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Project Work Statement

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Project Work Statement

This Project Work Statement ("Statement") is entered into as of Effective Date: by and between Client Name: and Contractor Name: .

WHEREAS

WHEREAS, Client desires to retain Contractor to perform the services and deliverables described in this Statement for the project titled (the "Project");

WHEREAS, Contractor represents that it has the necessary expertise, personnel, equipment and licenses to perform the Project in a professional manner;

NOW, THEREFORE, in consideration of the mutual covenants set forth below, the parties agree as follows.

Scope of Work

Work Location:

Schedule and Milestones

Anticipated Start Date:    Anticipated Completion Date:

Payment Terms

Total Contract Amount: $

Invoicing Address:

Late Payment Fee:   Interest on overdue amounts will accrue at the stated rate or the maximum rate permitted by law, whichever is lower.

Taxes: Unless otherwise specified, all fees are exclusive of taxes. Client shall be responsible for any taxes imposed on payments to Contractor except taxes based on Contractor's net income.

Change Orders

Any change to the Scope of Work shall be documented in a written Change Order signed by authorized representatives of both parties. The Change Order shall specify changes to deliverables, price, and schedule.

Term and Termination

Term Commencement Date:    Term End Date:

Either party may terminate this Statement for convenience upon written notice delivered at least days prior to the effective termination date. Termination shall not relieve Client of liability for services performed and costs incurred prior to termination.

Confidentiality

For the purposes of this Statement, "Confidential Information" means non-public information disclosed by one party to the other that is designated as confidential or that reasonably should be understood to be confidential. The receiving party shall (a) protect Confidential Information with at least the same degree of care it uses to protect its own confidential information, (b) use Confidential Information only to perform its obligations under this Statement, and (c) not disclose Confidential Information to third parties except to its employees, agents, or subcontractors who have a need to know and who are bound by confidentiality obligations at least as restrictive as those herein.

Confidentiality Term (in years): . The obligations set forth do not apply to information that (i) was already rightfully known to the receiving party without restriction, (ii) is or becomes publicly available through no breach, (iii) is rightfully received from a third party without restriction, or (iv) is independently developed without use of the other party's Confidential Information.

Intellectual Property

Unless otherwise agreed in writing, deliverables produced under this Statement shall be considered "Work Product." Upon full payment, Contractor assigns to Client all right, title and interest in the Work Product necessary for Client's internal use. Contractor retains ownership of Contractor-preexisting materials, tools, and general skills. Any license granted to Client is non-exclusive and limited to the Work Product delivered hereunder.

Liability and Insurance

Each party's liability for direct damages arising from its breach of this Statement shall be limited to the total amount paid or payable under this Statement. Neither party shall be liable for consequential, incidental, or punitive damages except in cases of willful misconduct. Contractor shall maintain insurance coverage appropriate to the services performed and provide proof of such insurance upon Client's reasonable request.

Governing Law

This Statement shall be governed by and construed in accordance with the laws of the jurisdiction of , without regard to conflict of law principles.

Entire Agreement; Amendments

This Statement, together with any attachments and executed Change Orders, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements and understandings, whether written or oral. Any amendment or modification to this Statement must be in writing and signed by authorized representatives of both parties.

Dispute Resolution

The parties shall first attempt to resolve any dispute through good faith negotiation. If the dispute is not resolved within 30 days, either party may seek remedies in a court of competent jurisdiction in the location specified in the Governing Law clause.

Client Printed Name:

By:

Date:

Contractor Printed Name:

By:

Date:

Enter text✕

What a Project Work Statement Is and When It’s Used

A Project Work Statement is a written agreement that defines the scope, deliverables, schedule, payment terms, and responsibilities for a discrete project or engagement. It sits beneath or alongside a master agreement and focuses on what will be delivered, by whom, and when. Typical uses include construction change orders, professional services engagements, software development sprints, and procurement tasks where specific milestones, acceptance criteria, and payment triggers must be documented to reduce ambiguity and support project governance.

Why a Clear Project Work Statement Matters

A concise Project Work Statement reduces disputes, aligns expectations, and establishes objective acceptance criteria for deliverables. It helps project managers, clients, and contractors track progress, schedule invoices, and enforce payment terms while preserving evidence of agreed scope.

Why a Clear Project Work Statement Matters

Who Typically Prepares and Signs a Project Work Statement

The document is useful across sizes and industries; signatory authority and required attachments will vary by company policy and applicable law.

  • Project managers and PMOs who need formal scope and milestone tracking for billing and acceptance.
  • Contractors and subcontractors who require written scope and change-order procedures to manage risk.
  • Procurement, legal, and finance teams that need payment triggers, warranty terms, and audit-ready records.

Essential Sections to Include in a Professional Project Work Statement

A complete Project Work Statement organizes project details so reviewers can quickly confirm obligations, timelines, and payment terms before work starts.

Scope of Work

A precise description of tasks, deliverables, locations, and any excluded work to avoid scope creep and disputes.

Deliverables

Concrete deliverables with formats, acceptance criteria, and sign-off procedures so deliverable status is objectively determined.

Timeline

Start and end dates, milestone dates, and dependencies that drive scheduling and payment milestones.

Payment Terms

Pricing, invoicing schedule, retainage, and conditions for withholding or releasing payments.

Change Control

Process for submitting, approving, pricing, and documenting scope changes and their schedule impact.

Liability and Warranties

Limitations of liability, warranty period, insurance requirements, and remedies for defective work.

Step-by-Step: Preparing and Finalizing a Project Work Statement

Follow these steps to create, review, and execute a Project Work Statement that aligns with contractual controls and payment processes.

  • 01
    Draft: Assemble scope, schedule, and pricing in a numbered draft document.
  • 02
    Review: Route to stakeholders for technical, legal, and finance review.
  • 03
    Approve: Obtain authorized approvals and resolve open items before execution.
  • 04
    Execute: Sign with authorized signatures and distribute final, dated copies to parties.

Where to Send and How to File the Completed Statement

After execution, route the Project Work Statement to operational teams, contract administrators, and financial systems to enable work and invoicing.

  • Contract Repository: Upload the executed document to the centralized contract management system for retention and audit.
  • Project Team: Share with PMs and supervisors to trigger mobilization and task assignment.
  • Finance / AP: Provide invoice schedule and payment triggers to accounts payable for billing setup.
  • Legal: Store a copy with legal for contract interpretation and future amendments.

Typical Digital Workflow Settings for Online Completion

Configure these workflow settings to mirror approval routing and signing order when you complete the statement electronically.

Field Configuration
Signing Order Sequential or parallel routing as required by contract
Authentication Email link or SMS code for signer identity verification
Reminders Auto-remind signers after set days without response
Retention Store executed PDF and audit trail for compliance

Digital Signing and eSubmission: Platform Considerations

Ensure the selected solution captures an immutable audit trail, supports your data retention policy, and can deliver signed PDFs to stakeholders.

  • Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
  • File Formats: PDF, DOCX, and export to Excel
  • Authentication: Email, SMS, or advanced signer verification

Common Timing and Deadline Items to Track

Track these standard timing items in the Project Work Statement so deliverables and payments align to clear dates.

Effective Date and Term:

Enter effective date and contract term or project end date in MM/DD/YYYY format

Milestone Due Dates:

List each milestone date to trigger inspections, acceptance, and invoicing

Invoice Submission Window:

Specify when invoices are due after milestone acceptance, e.g., within 30 days

Warranty Period Start:

Record warranty begin date which may affect remedy periods

Change Order Response:

Set response times for change order approvals, commonly 5–15 business days

Common Preparation Mistakes to Avoid

  • Using vague scope language that leads to disputes and unplanned work expansion.
  • Failing to link payment to objective acceptance criteria and sign-off procedures.
  • Omitting change-order pricing or approval process, resulting in unpaid change work.
  • Not capturing signatory authority, leading to unsigned or improperly executed statements.

Key Risks and Consequences of an Incorrect Project Work Statement

Payment Delays: Invoices withheld or disputed
Scope Disputes: Costly litigation or arbitration
Regulatory Noncompliance: Breach of procurement rules
Lien Exposure: Contractors may file mechanics liens
Recordkeeping Failures: Audit findings and penalties
Termination Risk: Contract may be cancelled for cause

Selected eSignature Provider Comparison for Signing Project Work Statements

Compare common plan attributes that matter for executing Project Work Statements: price, trial availability, bulk send, audit trail, HIPAA support, and envelope limits.

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 Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year No cap No cap No cap

Real-World Examples of Using a Project Work Statement

How different organizations rely on a focused Project Work Statement to close scope and billing gaps before work starts.

Optica Ventures

A venture services firm documented sprint deliverables to reduce ambiguity and improve billing clarity.

  • They tied payment to acceptance criteria and milestone demos.
  • The precise statement reduced invoice disputes and sped project closeout by clarifying deliverable formats and a single-point acceptance reviewer responsible for sign-off.

Martin Properties

A property services business used a Project Work Statement for renovation projects to capture change orders on-site.

  • Each change order referenced the original statement and was signed remotely.
  • This process eliminated work delays, ensured approved cost adjustments, and provided a clear audit trail for owner approvals and contractor invoices.

Practical Tips for Accurate and Efficient Completion

Adopt concise drafting, version control, and consistent digital workflows to reduce errors and accelerate approvals.

Use standardized templates
Start from an approved template to ensure consistent clauses, numbering, and required fields; reduces review cycles and legal edits.
Number deliverables and exhibits
Reference numbered exhibits and attachments in the body of the statement so reviewers and signers can easily locate technical details.
Define objective acceptance
Use measurable acceptance criteria and test procedures rather than subjective language to avoid future disputes.
Capture the audit trail
When eSigning, ensure the platform records timestamps, IP addresses, and signer authentication to support enforceability.

Security and Compliance Considerations for Signed Statements

In-transit Encryption: TLS 1.2/1.3
At-rest Encryption: AES-256
Audit Trail: Detailed tamper-evident logs
Regulatory Standards: ESIGN; UETA
Healthcare Compliance: HIPAA (BAA required)
Certifications: SOC 2 Type II; ISO 27001

Frequently Asked Questions About Project Work Statements

Answers to frequent legal, signing, and process questions when preparing and executing a Project Work Statement.


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