Scope of Work
Describe work in detail: removal vs. retrofit, header or flashing modifications, number and locations of windows, interior/exterior finishes, and any special site conditions to avoid scope disputes later.
Complete, standardized paperwork reduces permit delays, prevents misunderstandings about scope and warranty, and provides a legal record for inspections and payments, supporting compliance with building codes and local permitting requirements.
Proper role alignment ensures permits are obtained, inspections scheduled, and warranties documented without unnecessary rework or regulatory issues.
Describe work in detail: removal vs. retrofit, header or flashing modifications, number and locations of windows, interior/exterior finishes, and any special site conditions to avoid scope disputes later.
List manufacturer, model numbers, U-factor/SHGC ratings, glazing type, and energy code compliance details so inspectors and owners can confirm materials match permits and energy-code requirements.
Include permit application or number, applicable local code citations, required inspections, and any city-specific requirements to streamline building-department review.
State contract price, deposit and progress payment schedule, retainage if applicable, accepted payment methods, and consequences for late payment or change orders.
Specify manufacturer warranty, installer workmanship warranty, start date, duration, and the process for filing warranty claims and corrective work.
Provide signature lines for the installer and owner, printed names, titles where applicable, and dated signature fields to evidence mutual consent and effective dates.
| Field | Configuration |
|---|---|
| Required Fields | Make name, address, and signature mandatory |
| Conditional Fields | Show permit fields only if local permit required |
| Signer Order | Set installer then owner signing sequence |
| Storage | Auto-save signed PDF to project folder |
Ensure the platform supports required authentication and retention policies used by your organization and local building departments.
Obtain required permit before starting installation
Request inspections per local building department timelines
Warranty typically begins on installation completion date
Follow deposit and final payment schedule in contract
Update permit and sign-off documents promptly
Owner accepts scope and price
Vendor lead times confirmed and ordered
Permit application submitted and fees paid
Inspector verifies code compliance and signs off
Save signed copies as PDF/A or print-ready PDF to preserve layout and ensure consistent reproduction for inspections and records.
Include an audit trail PDF showing timestamps, signer IP, and actions. Export attachments like product datasheets and receipts with the signed agreement.
Attach permit approvals, product spec sheets, inspection certificates, and proof of payment to keep a single project record.
Label drafts and finalized versions clearly; retain previous signed change orders as separate archived records.
Authorized company representative such as the owner, president, or project manager signs on behalf of the contracting business. Signing authority should be evidenced by corporate records for commercial projects.
The property owner or an authorized agent may sign; agents should provide proof of authority. For tenant-occupied properties, landlord consent may be required depending on lease terms.
Tim Martin used online forms to execute installation agreements quickly
A small portfolio manager standardized paperwork across properties
| 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 credit card | Unknown | Unknown | Unknown | Unknown |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |