Parties
Identify all contracting entities and their legal addresses to ensure correct invoicing and service obligations.
A clear SMR reduces disputes, documents approvals, and creates an auditable trail for billing and regulatory reviews. It centralizes essential terms and dates so teams can track delivery against contractual obligations and meet retention or reporting requirements under sector-specific rules.
Responsibilities should be assigned in advance so routing and signature authority are clear before execution.
The operations manager usually prepares the SMR content, defines service levels and milestones, and confirms internal readiness. They coordinate technical acceptance criteria, ensure schedules are accurate, and attach relevant work orders or exhibits for invoicing.
The authorized signer (CFO, VP of Procurement, or designated client representative) reviews financial terms and signs to bind the parties. They validate pricing, tax treatment, and any payment schedule or escrow requirements before final execution.
| Field | Configuration |
|---|---|
| Signature Fields | Assign signer and required date fields per role |
| Authentication | Choose email, SMS code, or KBA based on risk |
| Templates | Save reusable SMR templates with attachments |
| Notifications | Configure reminders for outstanding signatures |
Confirm the vendor supports audit trails, BAA if needed, and export to your records management system.
Identify all contracting entities and their legal addresses to ensure correct invoicing and service obligations.
Define deliverables, acceptance criteria, and exclusions so teams share the same expectations.
List key milestones, delivery dates, and milestone acceptance procedures for clear progress measurement.
State fees, payment schedule, tax treatment, and consequences for late payment to avoid disputes.
Include measurable performance metrics, remedies for failures, and reporting intervals where relevant.
Provide authorized signer names, titles, dates, and an audit trail for each executed copy.
Attach SOWs, rate schedules, change orders, and technical attachments so the SMR references all operative documents.
Save executed SMRs as PDF/A for archival and keep a native DOCX for editable institutional copies when appropriate.
Retain the signing certificate and action log to show who signed, when, and from which IP address.
Store delivery and access notifications to document when parties received the SMR for legal defensibility.
Date when obligations and rights begin
When work or services are scheduled to start
Latest acceptable date to submit invoices
Payment term such as Net 30 or Net 45
Date for document retention calculations
SMR drafted with exhibits attached and ready for review
Legal and finance sign off on terms and tax treatment
Client and provider sign in the agreed order
Executed files stored with audit log and attachments
| Criteria | Electronic Signature | Digital (PKI) Signature |
|---|---|---|
| Definition | any electronic process | cryptographic pki-based process |
| Legal Basis | esign / ueta | esign / 21 cfr part 11 (when required) |
| Use Case | general contracts | high-assurance or regulated filings |
| Non-repudiation | audit trail dependent | certificate-based strong non-repudiation |
| 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 |
The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.
airSlate SignNow provides us with the flexibility needed to get the right signatures on the right documents, in the right formats.