Who must sign this form?

The signatories should be the individuals authorized by contract or internal delegation to approve the update. Identify roles rather than names where delegation is frequent and ensure email or role-based authentication matches authority records.

Can this be signed electronically?

Yes. Electronic signatures meet legal standards under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and record retention are satisfied.

What if a signer changes after signing?

If a signed approval needs correction, execute an amendment or superseding sign off signed by authorized parties. Do not alter an executed copy; instead, create a new document noting the change and reason.

How do I correct a mistake after signing?

Errors after signing require an amendment or corrective sign off with the same approval chain. Maintain both the original and the corrected document to preserve an auditable history.

Where should signed records be stored?

Store signed copies in a central document repository with access controls, versioning, and retention policies consistent with corporate governance and any regulatory requirements.

Is notarization necessary for this sign off?

Notarization is rarely required for routine project updates. Use notarization only when contracts or governing law expressly require it or where higher authentication is needed for evidentiary reasons.

Electronic Signature
Templates
Miscellaneous
Project Update Sign Off

Project Update Sign Off

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

PROJECT UPDATE SIGN OFF

Parties

Client Name: Contractor Name:

Recitals

WHEREAS, Client Name: and Contractor Name: entered into a binding agreement governing the performance of the Project described below (the "Prime Agreement") on or about .

WHEREAS, the Parties now desire to document and formally accept the status, deliverables, outstanding issues, and any payment requests associated with Project Name: , Update Number: .

Update Summary

Prepared By Date of Update Executive Summary

Scope of Work

Describe the scope of work completed during this reporting period and any deliverables submitted for sign-off. Include references to milestones, specific tasks, and any deviations from the approved scope.

Progress and Issues

Percent Complete Issues Identified Required Actions / Responsible Party / Target Date

Payment Terms

Payment requested in connection with this update: Amount $.

Payment Schedule / Milestones

Payment due within days of receipt of an approved invoice. Late payments shall incur interest at a rate of % per month or the maximum permitted by applicable law, whichever is less.

Term and Termination

This Update becomes effective as of Start Date: and continues until End Date: unless earlier terminated in accordance with the Prime Agreement or this Update.

Either Party may terminate this Update for convenience upon days' written notice. Termination shall not relieve either Party of obligations accrued prior to the effective date of termination, including payment for work completed and accepted.

Confidentiality

Each Party acknowledges that information disclosed in connection with this Update may include Confidential Information of the disclosing Party. Confidential Information shall be used only for the purposes of performing obligations under the Prime Agreement and this Update and shall not be disclosed to third parties except as required by law or with the prior written consent of the disclosing Party. Reasonable safeguards shall be employed to protect Confidential Information and such obligations survive termination of this Update.

Confidentiality Acknowledgement

I acknowledge and agree to the confidentiality obligations stated above.

Governing Law; Entire Agreement

This Update shall be governed by and construed in accordance with the laws of the State of without regard to its conflicts of law principles. Any dispute arising out of or related to this Update shall be subject to the dispute resolution provisions of the Prime Agreement, if any, or, if none, resolved in the state or federal courts located in the county designated by agreement of the Parties.

This Update, together with the Prime Agreement and any referenced attachments, constitutes the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior and contemporaneous understandings. No modification of this Update shall be effective unless in writing and signed by authorized representatives of both Parties.

Representations and Certification

Each signatory below represents and warrants that the signatory is authorized to execute this Update on behalf of the Party for whom they sign and that all factual statements contained in this Update are true and accurate to the best of their knowledge as of the date of signing.

Client Name (Printed):

By:

Date:

Contractor Name (Printed):

By:

Date:

What the Project Update Sign Off Is

A Project Update Sign Off documents stakeholder confirmation that a specified project update, milestone, deliverable, or change has been reviewed and accepted according to agreed criteria. It records the update date, scope, responsible party, acceptance criteria, and signatures for accountability. Typical uses include milestone approvals, phase transitions, scope confirmations, and interim deliverable acceptance. The form creates a concise audit trail showing who approved what and when, and it can be stored as a contractual record for project governance, audit readiness, and dispute resolution.

Why a Clear Sign Off Matters

A formal Project Update Sign Off reduces ambiguity, shortens approval cycles, and creates an auditable record that supports payment, change control, and risk management. It helps align expectations across teams and reduces downstream disputes.

Core Elements of an Effective Sign Off

A professional sign off combines concise summary text and structured fields so reviewers can confirm scope, acceptance criteria, and next steps without ambiguity.

Summary

One-paragraph description of the update, referencing project ID, milestone name, and brief context to orient reviewers and link to source documentation.

Scope

A clear list of what was changed or delivered, including file names, version numbers, or links to specifications so reviewers can verify completeness.

Acceptance Criteria

Explicit pass/fail criteria or measurable metrics (tests, QA checks, deliverable checklist) that define what counts as acceptable for the update.

Signatory Block

Designated signers with name, role, company, signature, and date fields; include delegated authority if signers act on behalf of groups.

Dependencies

Any downstream tasks, blockers, or revised timelines that depend on this sign off to keep project scheduling and risk registers accurate.

Distribution & Archive

Record of recipients, version control notes, and required retention or archival location for audit and compliance purposes.

Step-by-Step: Completing the Sign Off

Follow these steps to prepare, circulate, and archive a Project Update Sign Off so approvals are clear and enforceable.

01

Prepare: Draft summary, attach supporting files, and list acceptance criteria.
02

Add Signers: Assign roles and required approvers in correct sequence.
03

Send for Review: Distribute via chosen channel with clear response deadline.
04

Archive: Store signed copy with version metadata and access controls.

Routing and Submission Workflow

A reliable routing workflow reduces delays and creates a timestamped trail of actions from submission through final approval.

Upload: Add the sign off form and supporting attachments.
Place Fields: Insert signature, date, and checkbox fields where required.
Assign: Specify signer order or parallel recipients as appropriate.
Complete: Send, capture signatures, and confirm delivery to recipients.

Common Online Configuration Settings

Configure the document workflow to match your approval process and authentication needs before sending.

Field	Configuration
Authentication	Email link, SMS code, or KBA depending on risk level
Signer Order	Sequential or parallel routing, set by role
Reminders	Automated reminder cadence and escalation settings
Archiving	Destination folder, retention tag, and versioning rules

Technical and File Requirements

Ensure the platform supports audit trails, preserves metadata, and exports signed PDFs with timestamps to meet internal governance and legal requirements.

Formats: PDF | DOCX | HTML
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email link, SMS code, KBA

Who Typically Completes This Form

Tailor signer lists and authorization levels to reflect delegation of authority and contract terms for each project.

Project managers coordinating handoffs between teams and stakeholders.
Contractors or vendors confirming completion of scoped deliverables.
Business stakeholders or clients approving changes and triggering payments.

Real-World Examples of Use

Two brief examples illustrate how organizations use sign offs to shorten cycles and preserve proof of approval.

Martin Properties — Founder

Tim Martin used signed updates to close processes remotely

Reduced in-person handoffs across multiple properties
"I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Xerox — Operations Director

Kodi-Marie Evans used integration to attach updates to ERP records

Kept approvals tied to NetSuite entries
"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."

Security, Compliance, and Audit Basics

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Detailed timestamps, IP, and action logs

Access Control: Role-based permissions and SSO options

HIPAA: BAA available for protected health information

Regulatory: ESIGN and UETA compliant

Certifications: SOC 2 Type II and ISO 27001

eSignature Pricing Comparison

Basic pricing and capability contrasts for commonly used eSignature vendors. signNow is listed first per standard 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 trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

How This Form Differs from Similar Project Documents

Compare common project documents to choose the right instrument for approvals and acceptance.

Document Type	Purpose	Typical Signers
Project Update Sign Off	status update	pm + stakeholders
Project Completion Certificate	final acceptance	client + pm
Change Order	scope change	pm + contracting party
Acceptance Form	deliverable acceptance	client reviewer

Timing, Deadlines, and Processing Expectations

Set clear deadlines and communicate expectations to avoid approval delays and schedule slippage.

Issue Timing:

Issue upon milestone completion or when change occurs

Review Period:

Typically 3 business days for reviewer feedback

Response Deadline:

Specify a firm due date to avoid ambiguity

Escalation:

Define escalation path if signers miss deadlines

Processing Expectation:

Signed copy distributed and archived within 24–48 hours

Key Milestones: Typical Sign Off Sequence

A compact sequence shows the stages from draft to archival for a standard sign off workflow.

01

Draft and Attach

Create the sign off and append supporting files.

02

Internal Review

Stakeholders review and request clarifications if needed.

03

Sign and Record

Authorized parties sign and timestamp the document.

04

Archive and Distribute

Store final copy and send to all recipients.

Frequently Asked Questions

Answers to common questions about validity, signing options, corrections, storage, and signatory authority for Project Update Sign Offs.

Need help? Contact support

Who must sign this form?
The signatories should be the individuals authorized by contract or internal delegation to approve the update. Identify roles rather than names where delegation is frequent and ensure email or role-based authentication matches authority records.
Can this be signed electronically?
Yes. Electronic signatures meet legal standards under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and record retention are satisfied.
What if a signer changes after signing?
If a signed approval needs correction, execute an amendment or superseding sign off signed by authorized parties. Do not alter an executed copy; instead, create a new document noting the change and reason.
How do I correct a mistake after signing?
Errors after signing require an amendment or corrective sign off with the same approval chain. Maintain both the original and the corrected document to preserve an auditable history.
Where should signed records be stored?
Store signed copies in a central document repository with access controls, versioning, and retention policies consistent with corporate governance and any regulatory requirements.
Is notarization necessary for this sign off?
Notarization is rarely required for routine project updates. Use notarization only when contracts or governing law expressly require it or where higher authentication is needed for evidentiary reasons.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now