Can the form be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act and UETA when the signature demonstrates intent, consent, attribution, and the record is retained in retrievable form.

Who is authorized to sign the form?

A licensed structural engineer or an authorized inspecting professional should sign. Signature authority may be defined by contract, project specifications, or local building regulations.

Is notarization or a witness needed?

Notarization requirements vary by jurisdiction and document use. Some local authorities require a notary or witness; others accept a signed professional stamp without notarization. Verify local rules before filing.

How should I correct an error after signing?

Do not alter the executed original. Prepare an amendment or corrected sign off signed and dated by the same licenced professional, and submit both documents with a clear explanation to the permitting authority.

How long must I keep the signed form?

Retain for the active life of the project plus recommended post-termination periods; federal baselines and industry rules apply—for example, healthcare records follow HIPAA six-year rules.

Can a signed form be revoked or canceled?

A signatory can issue a written revocation or replacement certification; effectiveness depends on contract terms and permitting authority acceptance. Document any revocation and notify affected parties promptly.

Electronic Signature
Templates
Miscellaneous
Structural Sign Off Form

Structural Sign Off Form

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

STRUCTURAL SIGN OFF FORM

Project Information

Project Name Project Address

Permit/Reference No.: Inspection Date:

Project Owner / Client Contractor / Builder

Structural Engineer: License No.:

Recitals

WHEREAS, the Project Owner has engaged the Structural Engineer to perform structural inspection and verification for the project identified above in accordance with the approved construction documents and applicable codes; and

WHEREAS, the Contractor has substantially completed or advanced the structural elements requiring formal sign-off and requests certification that the inspected structural elements conform to the design documents, field changes authorized in writing, and the reasonable standards of the profession; and

WHEREAS, the parties desire to set forth the scope, conditions, and certification associated with the structural sign-off herein.

Scope of Work

Describe the specific structural elements, locations, phases, or drawings inspected and endorsed. Include reference drawing numbers, change orders, and any limitations to the inspection scope.

Inspection Checklist (mark all inspected items)

Foundations / Footings
Columns / Piers
Beams / Girders
Shear walls / Lateral system
Slabs / Decking
Connections / Anchorage
Temporary works / Shoring
As-built changes verified
Other:

Summary of Findings / Non-conformances

Certification and Conditional Sign Off

The Structural Engineer, on the basis of the inspections performed and representations from the Contractor, hereby certifies that the inspected structural components checked above:

Comply with the approved structural drawings, applicable building code provisions, and professional standards, subject to the noted exceptions in the Findings section.
Do not comply in whole or in part; see Findings for required corrective actions prior to final sign-off.

The Engineer's sign-off is limited to the items explicitly inspected and does not constitute a warranty of overall structural performance beyond the scope of inspection. Any subsequent modification, loading, or concealment of inspected elements without written notice and re-inspection voids this certification.

Payment Terms

Total Fee Amount: Payment Schedule:

Late Payment: . Unpaid amounts past due shall accrue interest as set forth above and the Engineer may withhold further certifications until payment is current.

Term and Termination

This Agreement commences on Start Date: and continues until End Date: or until completion of the Scope of Work, whichever occurs earlier.

Either party may terminate for convenience upon written notice of . Termination for material breach may be immediate if the breaching party fails to cure within a commercially reasonable period. Termination does not relieve the Client of payment obligations for services performed to the date of termination.

Confidentiality

Each party shall maintain in confidence all non-public information received from the other party in connection with this sign-off and shall use such information solely to perform its obligations hereunder. Disclosure required by law or governmental authority shall be permitted upon prompt notice to the disclosing party and, where feasible, an opportunity to seek protective measures.

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

This document, together with any referenced drawings, change orders, and written attachments, constitutes the entire agreement between the parties with respect to the structural sign-off and supersedes all prior negotiations and understandings. Any amendments must be in writing and signed by both parties.

Engineer Certification & Notices

By signing below, the Structural Engineer certifies that he or she is a licensed professional in good standing, has personally reviewed the inspected items identified in this form or has supervised such review, and that the certification herein is based on that professional judgment and the information reasonably available at the time of inspection. This certification is issued only for the benefit of the parties identified and is not transferable.

Additional remarks, required corrective actions, or conditions for final sign-off:

Structural Engineer:

By:

Date:

Client / Owner:

By:

Date:

What the Structural Sign Off Form Is and Where It Fits

The Structural Sign Off Form is a formal written certification used to confirm that a building component, system, or entire structure meets applicable design, loading, and construction requirements. Typically completed by a licensed structural engineer or an authorized inspecting professional, the form records inspection findings, load calculations, required remedial work, and a signed certification that the inspected work complies with the approved plans and codes. It is used for permit closeout, construction milestones, tenant fit-outs, and project handover, and becomes part of the permanent project record retained by owners, contractors, and permitting authorities.

Why a Proper Structural Sign Off Form Matters

A correctly completed Structural Sign Off Form documents professional responsibility, supports code compliance, and reduces downstream liability. Electronically signed forms are enforceable under the ESIGN Act (15 U.S.C. §7001) and state UETA statutes when they meet intent, consent, attribution, and retention requirements, making accurate completion essential for permitting and project closeout.

Who Typically Prepares and Receives This Form

Multiple parties rely on the Structural Sign Off Form at different stages of a project; the form assigns responsibilities and creates an audit trail for code enforcement, owners, and insurers.

Licensed structural engineers and design professionals — prepare the technical certification and sign off on compliance.
General contractors and specialty subcontractors — provide supporting documentation and correct items listed as noncompliant.
Local permitting authorities and building inspectors — receive the signed form as part of permit closeout or inspection records.

Accurate distribution ensures the form supports permit issuance, final inspections, insurance acceptance, and long-term recordkeeping for owner and facility management.

Essential Elements to Include in a Professional Sign Off

A complete Structural Sign Off Form combines identification, technical findings, certification language, and supporting attachments so permit reviewers and stakeholders can verify compliance quickly.

Project ID

Unique project identifier, permit number, and address. Use consistent IDs to link the form to plans, submittals, and permit records for easy retrieval.

Scope of Work

Concise description of the inspected elements and limits of the certification, including floors, bays, or systems covered by the sign off.

Inspection Findings

Clear summary of observations, nonconformities, remedial actions completed, and outstanding items with dates and responsible parties identified.

Load Calculations

Reference to governing calculations, standards, and code sections; include summary numbers and attach detailed engineering computations as exhibits.

Certification Statement

Unambiguous declaration by the licensed professional accepting responsibility for the inspection and concluding whether the work complies with applicable codes.

Attachments

List and attach supporting documents: stamped plans, calculation sheets, photos, test reports, and correspondence referenced by the certification.

Step-by-Step: Completing the Structural Sign Off Form

Follow these steps to ensure the form is complete, compliant, and accepted by permitting authorities.

01

Prepare Document: Collect plans, calculations, and test reports before starting.
02

Complete Fields: Enter identification, scope, findings, and dates carefully.
03

Sign and Notarize: Sign as the licensed professional; add notary or RON if required.
04

Distribute Copies: Send copies to permit office, owner, contractor, and project file.

Real-World Examples of Structural Sign Off Use

These example arcs show how organizations use certified sign offs to close permits and manage risk.

Tim Martin, Martin Properties

Tim's team moved to digital sign offs to keep projects on schedule and avoid on-site delays

The flexibility allowed on mobile and offline saved site teams time
The result was faster permit closeouts, consolidated project records, and improved compliance confidence without extra site visits.

Dan Rotelli, BIS

Dan emphasized security and compliance when centralizing sign offs across projects

SOC 2 certification was a deciding factor for their vendor choice
Centralized electronic records reduced administrative overhead and created a unified audit trail for internal controls and client reporting.

How to Configure an Online Sign-Off Workflow

Standardize the online workflow to reduce signer friction and ensure each step is auditable.

Field	Configuration
Authentication	Email link or SMS code; use stronger methods for high-risk filings.
Template	Lock required fields and attach exhibits to the template.
Conditional Fields	Show remediation fields when nonconformities are marked.
Notifications	Auto-notify permit holders and stakeholders upon completion.

Where to Send or File the Completed Form

Routing depends on project type and local permitting rules; preserve digital copies for owner and regulator access.

Permit Authority: Submit the signed form to the local building department or plan reviewer.
Project Owner: Deliver a certified copy to the owner for the permanent project record.
Contractor: Share relevant sections with the general contractor and subcontractors.
Project Management: Attach the form in the project management system for traceability.

Technical Considerations for eSubmission and Storage

Choose a platform that supports standard document formats, reliable authentication, and secure long-term storage to meet legal and permitting expectations.

File Formats: PDF, DOCX, and PDF/A for archival are commonly required.
Integrations: Connectors to Procore, NetSuite, or Google Drive streamline distribution.
Security: TLS in transit and AES-256 at rest for document protection.

Ensure the chosen platform captures an audit trail with timestamps, signer attribution, and tamper-evident storage so the form remains admissible and retrievable for future inspections or disputes.

Typical Timing and Processing Expectations

Timing varies by jurisdiction; plan for permit office review time and allow buffer for corrections.

Permit Closeout Window:

Submit sign off as part of final closeout; review often completes within 30–90 days depending on jurisdiction.

Inspection Response:

Address inspector findings promptly; many authorities expect corrective action within 30 days.

Document Retention:

Keep the executed form with project records for the active life of the structure.

Notary or RON Timing:

Complete notarization or RON during signing or immediately afterward per local requirements.

Stakeholder Notification:

Distribute certified copies to owner and permit office within one business day of signing.

Common Mistakes to Avoid

Using an unsigned or undated certification, which can void acceptance by the permitting authority and create liability gaps.
Entering names or license numbers that do not match the issuing board’s records; discrepancies trigger rejections and delays.
Failing to attach referenced calculations, photos, or exhibits, leaving reviewers unable to verify conclusions.
Assuming a handwritten signature is always required; many jurisdictions accept electronic signatures when legal criteria are met.

Consequences of Inaccurate or Improper Sign Offs

Permit Delay: Extended review and rework.

Civil Liability: Contractual and tort claims possible.

Insurance Denial: Coverage disputes for uncertified work.

Fines: Administrative penalties or stop-work orders.

Criminal Risk: Fraud or willful misrepresentation exposure.

Project Delay: Schedule and cost overruns.

Typical eSignature Vendor Comparison for Sign Off Workflows

Comparison focuses on starting price, trial availability, bulk send, audit trail, and HIPAA support. signNow is shown first per vendor-ordering 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 (premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions About the Structural Sign Off Form

Answers to common questions about signing, notarization, corrections, and legal validity.

Need help? Contact support

Can the form be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act and UETA when the signature demonstrates intent, consent, attribution, and the record is retained in retrievable form.
Who is authorized to sign the form?
A licensed structural engineer or an authorized inspecting professional should sign. Signature authority may be defined by contract, project specifications, or local building regulations.
Is notarization or a witness needed?
Notarization requirements vary by jurisdiction and document use. Some local authorities require a notary or witness; others accept a signed professional stamp without notarization. Verify local rules before filing.
How should I correct an error after signing?
Do not alter the executed original. Prepare an amendment or corrected sign off signed and dated by the same licenced professional, and submit both documents with a clear explanation to the permitting authority.
How long must I keep the signed form?
Retain for the active life of the project plus recommended post-termination periods; federal baselines and industry rules apply—for example, healthcare records follow HIPAA six-year rules.
Can a signed form be revoked or canceled?
A signatory can issue a written revocation or replacement certification; effectiveness depends on contract terms and permitting authority acceptance. Document any revocation and notify affected parties promptly.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now