📍 When to use this template
- At the very beginning of a project, before any major work or expenditure starts.
- Created once during the project initiation phase and is considered a formal, baseline document.
- Typically prepared by the Project Sponsor or Client and formally issued to the appointed Project Manager (of the PMC or Contractor).
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information7 fields
Project Name
_____________
Contract / Package No.
_____________
Document Number
_____________
Revision No.
_____________
Date of Issue
_____________
Prepared By (Sponsor/Client)
_____________
Issued To (Project Manager)
_____________
2Project Purpose & Justification4 fields
Business Need / Problem Statement
_____________
Project Objectives (SMART Goals: Specific, Measurable, Achievable, Relevant, Time-bound)
_____________
Alignment with Corporate/Strategic Goals
_____________
Quantifiable Success Criteria & Key Performance Indicators (KPIs)
_____________
3High-Level Scope & Deliverables6 fields
High-Level Project Description
_____________
Key Deliverables (e.g., 'Handover of Tower A', 'Completion of STP', 'Clubhouse Fit-out')
_____________
Major Exclusions (What is NOT in scope)
_____________
Project Boundaries (Physical, geographical, or functional limits)
_____________
High-Level Assumptions
_____________
High-Level Constraints (e.g., budget, schedule, resources, technology)
_____________
4Key Stakeholders6 fields
Project Sponsor
_____________
Client / End-User Representative
_____________
Assigned Project Manager
_____________
Primary Consultants (Architect, Structural, MEP)
_____________
Key Regulatory Bodies (e.g., RERA, MoEF, Local Municipality, Fire Dept.)
_____________
Main Contractor(s) Representative
_____________
5Summary Milestone Schedule5 fields
Project Start Date (Notice to Proceed)
_____________
Major Phase Completion Dates (e.g., 'Foundation Complete', 'Superstructure Topping Out')
_____________
Testing & Commissioning Start Date
_____________
Project Handover Date (DLP Start)
_____________
Key Approval Milestones (e.g., 'Environmental Clearance', 'Fire NOC', 'Occupancy Certificate')
_____________
6High-Level Budget & Resources5 fields
Overall Sanctioned Budget / Estimated Cost
_____________
Major Cost Heads (e.g., Civil, MEP, Finishes, Preliminaries, Landscaping)
_____________
Contingency Reserve Amount
_____________
Source of Funding
_____________
Pre-approved Financial Resources
_____________
7Project Manager Authority & Responsibilities5 fields
Assigned Project Manager Name & Designation
_____________
Level of Authority (e.g., 'Approve variations up to Rs. X Lakhs', 'Hire/release site staff')
_____________
Responsibility for Staffing & Resource Management
_____________
Responsibility for Procurement & Contract Administration
_____________
Reporting Structure (Who the PM reports to)
_____________
8Authorization & Sign-off4 fields
Sponsor Name & Signature
_____________
Client Representative Name & Signature
_____________
Project Manager Name & Signature (Acknowledgement)
_____________
Date of Authorization
_____________
💡 Sample filled excerpt
**Project Purpose:** To construct a G+12 Residential Tower ('Azure Heights') with 96 units and associated amenities in Pune, MH, to meet the growing demand for premium housing.
**Success Criteria:** 1. Project completion within 24 months. 2. Cost not to exceed INR 85 Crores. 3. Achieve a minimum 4-star GRIHA rating. 4. Zero major safety incidents (Lost Time Injury).⚖ Compliance notes
- A best practice as per PMI's PMBOK Guide for formal project initiation, establishing clear authority.
- Establishes the PM's authority, a prerequisite for administering contracts under FIDIC (as the 'Engineer') or CPWD norms.
- Forms the basis for the detailed Project Execution Plan (PEP) and other baseline documents.
- Key document reviewed during internal or corporate project governance audits to ensure formal project sanction.