Are electronic signatures legally valid?

Yes. Electronic signatures executed with intent and consent are valid under the ESIGN Act (15 U.S.C. §7001) and most states under UETA. Ensure the record is retained and attribution is demonstrable.

Do I need a notary or witness?

Not generally required for commercial COS & PL documents, but certain states or specific filings may require notarization or witnesses. Consult the transaction terms or state law when in doubt.

How do I correct a signed COS & PL?

Create a written amendment or a corrected replacement document and obtain fresh signatures from all parties. Do not alter executed copies without mutual written agreement.

Can I use remote notarization?

Remote online notarization is permitted in many states with identity proofing and audio-video recording requirements; verify your state notary rules before relying on RON.

How long must I retain executed copies?

Follow applicable federal and industry rules: IRS three-year minimum (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)), and longer state or contractual retention where required.

How do I revoke or cancel an executed COS & PL?

Revocation requires either a contractual termination clause or mutual written agreement. Follow the document’s termination provisions and preserve records of the revocation notice.

Electronic Signature
Templates
Miscellaneous
Business Services COS & PL

Business Services COS & PL

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Business Services COS & PL

This Business Services Conditions of Service and Professional Liability Agreement ("Agreement") is entered into effective as of by and between Client Name: with principal place of business at , and Service Provider: with principal place of business at .

RECITALS

WHEREAS, Client desires to obtain certain professional business services as described in this Agreement; and

WHEREAS, Provider represents that it has the expertise, personnel, and insurance to perform such services, subject to the terms, conditions and limitations set forth below; and

WHEREAS, the parties intend to set forth their agreement regarding scope, fees, liability and confidentiality.

1. SCOPE OF WORK

Provider shall perform the services and deliverables described below. Any additions or changes to the scope shall be governed by Section 2 (Change Orders).

Detailed Scope of Work

2. CHANGE ORDERS (COS)

All additions, deletions or modifications to the Scope of Work shall be made only by a written change order signed by authorized representatives of both parties specifying the change, adjustments to fees, and schedule. Provider shall not commence work on any change until the change order is executed.

Change Order Procedure (if different from above)

3. PAYMENT TERMS

As compensation for the Services, Client shall pay Provider the fees set forth below in United States dollars, subject to the terms of invoice and dispute procedures described herein.

Total Contract Amount Payment Schedule Invoices & Payment Terms

Provider shall submit invoices in accordance with the Payment Schedule. Unless otherwise agreed in writing, Client shall pay undisputed invoices within days of receipt. Disputed amounts must be notified in writing within the same period and the parties shall promptly attempt to resolve the dispute.

Late Payment Fee

Unpaid amounts shall accrue interest at the lesser of (i) a rate equal to % per month, or (ii) the maximum rate permitted by law, commencing from the due date until paid in full. Client shall also reimburse Provider for reasonable collection costs.

4. TERM AND TERMINATION

This Agreement shall commence on and shall continue in effect until unless earlier terminated as provided herein.

Either party may terminate this Agreement for convenience upon days' prior written notice to the other party. Either party may terminate immediately for cause if the other party materially breaches this Agreement and fails to cure such breach within fifteen (15) days after receipt of written notice specifying the breach.

Upon termination, Provider shall deliver all work in progress and Client shall pay Provider for services performed and authorized expenses incurred through the effective date of termination, subject to proper documentation and any applicable set-off rights.

5. CONFIDENTIALITY

"Confidential Information" means non-public information disclosed by either party related to business affairs, technical data, trade secrets, pricing, customer lists, or other proprietary information. Each party agrees to (i) maintain Confidential Information in strict confidence, (ii) use Confidential Information solely to perform obligations under this Agreement, and (iii) restrict disclosure to employees, agents or subcontractors who have a need to know and are bound by confidentiality obligations no less protective than those in this Agreement.

Confidential Information does not include information that: (a) was publicly known at the time of disclosure; (b) becomes publicly known through no fault of the recipient; (c) was rightfully known by the recipient prior to disclosure; or (d) is independently developed without use of the disclosing party's Confidential Information. Obligations of confidentiality shall survive termination for a period of years, except with respect to trade secrets, which shall be protected for as long as they qualify as trade secrets under applicable law.

6. PROFESSIONAL LIABILITY, INSURANCE AND INDEMNITY (PL)

Provider shall perform services in a professional and workmanlike manner consistent with industry standards. Provider shall maintain professional liability insurance and commercial general liability insurance in amounts not less than per occurrence and shall provide certificates of insurance upon request.

Each party shall indemnify, defend and hold harmless the other party from and against any third-party claims arising from the indemnifying party's gross negligence or willful misconduct in connection with this Agreement, subject to applicable limits and exclusions. Neither party shall be liable for consequential, incidental, special or punitive damages except for liability arising from gross negligence, willful misconduct, or breach of confidentiality.

Insurance Certificate Required

Provider shall furnish an insurance certificate naming Client as additional insured where required by the parties' written change order or scope attachment.

7. NOTICES

Notices under this Agreement shall be in writing and delivered to the addresses below or to such other address as either party designates in writing. Notice is effective upon receipt.

Client Contact for Notices Provider Contact for Notices

8. GOVERNING LAW

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

9. ENTIRE AGREEMENT; AMENDMENT

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

10. SEVERABILITY; SURVIVAL

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect. Provisions that by their nature survive termination or expiration of this Agreement, including confidentiality, indemnity, payment obligations, and limitations of liability, shall survive.

SIGNATURES

The parties below represent that they are authorized to enter into this Agreement on behalf of their respective organizations.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Business Services COS & PL is and when it’s used

The Business Services COS & PL is a standardized administrative document used by service providers and buyers to record the agreed scope of services (COS) and the associated pricing or performance levels (PL). It combines descriptive contract terms, measurable service-level items, billing schedules, and signature blocks so parties have a single reference for delivery, invoicing, and compliance. Organizations use this form to reduce ambiguity about responsibilities, create a durable record for audits, and enable consistent routing for approvals and retention policies.

Why keeping a clear COS & PL matters for business services

A clear Business Services COS & PL reduces disputes, improves invoice accuracy, and documents responsibilities for legal and tax review. It creates a single source of truth for delivery and supports auditability when retained with appropriate access controls and signatures.

Typical teams and roles that prepare or sign this document

The Business Services COS & PL is commonly prepared by procurement, account management, or project managers and reviewed by finance and legal.

Procurement teams: Draft scope, confirm vendor pricing, and manage approval workflows.
Finance & billing: Verify billing terms, invoice triggers, and tax-relevant fields.
Legal and compliance: Check contracting clauses, governing law, and signature authority limits.

External signers usually include client representatives, vendor authorized signatories, and in some cases independent approvers such as compliance officers or brokers.

Core elements to include in a professional COS & PL

A complete Business Services COS & PL groups essential contract data into discrete sections so reviewers can verify obligations, costs, timelines, and acceptance criteria without searching multiple files.

Scope of Services

Describe deliverables, exclusions, acceptance criteria, and measurable performance indicators so there is no ambiguity about what will be delivered and how success is measured.

Pricing & Fees

List fixed fees, unit rates, payment milestones, invoicing frequency, taxes, and any conditional charges tied to change orders or extras.

Service Levels

Specify SLAs such as response times, uptime targets, remediation steps, and penalties or credits that apply for missed thresholds.

Change Management

Define the approval process for scope changes, who may authorize changes, required documentation, and how pricing adjustments will be calculated.

Signatures & Dates

Include clearly labeled signature blocks with printed name, title, organization, and date to establish attribution and effective dates for obligations.

Attachments

Attach exhibits, SOWs, pricing schedules, and technical specs; reference them in the main document for enforceability and clarity.

Security and compliance items to track on the form

Data in transit: TLS 1.2/1.3

Data at rest: AES-256 encryption

Audit trail: Immutable event log

Regulatory certs: SOC 2 Type II

Health data: HIPAA (BAA required)

Signature law: ESIGN / UETA

Step-by-step: completing the Business Services COS & PL

Follow these sequential steps to prepare, review, and finalize the COS & PL so signatures and recordkeeping are accurate and defensible.

01

Draft the scope: Describe deliverables and acceptance criteria clearly.
02

Set pricing: Enter fees, billing cadence, and tax treatment.
03

Assign approvers: List internal reviewers and signing authority limits.
04

Obtain signatures: Collect dated signatures from authorized representatives.

Configuring an online workflow for the COS & PL

When automating this form, configure authentication, conditional fields, and routing to mirror internal approvals and compliance requirements.

Field	Configuration
Authentication	Email link with optional SMS code
Conditional Fields	Show pricing adjustments when change order selected
Routing	Route to finance then legal in sequence
Retention	Archive signed copy to secure repository

Where to send or file the completed COS & PL

A completed COS & PL typically requires distribution to internal teams, the counterparty, and possibly an external filing or custodian depending on the transaction.

Client copy: Email signed PDF to the client for their records and accounts payable.
Internal records: Store an executed version in procurement or contract repository.
Regulatory filing: File with applicable agency only when statute or regulation requires it.
Third-party custodian: Deliver to escrow or bond issuer when contractually required.

Digital signing, file formats, and integrations to consider

Choose a platform that supports standard formats and integrates with your systems to minimize manual work.

File formats: PDF, DOCX, XLSX
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email, SMS, KBA options

Key timing items and common deadlines

Track signature dates, payment due dates, and any regulator or tax deadlines that may apply to payments or information reporting tied to the COS & PL.

Signature due date:

When all parties must sign to trigger obligations.

Effective date:

Date obligations start; affects service windows and billing.

Invoice cycle:

Billing period and payment terms (e.g., Net 30).

Tax reporting:

Provide required payee forms per IRS timing when payments meet thresholds.

Retention start:

Record retention begins at signature or last effective date.

Common preparation mistakes to avoid

Ambiguous scope: vague service descriptions leave deliverables open to interpretation and trigger disputes during acceptance or payment.
Incomplete billing info: missing tax treatment, currency, or remittance instructions cause invoice rejections and slow cash collection.
Incorrect signatory: using an unauthorized signer can render the agreement unenforceable and require re-execution.
Mismatched attachments: referencing exhibits that are not attached creates uncertainty and may undermine enforceability.

Potential legal and financial risks from errors

Tax penalties: IRC §6721 exposure

Contract breach: Damages and remedy claims

HIPAA violations: 45 CFR §164.530(j) risk

Invalid signature: Enforceability challenges

Late filing fees: State or federal fines

Data loss: Operational disruption

eSignature platform pricing and feature snapshot relevant to COS & PL workflows

Pricing and feature availability vary by vendor and plan. The table below provides a concise comparison for common criteria that matter when executing Business Services COS & PL documents.

	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, no credit card required	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 cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about executing and managing the COS & PL

Answers address signature validity, correction procedures, notarization, retention, and how to handle execution errors in common U.S. scenarios.

Need help? Contact support

Are electronic signatures legally valid?
Yes. Electronic signatures executed with intent and consent are valid under the ESIGN Act (15 U.S.C. §7001) and most states under UETA. Ensure the record is retained and attribution is demonstrable.
Do I need a notary or witness?
Not generally required for commercial COS & PL documents, but certain states or specific filings may require notarization or witnesses. Consult the transaction terms or state law when in doubt.
How do I correct a signed COS & PL?
Create a written amendment or a corrected replacement document and obtain fresh signatures from all parties. Do not alter executed copies without mutual written agreement.
Can I use remote notarization?
Remote online notarization is permitted in many states with identity proofing and audio-video recording requirements; verify your state notary rules before relying on RON.
How long must I retain executed copies?
Follow applicable federal and industry rules: IRS three-year minimum (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)), and longer state or contractual retention where required.
How do I revoke or cancel an executed COS & PL?
Revocation requires either a contractual termination clause or mutual written agreement. Follow the document’s termination provisions and preserve records of the revocation notice.

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