Can this addendum be e-signed?

Yes. Under the ESIGN Act and UETA, an electronic signature is valid if intent, consent, attribution, and record retention are established. Consumer-facing transactions may also require a consumer consent disclosure per 15 U.S.C. §7001(c).

Is notarization required for enforceability?

Notarization is generally not required for a private fees addendum, but state law or recording requirements may mandate notarization for property-related documents. Remote online notarization (RON) is available in most states but rules vary; verify with the state notary commission.

What if a signer lacks authority?

If a signer lacks delegated authority, the addendum may be void or unenforceable. Confirm authorization via corporate resolution, procurement approval, or written delegation before execution. Retain evidence of approval in the contract file to reduce risk of later challenges.

How to correct a drafting error?

Correct errors by mutual written amendment or replacing the addendum with a corrected version signed by all parties. Note the correction in the contract file, update accounting entries, and obtain legal review if the change affects tax reporting or regulatory compliance.

How long to retain signed addenda?

Retain signed addenda per applicable rules: at least three years for tax records (IRC §6501(a)), six years for HIPAA-covered records (45 CFR §164.530(j)), and commonly seven years for commercial contract post-termination retention. State law may require longer periods.

Can this be notarized remotely?

Remote Online Notarization is permitted in most states; requirements include identity proofing, audio-video recording, and retention of the notarization journal. Verify your state's RON rules and notary commission guidance before relying on remote notarization for the addendum.

Electronic Signature
Templates
Miscellaneous
Fees Adjustment Addendum

Fees Adjustment Addendum

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

FEES ADJUSTMENT ADDENDUM

This Fees Adjustment Addendum (the Addendum) is entered into as of by and between:

Client Name: Service Provider Name:

WHEREAS

WHEREAS, the parties entered into a separate agreement identified as the Original Agreement dated (Original Agreement), pursuant to which Service Provider agreed to provide certain services to Client; and

WHEREAS, the parties desire to amend the fee provisions of the Original Agreement as set forth herein, and to memorialize the adjusted fees, effective date, and related payment terms;

NOW, THEREFORE, in consideration of the mutual covenants contained herein and other good and valuable consideration, the sufficiency of which is acknowledged, the parties agree as follows:

1. Scope of Work

The Scope of Work described in the Original Agreement remains in full force and effect except as expressly modified by this Addendum. The adjusted services and any clarifying deliverables are set forth below.

2. Fees Adjustment Details

The fee previously billed under the Original Agreement in the amount of is hereby adjusted. The new fee for the services described in this Addendum shall be effective as of .

Reason for Adjustment (select one or describe):

Market fluctuation Change in scope Other

3. Payment Terms

Unless otherwise specified below, Client shall pay the adjusted fees in accordance with the payment schedule set forth in this section. Any capitalized terms used in this section shall have the meanings assigned in the Original Agreement.

Payment Amount (per schedule): Payment Schedule and Terms:

Late payments shall incur interest at a rate of percent per month (or the maximum rate permitted by law, if lower). In addition to interest, Client will be responsible for reasonable collection costs, including attorneys' fees.

4. Term and Termination

The term of this Addendum shall commence on and continue until unless earlier terminated in accordance with the Original Agreement or this section.

Either party may terminate this Addendum for convenience upon prior written notice to the other party. Termination for cause shall be governed by the breach and cure provisions of the Original Agreement; provided, however, that failure to pay adjusted fees when due shall constitute a material breach subject to termination if not cured within the applicable cure period.

5. Confidentiality

All information exchanged in connection with the negotiation and performance of this Addendum that is designated as confidential or that reasonably should be understood to be confidential shall be treated in accordance with the confidentiality obligations set forth in the Original Agreement. The parties acknowledge that the fee adjustment and the financial terms disclosed herein constitute Confidential Information.

6. Governing Law

This Addendum shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles. Exclusive venue for any dispute arising hereunder shall be the state or federal courts located in the same jurisdiction unless the Original Agreement provides otherwise.

7. Entire Agreement

This Addendum, together with the Original Agreement, 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, relating to the fee adjustment. Except as expressly modified herein, all terms and conditions of the Original Agreement remain unchanged and in full force and effect.

8. Miscellaneous

No waiver of any provision of this Addendum shall be effective unless in writing and signed by the party granting the waiver. If any provision of this Addendum is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Client:

By:

Date:

Service Provider:

By:

Date:

What a Fees Adjustment Addendum Is and when it applies

The Fees Adjustment Addendum is a written amendment to an existing agreement that documents changes to fees, pricing schedules, or billing terms. It records the parties involved, the effective date of the adjustment, the specific line items or rates being changed, and any transitional or grandfathered pricing. Used with service contracts, professional engagements, leases, and vendor agreements, the addendum clarifies financial obligations without reissuing the entire contract. Properly executed, it becomes part of the contract and controls fee provisions alongside the original agreement.

Why documenting fee changes matters

A Fees Adjustment Addendum preserves clarity and reduces disputes by documenting agreed changes to price and billing. It creates an auditable record that helps enforce financial terms, supports accounting accuracy, and establishes effective dates and notice periods under the original agreement.

Who typically prepares and signs an addendum

Organizations that commonly use a Fees Adjustment Addendum include finance, procurement, contracts, and account management teams.

Vendors and suppliers adjusting service rates after contract renewals or change orders.
Property managers applying rent-related fee changes to lease addenda and service contracts.
Professional services firms updating hourly rates, retainers, or pass-through expenses.

Use by legal counsel and accounting ensures the addendum aligns with existing terms and tax or regulatory reporting requirements.

Essential elements to include in your Fees Adjustment Addendum

Core components clarify who, what, when, how much, and how the fee changes apply, plus any transitional rules and payment timing.

Parties

Identify each contracting party by full legal name, role, and contact details; specify which party is responsible for billing, receiving invoices, and handling disputes related to the fee change.

Effective Date

State the exact effective date in MM/DD/YYYY format and whether the change is retroactive, phased, or conditional upon milestones or approvals; also indicate notice period and billing cycle implications.

Fee Schedule

Detail the specific line items, unit prices, rate formulas, percentage increases, caps, and any one-time adjustments with clear examples for calculation and reference to prior contract exhibits.

Payment Terms

Specify invoicing schedule, due dates, late fees or interest rates, accepted payment methods, and adjustments to existing billing cycles; include prorated calculations when effective mid-cycle and address credits or reconciliations.

Approvals

List required signatories, approval thresholds, internal authorizations, and whether board or procurement committee sign-off is necessary, and provide reference to corporate resolution or delegated authority documents and the method of consent (wet ink, electronic signature, or notarized).

Transition Rules

Explain grandfathering, effective timing for existing customers, dispute resolution steps, refunds, or credits; include examples illustrating computation for typical accounts and note any tax treatment or reporting changes that will follow.

Step-by-step: preparing and executing the addendum

Follow these steps to prepare, approve, and attach a Fees Adjustment Addendum to an existing contract in a compliant, auditable way.

01

Confirm authority: Verify party has delegated authorization to change fees.
02

Draft amendment: Specify exact fee changes and effective date.
03

Attach exhibits: Include revised schedules or calculation examples.
04

Execute and distribute: Collect signatures and circulate fully executed copies.

Configure online workflows for a clear signature process

Configure your e-sign workflow to include conditional fee fields, signer order, and required attachments for auditability.

Field	Configuration
Authentication	Email link with optional SMS code for stronger auth.
Conditional Fields	Show fee fields when box checked.
Attachments	Require invoice, prior exhibit, or approval memo.
Audit Trail	Capture IP, timestamp, and signer email.

Where to send the executed addendum and how it moves

Routing options depend on contract terms: internal approvals, accounts payable, client delivery, and legal retention for corporate records.

Internal approval: Route to procurement and finance for sign-off.
Client delivery: Send executed addendum to counterparty and billing contact.
Accounting: Update invoice templates and recurring billing amounts.
Legal file: Save executed document to contract management system.

Recommended distribution channels and technical considerations

Share a Fees Adjustment Addendum via email, secure upload, registered mail, or e-sign platform depending on formality and security needs.

Email: PDF copy attached with delivery receipt.
Secure portal: Upload to client portal or contract repository.
Certified mail: Use for formal notice and proof of delivery.

Typical timing and processing expectations

Key timing items include notice periods, effective dates, invoice cycles, billing adjustments, and timing for refunds or credits to be applied.

Notice Period:

Specify 30–90 days or as contract requires.

Effective Date:

Date in MM/DD/YYYY; may be retroactive if agreed.

Invoice Cycle:

Apply next billing cycle unless prorated.

Processing Time:

Allow 3–10 business days for accounting changes.

Refunds/Credits:

Issue within one invoicing period or as negotiated.

Key milestones from negotiation to accounting

Major milestones from proposal to full effect: negotiation, approval, execution, and accounting update tracked with dates.

01

Negotiation

Parties agree on scope, amounts, and transition rules; document redlines produced.

02

Authorization

Obtain internal approvals per delegated authority and procurement thresholds.

03

Execution

Collect signatures and notarization as required; record execution date.

04

Accounting Update

Adjust billing systems, issue corrected invoices, and reconcile accounts.

Best practices to reduce friction and disputes

Follow best practices to reduce disputes, accelerate approval, and ensure clean accounting and regulatory records when changing fees.

Use precise numeric language and explicit rounding rules

Avoid vague phrasing such as 'reasonable increase.' State exact percentages, dollar caps, rounding, and sample calculations. Providing worked examples reduces interpretation disputes and speeds accounting updates across invoicing systems and audit review.

Align billing cycles and define proration method

Clarify whether adjustments apply immediately or next cycle, and provide formula for prorating mid-cycle changes. Specify whether credits are automatic or require claimant invoicing to prevent delays and manual reconciliations.

Document approvals, delegation, and resolution references

Record the names, titles, and effective dates of authorized approvers and link to corporate resolutions or procurement thresholds. This reduces the risk of unauthorized fee changes and supports internal audit and external compliance inquiries.

Maintain comprehensive audit trail and secure storage

Capture timestamps, IP addresses, and signer authentication details; store PDFs with embedded audit certificates. Retain records per IRS, HIPAA, or company retention policies and ensure quick retrieval for billing disputes or regulatory inspections.

Required information to include for a compliant addendum

Identification: Full legal names and addresses.

Effective Date: Use MM/DD/YYYY format for dates.

Fee Details: Line-item amounts and units.

Payment Terms: Invoicing schedule and late fees.

Signatory Info: Authorized signer name and title.

Reference Docs: Prior agreement exhibit numbers.

Common risks and penalties from incorrect addenda

Contract dispute: Ambiguous language leads to litigation.

Billing errors: Incorrect rates cause under- or overbilling.

Tax reporting: Wrong entries may trigger IRS withholding.

Invalid execution: Unauthorized signer may void amendment.

Regulatory noncompliance: Healthcare or financial rules could be breached.

Late notice: Billing backcharges or penalties may apply.

How a Fees Adjustment Addendum differs from a Change Order

Key differences between a Fees Adjustment Addendum and a Change Order help determine the appropriate method to alter pricing under existing contracts.

Document Type	Fees Adjustment Addendum	Change Order
Typical Use	contract fee amendment	project price change
Formality	high	operational
Notarization
Accounting Impact	affects billing cycles	affects project invoices

Comparing eSignature providers for executing addenda

Select an eSignature provider to collect signatures and manage distribution; compare price and capabilities relevant to signing addenda and billing schedules.

	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 trial	Varies	Varies	Varies	Varies
Bulk Send	Yes (Premium)	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 Fees Adjustment Addenda

Answers to common questions about executing, validating, and storing a Fees Adjustment Addendum, including eSignature and notarization concerns.

Need help? Contact support

Can this addendum be e-signed?
Yes. Under the ESIGN Act and UETA, an electronic signature is valid if intent, consent, attribution, and record retention are established. Consumer-facing transactions may also require a consumer consent disclosure per 15 U.S.C. §7001(c).
Is notarization required for enforceability?
Notarization is generally not required for a private fees addendum, but state law or recording requirements may mandate notarization for property-related documents. Remote online notarization (RON) is available in most states but rules vary; verify with the state notary commission.
What if a signer lacks authority?
If a signer lacks delegated authority, the addendum may be void or unenforceable. Confirm authorization via corporate resolution, procurement approval, or written delegation before execution. Retain evidence of approval in the contract file to reduce risk of later challenges.
How to correct a drafting error?
Correct errors by mutual written amendment or replacing the addendum with a corrected version signed by all parties. Note the correction in the contract file, update accounting entries, and obtain legal review if the change affects tax reporting or regulatory compliance.
How long to retain signed addenda?
Retain signed addenda per applicable rules: at least three years for tax records (IRC §6501(a)), six years for HIPAA-covered records (45 CFR §164.530(j)), and commonly seven years for commercial contract post-termination retention. State law may require longer periods.
Can this be notarized remotely?
Remote Online Notarization is permitted in most states; requirements include identity proofing, audio-video recording, and retention of the notarization journal. Verify your state's RON rules and notary commission guidance before relying on remote notarization for the addendum.

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