Are electronic signatures valid?

Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws in most jurisdictions; ensure intent, consent, attribution, and record retention are documented to meet legal requirements.

When is notarization required?

Notarization is typically required when the agreement or an exhibit must be recorded with a county or when a state statute demands notarized acknowledgments for deed or recordation; check the county recorder or state notary rules.

Who must sign the agreement?

Authorized signatories for each party must sign. For companies, use a corporate officer or an individual with delegated authority and include printed name and title to evidence authority.

Can I revise after signing?

Yes, but amendments should be executed in writing by all parties or follow an amendment process described in the agreement; maintain version control and attach each amendment to the original file.

How should I store the executed document?

Store a PDF/A version with the audit trail, attachments, and metadata in a secure document management system with regular backups and access controls to preserve evidentiary value.

Does submission require paper copies?

Some agencies accept electronic submissions and signatures; others require notarized paper for recordation. Confirm agency requirements before relying solely on electronic execution.

Electronic Signature
Templates
Miscellaneous
Site Plan Coordination Agreement

Site Plan Coordination Agreement

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

Site Plan Coordination Agreement

This Site Plan Coordination Agreement (the "Agreement") is entered into as of Effective Date: by and between Client Name: ("Client") and Consultant Name: ("Consultant").

Recitals

WHEREAS, Client is undertaking a development project identified as Project Name: located at Project Address:

Project Address

WHEREAS, Consultant has experience coordinating site plan preparation, regulatory submittals, and project team communications to facilitate permit approval and project progression; and

WHEREAS, Client desires to retain Consultant to coordinate the site plan process as set forth herein and Consultant agrees to provide such services under the terms of this Agreement.

Scope of Work

Consultant shall provide site plan coordination services including, without limitation, the following tasks and responsibilities:

Detailed Scope of Work Deliverables and Schedule

Payment Terms

Client shall pay Consultant for services performed as set forth below. All payments are due in accordance with invoices issued by Consultant and subject to the terms below.

Total Fee Payment Schedule

Invoices shall be payable within days of receipt. Overdue amounts shall bear interest at the lesser of (i) the maximum lawful rate or (ii) a late fee of , compounded monthly, and Client shall be responsible for collection costs, including reasonable attorneys' fees.

Term and Termination

The term of this Agreement shall commence on Start Date: and continue until End Date: , unless earlier terminated as provided herein.

Either party may terminate this Agreement for convenience by providing written notice to the other party at least days prior to the effective date of termination. Either party may terminate this Agreement for material breach if the breaching party fails to cure such breach within thirty (30) days after receipt of written notice specifying the breach.

Confidentiality

Each party (the "Receiving Party") shall hold in confidence and shall not disclose to any third party any Confidential Information (as defined below) of the other party (the "Disclosing Party"), except as required for performance under this Agreement or as otherwise permitted herein. "Confidential Information" means non-public information disclosed in any form that (i) is designated as confidential, or (ii) would reasonably be understood to be confidential given the nature of the information and the circumstances of disclosure.

The Receiving Party shall use Confidential Information solely to perform its obligations under this Agreement, shall limit disclosure to those employees, agents, consultants, and subcontractors with a need to know, and shall require such persons to be bound by confidentiality obligations at least as protective as those in this Agreement. Confidential Information does not include information that: (a) is or becomes public through no fault of the Receiving Party; (b) was rightfully in the Receiving Party's possession prior to disclosure; (c) is independently developed by the Receiving Party without use of the Disclosing Party's Confidential Information; or (d) is rightfully obtained from a third party without restriction.

Upon termination or expiration of this Agreement, the Receiving Party shall promptly return or destroy, at the Disclosing Party's option, all materials and copies containing Confidential Information and provide written certification of such destruction if requested.

Insurance and Indemnity

Consultant shall maintain commercial general liability and professional liability insurance in forms and amounts customary for the industry. Consultant agrees to indemnify, defend and hold harmless Client against claims arising out of Consultant's negligent acts or omissions in the performance of services under this Agreement, except to the extent caused by Client's negligence or willful misconduct.

Notices

All notices required or permitted under this Agreement shall be in writing and shall be delivered to the addresses below by hand, certified mail, return receipt requested, or nationally recognized overnight courier.

Client Notice Address Consultant Notice Address

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to its conflicts of law principles.

Entire Agreement; Amendments

This Agreement, together with any exhibits and attachments expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, negotiations, and understandings, whether written or oral. No amendment or modification shall be binding unless in writing and signed by both parties.

Independent Contractor

Consultant is an independent contractor and not an employee, partner, or agent of Client. Consultant shall be solely responsible for withholding and paying all taxes, contributions, and other obligations arising from its performance under this Agreement.

Severability

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect and shall be construed so as to effectuate the parties' intent as nearly as possible.

Execution

This Agreement may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one and the same instrument. Electronic signatures shall be treated as original signatures for all purposes.

Client Printed Name:

By:

Date:

Consultant Printed Name:

By:

Date:

What the Site Plan Coordination Agreement Covers

A Site Plan Coordination Agreement is a written contract that defines responsibilities, approvals, and coordination protocols between owners, designers, contractors, and public authorities for a specific development site. It attaches or references the approved site drawings, utility layouts, grading and drainage plans, and any required mitigation measures. The agreement clarifies deliverables, milestone dates, review cycles, submittal requirements, and contact points to reduce conflicts during permitting, construction, and inspection. It is commonly used on commercial, residential, and public projects to align technical disciplines, assign review responsibilities, and document the process for revisions and final acceptance.

Why a Site Plan Coordination Agreement Matters for Projects

This agreement reduces rework, speeds permitting, and allocates responsibility for plan updates and approvals. It minimizes schedule risk by establishing review turnarounds, version control, and deliverable ownership while providing an auditable record of decisions that can be referenced for inspections, change orders, or dispute resolution.

Typical Parties Who Prepare or Sign This Agreement

The Site Plan Coordination Agreement is most often completed by stakeholders directly involved in site design and approvals.

Project Owner or Developer — Coordinates funding, approvals, and overall project timetable; often controls final sign-off authority.
Design Team Lead (Architect or Civil Engineer) — Manages plan updates, submits documents for review, and coordinates technical revisions.
General Contractor or Construction Manager — Confirms constructability, sequencing, and timing of submittals and inspections.

Use the agreement when multiple disciplines, vendors, or agencies must coordinate drawings, reviews, or on-site work to reduce ambiguity.

Common Signatories and Their Roles

Project Manager

Typically the owner's designated representative who oversees schedule compliance, coordinates approvals across consultants, and accepts plan revisions on behalf of the owner. This signer verifies deliverables and authorizes changes affecting scope or cost.

City Planner

A municipal reviewer or permitting official who confirms the site plan meets applicable zoning, stormwater, and public-right-of-way requirements and records conditions of approval or required permits on the project file.

Essential Data Fields Included in the Agreement

Project Address: Street, city, state, ZIP

Parcel Identifier: Assessor’s parcel number

Scope Summary: Brief description of work

Plan Set Reference: Drawing title and revision

Responsible Party: Named lead consultant

Contact Details: Phone and email

Step-by-Step: Completing the Agreement

Follow these sequential steps to prepare, review, and finalize a Site Plan Coordination Agreement with clear roles and version control.

01

Assemble Documents: Gather approved plans, surveys, and permits for attachment.
02

Define Roles: List each party’s responsibilities and approval authority.
03

Set Milestones: Specify dates for submittals, reviews, and inspections.
04

Execute and Archive: Have authorized signers sign and store the executed copy.

Configuring an Electronic Workflow for This Agreement

Configure a clear digital workflow to maintain routing order, authentication, and archival controls when sending for signatures.

Field	Configuration
Signature Type	Electronic signature with audit trail
Authentication	Email plus optional SMS code
Routing Order	Owner → Architect → Contractor → Municipality
Storage	PDF/A archived with access controls

Where to Send or File the Executed Agreement

Use a consistent distribution path so every stakeholder and the permitting authority receives the final executed agreement and referenced plan set.

Send to Parties: Distribute executed PDF to owner, consultants, and contractor.
Submit to Agency: Forward signed agreement with plan set to permitting office.
Record if Required: Record document with county if project conditions require recordation.
Archive: Store a retained copy in project records and document management system.

Digital Delivery and Format Requirements

Choose a signing platform that supports PDF/A and common office formats, plus secure authentication and audit trails.

File Formats: PDF, DOCX, and Excel supported
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email, SMS, or advanced auth

Typical eSignature Vendor Comparison for Site Documents

Comparison of common vendor criteria used when selecting an eSignature provider for site plan coordination and permitting documents.

	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 by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA)	Yes	Yes	No	No

Core Sections to Include in a Professional Agreement

A well-structured Site Plan Coordination Agreement organizes responsibilities, deliverables, and escalation paths to reduce ambiguity and project delay.

Parties and Recitals

Identify each contracting party, their legal status, project role, and a concise background explaining why the agreement is needed and how it relates to approvals.

Referenced Plans

List all drawings, exhibits, and versions by title and revision date. Attach plan sets as exhibits and require revision stamps for every update.

Responsibilities

Allocate duties for design updates, submittals, agency coordination, and on-site verification. Specify who approves changes and who pays for revisions.

Schedule and Milestones

Record key dates for submittals, reviews, permits, and inspections with defined review timeframes and consequences for missed milestones.

Change Control

Describe the process for change requests, documentation, cost allocation, and required signatures to authorize scope or plan modifications.

Dispute and Governing Law

Specify governing state law for interpretation, dispute resolution procedure, and whether mediation or arbitration is required before litigation.

Practical Tips to Reduce Delays and Disputes

Adopt conventions and controls that improve clarity and speed of approvals, especially when multiple reviewers and agencies are involved.

Use Versioned Exhibits

Stamp plan revisions with version numbers and dates, and require a short revision log in the agreement to avoid working from outdated drawings.

Define Review Windows

Set specific review turnaround times (for example, 10 business days) and include consequences or escalation steps for missed responses.

Require Lead Contact

Designate a single point of contact for each party to receive notices, submittals, and scheduling requests to prevent lost communications.

Preserve Electronic Records

Store executed PDFs, audit trails, and attachments in a secure document management system with restricted access and regular backups.

Common Preparation and Execution Errors to Avoid

Using informal or ambiguous scope descriptions that lead to differing expectations during construction and inspection.
Failing to attach the correct plan revision, causing work to proceed under superseded or incorrect drawings.
Not specifying a routing or approval order, which creates parallel reviews and conflicting direction to contractors.
Omitting signature authority or corporate signatory names, resulting in executory defects or rejection by agencies.

Risks if the Agreement Is Inaccurate or Missing

Permit Delays: Project start postponed

Change Costs: Unanticipated expense shifts

Liability Exposure: Disputed responsibility for defects

Recordation Rejection: County may reject filing

Inspection Holds: Work stopped pending resolution

Contract Disputes: Increased litigation risk

How Teams Use the Agreement in Practice

These examples show typical coordination scenarios that benefit from an executed Site Plan Coordination Agreement.

Municipal Permit Coordination

A city and developer align inspection responsibilities and submittal timing

City requires stormwater report and developer supplies it
The executed agreement reduced review cycles and established clear reinspection procedures to avoid schedule slippage.

Multi-Trade Construction Project

General contractor, civil engineer, and utility provider agree on trenching limits and restoration

Contractor agrees to phased access and notification protocol
The agreement prevented overlapping work, cut conflicts, and clarified cost responsibility for utility relocations.

Frequently Asked Questions About Site Plan Coordination Agreements

Answers to common legal, procedural, and technical questions about drafting, signing, and storing the agreement.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws in most jurisdictions; ensure intent, consent, attribution, and record retention are documented to meet legal requirements.
When is notarization required?
Notarization is typically required when the agreement or an exhibit must be recorded with a county or when a state statute demands notarized acknowledgments for deed or recordation; check the county recorder or state notary rules.
Who must sign the agreement?
Authorized signatories for each party must sign. For companies, use a corporate officer or an individual with delegated authority and include printed name and title to evidence authority.
Can I revise after signing?
Yes, but amendments should be executed in writing by all parties or follow an amendment process described in the agreement; maintain version control and attach each amendment to the original file.
How should I store the executed document?
Store a PDF/A version with the audit trail, attachments, and metadata in a secure document management system with regular backups and access controls to preserve evidentiary value.
Does submission require paper copies?
Some agencies accept electronic submissions and signatures; others require notarized paper for recordation. Confirm agency requirements before relying solely on electronic execution.

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