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Hardware Purchase Agreement

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Hardware Purchase Agreement With a Manufacturer

AGREEMENT made this day of by and between and :

1. Purchase of Equipment

Buyer agrees to purchase from Seller, and Seller by its execution of this agreement agrees to sell to Buyer, on the terms and conditions set forth herein, all of the equipment and computer systems as set forth in the Equipment Schedule attached hereto (hereinafter referred to individually and collectively as the "Equipment"). All orders are subject to acceptance at Seller's plant in New York, and Seller reserves the right to reject any order. Upon acceptance of this agreement by the Seller, the parties will be bound by the terms of this agreement.

2. Price and Payment

The Buyer agrees to pay the purchase price for the Equipment as set forth in the Equipment Schedule upon the date of installation. Buyer shall deposit with the Seller an amount equal to ten percent (10%) of the purchase price of the Equipment upon acceptance of this agreement, which amount shall be applied to the purchase price of the Equipment. The prices in the Equipment Schedule are F.O.B. the Seller's plant in New York. All transportation, rigging, draying, insurance, license fees and any other such charges shall be paid by the Buyer.

3. Title and Security Interest

Title to the Equipment shall vest in the Buyer upon date of shipment of the Equipment to Buyer. Seller shall retain a security interest in the Equipment until the entire balance of the Equipment price and all other monies payable hereunder are paid in full. The Buyer shall execute, upon request by the Seller, financing statements deemed necessary or desirable by the Seller to perfect its security interest in the equipment. Buyer authorizes Seller to file a copy of this security agreement or a financing statement with the appropriate state authorities at any time thereafter as a financing statement in order to perfect Seller's security interest. A financing statement may be filed without Buyer's signature on the basis of this security agreement where allowed by law. Buyer shall keep the Equipment in good order and repair until the purchase price has been paid in full and shall promptly pay all taxes and assessments upon the Equipment or use of the Equipment.

4. Risk of Loss

Risk of loss or damage to the Equipment shall pass to the Buyer upon delivery of the Equipment to the common carrier, regardless of whether the purchase price has been paid in full. Unless advised otherwise, the Seller may insure the Equipment shipped to full value and all such insurance costs shall be for the Buyer's account. The Buyer shall inspect the Equipment immediately upon receipt and shall promptly file any applicable claims with the carrier when there is evidence of damage during shipping.

5. Installation

The installation shall be performed by the Seller during the Seller's normal working hours at no additional charge to the Buyer. The Equipment shall be installed and placed in good working order by the Seller.

The Buyer shall provide a suitable installation environment and shall prepare the site to meet the Seller's installation specifications which have been provided to the Buyer and the site shall be ready to receive the Equipment at the time scheduled for delivery. It shall be the Buyer's responsibility to maintain the environmental conditions meeting the Seller's specifications. The Buyer shall provide adequate working space within reasonable distance of the Equipment for use by the Seller's personnel.

The first business day following that on which (a) the Equipment has been placed in good working order or (b) the Equipment is delivered and the Buyer fails to provide a suitable installation environment shall be considered the date of installation of the Equipment.

6. Warranty

SELLER WARRANTS TO THE BUYER THAT THE EQUIPMENT SHALL BE IN GOOD WORKING ORDER ON THE DATE OF INSTALLATION AND THAT THE EQUIPMENT SHALL BE FREE FROM DEFECTS IN MATERIAL AND WORKMANSHIP AT THE TIME OF DELIVERY. THE SELLER'S OBLIGATIONS UNDER THIS AGREEMENT SHALL BE LIMITED SOLELY TO THE SELLER MAKING, AT SELLER'S COST AND EXPENSE, SUCH REPAIRS AND REPLACEMENTS AS ARE NECESSARY TO PLACE THE EQUIPMENT IN GOOD WORKING ORDER AND TO CONFORM THE EQUIPMENT TO THE SELLER'S PUBLISHED SPECIFICATIONS. ANY ADDITIONAL WARRANTY PROTECTION IS AVAILABLE ONLY IN ACCORDANCE WITH THE SELLER'S STANDARD SERVICE AND MAINTENANCE AGREEMENT FOR MAINTENANCE OF EQUIPMENT. THIS WARRANTY IS IN LIEU OF ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION, IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.

7. Limitation of Liability

In no event shall Seller be liable for loss of profits, indirect, special, incidental, or consequential damages arising out of any breach of this agreement or obligations under this agreement. Seller shall not be liable for any damages caused by delay in delivery, installation, or furnishing of the Equipment hereunder. The Buyer shall assume full responsibility for the overall effectiveness and efficiency of the operating environment in which the equipment is to function. No action arising out of any claimed breach of this agreement or transactions under this agreement may be brought by either party more than two years after the cause of action has accrued. Seller's liability under this agreement shall in no event exceed the purchase price of the Equipment.

8. Default

The failure of the Buyer to perform its obligations under this agreement including but not limited to payment in full of the purchase price for the Equipment, or the filing of any voluntary or involuntary petition under the Bankruptcy Code, insolvency, assignment for the benefit of creditors, or liquidation of the Buyer's business shall constitute a default under this agreement and shall afford the Seller all the remedies of a secured party under the Uniform Commercial Code. In the event of default, Seller may, with or without demand or notice to Buyer, declare the entire unpaid amount immediately due and payable, enter the premises where the Equipment is located and remove it, and sell any or all the Equipment as permitted under applicable law. The Seller may, in addition to any other remedies which the Seller may have, refuse to provide service on the Equipment under any applicable maintenance agreement relating to the Equipment then in effect between the parties at the time of the default.

9. Taxes

Buyer shall pay to Seller any tax on the Equipment or the equipment's use, however designated, levied or based by any taxing authority whenever the Seller must pay the tax from the Buyer according to applicable law, except any tax based on net income.

10. Indemnity

Seller shall defend or settle any suit or proceeding brought against Buyer based on a claim that Equipment sold hereunder constitutes an infringement of any existing United States patent, copyright or trade secret providing that Seller is notified promptly in writing and is given complete authority and information required for the defense. Seller shall pay all damages and costs awarded against Buyer, but shall not be responsible for any cost, expense or compromise incurred or made by Buyer without the Seller's prior written consent. If any Equipment is in the opinion of the Seller likely to or does become the subject of a claim for patent infringement, the Seller may, at its sole option, procure for the Buyer the right to continue using the Equipment or modify it to become non-infringing. If the Seller is not reasonably able to modify or otherwise secure the Buyer the right to continue using the Equipment, the Seller shall remove the Equipment and refund the Buyer the amounts paid in excess of a reasonable rental for past use.

The Seller shall not be liable for any infringement or claim based upon use of the Equipment in combination with other equipment or with software not supplied by the Seller or with modifications made by the Buyer.

11. General

11.1 Force Majeure

Seller shall not be liable for Seller's failure to perform or for delay in performance of Seller's obligations under this agreement if such performance is prevented, hindered or delayed by reason of any cause beyond the reasonable control of the Seller.

11.2 Assignment

This agreement and the rights and duties hereunder shall not be assignable by either party hereto except upon written consent of the other.

11.3 Attorney's Fees

Buyer agrees to pay to Seller any reasonable attorney's fees and other costs and expenses incurred by Seller in connection with the enforcement of this agreement.

11.4 Governing Law

This agreement and performance hereunder shall be governed by and construed in accordance with the laws of the State of New York.

11.5 Entire Agreement

Each party acknowledges that it has read this agreement, fully understands it, and agrees to be bound by its terms and further agrees that it is the complete and exclusive statement of the agreement between the parties, which supersedes and merges all prior proposals, understandings and all other agreements, oral and written, between the parties relating to the subject matter of this agreement. This agreement may not be modified or altered except by a written instrument duly executed by both parties.

11.6 Enforceability

If any provision of this agreement shall be held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall in no way be affected or impaired thereby.

11.7 No Waiver

The failure of either party to exercise in any respect any right provided for herein shall not be deemed a waiver of any right hereunder.

BUYER

By:

SELLER

By:

Enter text✕

What a Hardware Purchase Agreement Covers

A Hardware Purchase Agreement is a written contract that documents the sale and transfer of physical equipment between a seller and a buyer. It defines the goods, pricing, delivery terms, inspection and acceptance criteria, warranties, maintenance obligations, title transfer, payment schedule, and remedies for defects or late delivery. The agreement also allocates risk, specifies tax and shipping responsibilities, and often includes confidentiality, indemnification, and limiting-damages provisions tailored to equipment procurement and lifecycle support.

Why use a formal Hardware Purchase Agreement

A clear written agreement reduces disputes, sets expectations for delivery and performance, and documents transfer of title and risk.

Why use a formal Hardware Purchase Agreement

Who typically completes a Hardware Purchase Agreement

Buyers and sellers use this agreement in commercial equipment transactions across procurement, IT, operations, and legal teams.

  • Procurement teams and purchasing managers who need clear payment, delivery, and acceptance terms.
  • IT and facilities managers responsible for specifying technical requirements and installation support.
  • Legal or contracts departments that review warranties, liability limits, and compliance clauses.

The document also benefits resellers, leasing firms, and service vendors by clarifying support obligations and transfer conditions.

Step-by-step: completing the Hardware Purchase Agreement

Follow these steps in order to produce a complete, enforceable agreement and reduce post-signature issues.

  • 01
    Draft: Populate parties, goods, price, dates, and technical specs.
  • 02
    Review: Have legal, procurement, and technical teams verify terms.
  • 03
    Negotiate: Resolve payment milestones, warranties, and liability caps.
  • 04
    Execute: Obtain authorized signatures and retain a final signed copy.

Core clauses to include in every Hardware Purchase Agreement

A professional agreement should cover transactional, technical, and risk-allocation topics so both parties know obligations and remedies.

Goods Description

Detailed specification of equipment including model numbers, quantities, serial identifiers, firmware version, and any included accessories or consumables.

Price & Payment

Total cost, taxes, payment schedule, invoicing process, acceptable payment methods, and remedy for nonpayment or late payment.

Delivery & Acceptance

Delivery terms, risk of loss allocation, inspection period, acceptance tests, correction windows, and rejected-goods procedures.

Warranties

Warranty period, scope, exclusions, claims process, repair vs replacement terms, and pass-through manufacturer warranties if applicable.

Liability & Indemnity

Limitations of liability, indemnification obligations, insurance requirements, and any consequential damages disclaimers.

Support & Maintenance

If included, service levels, response times, spare parts availability, software updates, and optional extended-support fees.

Data and compliance items to record

Invoice ID: Unique reference for accounting
Serial Numbers: Traceable equipment IDs
Warranty Term: Duration and start date
PO Number: Buyer's purchase order reference
Delivery Date: Actual receipt date
Signed By: Authorized signer name

Common legal risks and potential penalties

Late Payment: Interest charges and collection costs
Rejected Goods: Return shipping and restock liability
Warranties: Coverage disputes and repair costs
Breach: Contract damages or injunctions
Tax Misreporting: Penalties for incorrect sales tax
Data Exposure: Privacy fines if PII involved

Frequent preparation mistakes to avoid

  • Using vague equipment descriptions that omit serial numbers or firmware levels, which complicates warranty claims and returns.
  • Failing to specify inspection and acceptance windows, leaving disputes about delivery quality unresolved and increasing rejection risk.
  • Not aligning payment milestones with delivery or test milestones, exposing buyers to unfulfilled obligations or sellers to payment delays.
  • Omitting maintenance or support terms when equipment requires calibration, leading to unexpected downtime and service gaps.

Typical transaction flow for hardware purchases

A standard workflow clarifies responsibilities from order to full acceptance and post-sale support.

  • Order Placement: Buyer issues PO; seller confirms availability.
  • Fulfillment: Seller ships or schedules delivery per terms.
  • Inspection: Buyer inspects and tests within acceptance period.
  • Final Acceptance: Formal acceptance triggers final payment and warranties.

Setting up an online signing and approval workflow

Configure the document routing and signer order to match procurement and approval steps before sending for signature.

Field Configuration
Signer Order Sequential or parallel as required
Authentication Email link, SMS code, or stronger methods
Attachment Requirements Upload invoices, specs, and COAs
Retention Store signed copy and audit trail

Digital signing and file-format considerations

Choose a platform that supports the file types you use and captures a full audit trail for legal evidence.

  • File Formats: PDF and DOCX supported
  • Integration: CRM or ERP integrations available
  • Audit Trail: Timestamp, IP, and signer record

Ensure the platform complies with ESIGN/UETA and any industry-specific regulations relevant to your transaction.

Key deadlines and typical timeframes

Define deadlines to avoid payment disputes and to preserve warranty or inspection rights.

Order Acknowledgement:

Seller confirms within agreed lead time, typically 3–7 business days

Delivery Window:

Specified delivery date range; delays should trigger notice requirements

Inspection Period:

Commonly 5–10 business days to test and accept

Final Payment:

Due on acceptance or within 30 days per invoice terms

Warranty Claim:

Begin claim process within warranty period stated in the contract

Milestones from order to contract close

Track these sequential milestones so all parties know the next action and timing expectations.

01

PO Issued

Buyer issues purchase order and references the Agreement

02

Goods Shipped

Seller ships and provides tracking and packing list

03

Acceptance Testing

Buyer performs tests and documents results

04

Closeout

Final invoice paid and warranty documentation delivered

How a purchase agreement differs from similar documents

Compare common alternatives so you can choose the right document for the transaction.

Criteria Purchase Agreement Equipment Lease
Ownership transfers to buyer retained by lessor
Payment Structure one-time or milestone payments recurring lease payments
Term perpetual until sold fixed lease term
Return Option not typical often available

eSignature vendor comparison for signing hardware contracts

Comparison of common vendor price points and basic feature availability to consider when selecting an eSignature provider for hardware agreements.

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 trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes Limited
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about Hardware Purchase Agreements

Answers to common questions about signing, notarization, amendments, and recordkeeping for hardware contracts.


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