Are electronic signatures valid?

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

When is notarization required?

Most commercial contracts do not require notarization, but recordable instruments or local formalities may. Verify with local recording offices when dealing with deeds or instruments requiring acknowledgment.

Can I sign remotely with a notary?

Remote online notarization (RON) is available in most states but varies; check state notary rules and ensure identity proofing and recording requirements are met.

How do I change terms after signing?

Amend the agreement in writing with signatures from authorized signatories. Avoid backdated edits and retain both original and amendment with clear effective dates.

What if a party disputes signature validity?

Preserve the audit trail and authentication records. ESIGN/UETA defenses rely on evidence of intent, attribution, and the platform's audit logs to establish validity.

How long should I keep executed agreements?

Retain for the contract term plus additional years per applicable law: IRS minimum 3 years, HIPAA six years for health records, and longer where state law requires.

Custom Team Agreement

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

CUSTOM TEAM AGREEMENT

This Custom Team Agreement ("Agreement") is entered into as of by and between:

Company Name: Company Address: Team Name: Team Primary Contact & Address:

RECITALS

WHEREAS, Company desires to engage Team to perform collaborative project services and team-based deliverables as described herein; and

WHEREAS, Team represents that it possesses the experience, personnel, and resources necessary to perform the Scope of Work and to coordinate team members in accordance with the terms of this Agreement; and

NOW, THEREFORE, in consideration of the mutual promises and covenants contained in this Agreement, the parties agree as follows:

1. SCOPE OF WORK

Team shall perform the services and produce the deliverables described below. Team shall manage assignment of tasks among team members, ensure timely completion of milestones, and coordinate with Company's designated representative.

Detailed Scope of Work and Deliverables:

2. PAYMENT TERMS

As consideration for satisfactory performance of the Scope of Work, Company shall pay Team in accordance with the terms below. All payments are due as provided in the Payment Schedule and are exclusive of taxes for which the receiving party is responsible.

Total Agreement Amount: Payment Schedule (milestones, amounts or dates): Late Payment Fee:

Team shall submit invoices in writing to Company's designated billing contact. Payments are due within the number of days specified in the Payment Schedule, measured from Company's receipt of an undisputed invoice. Company shall notify Team in writing of any disputed portion of an invoice within ten (10) days of receipt; undisputed portions remain due and payable.

3. TERM AND TERMINATION

This Agreement shall commence on and, unless earlier terminated in accordance with this Section, shall continue until .

Either party may terminate this Agreement for convenience upon days' prior written notice to the other party. Either party may terminate immediately for material breach by the other party that remains uncured for thirty (30) days after written notice specifying the breach. Upon termination, Company shall pay Team for all services performed and reimbursable expenses incurred through the date of termination in accordance with Section 2.

4. CONFIDENTIALITY

"Confidential Information" means non-public information disclosed by one party to the other that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. Each receiving party shall: (a) use Confidential Information solely to perform its obligations under this Agreement; (b) restrict disclosure of Confidential Information to employees, contractors, or subcontractors who have a need to know and who are bound by confidentiality obligations at least as protective as those in this Section; and (c) protect Confidential Information with the same degree of care it uses to protect its own confidential information, but in no event less than reasonable care.

Confidentiality Term (years):

Confidential Information does not include information that: (i) is or becomes generally available to the public through no fault of the receiving party; (ii) was lawfully in the receiving party's possession prior to disclosure; (iii) is independently developed by the receiving party without use of the disclosing party's Confidential Information; or (iv) is required to be disclosed by law, provided the receiving party gives prompt written notice and cooperates with reasonable efforts to seek protective treatment.

5. INTELLECTUAL PROPERTY

Unless otherwise agreed in writing, Team grants Company a worldwide, non-exclusive, perpetual license to use deliverables created under this Agreement for Company's internal business purposes. Team retains ownership of pre-existing materials and tools used in performance. To the extent Team develops deliverables that incorporate Team's pre-existing technology or general know-how, Team grants Company a non-exclusive license as reasonably necessary for Company's use of the deliverables.

Special IP Provisions or Exceptions:

6. INDEMNIFICATION AND LIMITATION OF LIABILITY

Each party agrees to indemnify, defend, and hold harmless the other party from third-party claims arising from its gross negligence, willful misconduct, or material breach of this Agreement. Except for indemnification obligations, each party's aggregate liability arising out of or related to this Agreement shall not exceed the total fees paid by Company to Team under this Agreement during the three (3) months preceding the event giving rise to liability. Neither party shall be liable for consequential, incidental, special, or punitive damages.

Liability Cap Amount (optional):

7. REPORTING AND COORDINATION

Team shall provide periodic status reports, attend scheduled check-ins, and make key personnel reasonably available for coordination. Company's designated representative for project communications is:

Company Representative Name & Contact: Team Representative Name & Contact:

8. GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the state or jurisdiction specified below, without regard to conflict of law principles.

Governing Law State or Jurisdiction:

9. ENTIRE AGREEMENT; AMENDMENT

This Agreement, together with any exhibits, schedules, and referenced attachments, constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior and contemporaneous agreements, proposals, and communications, whether written or oral. Any modification or amendment must be in writing and signed by authorized representatives of both parties.

10. MISCELLANEOUS

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions will remain in full force and effect. Neither party may assign this Agreement without the prior written consent of the other, except that either party may assign to an affiliate or in connection with a merger or sale of substantially all assets. Notices under this Agreement must be in writing and delivered to the addresses provided above.

Additional Terms or Special Instructions:

Company:

By:

Date:

Team:

By:

Date:

What the Custom Team Agreement Is

A Custom Team Agreement is a written contract that defines roles, responsibilities, deliverables, and governance for a project-specific or ongoing team arrangement between two or more parties. It typically covers scope of work, performance expectations, decision-making authority, communication protocols, payment terms, confidentiality, intellectual property allocation, dispute resolution, and termination mechanics. In U.S. commercial practice the agreement can be executed electronically under the ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes provided the parties demonstrate intent, consent, attribution, and retention of the record.

Why a Custom Team Agreement Matters

A clear Custom Team Agreement reduces ambiguity, assigns accountability, and establishes measurable deliverables and timelines. It lowers operational risk and supports consistent decision-making under changing conditions.

Who Typically Uses a Custom Team Agreement

Organizations that form cross-functional teams, engagements with contractors, or long-term vendor relationships commonly use Custom Team Agreements to set predictable rules.

Internal project teams and program managers coordinating multiple departments during product development or rollout.
Service providers and independent contractors engaged for multi-phase work with phased deliverables and payment milestones.
Legal, procurement, and HR teams responsible for compliance, onboarding, and role-based approval workflows.

The agreement benefits stakeholders who need clarity on authority, deliverables, and intellectual property allocation across collaborative workstreams.

Step-by-step: Complete a Custom Team Agreement

Follow these steps in order to prepare, review, sign, and archive a Custom Team Agreement efficiently and with legal safeguards.

01

Draft: Prepare scope, roles, payment, IP, confidentiality, and termination clauses clearly.
02

Review: Have legal and finance review terms for compliance and tax effects.
03

Sign: Obtain authorized signatures; use eSign with consent and retention controls.
04

Archive: Store executed copies in a secure, access-controlled recordkeeping system.

Configure your online signing workflow

Set up routing, authentication, and field rules before sending to reduce signer friction and support auditability.

Field	Configuration
Routing Order	Sequential or parallel signer order depending on approval needs
Auth Method	Email link for basic, SMS or KBA for higher assurance
Conditional Fields	Show or hide sections based on role or selection
Retention Setting	Enable PDF/A export and audit trail storage

How electronic execution and routing typically work

A standard e-signing flow simplifies collection, enforces role order, and preserves a tamper-evident audit trail for each executed agreement.

Upload Document: Sender uploads final agreement and selects template fields
Assign Roles: Place signature, initial, and date fields for each signer
Send Link: System emails signer link or generates a secure URL
Complete Signing: Signer authenticates, signs, receives final PDF with certificate

Technical considerations for e-signing the Custom Team Agreement

Ensure your signing platform supports secure authentication, audit trails, and the document formats your organization uses.

File Formats: PDF, Word DOCX, and HTML supported
Integrations: Works with Salesforce, NetSuite, Microsoft 365, Google Workspace
Authentication: Email, SMS code, KBA, or enterprise SSO options

Choose settings that balance signer convenience with required identity assurance, and enable audit logs and secure storage.

Core sections to include in a professional Custom Team Agreement

A comprehensive agreement organizes obligations, governance, IP, payment, confidentiality, and exit mechanics so all parties understand expectations and remedies.

Scope

Define deliverables, milestones, acceptance criteria, and any excluded work to avoid scope creep and conflicting interpretations.

Roles

Specify team roles, decision rights, escalation paths, and single points of contact for coordination and approvals.

Payment

Document compensation structure, invoicing cadence, expense reimbursement, taxes, and the effect of disputed invoices.

Confidentiality

Include nondisclosure terms, permitted disclosures, and procedures for handling confidential materials and data.

IP & Data

Allocate ownership of deliverables, rights to preexisting IP, and any license grants or data-use limits.

Termination

Set notice periods, cure rights, wind-down obligations, and payment for work completed or non-cancellable commitments.

Security and compliance elements to capture

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamp, IP address, action history retained

Certifications: SOC 2 Type II; ISO 27001

Privacy: GDPR and CCPA compliance controls

Healthcare: HIPAA available with BAA

Regulatory: 21 CFR Part 11 support available

Principal risks from an incorrect or incomplete agreement

Unenforceability: Poorly stated terms may be held void by a court

Monetary Loss: Ambiguous payment terms can delay or reduce recoveries

IP Disputes: Undefined IP ownership leads to litigation risk

Regulatory Fines: Privacy or healthcare breaches can trigger penalties

Operational Delay: Missing approvals stall project timelines

Notarization Errors: Incorrect authentication may impair recordability

Common drafting and execution mistakes to avoid

Using vague deliverable descriptions that invite differing performance expectations and disputes.
Failing to name authorized signatories or to verify entity formation and signing authority before execution.
Omitting dispute-resolution procedures such as mediation, arbitration, or governing law leading to costly litigation.
Relying on scanned signatures without an audit trail or explicit consent to electronic records under ESIGN.

Pricing and capability snapshot for eSignature options

Compare starting prices and core capabilities for common eSignature vendors; signNow is listed first per vendor-comparison convention.

	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	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Practical examples of Custom Team Agreement use

Real organizations adapt team agreements to specific operational needs; these short examples show common outcomes.

Tim Martin — Martin Properties

A property management team standardized roles and approvals to reduce closing time by consolidating signatures and templates.

The team required mobile signing onsite.
The resulting process eliminated in-person routing, preserved complete audit logs, and reduced execution time across leases and vendor contracts.

John Butler — Fertility Centers of Illinois

A healthcare provider used a tailored agreement to secure PHI handling and vendor responsibilities.

Added HIPAA BAA and audit controls.
The agreement clarified data flows, required staff training, and ensured compliant retention and breach notification processes.

Frequently asked questions about the Custom Team Agreement

Answers to common questions about enforceability, signatures, notarization, and post-execution management when using electronic processes.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws where adopted, provided intent, consent, attribution, and record retention requirements are met.
When is notarization required?
Most commercial contracts do not require notarization, but recordable instruments or local formalities may. Verify with local recording offices when dealing with deeds or instruments requiring acknowledgment.
Can I sign remotely with a notary?
Remote online notarization (RON) is available in most states but varies; check state notary rules and ensure identity proofing and recording requirements are met.
How do I change terms after signing?
Amend the agreement in writing with signatures from authorized signatories. Avoid backdated edits and retain both original and amendment with clear effective dates.
What if a party disputes signature validity?
Preserve the audit trail and authentication records. ESIGN/UETA defenses rely on evidence of intent, attribution, and the platform's audit logs to establish validity.
How long should I keep executed agreements?
Retain for the contract term plus additional years per applicable law: IRS minimum 3 years, HIPAA six years for health records, and longer where state law requires.

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