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Auto Dealership Agreement

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AUTO DEALERSHIP AGREEMENT

This Auto Dealership Agreement (the "Agreement") is entered into as of Effective Date: by and between Manufacturer/Principal: , with principal place of business at , and Dealer: , with principal place of business at .

WHEREAS

WHEREAS, Manufacturer/Principal manufactures, supplies or distributes certain new motor vehicles, parts and related goods and desires to appoint Dealer to market, advertise and sell such vehicles and provide related services in the Territory described below under the terms set forth in this Agreement.

WHEREAS, Dealer represents that it is duly organized, licensed and experienced in the sale and servicing of motor vehicles and possesses the facilities, personnel and willingness to perform the scope of services set forth herein.

WHEREAS, the parties desire to set forth their respective rights and obligations with respect to appointment, compensation, inventory, marketing, compliance and termination of this business relationship.

1. APPOINTMENT; TERRITORY

Manufacturer hereby appoints Dealer, and Dealer accepts appointment, as a non-exclusive authorized dealer to market and sell Manufacturer's new motor vehicles and to provide authorized warranty and service repairs within the Territory: . Dealer shall perform in accordance with Manufacturer's published standards and the express requirements set forth in this Agreement.

2. SCOPE OF WORK

3. COMPENSATION AND PAYMENT TERMS

Dealer shall be compensated as follows. Base compensation amount per vehicle sold or delivered: . Any commissions, bonuses or allowances shall be calculated in accordance with the schedule set forth below.

All undisputed amounts not paid when due shall accrue interest at the lesser of (i) per month, or (ii) the maximum rate permitted by applicable law. In addition to interest, a late fee of may be charged for each delinquent invoice. Manufacturer shall not withhold undisputed payments except as expressly permitted by this Agreement.

4. TERM AND TERMINATION

This Agreement shall commence on Start Date: and shall continue until End Date: , unless earlier terminated in accordance with this Section.

Either party may terminate this Agreement without cause upon written notice delivered to the other party at least days prior to the intended termination date. Either party may terminate for material breach by the other party that remains uncured after thirty (30) days' written notice specifying the breach, or immediately for bankruptcy, insolvency, or conduct that would materially and adversely affect the other's reputation or operations.

5. CONFIDENTIALITY

Each party acknowledges that, in connection with this Agreement, it may receive Confidential Information of the other party, including pricing, customer lists, technical specifications and business plans ("Confidential Information"). Each party shall: (a) hold Confidential Information in strict confidence; (b) not disclose Confidential Information to any third party except to its employees, agents or professional advisors who have a need to know and are bound to confidentiality; and (c) use Confidential Information only for the performance of this Agreement. Confidentiality obligations shall survive termination for a period of years, except to the extent disclosure is required by law or relates to non-confidential information already known or independently developed by the receiving party.

6. REPRESENTATIONS; COMPLIANCE; INSURANCE

Each party represents and warrants that it has full corporate power and authority to enter into and perform this Agreement and that performance will not violate any agreement or law. Dealer shall maintain required licenses, comply with all federal, state and local laws governing the sale and servicing of motor vehicles and maintain insurance customary for dealerships, including general liability, garagekeepers and worker's compensation insurance, naming Manufacturer as an additional insured where reasonably requested.

7. INDEMNIFICATION AND LIMITATION OF LIABILITY

Each party shall indemnify, defend and hold harmless the other party from and against claims, losses, liabilities and expenses arising out of the indemnifying party's breach, willful misconduct or negligence. NEITHER PARTY SHALL BE LIABLE TO THE OTHER FOR CONSEQUENTIAL, SPECIAL, INCIDENTAL OR PUNITIVE DAMAGES ARISING FROM THIS AGREEMENT, EXCEPT FOR LIABILITY ARISING FROM GROSS NEGLIGENCE OR WILLFUL MISCONDUCT.

8. ASSIGNMENT

Neither party may assign this Agreement or any of its rights hereunder without the prior written consent of the other party, except that Manufacturer may assign to an affiliate or in connection with a merger or sale of substantially all of its assets without Dealer's consent, provided that the assignee assumes Manufacturer's obligations hereunder.

9. NOTICE

Notices given under this Agreement shall be in writing and shall be deemed delivered when personally delivered, when sent by nationally recognized overnight courier, or three (3) days after deposit in the U.S. mail, postage prepaid, to the addresses set forth above or to such other address as a party may designate in writing.

10. GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflict-of-law principles. The parties submit to the exclusive jurisdiction of the state and federal courts located in such state for the resolution of disputes arising under this Agreement.

11. ENTIRE AGREEMENT

This Agreement, together with any exhibits, schedules and written amendments signed by both parties, constitutes the entire agreement between the parties with respect to the subject matter hereof, and supersedes all prior and contemporaneous agreements, negotiations and understandings, whether written or oral. No amendment or waiver shall be effective unless in writing and signed by both parties.

12. SEVERABILITY

If any provision of this Agreement is held invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect and the parties shall negotiate in good faith to replace the invalid provision with a valid provision that approximates the parties' original intent.

Manufacturer/Principal

Printed Name:

By:

Date:

Dealer

Printed Name:

By:

Date:

Enter text✕

What an Auto Dealership Agreement Covers

An Auto Dealership Agreement is a written contract that sets terms between a dealership and another party for vehicle sale, consignment, service, financing, floorplan lending, or corporate fleet transactions. It records identities, vehicle details (VIN), price and fees, financing or trade-in terms, warranties, disclosures, title transfer conditions, and acceptance criteria. The agreement helps manage risk, allocate responsibility for taxes and fees, and document lien or title obligations. Parties increasingly execute these agreements electronically when state law permits, keeping a clear audit trail for compliance and recordkeeping.

Why a Clear Agreement Matters for Dealers and Buyers

A well-drafted Auto Dealership Agreement reduces disputes, clarifies payment and title transfer steps, and documents required disclosures. Electronic execution is generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA (1999) when parties consent and the record is retained.

Why a Clear Agreement Matters for Dealers and Buyers

Who Typically Prepares and Signs These Agreements

Parties should ensure authorized signers and correct legal names to avoid enforceability problems.

  • New and used car dealerships completing retail or wholesale vehicle sales with consumers and other dealers
  • Fleet managers and commercial buyers arranging bulk purchases or maintenance contracts for multiple vehicles
  • Finance companies and banks documenting floorplan loans, liens, or purchase-money security interests

Key Parties and Their Roles

Dealership Manager

Responsible for approving pricing, ensuring disclosures are attached, and confirming title transfer steps. The manager signs or delegates signature authority and ensures documents match DMV and lien-recording requirements to avoid delays in titling or registration.

Buyer / Finance Officer

Provides legal name, SSN/TIN for finance or tax reporting, and authorizes credit checks. If financing is used, the buyer must review and sign financing disclosures and confirm payment and insurance obligations before delivery.

Critical Sections to Include in the Agreement

Include these core clauses so the contract is complete, enforceable, and workable for registration and financing.

Parties

Full legal names and business entity types for buyer, seller, and any finance party; include DBA names when applicable and the party’s legal address.

Vehicle Details

VIN, make, model, year, odometer reading, and any equipment/options. Inaccurate VINs can void insurance coverage or delay title transfer.

Price & Fees

Total purchase price, itemized taxes, license and registration fees, dealer fees, and any dealer-installed options with clear payment timing and refundable amounts.

Warranties & Disclosures

Express warranty terms, as-is disclaimers, lemon law notices, and statutorily required state disclosures about condition and prior damage history.

Financing & Liens

Financing terms, interest rate, payment schedule, and identification of any existing security interest or lien to be released or recorded at closing.

Delivery & Acceptance

Delivery date, inspection period, acceptance criteria, and remedies for nonconforming delivery or delayed title transfer.

Security and Compliance Features to Include

Encryption: AES-256 at rest
Transport Security: TLS 1.2/1.3
Audit Trail: Timestamped signing events
Access Controls: Role-based permissions
HIPAA BAA: Optional BAA required
Authentication: Email, SMS, or multi-factor

Step-by-Step: Completing an Auto Dealership Agreement

Follow these sequential steps to reduce errors and ensure proper execution and record capture.

  • 01
    Gather Documents: Collect IDs, vehicle title, and finance paperwork.
  • 02
    Enter Party Data: Populate legal names, addresses, and TINs.
  • 03
    Confirm Vehicle Info: Verify VIN, mileage, and options.
  • 04
    Sign and Retain: Obtain signatures and save the executed copy.

Typical Document Flow for Electronic Execution

This outlines a common sequence from creation to final retention when using e-sign workflows.

  • Draft: Prepare a template with required fields.
  • Route: Assign signer order and notifications.
  • Sign: Signer authenticates and applies signature.
  • Archive: Store signed copy and audit trail securely.

Recommended Digital Workflow Settings

Configure these settings in your eSignature platform to match dealer processes and compliance needs.

Template Use reusable templates for retail and wholesale forms
Conditional Fields Show finance fields only when financing is selected
Notifications Notify parties on signature and when documents are complete
Signer Order Set lender signature before dealer final sign-off
Retention Policy Automatically store signed copies and certificates

Technical Requirements for Digital Completion

Verify the provider supports required compliance standards and retains a tamper-evident audit trail for each signature.

  • Integrations: Salesforce, NetSuite, Google Workspace integrations
  • Document Formats: PDF, DOCX, and form templates supported
  • Authentication: Email link, SMS code, or advanced methods

eSignature Vendor Comparison for Auto Dealership Agreements

Compare commonly used eSignature providers on price, basic features, and compliance. signNow appears first for parity with available pricing and capabilities.

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 plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes 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

Common Preparation Mistakes to Avoid

  • Entering an incorrect VIN or vehicle description, which can delay title transfer, insurance verification, and registration processes significantly.
  • Using informal party names or DBAs instead of full legal entity names that lenders and title bureaus require for processing.
  • Failing to obtain lender or lienholder payoff documentation when required, leading to unrecorded liens and reclaim risk for the buyer.
  • Omitting state-specific disclosures or incorrect tax handling, which can trigger fines, rescission rights, or administrative delays at the DMV.

Immediate Risks and Financial Consequences

Missing TIN: Backup withholding 24%
Incorrect 1099: $60–$330 per form
Unreleased Lien: Title transfer delays
Improper Witnessing: Possible unenforceability
Notary Failure: Recording rejection risk
Intentional Disregard: $660+ per form

Practical Tips for Accurate and Efficient Completion

Follow these best practices to speed processing, reduce errors, and maintain legally durable records.

Use standardized templates
Maintain separate, pre-approved templates for retail sale, wholesale transfer, consignment, and lease transactions. Templates reduce drafting errors, ensure required disclosures are included, and speed lender and DMV processing.
Verify identities
Confirm signer identity against government ID and, for financed transactions, verify the name matches credit and title records. Strong identity checks prevent fraud and downstream title or lien problems.
Record signatures and audit trail
Capture complete audit trails showing signer email, IP, timestamps, and any authentication challenge. Audit data supports enforceability under ESIGN and UETA when consent and retention requirements are met.
Coordinate lien releases
Obtain lender payoff letters and recorded release documentation prior to final title transfer to avoid buyer exposure and registration rejection.

Frequently Asked Questions About Auto Dealership Agreements

Answers to common execution, notarization, compliance, and recordkeeping questions encountered by dealers and buyers.


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