Can this agreement be signed electronically?

Yes. Electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes (1999) where adopted. Exceptions may apply for specific local filing rules; confirm with the water utility.

Who must sign the agreement?

Authorized representatives of the property owner and the service provider should sign. Verify signatory authority in writing; agents signing on behalf of an owner should show board or corporate authorization when required.

Is notarization required for filing?

Notarization is typically not required by all utilities, but some jurisdictions or conveyance processes may require it. Remote online notarization (RON) rules vary by state; check the relevant state notary commission.

How do I submit test reports to the utility?

Follow the local water utility’s submission method—often an online portal or email. The agreement should name the responsible filer and confirm required report elements to avoid rejection.

What if a backflow test fails?

The agreement should define repair timelines and reporting obligations. Prompt corrective action and timely filing of follow-up tests reduce regulatory risk and possible fines or service restrictions.

How do I amend an executed agreement?

Execute a written amendment signed by all original parties specifying changes and effective date. For electronic records, ensure all amendments are retained with the original agreement for audit purposes.

Electronic Signature
Templates
Miscellaneous
Backflow Prevention Service Agreement

Backflow Prevention Service Agreement

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Backflow Prevention Service Agreement

Parties

Client Name: Service Provider Name:

Client Service Location Primary Contacts

Recitals

WHEREAS, Client operates water systems at the Service Location and requires routine testing, inspection, maintenance and repair of backflow prevention assemblies to ensure protection of potable water supply and regulatory compliance; and

WHEREAS, Service Provider is a licensed and qualified contractor experienced in backflow prevention assembly testing, repair and certification, and represents that it has the personnel, equipment and insurance necessary to perform the services described herein; and

NOW, THEREFORE, in consideration of the mutual covenants contained in this Agreement, the parties agree as follows:

Scope of Work

Detailed Scope of Services

The services shall include, at a minimum, inspection, testing, reporting and routine maintenance of backflow prevention assemblies located at the Service Location, installation of replacement parts as required, coordination with authority having jurisdiction for certifications, and retention of test records for the period required by law. Service Provider shall supply qualified technicians and calibrated test equipment.

Service Schedule and Reporting

Service Frequency Report Delivery

Service Provider will provide written test reports and certification forms required by the authority having jurisdiction within days of each inspection. Reports shall identify assembly make/model, location, test results, repairs performed, and technician name.

Payment Terms

Contract Amount Payment Schedule Late Payment

Unless otherwise agreed in writing, invoices are due within days of invoice date. Overdue amounts shall incur the agreed late fee and Service Provider may suspend non-emergency services until account is current.

Term and Termination

This Agreement commences on Start Date: and continues through End Date: unless earlier terminated as provided herein.

Either party may terminate this Agreement for convenience upon days' prior written notice. Either party may terminate immediately for material breach that remains uncured for a period of 14 days after written notice of such breach, or where required by law.

Confidentiality

Each party shall hold in confidence proprietary or confidential information of the other party obtained in connection with this Agreement and shall not disclose such information to any third party except to perform the services or as required by law. Confidential information does not include information that is publicly available without breach of this Agreement or independently developed by the receiving party.

Insurance and Compliance

Service Provider shall maintain commercial general liability, professional liability (if applicable), workers' compensation and automobile insurance coverages appropriate to the scope of work and shall provide evidence of insurance upon request. Service Provider shall perform services in compliance with applicable codes, ordinances and regulations, and shall obtain licences or permits required to perform the work.

Insurance Carrier (for records)

Indemnification and Limitation of Liability

Service Provider agrees to indemnify, defend and hold harmless Client, its officers and employees from claims, losses or damages arising from Service Provider's negligent acts or omissions in performance of services. Except for liability arising from gross negligence or willful misconduct, neither party shall be liable for incidental, consequential or punitive damages.

Subcontracting

Service Provider may not subcontract any material portion of the services without the prior written consent of Client. Service Provider remains responsible for subcontractor performance and compliance with this Agreement.

Records and Audit

Service Provider shall maintain accurate records of inspections, tests, parts replaced and certifications, and shall make such records available to Client upon reasonable request for a period of three years following performance of the services.

Governing Law and Entire Agreement

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of laws principles.

This Agreement constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior negotiations, proposals and agreements, whether written or oral. Any modification to this Agreement must be in writing and signed by both parties.

Additional Provisions

Special Conditions

Access: Client shall provide safe access to assemblies, supply power and water where required, and ensure that work areas are free of hazards. Service Provider is not responsible for pre-existing conditions that interfere with performance unless agreed otherwise in writing.

Service Provider

Printed Name:

By:

Date:

Client

Printed Name:

By:

Date:

What the Backflow Prevention Service Agreement Covers

A Backflow Prevention Service Agreement is a written contract that documents responsibilities for inspection, testing, maintenance, repair, and reporting of backflow prevention assemblies serving a specific property. It identifies the parties, scope of services, testing frequency, reporting obligations to the water utility, fees, and how repairs or failures are handled. The agreement establishes who schedules and pays for tests, who files test reports with the local authority, confidentiality and liability allocations, and the effective term. Clear assignment of duties helps ensure potable water protection and regulatory compliance.

Why this Agreement Matters for Compliance and Risk Management

The agreement clarifies who is responsible for required testing and reporting, reduces risk of cross-connection contamination, and provides an audit trail for municipal compliance. It helps property owners, managers, and contractors limit liability, standardize inspection schedules, and document corrective actions in the event of test failures.

Who Typically Prepares and Signs These Agreements

The agreement is used by multiple parties involved in water safety and property operations.

Property managers and building owners who must maintain potable water protection and provide test records to the local water utility
Licensed plumbing contractors or certified backflow testers who perform inspections, tests, maintenance, and repairs
Municipal water utilities or property compliance officers that receive test reports and enforce local cross-connection control rules

Each signer should confirm they have authority to perform or authorize service and to accept the reporting responsibilities described in the agreement.

Typical Signer Roles and Responsibilities

Property Manager

A property manager arranges testing, authorizes repairs within approved budgets, and ensures test reports are filed with the water utility. They must maintain records and notify tenants or owners of compliance requirements and any service interruptions.

Licensed Plumber

A licensed plumber or certified backflow tester performs inspections, documents test results, and provides repair estimates. Their signature certifies the test was performed and provides technical details needed by the utility for compliance.

Core Elements to Include in a Professional Agreement

A complete Backflow Prevention Service Agreement organizes responsibilities, timing, and legal protections so every party understands obligations and reporting expectations.

Parties

Identify full legal names and contact details for the property owner, primary contact, and service provider, including license numbers where applicable.

Scope of Services

Specify inspections, annual and follow-up testing, maintenance tasks, parts replacement responsibilities, and any performance standards or industry testing procedures to be followed.

Schedule & Frequency

State testing intervals (for example, annual or as required by local authority), target inspection windows, and notification lead times for scheduled service.

Fees & Payment

Detail service fees, parts and labor billing, pre-authorization thresholds for repairs, invoicing schedule, and late payment terms.

Compliance & Reporting

Describe who files test reports with the local water utility, the format required, and any timeline obligations for corrective action reporting.

Liability & Indemnity

Allocate responsibility for failures, property damage, and third-party claims; include limitations of liability and insurance requirements for the service provider.

Essential Fields the Agreement Should Capture

Premises Address: Street, city, state

Device ID: Model and serial

Service Provider: Company name and license

Certification No.: Tester certification

Test Dates: Last and next due

Signatures: Signers and dates

Step-by-Step: Completing the Agreement

Follow these steps to prepare, confirm, and execute a Backflow Prevention Service Agreement with clear responsibilities and records.

01

Gather documents: Collect device records, licenses, and utility requirements.
02

Fill fields: Complete party, device, schedule, and fee sections.
03

Review compliance: Confirm local testing and reporting obligations.
04

Execute: All authorized parties sign and retain copies.

Configuring an Online Agreement Workflow

Set up a repeatable e-sign and filing workflow to ensure tests and reports are executed and stored consistently.

Field	Configuration
Signing Method	eSignature by all parties
Authentication	Email plus optional SMS code
Template Fields	Prepopulate device and address fields
Notifications	Automated reminders to sign and file

Where Completed Agreements and Test Reports Go

Route signed agreements and test certificates to the parties and to the local authority or compliance repository to maintain an auditable trail.

Local Water Authority: Submit the signed test certificate to the utility
Property Owner: Provide owner with a signed copy for records
Service Provider: Keep service provider copy for warranty and work history
Compliance System: Archive signed PDF with audit log

Technical Considerations for eSigning and Filing

Confirm platform support for secure signatures, audit trails, and compatible file formats before digitizing the agreement.

Integrations: Salesforce, NetSuite, Google Workspace
File Formats: PDF and DOCX supported
Authentication: Email, SMS code, optional KBA

Typical Deadlines to Track for Testing and Reporting

Timely testing and prompt filing of results are essential. Specific deadlines vary by water utility and local ordinance; confirm municipal requirements for exact due dates.

Annual Testing:

Typically every 12 months, subject to local rules

Follow-up Repairs:

Complete repairs within local utility timeframe

Report Submission:

File test certificate per utility instructions

Reinspection Requests:

Respond to utility inquiries promptly

Contract Renewal:

Review and renew before the effective period ends

Common Preparation Mistakes to Avoid

Entering mismatched owner or business names that delay utility acceptance and may trigger backup withholding or administrative rejection
Omitting device serial or model numbers, which prevents proper identification and can lead to invalid test reporting
Failing to specify who files test reports, causing missed municipal deadlines and potential fines or service restrictions
Allowing unsigned or undated signature blocks; electronic signatures must show intent, attribution, and a retained record

Consequences of an Incorrect or Incomplete Agreement

Regulatory Fines: Municipal penalties possible

Service Interruption: Utility may restrict water service

Liability Exposure: Third-party claims for contamination

Insurance Issues: Claim denials for noncompliance

Invalid Reports: Rejected test certificates

Operational Delays: Unscheduled downtime for repairs

Real-World Examples of Digital Agreement Use

These examples show how organizations use electronic agreements and signed records to streamline testing and maintain auditable compliance trails.

Martin Properties

A property management team adopted online signing for compliance forms to reduce turnaround.

The team emphasized mobile signing for field techs.
Tim Martin noted they can process and execute documents online with compliance and security, improving speed and record consistency across properties.

Optica Ventures

A small real estate operator standardized vendor agreements and test certificates across portfolios.

They used templates to prefill device and site data.
Brian Fitzgibbons reported the interface is simple for their team and equally easy for customers to complete, lowering administrative overhead.

Key Milestones in the Agreement Lifecycle

Track these milestones to keep tests current and to ensure timely reporting to the authority having jurisdiction.

01

Inspection Scheduled

Arrange inspection window and notify stakeholders

02

Test Completed

Technician documents results and signs certificate

03

Report Filed

File certificate with the water utility per local rules

04

Corrective Action

Complete repairs and submit follow-up documentation

Typical eSignature Vendor Comparison for This Agreement

Selected vendor features and starting prices for electronically executing and storing service agreements; signNow appears first in the table per product data.

	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 and Troubleshooting

Answers to common legal, technical, and procedural questions about executing and using a Backflow Prevention Service Agreement.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes (1999) where adopted. Exceptions may apply for specific local filing rules; confirm with the water utility.
Who must sign the agreement?
Authorized representatives of the property owner and the service provider should sign. Verify signatory authority in writing; agents signing on behalf of an owner should show board or corporate authorization when required.
Is notarization required for filing?
Notarization is typically not required by all utilities, but some jurisdictions or conveyance processes may require it. Remote online notarization (RON) rules vary by state; check the relevant state notary commission.
How do I submit test reports to the utility?
Follow the local water utility’s submission method—often an online portal or email. The agreement should name the responsible filer and confirm required report elements to avoid rejection.
What if a backflow test fails?
The agreement should define repair timelines and reporting obligations. Prompt corrective action and timely filing of follow-up tests reduce regulatory risk and possible fines or service restrictions.
How do I amend an executed agreement?
Execute a written amendment signed by all original parties specifying changes and effective date. For electronic records, ensure all amendments are retained with the original agreement for audit purposes.

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