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Custody Services Agreement

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Custody Services Agreement

This Custody Services Agreement (the Agreement) is entered into as of Effective Date: by and between Custodian Name: a and Client Name: a .

RECITALS

WHEREAS, Client desires to engage Custodian to provide custody, safekeeping and related administrative services with respect to the assets described herein; and

WHEREAS, Custodian represents that it is duly organized and authorized to provide custody services and has established procedures and systems to safeguard Client assets and to perform related reporting, settlement and recordkeeping functions; and

WHEREAS, the parties wish to set forth in writing the terms and conditions under which Custodian will provide such custody services.

NOW, THEREFORE, in consideration of the mutual covenants and agreements set forth below, the parties agree as follows:

1. DEFINITIONS

For purposes of this Agreement, the following capitalized terms shall have the meanings set forth below. "Assets" means the securities, funds, property and other financial instruments delivered to Custodian for custody pursuant to this Agreement. "Custody Services" means the safekeeping, settlement, clearing, recordkeeping, reporting and related administrative services described in Section 2. "Business Day" means any day on which commercial banks are open for general banking business in the jurisdiction specified for Governing Law.

2. SCOPE OF SERVICES

2.1 Custody Services. Custodian shall provide Custody Services with respect to the Assets, including but not limited to: (a) receipt and physical or electronic safekeeping; (b) settlement of purchases and sales; (c) processing of corporate actions and income collection; (d) account reconciliation and periodic reporting to Client; and (e) such other services as the parties may agree in writing.

2.2 Description of Assets. The Assets to be held and serviced under this Agreement are described as follows:

3. FEES AND CHARGES

3.1 Fees. Client shall pay Custodian the fees set forth below and in any fee schedule attached or subsequently agreed in writing. Fees may include custody fees, transaction fees, safekeeping fees, and charges for special services.

3.2 Expenses. Client shall reimburse Custodian for reasonable out-of-pocket expenses and third-party charges incurred in connection with performing Custody Services, including but not limited to settlement costs, transfer taxes, and custodial subcustodian fees.

4. CUSTODIAN DUTIES; STANDARD OF CARE

Custodian shall exercise reasonable care in performing the Custody Services and shall maintain systems, controls and procedures consistent with industry standards for institutions providing comparable custody services. Custodian shall not be liable for losses resulting from events beyond its reasonable control, including but not limited to acts of God, war, strikes, governmental action, or the insolvency of any broker, depository or subcustodian, except to the extent caused by Custodian's gross negligence or willful misconduct.

5. REPRESENTATIONS AND WARRANTIES

5.1 Client represents and warrants that it has full power and authority to enter into this Agreement, to deliver the Assets for custodial services, and that any instructions provided to Custodian are authorized and valid under applicable law.

5.2 Custodian represents and warrants that it is duly organized and in good standing under applicable law and is authorized to perform the services contemplated herein.

6. COMPLIANCE WITH LAWS AND REGULATIONS

Each party shall comply with all applicable laws, rules and regulations in the performance of its obligations under this Agreement, including anti-money laundering, sanctions and securities laws. Client shall provide all documentation reasonably requested by Custodian to satisfy applicable regulatory requirements.

7. LIABILITY; INDEMNIFICATION

7.1 Limitation of Liability. Except for liability arising from Custodian's gross negligence, fraud or willful misconduct, Custodian's liability to Client for any loss or damage arising out of or relating to this Agreement shall be limited to direct, provable damages and shall not include consequential, punitive, indirect or incidental damages.

7.2 Indemnification. Client shall indemnify, defend and hold Custodian harmless from and against any and all claims, losses, liabilities, costs and expenses (including reasonable attorneys' fees) arising from Client's breach of this Agreement, Client's negligence, or Client-provided instructions, except to the extent caused by Custodian's gross negligence or willful misconduct.

8. TERM; TERMINATION

8.1 Term. This Agreement shall commence on the Effective Date and shall continue in effect until terminated as provided herein.

8.2 Termination. Either party may terminate this Agreement upon written notice to the other party delivered not less than days prior to the effective date of termination. Termination shall not relieve Client of obligations to pay fees or reimburse expenses accrued through the effective date of termination.

9. CONFIDENTIALITY

Each party shall keep confidential all nonpublic information received from the other party in connection with the performance of this Agreement and shall not disclose such information except to its employees, agents, advisors or third parties who have a need to know and who are bound by confidentiality obligations at least as protective as those contained herein, or as required by law, regulation or judicial process.

10. AUDIT RIGHTS; RECORDS

Custodian shall maintain records relating to the custody and handling of the Assets and shall permit Client or its authorized representative, upon reasonable prior notice and during normal business hours, to inspect such records and related operations to the extent reasonably necessary to verify compliance with this Agreement, provided that such inspections do not unreasonably interfere with Custodian's business and are subject to appropriate confidentiality protections.

11. ASSIGNMENT

Neither party may assign its rights or delegate its duties under this Agreement without the prior written consent of the other party, except that Custodian may assign or transfer this Agreement, in whole or in part, to an affiliate or successor by reason of merger, acquisition or sale of substantially all of its assets, provided that the assignee assumes Custodian's obligations hereunder.

12. NOTICES

All notices, demands and other communications required or permitted hereunder shall be in writing and shall be delivered to the addresses set forth below (or to such other address as a party may designate by written notice). Notices shall be deemed delivered upon receipt if delivered by hand, one Business Day after dispatch if sent by overnight courier, or three Business Days after mailing if sent by certified mail, return receipt requested.

13. AMENDMENTS; WAIVER; COUNTERPARTS

This Agreement may be amended only by a written instrument executed by both parties. No waiver of any provision of this Agreement shall be effective unless in writing signed by the party granting the waiver. This Agreement may be executed in counterparts, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument.

14. GOVERNING LAW; ENTIRE AGREEMENT; SEVERABILITY

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

14.2 Entire Agreement. This Agreement, together with any schedules and fee provisions agreed in writing, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior agreements and understandings, whether written or oral, relating thereto.

14.3 Severability. If any provision of this Agreement is held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality or unenforceability shall not affect any other provision hereof, and this Agreement shall be construed as if such provision were omitted.

15. MISCELLANEOUS

15.1 Relationship of the Parties. The parties are independent contractors and nothing in this Agreement shall be construed to create a partnership, joint venture, agency or employment relationship between them.

15.2 Force Majeure. Neither party shall be liable for delays or failures in performance resulting from causes beyond its reasonable control, including acts of God, acts of government, fire, flood, strikes, pandemics, or other similar events.

Custodian:

By:

Date:

Client:

By:

Date:

Enter text✕

What a Custody Services Agreement Covers

A Custody Services Agreement documents the relationship between an owner (the client) and a custodian who holds, safeguards, and administers specified assets on behalf of the client. It defines the scope of custody services, instructions for handling assets, fees and billing, reporting obligations, fiduciary duties, liability limits, termination rights, and dispute resolution. The agreement also records required representations and warranties from both parties and specifies the governing law and effective date that control interpretation and enforcement.

Why a Clear Custody Services Agreement Matters

A well-drafted Custody Services Agreement reduces ambiguity about custody responsibilities, clarifies asset handling procedures, and limits legal and operational risk for both custodian and client. It creates a record for audit, regulatory review, and dispute resolution while setting expectations for fees and reporting.

Why a Clear Custody Services Agreement Matters

Who Typically Prepares and Signs This Agreement

Organizations and individuals across finance, legal, and asset management prepare custody agreements when assets require third-party safekeeping or administration.

  • Investment managers and broker-dealers who delegate safekeeping and settlement duties.
  • Corporations outsourcing payroll or benefit-plan asset custody to a third party.
  • Trustees, family offices, and high-net-worth individuals transferring custodial authority.

Signers usually include authorized officers, designated custodians, and sometimes corporate counsel or trustees depending on the entity and asset type.

Essential Sections to Include in a Custody Services Agreement

A professional Custody Services Agreement groups operational, legal, and financial terms so each party understands duties, limits, and remedies. The following components form the backbone of a clear, enforceable custody contract.

Parties

Identify each legal entity or individual by full legal name, type of entity, principal address, and contact information for notices; include any delegated agents.

Scope of Services

Describe precisely which assets the custodian will hold, custody activities permitted (safekeeping, collection, settlement), and any excluded activities or prohibited transactions.

Fees and Billing

State fee schedule, invoicing frequency, acceptable payment methods, and provisions for fee changes or dispute resolution of billing items.

Term and Termination

Set the initial term, renewal mechanics, termination for cause or convenience, notice periods, and post-termination asset transfer procedures.

Liability and Indemnity

Allocate risk, define the custodian's standard of care, caps on liability, indemnification obligations, and insurance requirements if applicable.

Reporting and Records

Specify reporting frequency, required content of account statements, audit rights, and record retention standards for both parties.

Step-by-Step: Completing a Custody Services Agreement

Follow these core steps in order to prepare, review, and finalize a custody agreement with clear responsibilities and proper authorization.

  • 01
    Upload Template: Start from a vetted template tailored to your asset type.
  • 02
    Fill Parties: Enter full legal names, addresses, and contact details exactly.
  • 03
    Detail Services: Describe custody tasks, access rules, and any delegated authorities.
  • 04
    Sign and Deliver: Execute with required signatures, notarization if needed, and distribute signed copies.

How Execution and Asset Transfer Typically Flow

A custody arrangement follows predictable handoffs from agreement execution through asset acceptance and ongoing reporting; ensure each step is documented.

  • Agreement Execution: Both parties sign and date the final agreement.
  • Asset Transfer: Client instructs transfer to custodian accounts.
  • Custodian Acceptance: Custodian confirms receipt and records assets.
  • Ongoing Reporting: Periodic statements and reconciliations are delivered to client.

Recommended Digital Workflow Settings

Configure your digital signing workflow to match authentication needs, template reuse, and audit requirements for custody agreements.

Field Configuration
Authentication Level Email + SMS code or stronger identity proofing for custodial authority
Template Reuse Save standard custody clauses as reusable templates for consistency
Conditional Fields Show fee or witness fields only when applicable
Notifications Email confirmations to client, custodian, and legal counsel

Technical Considerations for eSignature and eDelivery

Choose a platform that supports strong authentication, audit trails, and secure document storage aligned with your compliance needs.

  • Authentication: Email, SMS, or KBA
  • Audit Trail: IP, timestamp, and action log
  • File Formats: PDF, DOCX supported

Key Dates and Timing Expectations

Plan execution and transfer windows in advance; some asset movements or regulatory steps have time-sensitive cutoffs that affect settlement and reporting.

Effective Date:

Date entered as MM/DD/YYYY; controls when duties commence

Asset Transfer Window:

Specify settlement instructions and expected transfer timeframe

Custodian Acceptance Deadline:

Date by which custodian must confirm receipt of assets

Periodic Reporting Dates:

Monthly or quarterly statement delivery schedule

Record Retention Start:

Retention clock begins on effective date or receipt confirmation

Milestone Timeline for Agreement Execution and Onboarding

A typical sequential milestone plan helps track responsibilities from contract signing to live custody and first reporting cycle.

01

Drafting and Review

Legal review, edits, and stakeholder sign-off before execution.

02

Execution

All authorized signers sign and date the agreement.

03

Asset Transfer

Client initiates transfer and custodian acknowledges receipt.

04

First Report

Custodian issues first statement and reconciles positions.

Common Preparation Errors to Avoid

  • Using informal or inconsistent party names that differ from formation or tax records, which can delay bank acceptance and transfers.
  • Failing to specify asset identifiers (such as account numbers or CUSIPs) and transfer instructions, causing settlement errors or lost assets.
  • Omitting fee mechanics for extraordinary services or failing to state who bears transaction costs during asset movements.
  • Not verifying signer authority or missing required notarization or witness attestations where jurisdictional rules apply.

Legal and Operational Risks of an Incomplete Agreement

Breach Exposure: Contract damages and indemnity claims
Regulatory Risk: Violations affecting fiduciary duties
Tax Consequences: Misreported transfers or withheld taxes
Operational Loss: Misplaced or misapplied assets
Notarization Failure: Invalid execution in some jurisdictions
Signature Dispute: Challenges to authenticity or authority

How a Custody Services Agreement Differs From an Escrow Agreement

These documents overlap in holding assets but differ in purpose, control, and duration; compare core criteria to choose the correct instrument.

Criteria Custody Services Agreement Escrow Agreement
Control of Assets ongoing safekeeping conditional release
Primary Purpose administration and safekeeping transaction conditional settlement
Typical Duration open-ended or term project-specific or transaction
Typical Signers client, custodian buyer, seller, escrow agent

eSignature Vendor Comparison for Custody Services Agreements

Compare starter pricing and core capabilities relevant to custody agreements: audit trail, HIPAA support, bulk sending, and any envelope limits that affect high-volume workflows.

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 vendor Varies by vendor Varies by vendor Varies by vendor
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

Real-World Examples of Custody Agreement Use

These brief examples show how custody arrangements are applied across organizations and how digital execution supported operational needs.

Optica Ventures LLC

Optica used a custody agreement to formalize asset handling for investor funds and reduce manual transfers.

  • The custodian confirmed receipt and reconciled daily.
  • The result provided audit-ready records and clearer fee billing, helping operations scale without adding reconciliation headcount.

Xerox

Xerox integrated custody agreements with its ERP to automate transfers and reporting for customer-held assets.

  • NetSuite integration enabled automated posting.
  • This reduced manual errors, shortened reporting cycles, and centralized custody metadata for compliance reviews.

Practical Tips for Accurate and Efficient Completion

Apply these practices to improve clarity, shorten review cycles, and reduce post-execution disputes.

Use Precise Asset Identifiers
List account numbers, ISINs/CUSIPs, or unique asset tags to avoid ambiguity. Where applicable provide transfer instructions and settlement windows to prevent reconciliation disputes.
Verify Signer Authority
Confirm the signer's authority via corporate resolutions or power-of-attorney documents. For entities, verify the officer's title and that it matches corporate records to prevent later challenges.
Include Clear Fee Language
State calculation methods, billing intervals, and reimbursement mechanics. Define responsibility for third-party charges such as wire fees, brokerage costs, and transfer taxes.
Preserve an Audit Trail
Use platforms that capture timestamps, IP addresses, and a certificate of completion. Store signed copies and related transfer confirmations together for easy retrieval.

Security and Compliance Essentials for Custody Documents

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Certifications: SOC 2 Type II available on request
Regulatory Compliance: ESIGN and UETA adherence
HIPAA Support: BAA available when required
21 CFR Part 11: Supported for regulated records
Accessibility: WCAG 2.0 Level AA compliance

Frequently Asked Questions About Custody Services Agreements

Answers to common execution, enforceability, and operational questions when preparing or signing custody agreements.


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