When must I submit the NP Report?

Submit the report as soon as the non-performance is verified and within any contract-specified notice or cure period; prompt notice preserves contractual remedies and supports mitigation efforts.

Can the report be e-signed?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

Do I need a notary or witnesses?

Usually not for internal notices, but some contracts or state rules may require notarization or witnesses for formal affidavits or filings; confirm the contract and state law before skipping notarization.

How should evidence be attached?

Attach original documents, system exports, photos, and email headers where possible. Convert to PDF/A for long-term preservation and ensure attachments are indexed to the report.

How long must I keep reports?

Retain reports at least for the contract term plus recommended retention (see retention timeline). For healthcare matters, follow HIPAA six-year rules (45 CFR §164.530(j)).

Which authentication level is adequate?

Select authentication based on risk and contract terms: email-only for low-risk notices, SMS or knowledge-based authentication for higher-assurance needs, and additional measures for regulatory filings.

Business NP Report

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

BUSINESS NP REPORT

Parties

Client Name: Consultant Name: Client Entity Type (select all that apply):

Corporation LLC Partnership Individual

Report Reference Number:

Recitals

WHEREAS, Client Name: desires to obtain an independent Business NP Report concerning certain non-performing obligations, contracts, assets, or operational matters identified by Client; and

WHEREAS, Consultant Name: represents that Consultant has the professional qualifications, experience, and resources to prepare such report and provide associated analytic and advisory services; and

WHEREAS, the parties wish to set forth the terms under which Consultant will prepare and deliver the Business NP Report and related services.

Scope of Work

Consultant shall perform the tasks and deliver the written Business NP Report as described below. The report shall identify identified non-performing items, analyze causes, quantify impacts where reasonably practicable, and provide actionable recommendations to remediate or mitigate identified non-performance.

Detailed Scope and Deliverables: Delivery Format and Acceptance Criteria:

Payment Terms

Client shall pay Consultant the fees and reimbursements described below in consideration for the services and deliverables identified in this Agreement.

Total Fee: Deposit / Initial Payment (if any): Payment Schedule and Terms: Late Payment Fee: Reimbursable Expenses:

Travel and reasonable out-of-pocket expenses reimbursable

Term and Termination

This Agreement commences on the Effective Date and, unless earlier terminated in accordance with this Section, continues until the completion of the services set forth in the Scope of Work.

Effective Date:

Anticipated Completion / End Date: Termination on Notice:

Either party may terminate this Agreement for material breach if the breach remains uncured for the notice period above. Termination shall not relieve Client of obligations to pay for work performed and expenses incurred prior to termination.

Confidentiality

Each party shall treat as confidential all non-public information disclosed by the other party that is designated confidential or that reasonably should be understood to be confidential. Confidential information excludes information that: (a) is or becomes publicly known through no breach by the receiving party; (b) is rightfully received from a third party without restriction; (c) is independently developed by the receiving party without use of the disclosing party's confidential information; or (d) is required to be disclosed by law, provided the disclosing party is given prompt notice and reasonable assistance in seeking confidential treatment or a protective order.

Confidentiality Term (years):

Representations, Warranties, and Indemnity

Each party represents that it has the authority to enter into this Agreement. Consultant warrants that services will be performed in a professional manner in accordance with generally accepted industry standards. Consultant does not warrant results or business outcomes. Each party agrees to indemnify and hold the other harmless from claims arising out of its gross negligence or willful misconduct in connection with this Agreement.

Governing Law

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

Entire Agreement

This Agreement, including any attachments or statements of work incorporated by reference, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and communications, whether oral or written. Any amendment must be in writing and signed by authorized representatives of both parties.

Miscellaneous Provisions

If any provision of this Agreement is held invalid or unenforceable, the remainder of the Agreement shall remain in full force and effect. Failure to enforce any right does not constitute a waiver. Notices shall be in writing and delivered to the addresses of the parties as provided in writing.

Acceptance Review Period (days):

The undersigned certify that they are authorized to execute this Agreement on behalf of their respective parties and that the information provided in this report and accompanying documents is true and accurate to the best of their knowledge.

Client Printed Name:

By:

Date:

Consultant Printed Name:

By:

Date:

What the Business NP Report Is and when it’s used

The Business NP Report (Non-Performance Report) is a structured record used to document a contractor, vendor, or counterparty failure to meet contract terms, delivery schedules, or service-level expectations. It captures the facts of the event, contractual references, dates, impacted deliverables, corrective actions requested, and a recommended resolution path. Organizations use the report to preserve evidence, trigger contract cure periods, escalate claims to legal or procurement, and create a clear audit trail for dispute resolution or insurance claims. The form is suitable for internal review and as the basis for formal notices under many commercial contracts.

Why a clear Business NP Report matters

A concise, well-documented NP Report preserves evidence, supports contractual remedies, and reduces ambiguity in escalation. Proper documentation helps meet notice requirements and strengthens the organization’s position in dispute resolution.

Who typically prepares and receives this report

Teams that create or act on Business NP Reports include procurement, contract managers, project managers, legal, and compliance officers.

Procurement and sourcing teams — issue reports to enforce contract remedies and manage supplier performance.
Project managers and operations — document missed milestones and coordinate corrective actions with vendors.
Legal and contract administrators — review reports for notice compliance and to prepare formal demand or claim letters.

Use role-based distribution and retention rules so that each stakeholder can act promptly and preserve an evidentiary trail.

Step-by-step: complete a Business NP Report

Follow these sequential steps to document non-performance clearly, preserve legal rights, and prepare the record for eSignature or notarization if required.

01

1. Capture basics: Enter parties, contract ID, and report date
02

2. Describe failure: Summarize facts, dates, and supporting evidence
03

3. Cite contract terms: Reference clauses, deliverables, and cure periods
04

4. Request remedies: State corrective actions, deadlines, and escalation path

How to configure the online Business NP Report workflow

Typical online workflows enforce required fields, set signer order, and add authentication steps to preserve legal validity.

Field	Configuration
Required Fields	Make Contract ID, Date, and Signature mandatory
Signer Order	Sender -> Vendor rep -> Legal reviewer
Authentication	Use email + SMS code or KBA for higher assurance
Retention Policy	Set automatic retention per corporate records schedule

Typical electronic submission flow

An eSubmission workflow captures the report, collects signatures, and stores an unalterable audit trail; steps are usually automated.

Upload document: Sender uploads the report and attachments
Place fields: Add signature, date, and checkbox fields
Select signers: Enter emails and choose authentication method
Send and archive: Distribution, signature collection, and certified archive

Technical considerations for eSubmission and storage

Ensure chosen platforms support required authentication, file formats, and integrations for evidence preservation.

File formats: PDF, DOCX preferred for fidelity
Integrations: Salesforce, NetSuite, Microsoft 365 supported
Audit features: Timestamp, IP, and action history required

Configure retention and access controls in your document management system to meet legal and internal policy requirements.

What a professional Business NP Report includes

A complete report combines factual recordkeeping, contractual citations, evidence attachments, prescribed remedies, approval routing, and a verifiable signature trail.

Identification

Parties, contract ID, project, and report date so the issue is unambiguously tied to the correct agreement and scope.

Facts and timeline

Sequential events, timestamps, and source references (emails, logs, photos) that create a factual chronology for dispute evaluation.

Contract references

Cite the exact clause numbers and language allegedly breached to support any claim or remedy request.

Impact assessment

Quantify operational, financial, and schedule impacts to support damages or mitigation discussions.

Requested remediation

Clear corrective actions, deadlines, and acceptance criteria to avoid ambiguity in the cure process.

Signature and audit trail

Signatures, authentication method, timestamps, and an immutable audit log demonstrating who approved the report and when.

Common preparation problems to avoid

Incomplete evidence — attaching summaries without underlying emails, logs, or files weakens the notice and complicates verification.
Vague requests — asking for 'reasonable remediation' without deadlines or criteria allows the vendor to propose insufficient remedies.
Incorrect contract citation — referencing the wrong clause or version can nullify a formal notice under strict notice provisions.
Poor distribution — failing to send the report to contract-specified addresses or contacts may forfeit contractual rights.

Risks and legal consequences of improper reporting

Notice defects: May forfeit contractual remedies

Statute limitations: Claims barred if not timely preserved

Ineffective evidence: Weakened dispute position

Regulatory exposure: Industry regulators may impose fines

Data privacy risk: Improper PHI sharing breaches HIPAA

Audit failures: Non-compliant records harm defense strategies

eSignature vendor comparison for signing Business NP Reports

Choose an eSignature provider that supports required authentication, audit trails, and integrations; signNow appears first for direct feature comparison.

	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

Real-world examples of digital documentation and signatures

These client stories show how documented workflows and eSignature reduced turnaround time and preserved compliance.

Optica Ventures LLC

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Implemented structured NP Reports and eSign workflows to accelerate vendor responses.
As a result, Optica reduced dispute resolution cycles and kept clearer audit logs for procurement and legal reviews.

Martin Properties

I can process and execute all of these documents online with 100% compliance and built-in security.

Adopted electronic NP Reports and mobile signing for on-site property issues.
The firm can now escalate contractor breaches faster and document repairs and acceptance across multiple properties with secure signatures.

Practices that improve validity and enforceability

Adopt these practices to ensure reports are admissible, actionable, and aligned with contract notice provisions.

Use consistent naming

Use a standardized report title, contract identifiers, and version control so notices are clearly linked to the correct agreement.

Preserve attachments

Attach original emails, delivery logs, photos, and system exports rather than summaries to preserve evidentiary value.

Authenticate signers

Choose signer authentication proportional to risk: email for low risk, SMS/KBA or higher for contractual notices.

Document distribution

Send notices to contract-designated addresses and record certified delivery methods when required by the agreement.

Frequently asked questions about the Business NP Report

Answers to common questions about completing, signing, and storing Business NP Reports in U.S. operations.

Need help? Contact support

When must I submit the NP Report?
Submit the report as soon as the non-performance is verified and within any contract-specified notice or cure period; prompt notice preserves contractual remedies and supports mitigation efforts.
Can the report be e-signed?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
Do I need a notary or witnesses?
Usually not for internal notices, but some contracts or state rules may require notarization or witnesses for formal affidavits or filings; confirm the contract and state law before skipping notarization.
How should evidence be attached?
Attach original documents, system exports, photos, and email headers where possible. Convert to PDF/A for long-term preservation and ensure attachments are indexed to the report.
How long must I keep reports?
Retain reports at least for the contract term plus recommended retention (see retention timeline). For healthcare matters, follow HIPAA six-year rules (45 CFR §164.530(j)).
Which authentication level is adequate?
Select authentication based on risk and contract terms: email-only for low-risk notices, SMS or knowledge-based authentication for higher-assurance needs, and additional measures for regulatory filings.

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