Can the package be signed electronically?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted, provided intent, consent, attribution, and record retention criteria are met.

When is notarization required?

Notarization is typically required for deeds and some acknowledgements; requirements vary by state. Check the relevant recorder or county notary rules before filing.

Are witnessed signatures needed?

Witness rules differ by document type and state. Deeds in Florida require two witnesses; other states may require none or one—confirm with local counsel or the recorder.

How do I prove signer identity?

Use multi-factor authentication, government ID checks, or knowledge-based verification depending on risk. Capture the method in the audit trail for evidentiary purposes.

Can I use a remote notary (RON)?

Many states permit permanent RON with identity proofing and audio-video recording; requirements vary. Verify state notary commission rules before relying on RON.

How long must I keep signed packages?

Retention depends on record type: IRS records three years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)), and state rules may extend these periods.

Electronic Signature
Templates
Real estate
Real Estate Design Package

Real Estate Design Package

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

REAL ESTATE DESIGN PACKAGE

Parties

Client Name Client Contact (Address, Phone, Email) Designer / Firm Name Designer Contact (Address, Phone, Email)

Property Identification

Property Address Parcel / APN Legal Description

Effective Date and Recitals

This Real Estate Design Package Agreement is entered into by Client Name: and Designer Name: on Effective Date: . The parties agree the Designer shall provide professional design services for the Property identified above in accordance with the terms below.

Scope of Services

Designer shall provide the following services as part of the design package. Check all services to be included and describe additional services below.

Schematic Design (preliminary site and floor plans)
Design Development (refined drawings and material selections)
Construction Documents (permit-ready drawings and specifications)
Permit Support and Coordination with Authorities
Bidding Assistance and Contractor Evaluation
Construction Administration (site visits, submittal review)
3D Renderings and Visualizations
Interior Finishes and FF&E Programming

Additional Services (if any)

Deliverables and Schedule

Milestones below constitute agreed deliverables. Designer will use commercially reasonable efforts to meet the dates shown; client acknowledges schedule may be adjusted for permit review or unanticipated site conditions.

Milestone 1 — Description

Due Date: Fee for Milestone: $

Milestone 2 — Description

Due Date: Fee for Milestone: $

Final Deliverable — Description

Expected Completion Date: Final Payment: $

Fees, Deposits and Payment

Total Contract Price: $. Client shall pay a non-refundable deposit / retainer of $ upon execution of this Agreement. Payments are due within days of invoice. Late payments accrue interest at .

Change Orders and Additional Services

Any material change in scope, budget, or schedule shall be documented in a written change order signed by both parties. Hourly rates for additional services are: Designer Principal $/hr, Project Architect $/hr. Designer will not proceed with extra work until Client issues a signed change order.

Permits, Approvals and Site Conditions

Client is responsible for fees, taxes, and approvals required for permits. Client warrants that Client has authority to authorize access to the Property. Designer is entitled to rely upon information provided by Client and other consultants; Designer shall not be liable for latent site conditions not disclosed prior to commencement.

Insurance, Indemnity and Limitation of Liability

Designer shall maintain general liability and professional liability insurance in commercially reasonable amounts. Designer and Client shall each indemnify, defend, and hold the other harmless from third party claims arising from their respective negligence or willful misconduct. Designer's total liability for any claim arising under this Agreement shall be limited to the total fees paid to Designer under this Agreement, except for claims arising from gross negligence or willful misconduct.

Warranties and Certifications

Designer represents that services will be performed in a professional manner consistent with the standard of care of designers in the same locality. Designer makes no other express or implied warranties, including warranty of fitness for a particular purpose. Client acknowledges that design performance and construction outcomes are dependent upon proper construction practices and contractor performance.

Disclosures

Client confirms knowledge of the following conditions at the Property (check applicable boxes):

Lead-based paint present No known lead-based paint
Mold, water intrusion or prior flooding No known mold or water damage
Known structural or prior fire damage No known structural or fire damage

Default, Remedies and Termination

If either party materially defaults and fails to cure within 15 days after written notice, the non-defaulting party may terminate this Agreement. Upon termination, Client shall pay Designer for services performed to the date of termination, including reimbursable expenses and any non-cancelable commitments. Termination shall be without prejudice to other remedies available at law or equity.

Governing Law; Entire Agreement

This Agreement shall be governed by the laws of the state in which the Property is located. This Agreement, together with executed change orders, constitutes the entire agreement between the parties and supersedes prior negotiations and understandings.

Notices

All notices must be in writing and delivered to the addresses below by hand, certified mail, or email with confirmation at the contact information provided above.

Notice Address for Client Notice Address for Designer

Additional Provisions

Assignment: Neither party may assign this Agreement without the prior written consent of the other, except that Designer may assign receivables. Severability: If any provision is held unenforceable, the remainder shall remain in effect. Survival: Terms relating to payment, indemnity, limitation of liability, and ownership of documents survive expiration or termination.

Acknowledgement

By signing below, Client and Designer certify that they have the authority to enter into this Agreement and accept the terms set forth herein.

Client:

By:

Date:

Designer:

By:

Date:

What the Real Estate Design Package Is and contains

The Real Estate Design Package is a consolidated deliverable combining plans, specifications, material schedules, cost estimates, and approval-ready signature blocks used to record design decisions for a property. It typically includes scaled drawings (floor plans, elevations), finish and fixture specifications, a scope and exclusions list, a budget summary, project timeline, and a formal signature page for owners, designers, and contractors. The package creates a single reference for permitting, contractor bids, procurement, and contract formation, and it can be presented in paper or electronically with an attached audit trail and version history.

Why assemble a formal Design Package

A complete package reduces ambiguity, documents client approvals, supports permit submissions, and creates an auditable record for contracting and payments. Proper packaging helps avoid rework, clarifies scope for bidding, and preserves rights by establishing dates and approvals.

Who prepares, reviews, and signs a Real Estate Design Package

Typical participants who prepare, review, or sign the Real Estate Design Package include architects, interior designers, property owners, general contractors, and listing brokers.

Project managers and architects coordinate drawings, specifications, and formal approvals during schematic and construction phases.
Property owners and developers approve scope, budgets, and final selections for contracting and permitting.
Brokers, lenders, and local permitting officials review materials for compliance, disclosures, and financing requirements.

The package assigns responsibilities and signature roles so each stakeholder knows approval obligations and where signatures are required.

Core sections that should appear in every package

A professional package is modular and clearly labeled so reviewers can find drawings, specifications, budgets, and approval signatures without cross-referencing multiple files.

Cover & Index

Project name, client, version number, and a clear index listing drawings, specs, schedules, and attachments so each item is easily located and version-controlled.

Drawings

Scale floor plans, elevations, and key details with revision clouds and a revision history table so changes are traceable during bidding and permitting.

Specifications

Material schedules, product IDs, finishes, and performance requirements that contractors use for pricing and procurement without ambiguity.

Cost Summary

Line-item budget and contingency amounts tied to the scope; identify allowances and exclusions that affect contractor proposals and owner approvals.

Project Timeline

Milestones for design approvals, permit submission, procurement, and construction start dates to align contractor bids and owner expectations.

Signatures & Approvals

Designated signature blocks, dates, and notarization or witness fields as required; record who approved each deliverable and when.

Step-by-step: assemble and finalize the package

Follow a consistent sequence so approvals, permitting, and contractor bids proceed without avoidable back-and-forth.

01

Prepare Documents: Collect final drawings, specs, and cost summary in a single PDF or file set.
02

Assign Signature Roles: Identify signers and required witness or notary steps, and place signature fields accordingly.
03

Obtain Approvals: Circulate to stakeholders for review, capture signatures, and record timestamps for each approval.
04

File and Distribute: Submit to permitting authorities if needed and provide copies to contractors, lenders, and the project file.

Configure a digital workflow for review and signatures

Define field settings, signing order, and authentication so electronic routing matches legal and project requirements.

Field Configuration Settings Table for eSignature Workflows	Configuration
Signing Order and Role Assignment	Set sequence so owner or lender signs last; designate who can edit text fields.
Authentication Level Required	Use email plus SMS code for owners; KBA if required for high-assurance signers.
Conditional Fields and Approvals	Show cost approval fields only after owner checkbox confirms scope acceptance.
Document Versions and Locking	Lock the delivered package after final signature to prevent post-signing edits.

Typical electronic signing flow for the package

An electronic workflow mirrors a paper approval process while capturing timestamps, IP addresses, and an audit trail for legal reliability.

Upload: Upload final package and apply signature/initial fields where required.
Assign Signers: Add signer emails, set roles, and choose signing order or parallel signing.
Authenticate: Signers verify identity via email link, SMS code, or stronger methods if required.
Complete & Archive: Signed copies and audit trails are saved and distributed to stakeholders automatically.

Technical compatibility and integrations to consider

Ensure your chosen platform supports required file types, security standards, and integrations before e-submitting the package.

File Formats: PDF, DOCX, HTML, and Excel are commonly supported for drawings and schedules.
Integrations: Common integrations include Salesforce, NetSuite, Microsoft 365, Google Workspace, Box, and Procore.
Security & Compliance: Platform should support TLS/AES encryption and SOC 2 or HIPAA controls as needed.

Common eSignature vendors and feature comparison

Quick reference comparing typical starting prices and features relevant to signing and distributing a Real Estate Design Package.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
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 controls to verify

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

Audit Trail: Timestamped logs capturing signatures, IPs, and actions

Certifications: SOC 2 Type II and ISO 27001 available

HIPAA Support: BAA required for PHI workflows

Regulatory Support: ESIGN and UETA compliance for legal validity

Accessibility: WCAG 2.0 Level AA support

Common risks and potential consequences of errors

Permit Delays: Missing notarization or incorrect signatures can delay permits and increase costs.

Contract Disputes: Ambiguous scope or unsigned exhibits may lead to scope disputes and claims.

Recording Rejection: Improper acknowledgements can result in recorder rejection of deeds.

HIPAA Violations: Inadequate PHI protections expose parties to HIPAA enforcement risks.

Lien Exposure: Incomplete payment terms or missing waivers may enable contractor liens.

Tax/Fraud Issues: Deliberate misrepresentation carries civil and criminal penalties under state and federal law.

Frequently asked questions about preparing and signing the package

Answers to common questions about signatures, notarization, digital workflows, and recordkeeping for the Real Estate Design Package.

Need help? Contact support

Can the package be signed electronically?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted, provided intent, consent, attribution, and record retention criteria are met.
When is notarization required?
Notarization is typically required for deeds and some acknowledgements; requirements vary by state. Check the relevant recorder or county notary rules before filing.
Are witnessed signatures needed?
Witness rules differ by document type and state. Deeds in Florida require two witnesses; other states may require none or one—confirm with local counsel or the recorder.
How do I prove signer identity?
Use multi-factor authentication, government ID checks, or knowledge-based verification depending on risk. Capture the method in the audit trail for evidentiary purposes.
Can I use a remote notary (RON)?
Many states permit permanent RON with identity proofing and audio-video recording; requirements vary. Verify state notary commission rules before relying on RON.
How long must I keep signed packages?
Retention depends on record type: IRS records three years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)), and state rules may extend these periods.

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