Can this agreement be signed electronically

Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.

Is notarization required

Not usually for brand licenses. If state or recording requirements demand notarization, follow local rules; some states differ on notary or witness needs.

Who must sign to bind the parties

An authorized representative with contracting authority must sign; include printed name and title to show authority and avoid later challenges.

What happens if the licensee misuses the brand

The agreement should include remedies such as immediate revocation, corrective action, indemnity for damages, and injunctive relief where appropriate.

How should amended permissions be handled

Document amendments in writing signed by both parties. Use versioned exhibits and date-stamped approvals to avoid conflicting permissions.

How long should records be kept

Keep executed agreements for the active term plus at least three years; extend retention for industry-specific needs such as HIPAA (6 years) or tax records (IRC §6501(a)).

Electronic Signature
Templates
Marketing
Brand Guide Acceptance Agreement

Brand Guide Acceptance Agreement

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

Brand Guide Acceptance Agreement

Parties and Effective Date

This Brand Guide Acceptance Agreement (the Agreement) is entered into by and between:

Brand / Client Legal Name Brand Contact Brand Address

Brand Email

Brand Phone

Brand Entity Type (select one or more)

Corporation LLC Sole Proprietor Other:

Service Provider / Creator

Creator / Agency Legal Name Creator Contact Creator Address

Creator Email

Creator Phone

Effective Date:

Recitals

Whereas Brand has published a Brand Guide, including brand visual identity, logo usage rules, color palette, typography, photography and tone guidelines (the Brand Guide); and whereas Creator will produce content in accordance with the Brand Guide for use in the Campaign described below; the parties agree to the terms set forth in this Agreement.

Campaign

Campaign Name Objectives Target Audience Channels (e.g., social platforms, web, email)

Deliverables and Schedule

Creator will deliver the content items consistent with the Brand Guide. Each deliverable must include source files and final files in the formats required by Brand.

Detailed List of Deliverables

Delivery Milestone

Due Date

Compensation

Brand will pay Creator for Deliverables as set forth below. Payment is conditioned on Brand's approval of deliverables consistent with the Brand Guide.

Total Fee Payment Schedule / Milestones

Unless otherwise agreed in writing, Brand will remit payment within days of receipt of an invoice and Brand's acceptance of each invoice.

Usage Rights and License

Upon full payment, Creator grants to Brand a non-exclusive / exclusive (select one) license to use the Deliverables as set forth below.

License Type: Non-exclusive Exclusive

Territory Duration Limitations on Use

FTC Disclosure and Compliance

Creator shall comply with all applicable advertising, disclosure and endorsement laws and regulations. Creator represents that any paid or sponsored content will include a clear and conspicuous disclosure that the content is sponsored by Brand, and that Creator will follow the disclosure practices required by law.

Creator acknowledges: I will include required disclosures in published content.

Exclusivity

Unless checked below, Creator remains free to work with other brands.

Exclusivity Required: Yes

Exclusivity Scope / Term

Termination and Kill Fee

Either party may terminate this Agreement for convenience upon written notice. Termination for convenience requires days' prior written notice.

Kill Fee: If Brand terminates after work has commenced but before final delivery, Brand will pay a kill fee calculated as or reasonable costs incurred by Creator.

Intellectual Property and Ownership

Except for Brand's preexisting marks and materials identified as Brand Materials, Creator assigns to Brand all right, title and interest in and to the final Deliverables created under this Agreement to the extent assignable. Creator retains ownership of preexisting materials and tools used to create the Deliverables.

Preexisting Materials (if any)

Representations, Warranties and Indemnity

Creator represents and warrants that (a) Creator has full right and authority to enter this Agreement and to grant the rights granted herein; (b) Deliverables will be original and will not infringe third-party rights; and (c) Creator will comply with the Brand Guide. Creator will indemnify and hold Brand harmless from claims arising from Creator's breach of these representations.

Confidentiality

Each party will protect the other party's confidential information and will not disclose such information except as required by law. Confidential information does not include information that is publicly known or rightfully received from a third party.

Governing Law and Dispute Resolution

This Agreement will be governed by the laws of the jurisdiction indicated below without regard to conflict of laws principles. The parties will first attempt to resolve disputes in good faith through negotiation.

Governing Law Jurisdiction

Notices

Notices under this Agreement must be in writing and delivered to the addresses listed for each party below.

Notice Address for Brand Notice Address for Creator

Miscellaneous

This Agreement constitutes the entire agreement between the parties with respect to its subject matter and supersedes prior agreements. Amendments must be in writing and signed by authorized representatives of both parties. The parties may execute this Agreement in counterparts and by electronic signature.

By signing below, each party certifies that the person signing is authorized to bind the party and that the party accepts and will comply with the Brand Guide and the terms of this Agreement.

Brand / Client:

By:

Date:

Creator / Agency:

By:

Date:

What a Brand Guide Acceptance Agreement Covers

A Brand Guide Acceptance Agreement documents a party's acknowledgement and acceptance of a brand owner's usage rules for trademarks, logos, colors, typography, and other identity assets. It sets permitted uses, restrictions, approval workflows, required asset files, credit lines, and quality-control obligations. The agreement also establishes duration, revocation procedures, indemnities for misuse, and the signature/acceptance mechanics that make permissions legally effective.

Why a Formal Acceptance Agreement Matters

A written acceptance clarifies scope of use, reduces brand misuse risk, and creates enforceable obligations for both parties under contract law and applicable e-signature statutes such as ESIGN and UETA.

Who Typically Completes This Agreement

Organizations and individuals who request or grant permission to use brand assets complete this agreement to document rights, approvals, and obligations.

Marketing or creative agencies procuring client permissions for campaigns and asset distribution.
Franchisees or resellers accepting brand standards when joining a network or listing products.
Partners, vendors, or influencers receiving limited rights to use logos or trademarks in promotion.

Use by these groups creates a clear record of authorization and helps enforce quality-control commitments or terminate rights if standards are violated.

Core Elements to Include in a Professional Agreement

A robust Brand Guide Acceptance Agreement organizes permissions, limits, operational details, and remedies so both brand owner and licensee understand expectations and liabilities.

Parties

Identify legal names and contact information for brand owner and licensee.

Scope of Use

Define permitted assets, channels, territories, and prohibited modifications.

Approval Process

Describe submission, review timelines, and required signoffs for creative use.

Term and Termination

Specify effective date, duration, renewal, and grounds for revocation.

Quality Standards

Set resolution, clearspace, color specs, and acceptable file formats.

Liability & Indemnity

Allocate responsibility for misuse, third-party claims, and corrective actions.

Step-by-Step: How to Complete and Execute the Agreement

Follow a clear sequence to prepare, approve, sign, and store the completed agreement for legal and operational compliance.

01

Drafting: Populate party names, scope, effective date, and deliverables.
02

Review: Brand owner reviews asset specs and approval steps.
03

Signatures: Obtain signatures from authorized representatives.
04

Archive: Save final executed copy in secure records.

How to Set Up a Digital Approval Workflow

Configure roles and fields so approvals occur in the correct order and audit data is captured automatically.

Field	Configuration
Signature Field	Assign to licensee; require date stamp
Reviewer Role	Add brand owner reviewer with approval checkbox
Attachments	Require high-res logo and color profile files
Audit Trail	Enable IP, timestamp, and action logs

Where to Send and File the Signed Agreement

Route completed agreements to centralized records and to the brand manager to ensure asset-control and traceability.

Primary Repository: Store in corporate contract management system
Brand Team: Send copy to brand owner or asset manager
Licensee Records: Provide licensee a signed PDF for reference
Legal Archive: File executed copy with legal team

Digital Signing and File Format Requirements

Use an e-signature platform that preserves signatures, audit trails, and original asset file integrity before acceptance.

Supported Formats: PDF, DOCX, AI, EPS
Integration Ecosystem: Salesforce, Google Workspace, NetSuite
Authentication Options: Email, SMS, or stronger 2FA

Typical eSignature Vendor Pricing and Feature Snapshot

Compare starting price and key capabilities relevant to executing Brand Guide Acceptance Agreements. signNow appears first for vendor parity in this table.

	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	Yes, 7-day trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Security and Compliance Considerations

Encryption: AES-256 at rest

Transport: TLS 1.2 / 1.3 in transit

Certifications: SOC 2 Type II; ISO 27001

HIPAA Support: BAA available

Audit Trail: Tamper-evident logs

FDA / 21 CFR: 21 CFR Part 11 compliance available

Common Consequences of an Incorrect Agreement

Unenforceable License: Ambiguous scope may void permission

Trademark Liability: Misuse can trigger infringement claims

Contract Damage Claims: Breach exposes party to indemnity obligations

Approval Delays: Missing signoffs delay campaigns

Recordkeeping Violations: Improper retention risks noncompliance

Financial Penalties: Costs for corrective marketing or legal fees

Frequent Preparation Errors to Avoid

Vague usage descriptions that fail to list individual channels, territories, or file-type requirements, leading to downstream disputes and brand inconsistency.
Omitting required asset specifications (color codes, clearspace, DPI), which causes quality-control rework and rejection of creative deliverables.
Using informal signoffs (email approval) without capturing intent, consent, and attribution in an auditable record under ESIGN/UETA.
Neglecting to identify authorized signatories or title authority, resulting in later challenges to signature validity and enforceability.

Practical Tips for a Clear and Enforceable Agreement

Follow consistent drafting practices and capture precise approvals to reduce disputes and speed execution.

Use precise scope-of-use language

Define channels, file formats, territories, and timeframes clearly; include sample approved assets or exhibit references so licensees cannot claim ambiguity.

Require labeled asset attachments

Attach official logos, color swatches, and usage examples to the agreement so approvals reference exact files rather than informal links or screenshots.

Capture approval metadata

Record reviewer name, title, email, timestamp, and IP address in the audit trail to establish attribution and intent under e-signature rules.

Limit attorney review scope

Reserve full legal review for non-standard terms; use standardized templates for routine permissions to reduce time and cost.

How Organizations Use a Brand Guide Acceptance Agreement

Real-world examples show how the agreement standardizes approvals and protects brand integrity while enabling partners to act quickly.

Martin Properties

A regional property manager needed rapid marketing approvals for property listings

They used a standard acceptance agreement to centralize logo and photo usage approvals
Result: faster campaign launch and an auditable record of permitted uses, aligning marketing with corporate brand standards and reducing rework.

Xerox (NetSuite Operations)

An enterprise integration required consistent asset handoff across systems

The acceptance agreement specified formats and metadata fields for logos
Result: smoother asset ingestion into NetSuite, fewer creative rejections, and clear legal permission evidence for audits.

File Export and Storage Options for Executed Agreements

Preserve the executed agreement and associated assets in stable formats for long-term storage and auditability.

PDF/A Export

Export final executed documents to PDF/A for archival integrity and long-term readability, preserving signatures and audit metadata.

Native Asset Storage

Store original logo files (AI, EPS, SVG) alongside the signed agreement to ensure exact reproduction and demonstrate which asset version was authorized.

Versioned Records

Keep a version history with timestamped records of approvals and any subsequent amendments to preserve the change trail.

Cloud Synchronization

Sync executed copies to document management or cloud storage systems for centralized access and automated retention policies.

Frequently Asked Questions About Execution and Enforcement

Answers to common legal and technical questions about executing Brand Guide Acceptance Agreements using electronic processes and recordkeeping.

Need help? Contact support

Can this agreement be signed electronically
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.
Is notarization required
Not usually for brand licenses. If state or recording requirements demand notarization, follow local rules; some states differ on notary or witness needs.
Who must sign to bind the parties
An authorized representative with contracting authority must sign; include printed name and title to show authority and avoid later challenges.
What happens if the licensee misuses the brand
The agreement should include remedies such as immediate revocation, corrective action, indemnity for damages, and injunctive relief where appropriate.
How should amended permissions be handled
Document amendments in writing signed by both parties. Use versioned exhibits and date-stamped approvals to avoid conflicting permissions.
How long should records be kept
Keep executed agreements for the active term plus at least three years; extend retention for industry-specific needs such as HIPAA (6 years) or tax records (IRC §6501(a)).

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