Can I sign electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Confirm the procuring party’s required authentication level and any exceptions for the transaction.

Is notarization ever required?

Notarization is sometimes required for specific attachments or to support a signature’s authenticity; check state notary rules and the client’s submission instructions before notarizing.

How long should the proposal be valid?

Common practice is to state a validity period of 30–90 days. Specify the expiration date in the proposal to manage pricing and scheduling expectations.

What if a party’s name is wrong?

A name mismatch can delay execution or render the agreement unenforceable. Correct and re-execute the signature block with the exact legal name or provide evidence of authority.

How should I store signed proposals?

Retain signed PDFs with audit trails in secure storage. Follow federal and industry retention rules such as IRS (3 years) and HIPAA (6 years) where applicable.

Can I update a submitted proposal?

Yes, but treat revisions as amendments. Document the change, get re-approval from authorized signers, and preserve both versions with dates and an audit trail.

Electronic Signature
Templates
Miscellaneous
Refurbishment Project Proposal

Refurbishment Project Proposal

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

Refurbishment Project Proposal

Proposal Number

Proposal Date:

Project Title:

Parties and Contacts

Client Name Client Address

Client Contact

Client Phone / Email

Contractor Name Contractor Address

Contractor Contact

Contractor Phone / Email

Recitals

WHEREAS, Client Name: is the owner or authorized agent of the premises to be refurbished (the "Property"); and

WHEREAS, Contractor Name: represents that it has the necessary licenses, experience, personnel and insurance to perform refurbishment work on the Property in accordance with the terms of this Proposal; and

WHEREAS, the parties desire to set forth the scope, price, schedule and conditions under which Contractor will perform the refurbishment described below.

Scope of Work

The Contractor shall furnish all labor, materials, equipment and supervision necessary to perform the refurbishment work described below and in any attached drawings, specifications and approved change orders. Detailed scope:

Itemized Cost Estimate

Provide the principal line items for labor, materials and subcontracted services. Unit prices are exclusive of applicable taxes unless stated otherwise.

Item 1 Description

Qty:

Unit Price:

Line Total:

Item 2 Description

Qty:

Unit Price:

Line Total:

Item 3 Description

Qty:

Unit Price:

Line Total:

Subtotal Estimated Taxes / Other Total Proposal Amount

Payment Terms

Payment shall be made to Contractor Name: in US dollars according to the following schedule unless otherwise agreed in a written change order.

Deposit Required (percentage) %

Milestone schedule (describe milestones and amounts). Example entries:

Milestone 1

Due Date:

Amount:

Milestone 2

Due Date:

Amount:

Final Payment

Due Date: Amount:

Late Payment: Unpaid amounts shall bear interest at % per month (or the maximum lawful rate, if lower), plus reasonable costs of collection including attorneys' fees.

Payment Method / Banking Instructions

Term and Termination

Term Commencement Date: Estimated Completion Date:

Either party may terminate this Agreement for material breach by the other party after providing written notice and a day cure period. Either party may terminate for convenience upon days prior written notice. Upon termination, Contractor shall be entitled to payment for work performed and reasonable demobilization costs.

Change Orders

Any changes to the Scope of Work, price, or schedule shall be documented in a written change order signed by both parties. Change orders shall set forth the price adjustment, schedule impact and any other material changes. Contractor will not proceed with changes without a signed change order except to address emergencies.

Confidentiality

Each party agrees to hold in confidence and not disclose any non-public technical, financial or business information received from the other party in connection with this Proposal. Confidential information does not include information that is publicly available, rightfully obtained from a third party, or independently developed. This obligation survives termination or expiration of this Proposal for a period of three (3) years.

Insurance; Permits; Compliance

Contractor shall maintain, at its expense, insurance customary for refurbishment contractors, including general liability and workers' compensation. Contractor shall obtain all required permits and comply with applicable laws and codes. Client shall provide reasonable access to the Property and obtain any owner consents required for completion of the Work.

Warranties and Limitation of Liability

Contractor warrants that workmanship performed under this Proposal will be free from material defects for a period of months from completion. EXCEPT AS EXPRESSLY STATED, CONTRACTOR DISCLAIMS ALL OTHER WARRANTIES. CONTRACTOR'S TOTAL LIABILITY SHALL NOT EXCEED THE TOTAL AMOUNTS PAID UNDER THIS PROPOSAL AND SHALL NOT INCLUDE CONSEQUENTIAL OR EXEMPLARY DAMAGES.

Governing Law

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

Entire Agreement

This Proposal, together with any attached drawings, specifications and executed change orders, constitutes the entire agreement between Client and Contractor regarding the subject matter and supersedes all prior negotiations, proposals and agreements, whether written or oral. Any amendment must be in writing and signed by both parties.

Additional Remarks / Special Conditions

By signing below, the parties confirm that they are authorized to enter into this Proposal and agree to be bound by its terms. Client acceptance constitutes authorization for Contractor to commence work in accordance with the agreed schedule upon receipt of any required deposit.

Client Acceptance:

Client Name:

By:

Date:

Contractor Name:

By:

Date:

What a Refurbishment Project Proposal Is

A Refurbishment Project Proposal is a formal document that outlines the scope, schedule, costs, and terms for rehabilitating or upgrading an asset such as a building, unit, or system. It typically includes project objectives, deliverables, technical specifications, timeline, itemized cost estimates, payment milestones, risk allocation, and standard contract clauses used to obtain approval from an owner, property manager, or funding authority.

Why a Clear Proposal Matters for Outcomes and Compliance

A well-structured proposal clarifies responsibilities, reduces disputes, and documents measurable expectations for schedule, cost, and quality while creating an auditable record for approvals and funding.

Core Components to Include in Every Proposal

Include these six elements to make the proposal actionable, defensible, and easy to approve.

Scope Summary

Concise description of work, exclusions, and finished condition expectations; anchors contract interpretation.

Detailed Schedule

Phased timeline with start/finish dates, milestones, and critical-path activities for tracking progress.

Cost Breakdown

Line-item estimates for labor, materials, permits, contingencies, with basis of estimate and unit rates.

Payment Terms

Milestone or progress-payment schedule, retainage, invoicing cadence, and acceptable payment methods.

Risk & Warranty

Liability allocation, warranty period, insurance requirements, and dispute resolution procedures.

Acceptance Criteria

Testing, inspection, and handover conditions that define when work is complete and payable.

Step-by-Step: Preparing and Submitting a Proposal

Follow these steps in order to prepare a complete, review-ready refurbishment proposal.

01

Gather Documents: Collect plans, photos, permits, and prior inspection reports for reference.
02

Define Scope: Write a clear description of included tasks, materials, and exclusions.
03

Estimate Costs: Calculate line-item estimates, contingency, and any subcontractor quotes.
04

Finalize Terms: Attach payment schedule, warranty, signatures, and required certifications.

Where to Send the Completed Proposal

Proposals are typically routed to the entity that requested the quote, and may follow one or more formal submission channels depending on the procuring organization.

Owner / Client: Send to the authorized procurement or property management contact listed in the request.
Contracting Portal: Upload to the client’s procurement portal or eProcurement system when required.
Email Submission: Send as a PDF to the designated approvals inbox with a covering transmittal note.
Physical Delivery: Deliver printed copies with signatures if the RFP requires hard-copy submission.

Configure an Online Proposal Workflow

Set up an eSubmission workflow to automate routing, approvals, and recordkeeping.

Field	Configuration
Upload Format	PDF or DOCX accepted; use flattened PDF for fixed layout.
Signer Sequence	Define sequential or parallel signers per contract requirements.
Authentication	Enable email or SMS code verification; use stronger methods for high-value projects.
Retention	Set automatic archival and access permissions after completion.

Distribution and eSubmission Requirements

Check the procuring party’s submission instructions for required formats, signer authentication level, and any mandatory attachments before sending.

File Types: PDF/X and DOCX are commonly accepted formats.
Authentication: Email OTP or organization SSO may be required.
Integrations: CRM, ERP, and cloud storage integrations are often supported.

Comparing eSignature Providers for Proposal Signing

Basic plan pricing and core capabilities vary by vendor; signNow is shown first per 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 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 cap	100 envelopes/user/year	Varies	Varies	Varies

Required Information to Include for a Complete Proposal

Project Title: Short identifying name

Parties: Legal names of owner and contractor

Scope: Clear deliverable description

Schedule: Start and completion dates

Pricing: Itemized cost totals

Signatures: Authorized signers and dates

Who Typically Prepares or Approves These Proposals

Assign clear roles early to speed review and reduce revision cycles during procurement.

Facilities and property managers who coordinate scope, budgets, and vendor selection.
General contractors or specialty contractors who prepare the technical scope and cost estimates.
Owners, asset managers, or finance teams who review budgets and authorize funding.

Who Has Authority to Sign

Authorized Signer

Typically an officer, property owner, or designated procurement officer with delegated authority; include title and evidence of authorization such as a board resolution or procurement delegation.

Contract Administrator

Project manager or contract administrator who can accept deliverables and certify invoices, but may not have contract-execution authority unless explicitly delegated.

Supporting Documents and Export Options

Attach or export supporting documentation to make the proposal self-contained and easy to review.

Supporting Exhibits

Include drawings, specifications, inspection reports, and subcontractor quotes as numbered exhibits referenced in the scope.

Permits & Licenses

Attach current trade licenses, permit approvals, and insurance certificates required for the work.

Export Formats

Provide the final signed proposal as PDF/A for archival and as downloadable DOCX for editable copies if allowed.

Audit Trail

Record signing timestamps, signer IP, and authentication method to create a verifiable execution record.

Practical Examples from Real Users

Real-world examples illustrate how teams use proposals to speed approvals and record compliance.

Martin Properties — Tim Martin

Tim Martin used online execution to process refurbishment documents remotely for multiple properties.

He reported improved turnaround on approvals.
He noted the ability to execute securely on mobile or offline significantly reduced site delays and provided an auditable trail for property managers.

Optica Ventures — Brian Fitzgibbons

Optica simplified proposal delivery and acceptance for tenants and vendors using digital workflows.

The interface was easy for external signers.
The streamlined process reduced administrative follow-up and helped maintain consistent records across multiple redevelopment projects.

Common Timelines and Review Deadlines for Proposals

Typical timing expectations help set proposal validity and approval windows for budgeting and scheduling.

Proposal Validity Period:

Often 30–90 days; specify expiry to manage price and availability risk.

Review Window:

Allow 10–30 business days for internal review depending on project complexity.

Permitting Lead Time:

Factor in local permit review timelines which can range from weeks to months.

Commencement Notice:

Issue notice to proceed after approvals and initial payment receipt.

Payment Milestones:

Align invoicing with completed milestones and inspection sign-offs.

Key Milestones in Proposal Processing

Follow a standard milestone sequence from submission to project start to keep timelines predictable.

01

Submission

Complete submission with all exhibits and signatures for initial review.

02

Internal Review

Procurement and technical review to confirm scope and budget.

03

Approval

Formal acceptance by authorized signer and issuance of notice to proceed.

04

Mobilization

Scheduling, permits, and site setup before work begins.

Common Mistakes That Delay Approval

Incomplete scope descriptions that leave key tasks unspecified, causing repeated clarifications and change orders.
Mismatched party names or missing authorization that prevent contract execution and require updated documents.
Missing required attachments such as licenses, insurance certificates, or permit approvals that block funding or scheduling.
Unclear payment terms or milestones that lead to disputes and slow invoice processing.

Risks and Consequences of an Incorrect Proposal

Contract Disputes: Delays, claims, or litigation risk

Payment Delay: Invoices withheld or subject to audit

Warranty Gaps: Unclear warranty periods cause coverage disputes

Regulatory Hold: Permits denied for incomplete documentation

Liens: Contractor or subcontractor liens for unpaid work

Record Deficiency: Missing audit trail for compliance reviews

Frequently Asked Questions About Refurbishment Proposals

Answers address signature, submission, and recordkeeping questions commonly encountered during proposal preparation and approval.

Need help? Contact support

Can I sign electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Confirm the procuring party’s required authentication level and any exceptions for the transaction.
Is notarization ever required?
Notarization is sometimes required for specific attachments or to support a signature’s authenticity; check state notary rules and the client’s submission instructions before notarizing.
How long should the proposal be valid?
Common practice is to state a validity period of 30–90 days. Specify the expiration date in the proposal to manage pricing and scheduling expectations.
What if a party’s name is wrong?
A name mismatch can delay execution or render the agreement unenforceable. Correct and re-execute the signature block with the exact legal name or provide evidence of authority.
How should I store signed proposals?
Retain signed PDFs with audit trails in secure storage. Follow federal and industry retention rules such as IRS (3 years) and HIPAA (6 years) where applicable.
Can I update a submitted proposal?
Yes, but treat revisions as amendments. Document the change, get re-approval from authorized signers, and preserve both versions with dates and an audit trail.

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