Can the plan be signed electronically?

Yes. Electronic signatures are legally enforceable in the United States under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; ensure the signer demonstrates intent, consents to electronic records, attribution is recorded, and the record is retained for reproduction.

Do consumer-facing disclosures apply?

If the plan contains consumer-facing financial or healthcare obligations, a clear ESIGN consumer disclosure and a way for recipients to access paper copies may be required under 15 U.S.C. §7001(c).

Is notarization required?

Not ordinarily for internal QA/QC plans unless state law or contract requires notarized acknowledgements; check local rules and contract terms prior to notarization.

How should revisions be handled?

Track revisions with version numbers, effective dates, and approver signatures; retain prior versions per your retention schedule to support audits and dispute resolution.

Who can sign the plan?

Signers should be authorized representatives with delegated authority; list signatory names and titles in the plan and confirm signing authority in procurement or contract documents.

What if a signer cannot use the eSignature platform?

Provide alternative execution methods such as in-person signing, printed signatures scanned and uploaded, or a notarized paper signature, ensuring continuity of the audit trail and retention of evidence.

Electronic Signature
Templates
Miscellaneous
Quality Assurance Quality Control Plan

Quality Assurance Quality Control Plan

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

QUALITY ASSURANCE QUALITY CONTROL PLAN

WHEREAS

This Quality Assurance / Quality Control Plan ("Plan") is entered into by and between Client Name: and Contractor Name: .

WHEREAS, the parties are engaged in the Project: , and desire to establish the QA/QC requirements, responsibilities, testing protocols, acceptance criteria, and administrative terms governing quality for the Work.

WHEREAS, the parties intend that this Plan supplement the Agreement between the parties and provide the procedures by which quality will be documented, verified, and enforced during performance of the Work commencing on Effective Date: .

OBJECTIVES

The objectives of this Plan are to define the quality requirements, assign responsibilities, establish inspection and testing procedures, and set corrective action and acceptance criteria to ensure that all Work meets the documented contract requirements, codes, and applicable standards.

SCOPE OF WORK

Describe scope of QA/QC activities and affected work packages:

ROLES AND RESPONSIBILITIES

Quality Manager (Contractor): Quality Manager Contact Information: Client Representative for QA/QC:

INSPECTION, TESTING, AND ACCEPTANCE CRITERIA

Inspection and testing procedures (frequency, methods, acceptance thresholds): Acceptance criteria for major deliverables:

NONCONFORMANCE, CORRECTIVE ACTION, AND DISPOSITION

Nonconformance shall be documented with a written Nonconformance Report (NCR). Contractor shall initiate corrective action within Corrective Action Response Time: of discovery and shall document root cause, containment, corrective measures, and verification of effectiveness.

Describe corrective action process and disposition method for rejected work:

DOCUMENT CONTROL AND RECORD RETENTION

Document control procedures (revisions, approvals, distribution): Record retention period (years):

AUDIT, REVIEW, AND REPORTING

Audit frequency and reporting schedule: Describe reporting format required to Client (submittals, logs, certificates):

TRAINING AND QUALIFICATIONS

Describe required qualifications, certifications, and training documentation for personnel performing QA/QC tasks:

SUBCONTRACTORS AND SUPPLIERS

Subcontractor QA/QC obligations and documentation to be provided to Contractor and Client:

CHANGE CONTROL

Procedure for revision to this Plan and for managing changes to QA/QC requirements:

PAYMENT TERMS

Compensation for QA/QC services shall be Amount: $ payable in accordance with the following schedule:

Payment schedule (milestones, percentages, invoicing cadence):

Late payments shall incur a late fee at the rate of of the overdue unpaid balance for each month or portion thereof until paid.

TERM AND TERMINATION

This Plan shall commence on Start Date: and shall continue until End Date: , unless earlier terminated in accordance with this section.

Either party may terminate this Plan for cause upon material breach by the other party if the breach is not cured within Notice Period (days): days after written notice. Termination shall not relieve either party of obligations accrued prior to termination.

CONFIDENTIALITY

Each party shall keep confidential and shall not disclose proprietary or confidential information of the other party disclosed in connection with this Plan, except to those employees, agents, subcontractors, or consultants who have a need to know for performance and who are bound to confidentiality obligations at least as protective as those set forth herein. Confidential information shall not include information that is or becomes generally available to the public through no fault of the receiving party.

Indicate if project involves classified or specially controlled information: Yes

GOVERNING LAW

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

ENTIRE AGREEMENT

This Plan, together with any referenced attachments, purchase orders, and the underlying Agreement between the parties, constitutes the entire agreement concerning QA/QC matters and supersedes all prior and contemporaneous agreements, understandings, and communications, whether written or oral, relating to the subject matter hereof. Any amendment must be in writing and executed by authorized representatives of both parties.

MISCELLANEOUS PROVISIONS

Severability: If any provision of this Plan is held invalid or unenforceable, the remainder shall continue in full force and effect. Waiver of any breach shall not be deemed waiver of any subsequent breach. Nothing in this Plan shall be construed to create a partnership, joint venture, or agency relationship beyond the responsibilities expressly set forth.

ACKNOWLEDGMENT

By signing below, each party acknowledges that it has read, understands, and agrees to comply with the provisions of this Quality Assurance / Quality Control Plan and that the persons signing have authority to bind their respective party.

Client:

By:

Date:

Contractor:

By:

Date:

What a Quality Assurance Quality Control Plan Covers

A Quality Assurance Quality Control Plan documents the policies, procedures, roles, and measurable criteria used to ensure deliverables meet defined quality requirements throughout a project or operational process. It typically specifies responsibilities for QA and QC personnel, inspection and test plans, acceptance criteria, corrective action workflows, reporting formats, and metrics for monitoring performance. The plan is used to align stakeholders, reduce rework, and provide an auditable record of quality activities that supports regulatory compliance, contractual obligations, and internal continuous-improvement efforts.

Why a Formal QA/QC Plan Matters

A documented QA/QC Plan clarifies expectations, reduces defects, and creates traceable evidence for audits or client reviews. It helps manage risk, standardize inspections, and improve project predictability while supporting regulatory and contractual compliance.

Which Teams and Stakeholders Typically Use This Plan

The plan also serves procurement, safety, and client representatives who require documented proof that quality controls were applied.

Quality Managers: Define inspection regimes and corrective action processes, and maintain audit records for compliance.
Project Managers: Coordinate quality activities with schedule, budget, and client reporting requirements.
Field Supervisors: Execute inspections, document defects, and close nonconformance reports with evidence.

Essential Sections to Include in a Professional QA/QC Plan

A comprehensive plan organizes policy, roles, procedures, inspection criteria, records, and continuous improvement processes so teams can consistently verify quality.

Scope

Define the plan boundary, affected products or services, and project phases to which QA/QC activities apply, including exclusions and interfaces.

Roles

List roles and responsibilities for QA, QC, approvals, and escalation, including authority limits and delegated signatory authorities.

Inspection Plan

Detail inspection types, sampling rules, acceptance criteria, required instruments, calibration needs, and frequency of checks.

Nonconformance

Specify how defects are recorded, classified, dispositioned, corrected, and followed up with root-cause analysis and preventive actions.

Documentation

Define required forms, report templates, retention rules, audit trail expectations, and version-control procedures for quality records.

Metrics

List key performance indicators (defect rate, rework hours, inspection yield) and how often metrics are reported and reviewed.

Step-by-Step: Prepare and Approve a QA/QC Plan

Follow a structured sequence from drafting to implementation to ensure complete review and documented acceptance.

01

Draft the Plan: Assemble scope, roles, inspections, and metrics in a single document.
02

Internal Review: Circulate to QA, engineering, and safety for technical comment.
03

Client or Stakeholder Approval: Obtain required sign-offs and record approval dates.
04

Implement and Monitor: Begin inspections, record data, and report metrics regularly.

Configuring an Online QA/QC Approval Workflow

Set up digital routing so each reviewer receives tasks in the correct sequence and audit trails are captured automatically.

Field	Configuration
Routing Order	Sequential or parallel approval routing per project requirements
Authentication	Email link, SMS code, or stronger identity checks where required
Conditional Steps	Add conditional approvals for high-risk nonconformances
Notifications	Automatic reminders and escalation intervals

Typical Submission and Approval Flow for the Plan

A predictable workflow reduces approval delays and creates a complete activity record for audits.

Submit Plan: Originator uploads and assigns initial reviewers.
Technical Review: QA and engineering add comments or required changes.
Formal Approval: Authorized signatories sign and date the final plan.
Distribution: Final plan is distributed to field teams and retained.

Digital Delivery and eSignature Considerations

Ensure the selected platform can meet any industry-specific compliance needs such as HIPAA or 21 CFR Part 11 before routine use.

Authentication Options: Email links, SMS codes, or multi-factor authentication
Audit Trail: Capture IP, timestamps, and action logs
Document Formats: PDF, DOCX, and exportable audit reports

Typical Timing and Approval Deadlines

Establish clear due dates for plan submission, internal review windows, and final approvals to avoid project delays.

Plan Submission Deadline:

Set at least 21 days before planned work start to allow review

Internal Review Period:

Allocate 7–14 days depending on complexity

Client Approval Target:

Request signature within 7 calendar days of submission

Revisions and Re-approval:

Allow 3–5 days per revision cycle

Implementation Start:

Begin quality activities only after signed approval

Common Errors to Avoid When Preparing a QA/QC Plan

Vague acceptance criteria that leave inspectors to interpret pass/fail conditions, which increases disputes and rework.
Missing or unclear signatory authority for approvals, causing delays when reviewers decline to sign incomplete sections.
Inconsistent document versioning and distribution that leads teams to use outdated inspection forms in the field.
Failure to include measurable metrics and reporting cadence, which prevents timely detection of trending quality issues.

Consequences of an Incomplete or Incorrect QA/QC Plan

Contract Noncompliance: Liability for defects

Delay Claims: Schedule impacts and liquidated damages

Rework Costs: Additional labor and material expense

Regulatory Fines: Potential citations for safety or environmental breaches

Insurance Exposure: Higher premiums or denied claims

Reputation Harm: Loss of client trust and future opportunities

Sample eSignature Vendor Comparison for QA/QC Plan Approvals

Compare typical vendor features relevant to QA/QC approvals such as starting price, bulk send, audit trail, HIPAA support, and envelope caps.

	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	No	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
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Security and Compliance Measures to Note

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

Certifications: SOC 2 Type II and ISO 27001

Privacy Laws: GDPR and CCPA compliance available

Healthcare: HIPAA support with a BAA where required

Regulated Records: 21 CFR Part 11 capabilities available

Accessibility: WCAG 2.0 Level AA compliance

Real-World Use Cases of QA/QC Plans

Examples show how organizations apply QA/QC plans to speed approvals, document compliance, and reduce rework.

Optica Ventures LLC

Brian Fitzgibbons, COO, used standardized QA/QC templates to streamline customer approvals.

The templates reduced review time across projects.
The company reported simpler handoffs between teams and clearer audit trails that helped during client inspections and contract closeout activities.

Fertility Centers of Illinois

John Butler, Founder, integrated digital QA/QC records into operational workflows.

Digital records tied to inspections improved traceability.
The organization maintained compliance with applicable regulations while enabling faster retrieval of records for internal review and external audits.

Frequently Asked Questions About QA/QC Plans

Answers to common questions about drafting, approving, signing, and retaining QA/QC plans in U.S. projects.

Need help? Contact support

Can the plan be signed electronically?
Yes. Electronic signatures are legally enforceable in the United States under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; ensure the signer demonstrates intent, consents to electronic records, attribution is recorded, and the record is retained for reproduction.
Do consumer-facing disclosures apply?
If the plan contains consumer-facing financial or healthcare obligations, a clear ESIGN consumer disclosure and a way for recipients to access paper copies may be required under 15 U.S.C. §7001(c).
Is notarization required?
Not ordinarily for internal QA/QC plans unless state law or contract requires notarized acknowledgements; check local rules and contract terms prior to notarization.
How should revisions be handled?
Track revisions with version numbers, effective dates, and approver signatures; retain prior versions per your retention schedule to support audits and dispute resolution.
Who can sign the plan?
Signers should be authorized representatives with delegated authority; list signatory names and titles in the plan and confirm signing authority in procurement or contract documents.
What if a signer cannot use the eSignature platform?
Provide alternative execution methods such as in-person signing, printed signatures scanned and uploaded, or a notarized paper signature, ensuring continuity of the audit trail and retention of evidence.

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