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Availability Agreement

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AVAILABILITY AGREEMENT

Parties

Recitals

WHEREAS, the Client requires that certain personnel, services, facilities, or other resources be made available to the Client on the terms and schedule set forth in this Agreement; and

WHEREAS, the Provider represents that it has the personnel, capacity, and systems necessary to make such resources available and is willing to reserve and allocate such resources to the Client during the Term of this Agreement in consideration of the fees set forth below; and

WHEREAS, the parties desire to set forth the terms under which the Provider will make the designated resources available to the Client effective as of (the Effective Date).

Scope of Work

The Provider shall allocate and make available the resources described below for Client use in accordance with the terms and performance metrics stated in this Agreement.

Availability and Service Levels

Minimum availability to be reserved for the Client: hours per week. Provider shall maintain sufficient staffing and backup arrangements so that the reserved availability is met in accordance with the schedule in the Scope of Work.

Provider response time for requests made by Client during the Term: within hours for initial acknowledgment and within reasonable time thereafter to begin remediation or allocation of resources.

Payment Terms

In consideration for Provider's availability obligations, Client shall pay Provider the fees set forth below.

Invoices shall be submitted in accordance with the Payment Schedule and are due within days of receipt, unless otherwise agreed in writing. Client shall reimburse Provider for pre‑approved, reasonable out‑of‑pocket expenses incurred in connection with provisioning resources.

Term and Termination

This Agreement commences on and continues until unless earlier terminated in accordance with this Section.

Either party may terminate this Agreement for convenience upon prior written notice to the other party delivered at least days prior to the intended termination date. Termination for cause shall be effective immediately upon written notice if the breaching party fails to cure a material breach within thirty (30) days of receipt of written notice specifying the breach.

Upon termination, Provider shall be entitled to payment for all services rendered and resources reserved and any non‑cancelable commitments made in good faith prior to the effective date of termination. Client shall return or destroy Provider confidential information in accordance with the Confidentiality clause.

Confidentiality

Each party (the Receiving Party) shall hold in strict confidence all non‑public, proprietary, or confidential information disclosed to it by the other party (the Disclosing Party) that is identified as confidential or that by its nature is reasonably understood to be confidential ("Confidential Information"). The Receiving Party shall not disclose Confidential Information to any third party except to its employees, agents or contractors who have a need to know and who are bound by confidentiality obligations no less protective than those set forth herein.

Confidential Information does not include information that (a) is or becomes generally available to the public other than through a breach of this Agreement; (b) was rightfully in the Receiving Party's possession prior to receipt from the Disclosing Party; (c) is rightfully received from a third party without restriction on disclosure; or (d) is independently developed by the Receiving Party without reference to the Disclosing Party's Confidential Information. The obligations of confidentiality shall survive termination or expiration of this Agreement for a period of years.

Liability; Insurance; Force Majeure

Each party's liability to the other for any claim arising out of or related to this Agreement shall be limited to direct damages and shall not exceed the fees paid to Provider under this Agreement in the six (6) months prior to the event giving rise to the claim. In no event shall either party be liable for indirect, incidental, special or consequential damages. The parties shall maintain commercially reasonable insurance coverage appropriate to their obligations under this Agreement.

Neither party shall be liable for failure or delay in performance to the extent caused by circumstances beyond its reasonable control, including but not limited to acts of God, natural disasters, network failures, labor disputes, government action, or other force majeure events; provided that the affected party provides prompt written notice to the other party and takes commercially reasonable steps to resume performance.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of without regard to its conflicts of law principles. Any dispute arising out of or relating to this Agreement shall be subject to the exclusive jurisdiction of the state and federal courts located in the chosen jurisdiction.

Entire Agreement; Amendment

This Agreement, together with any exhibits or attachments expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, understandings and communications, whether oral or written. No amendment or waiver of any provision of this Agreement shall be effective unless in writing and signed by authorized representatives of both parties.

Miscellaneous Provisions

Assignment: Neither party may assign this Agreement without the prior written consent of the other party, except that either party may assign this Agreement in connection with a sale of substantially all of its assets or a change of control to a successor entity that assumes the assigning party's obligations hereunder.

Severability: If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect and the invalid provision shall be replaced by a valid provision that most closely matches the parties' original intent.

Provider Name:

By:

Date:

Client Name:

By:

Date:

Enter text✕

What an Availability Agreement Is and when it applies

An Availability Agreement is a contractual document that sets the period, scope, and conditions under which a product, service, resource, or facility will be made available to a counterparty. Typical uses include service-level commitments, reserved capacity for staffing or equipment, facility access windows, and distribution of limited assets. The agreement defines effective and expiration dates, notice periods, required notices of unavailability, remedies for breach, and any fees or credits tied to availability metrics. It can be standalone or part of a larger master services or purchase agreement.

Why an Availability Agreement matters

An Availability Agreement reduces ambiguity by documenting when and how resources will be delivered and the remedies for failure. It protects both providers and recipients, clarifies scheduling and notice obligations, and supports operational planning and billing reconciliation.

Why an Availability Agreement matters

Who typically prepares and signs an Availability Agreement

Roles that sign include authorized officers, contracting managers, or named operational leads depending on the organization's signing authority matrix.

  • Service providers and vendors reserving capacity for clients, e.g., cloud, facilities, or equipment scheduling.
  • Procurement, contracting, and legal teams formalizing delivery windows or uptime commitments.
  • Project managers and operations teams coordinating staffing, on-call schedules, or reserved equipment.

Core sections to include in a professional Availability Agreement

A clear structure ensures enforceability and reduces disputes; include definitions, availability metrics, remedies, notice procedures, and signature blocks.

Definitions

Define terms such as Available, Downtime, Scheduled Maintenance, Service Window, and Business Day to avoid ambiguity in obligations and measurement.

Scope

Describe precisely what resource or service is covered, including locations, hours, quantities, any exclusions, and whether availability is exclusive or shared.

Availability Metrics

State measurable criteria (e.g., percentage uptime, response time windows, minimum capacity) plus the method and frequency of measurement.

Notice and Scheduling

Specify required notice periods for scheduled interruptions, emergency procedures, approval processes, and contact points for coordination.

Remedies and Credits

Outline remedies for non‑availability such as service credits, fee reductions, termination rights, or agreed liquidated damages when enforceable.

Term and Termination

State effective date, renewal mechanics, termination for convenience or cause, and the consequences of early termination on obligations and payments.

Step-by-step: completing an Availability Agreement

Follow this sequence to prepare, review, and finalize the agreement so it is clear and enforceable.

  • 01
    Gather data: Collect capacity numbers, schedules, and contact details first.
  • 02
    Draft terms: Write precise scope, metrics, and notice rules.
  • 03
    Legal review: Have counsel confirm remedies and enforceability.
  • 04
    Execute: Both parties sign and retain final copies.

How to set up an online completion workflow

Configure a digital workflow that routes the agreement to reviewers, collects signatures, and stores the executed copy securely.

Field Configuration
Routing order Sequential signer order with reminder intervals.
Required fields Make parties, dates, and signature blocks mandatory.
Authentication Choose email, SMS, or stronger ID verification.
Storage Auto-save executed PDF with audit trail.

Where to send the Agreement and typical routing

Decide a distribution path that matches your internal approvals and external signers to avoid delays.

  • Internal review: Send to procurement and legal before external distribution.
  • External routing: Provide document to counterparty with clear signer order.
  • Signature capture: Collect signatures and initials on all required pages.
  • Archive: Store signed copy in a centralized repository.

Digital signing and technical requirements

Confirm the platform supports your retention, access, and compliance needs before finalizing the workflow; integrate with existing systems when possible.

  • Document formats: PDF, DOCX, and HTML supported
  • Integrations: CRM and cloud storage integrations
  • Security: TLS and AES encryption

Typical timelines and response deadlines to include

Define concrete deadlines for notices, scheduled downtimes, and cure periods to ensure predictable operations and remedies.

Notice for scheduled downtime:

30–90 days depending on impact and industry practice

Emergency notification:

Immediate notification within 24 hours of incident discovery

Cure period for breaches:

10–30 days typical for correctable availability failures

Renewal notice:

60–120 days before automatic renewal

Termination notice:

30–90 days, or as negotiated

Key milestones in the agreement lifecycle

A clear milestone sequence helps track obligations from drafting through post-termination obligations.

01

Draft completion

Finalize scope and metrics before routing for review.

02

Internal approvals

Obtain legal and procurement sign‑off prior to external distribution.

03

Final signature

Execute by authorized signatories and capture audit trail.

04

Post-execution review

Archive executed copy and notify operations teams.

Common mistakes to avoid when preparing an Availability Agreement

  • Vague availability metrics that lack measurement method and reporting frequency, causing disagreements over compliance determinations.
  • Failing to identify a specific time zone, which creates conflicting expectations for start and end times across regions.
  • Not including a clear notice and cure process, which limits the non-breaching party’s ability to seek remedies promptly.
  • Using informal names rather than legal entity names, which can complicate enforcement or bank/vendor validation checks.

Potential penalties and legal risks of an incorrect or incomplete agreement

Contract damages: Compensatory damages for losses sustained
Liquidated damages: Enforceability requires reasonableness
Tax consequences: Incorrect billing may trigger IRS review
Regulatory risk: Industry sanctions for noncompliance
Operational disruption: Service outages and reputational harm
Recordkeeping fines: Failing retention obligations may trigger penalties

Representative eSignature vendor comparison for executing Availability Agreements

Compare common pricing and feature dimensions when selecting an eSignature provider for Availability Agreement execution and storage.

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 Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about Availability Agreements

Answers to common legal, execution, and recordkeeping questions for Availability Agreements and digital signing.


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