Can I change my order after submitting?

If the fulfillment team has not started processing, changes may be possible. Provide order ID and requested edits; some campaigns close edits at the listed cutoff date.

What payment methods are accepted?

Common options include credit/debit cards, ACH, campus charge, or invoice for approved departments. Confirm accepted methods on the form before submitting payment.

How are refunds or exchanges handled?

Return and exchange terms depend on the item and the stated policy. Include return instructions, condition requirements, and any restocking fees in the form terms.

Is an electronic signature legally valid?

Yes in most cases under the ESIGN Act (15 U.S.C. §7001) and UETA when adopted; exceptions exist for wills, court orders, and certain other categories.

What if shipping confirmation never arrives?

Verify the email entered and check spam folders. If confirmation is missing after the stated shipping window, contact fulfillment with your order ID for tracking details.

How are sales tax and resale certificates applied?

Tax treatment depends on jurisdiction and buyer status. Collect resale certificates where applicable and consult campus finance or tax counsel for state sales tax rules.

Electronic Signature
Templates
Miscellaneous
Alumni Merchandise Order Form

Alumni Merchandise Order Form

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

ALUMNI MERCHANDISE ORDER FORM AND SALES AGREEMENT

Parties and Effective Date

Purchaser Name:

Purchaser Contact (Email/Phone):

Selling Party (Alumni Association or Vendor Name):

Effective Date:

WHEREAS

WHEREAS, the Selling Party operates an authorized merchandise program for alumni and affiliates and offers apparel, insignia, and other branded goods (the "Merchandise"); and

WHEREAS, the Purchaser desires to purchase certain Merchandise described in this Order Form and the Parties wish to set forth the terms of sale, fulfillment, payment, and related obligations; and

NOW, THEREFORE, in consideration of the mutual covenants and agreements set forth below, the Parties agree as follows.

Order Details (Itemized)

Enter each item to be purchased. Unit price and quantity must be provided. Line totals reflect purchaser-entered amounts.

Item 1 Description

Item 2 Description

Item 3 Description

Order Summary

Scope of Work and Fulfillment

The Selling Party shall supply and deliver the Merchandise described above in accordance with the specifications and quantities set forth in this Order Form. Fulfillment obligations include production, packaging, and delivery as stated below.

Detailed Scope and Special Instructions

Payment Terms

Purchaser shall pay the Order Total as set forth in this Order Form. Unless otherwise agreed in writing, the following terms apply:

Total Amount Due:

Deposit Amount (if applicable): Deposit Due By:

Balance Due By:

Payment Schedule or Milestones:

Late Fee: Collection Costs: Purchaser agrees to reimburse reasonable collection and legal costs incurred to enforce payment.

Accepted Payment Methods: Credit Card Check Bank Transfer

Shipping, Pickup and Delivery

Shipping Address:

Requested Ship/Delivery Date:

Fulfillment Method: Standard Shipping Expedited Shipping On-site Pickup

Title and risk of loss pass to Purchaser upon delivery to the carrier or upon physical pickup by Purchaser, as applicable, unless otherwise agreed in writing.

Term and Termination

Agreement Start Date:

Agreement End Date (if applicable):

Termination Notice Period (days):

Either Party may terminate this Agreement for material breach if the breaching Party fails to cure within the notice period specified above. Termination shall not relieve Purchaser of obligations to pay for Merchandise already manufactured or shipped in accordance with this Order Form.

Returns, Refunds, and Cancellation

All returns are subject to inspection. Returns for sizing or change-of-mind may incur restocking and return shipping fees. Customized or personalized Merchandise is non-refundable unless defective. Cancellation of production orders after commencement of manufacturing may result in a cancellation fee equal to reasonable costs incurred to date.

Confidentiality

Each Party agrees to keep confidential any non-public information disclosed in connection with this Order Form that a reasonable person would consider confidential. This obligation does not apply to information that is publicly known, independently developed, or required to be disclosed by law. Confidential information may be used solely to perform obligations under this Agreement.

Limitation of Liability

Except for willful misconduct or gross negligence, the Selling Party's liability for claims arising out of this Agreement shall be limited to direct damages not to exceed the total amount paid by Purchaser under this Order Form. Neither Party shall be liable for consequential, incidental, or punitive damages.

Governing Law and Dispute Resolution

Governing Law (State):

Any dispute arising from this Order Form shall be resolved first through good faith negotiation. If unresolved, the dispute shall be submitted to mediation or to the courts of the chosen governing state as selected above.

Entire Agreement

This Order Form, together with any attachments or written amendments signed by the Parties, constitutes the entire agreement between the Parties concerning the subject matter hereof and supersedes all prior agreements and understandings, whether written or oral.

Acknowledgment and Certifications

By signing below, Purchaser certifies that the information provided is complete and accurate, that Purchaser is authorized to place this order, and that Purchaser agrees to the terms and conditions set forth in this Order Form.

Purchaser (Print Name):

By (Signature):

Date:

Selling Party (Print Name):

By (Authorized Signature):

Date:

What the Alumni Merchandise Order Form Is

The Alumni Merchandise Order Form is a structured document used by alumni associations, university bookstores, and event teams to collect item selections, sizes, quantities, payment details, and shipping information from alumni. It standardizes ordering for promotional goods, apparel, and commemorative items, reduces back-and-forth clarification, and creates a single record for fulfillment and accounting. The form may be distributed as a fillable PDF, web form, or printed sheet and can incorporate terms of sale, tax handling instructions, and return policies for consistent processing across campaigns.

Why a Standardized Order Form Helps

Using a consistent Alumni Merchandise Order Form reduces order errors, centralizes payment and shipping data, and shortens fulfillment cycles. It supports inventory tracking, helps ensure correct sizing and item codes, and creates a reliable record for accounting, tax reporting, and customer service.

Who Typically Completes This Order Form

The form is used by alumni, donors, event attendees, and internal staff who manage merchandise programs.

Alumni and donors placing purchases for events, reunions, or fundraising campaigns.
University bookstores or alumni association staff collecting bulk orders and inventory data.
Event and reunion coordinators tracking pre-orders, sizes, and special requests.

Structured use by these groups improves accuracy, speeds fulfillment, and produces auditable records for finance and compliance.

Step-by-Step: Submitting an Alumni Merchandise Order

Follow these four steps to complete and deliver a clear, actionable order for fulfillment.

01

Select Items: Choose item codes, sizes, and quantities to match catalogue listings.
02

Enter Contact Info: Provide name, email, phone, and shipping address in full.
03

Provide Payment: Complete payment details or select approved campus billing.
04

Review and Submit: Confirm entries, accept terms, then submit to generate order record.

How Orders Move From Submission to Delivery

This sequence shows the typical routing and status updates after an order is placed.

Order Intake: Form submitted and validated for required fields.
Payment Authorization: Payment is authorized or campus charge is confirmed.
Fulfillment Queue: Order enters inventory pick-and-pack workflow.
Shipping Confirmation: Tracking and confirmation sent to the email on file.

Common Digital Workflow Settings for Online Forms

Use these settings to automate routing, notifications, and data validation for web-based alumni orders.

Field	Configuration
Order form template	Lock item codes, price fields, and required buyer info.
Payment collection	Enable card capture or campus billing integration.
Shipping address field	Validate ZIP code and require street/city/state.
Notifications	Send confirmation email to buyer and fulfillment team.

Integration and Platform Considerations

Confirm the document format and integrations you need before publishing the form.

Formats: PDF, DOCX, web form supported
Integrations: Works with Salesforce and Google Workspace
Authentication: Email/SMS verification options

Essential Sections to Include on the Form

Design the form to collect all data needed for order processing, tax handling, and customer service without extraneous fields.

Order Summary

A clear itemized list with item codes, descriptions, unit prices, quantities, and subtotal to prevent confusion during picking and invoicing.

Buyer Contact

Full name, email, daytime phone number, and alumni ID or grad year so teams can confirm sizes, shipments, or payment issues.

Shipping Details

Complete street address, city, state, and ZIP; note shipping method choices and any campus-specific delivery rules.

Payment Terms

Payment method selection, billing address, and authorization statement to document consent to charge for the order.

Return Policy

Short, explicit return or exchange window, who pays return shipping, and condition requirements to reduce disputes.

Terms and Signoff

Acceptance checkbox or signature block confirming purchaser agreement with pricing, taxes, delivery times, and merchandise disclaimers.

Data Security and Compliance Basics

Encryption: TLS 1.2/1.3 transit

Data at Rest: AES-256 encrypted storage

Compliance Options: SOC 2 Type II available

HIPAA Support: BAA available if needed

Audit Trail: Detailed signer activity log

Accessibility: WCAG 2.0 Level AA

Common Risks and Consequences of Errors

Incorrect Address: Delayed or lost shipment

Wrong Size: Customer returns and extra cost

Missing Payment: Order cancellation risk

Mismatched Names: Charge disputes possible

Tax Miscollection: Local sales tax liability

Unauthorized Access: Data breach exposure

Top Preparation Mistakes to Avoid

Forgetting to lock item codes leads to manual corrections and shipment errors that slow fulfillment and increase staffing time.
Failing to validate shipping fields (street, city, state, ZIP) causes carrier re-routes and added delivery costs for returns.
Not including a clear payment authorization statement increases disputes and complicates chargebacks with merchant processors.
Omitting inventory checks before accepting orders causes oversells and delays while teams allocate stock or notify buyers.

Key Dates and Deadlines to Communicate

Provide explicit cutoffs and lead times so buyers understand order acceptance, payment deadlines, and shipping expectations.

Order Cutoff Date:

Final submission date for this campaign; list MM/DD/YYYY.

Payment Due Date:

Payment must be captured at submission or by stated due date.

Processing Window:

Typical pick-and-pack timeframe, e.g., 3–7 business days.

Shipping Estimate:

Carrier transit days and expected delivery window.

Return Period:

Timeframe to request returns or exchanges after delivery.

Typical eSignature Pricing and Feature Comparison

This table compares starting prices and common feature availability across vendors. signNow is listed first per platform comparison convention.

	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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

FAQs and Troubleshooting for the Alumni Merchandise Order Form

Answers to common questions about editing orders, payment issues, and electronic signatures to help users and administrators resolve routine problems.

Need help? Contact support

Can I change my order after submitting?
If the fulfillment team has not started processing, changes may be possible. Provide order ID and requested edits; some campaigns close edits at the listed cutoff date.
What payment methods are accepted?
Common options include credit/debit cards, ACH, campus charge, or invoice for approved departments. Confirm accepted methods on the form before submitting payment.
How are refunds or exchanges handled?
Return and exchange terms depend on the item and the stated policy. Include return instructions, condition requirements, and any restocking fees in the form terms.
Is an electronic signature legally valid?
Yes in most cases under the ESIGN Act (15 U.S.C. §7001) and UETA when adopted; exceptions exist for wills, court orders, and certain other categories.
What if shipping confirmation never arrives?
Verify the email entered and check spam folders. If confirmation is missing after the stated shipping window, contact fulfillment with your order ID for tracking details.
How are sales tax and resale certificates applied?
Tax treatment depends on jurisdiction and buyer status. Collect resale certificates where applicable and consult campus finance or tax counsel for state sales tax rules.

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