date:

Contractor - Printed Name

Party Label:

By:

Date:

What the Project Proposal Pending Scopes document covers

A Project Proposal Pending Scopes document records proposed work, tentative deliverables, estimated costs, assumptions, and items left unspecified pending further definition. It serves as a formal, dated record of a project's intended scope before a final statement of work or contract is executed. Used in pre-contract and negotiation stages, the document helps align stakeholders on boundaries, dependencies, and follow-up actions while preserving evidence of the parties' initial positions and communications.

Why a clear Pending Scopes notice matters

A precise Pending Scopes document reduces ambiguity, preserves negotiation records, and establishes the baseline for subsequent change orders. It limits scope creep, clarifies responsibility for undefined items, and supports dispute resolution by documenting what was intentionally left open pending approvals or additional information.

Who commonly prepares and signs Pending Scopes

Project managers, procurement officers, and vendor representatives typically draft these documents to align expectations before contract execution.

Project managers and PMOs who need a formal record of unresolved scope items during bid or planning phases.
Vendors and subcontractors documenting deliverable exclusions, contingencies, and assumptions prior to final pricing.
Clients and procurement teams preserving authorization and change-request triggers while awaiting approvals or clarifications.

Use the document to document decisions, record open questions, and set deadlines for scope finalization among stakeholders.

Essential parts of a professional Pending Scopes document

A practical template balances concise summary fields with sections for unresolved items, responsibilities, and timelines so stakeholders can quickly see what is confirmed and what remains pending.

Scope Summary

A one-paragraph summary that states the proposed work, primary objectives, and the high-level boundaries between included and excluded tasks to avoid later disputes.

Pending Items

A clearly enumerated list of items, decisions, or dependencies left open, each with an owner, required input, and a target resolution date to drive follow-up activity.

Deliverables

A table of confirmed deliverables, acceptance criteria, and delivery milestones; separate pending deliverables should be clearly labeled to avoid mistaken assumptions.

Assumptions and Risks

Explicit assumptions and known risks that affect scope or cost, including external dependencies, permitting, site access, or client-supplied resources.

Costs and Pricing

A summary of estimated costs, price options for unresolved items (time & materials vs fixed price), and any provisional pricing assumptions that will change when items are resolved.

Signatures & Dates

Signer blocks for authorized representatives with name, title, organization, signature, and date; include fields for acknowledgement of pending items and acceptance of next-step timing.

Step-by-step: preparing and issuing a Pending Scopes document

Follow these core steps to draft, circulate, and record the Pending Scopes so all parties have a shared understanding before final contracting.

01

Draft: Summarize confirmed items and list pendings with owners.
02

Review: Internal stakeholders confirm assumptions and risk statements.
03

Circulate: Send to external parties for acknowledgement or comment.
04

Record: Capture signatures and archive the executed document with audit trail.

Configuring an online workflow for Pending Scopes

Set up a repeatable digital workflow to reduce manual routing and preserve an auditable record of approvals and changes.

Template	Create a reusable template with mandatory fields and conditional sections for pending items.
Signer Order	Define the sequence: drafter → internal approver → external client approver.
Notifications	Enable email and SMS reminders for outstanding signers.
Field Validation	Require date and owner fields; prevent completion until mandatory items filled.
Archive Rules	Automatically store executed copies in the project folder with versioning.

Typical routing and submission for a Pending Scopes document

A simple submission flow ensures timely resolution and preserves the sequence of approvals.

Upload: Sender uploads the template and attaches supporting documents.
Place Fields: Assign signature, initials, and date fields where required.
Send: Distribute to recipients in the defined signer order.
Confirm: Capture final signatures and save the certificate of completion.

Digital signing and technical requirements

Ensure your eSignature platform supports audit trails, secure storage, and the authentication level your organization requires.

Authentication: Email, SMS, or stronger MFA options.
File Types: PDF and DOCX support required.
Integrations: CRM and cloud storage connectors.

Choose settings that preserve signer intent and attribution, and retain a tamper-evident final copy for compliance and records.

Key risks and potential consequences of poor Pending Scopes practice

Scope Creep: Uncontrolled cost increases.

Contract Disputes: Litigation or arbitration exposure.

Delayed Approvals: Project schedule slippage.

Payment Delays: Holdbacks or disputed invoices.

Compliance Gaps: HIPAA, procurement, or regulatory violations.

Record Deficiencies: Insufficient evidence for claims or defenses.

Common mistakes to avoid when preparing Pending Scopes

Using vague language for pending items that fails to identify the required input or decision maker.
Omitting dates or owners for unresolved items, which makes follow-up and accountability difficult.
Failing to separate confirmed deliverables from pending ones, leading to incorrect assumptions at acceptance.
Not preserving an auditable executed copy with timestamps and signer attribution for later reference.

Practical tips for accurate and efficient completion

Follow consistent drafting conventions and use digital tools to enforce mandatory fields and preserve provenance.

Use clear, numbered pending-item entries

Number each pending item, assign a single owner, and set a due date. This simple structure enables automated reminders and makes tracking measurable during project meetings and audits.

Attach supporting documents

Include referenced drawings, emails, and third-party reports so reviewers can resolve questions without repeated requests; links or attachments shorten resolution cycles.

Record assumptions explicitly

Document all pricing and schedule assumptions to avoid later disputes about included work or conditions that change the estimate materially.

Preserve executed versions with audit trail

Retain signed copies with timestamp, signer IP or authentication method, and a certificate of completion to support enforceability and dispute resolution.

eSignature vendor comparison for handling Proposal and Pending Scopes workflows

Key commercial criteria for electronic signature platforms include starting price, trial availability, bulk send, audit capability, and HIPAA support for regulated industries.

	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 Project Proposal Pending Scopes

Answers to common questions about validity, eSigning, modification, and recordkeeping for Pending Scopes documents.

Need help? Contact support

Can a Pending Scopes document be e-signed?
Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are legally valid when intent, consent, attribution, and record retention are demonstrable.
Is notarization required?
Not typically for private proposal documents; notarization is only necessary where state law or specific contract language requires notarized acknowledgement.
What if a signer changes the pending items later?
Record revisions as amendment documents or change orders with dated signatures; preserve prior executed versions and an audit trail to document the change history.
How should name mismatches be handled?
Use the signer's full legal name in the printed name field. If software attribution differs from the printed name, add a clarifying attestation signed by the signer.
Can the document be rescinded?
Rescission is treated like any contractual amendment: document the rescission in writing, ensure authorized signatories execute it, and archive the signed rescission.
How long should executed Pending Scopes be stored?
Retain executed copies for the contract lifecycle plus applicable statutory periods; follow IRS, HIPAA, and industry retention rules as appropriate.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now