Can a Florist Agreement be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes provided the signing demonstrates intent, consent, attribution, and retention.

Is a notary required for validity?

Typically no for commercial florist contracts. Notarization may be required where venue rules demand recognized execution or for certain business registrations; check venue or state rules.

What happens if flowers are unavailable?

Include a substitutions clause specifying acceptable alternatives and client approval process. Absent clear terms, disputes over acceptable replacements are common and may lead to refunds.

How are deposits handled on cancellation?

Deposit treatment depends on the cancellation clause. Tiered refund schedules by notice period reduce risk; clearly state nonrefundable amounts to avoid collection disputes.

Do I need insurance for large installs?

Yes for large or risky installations. Require certificate of insurance and specify minimum limits in the agreement to allocate responsibility for property damage or bodily injury.

How long should I keep signed agreements?

Retain executed agreements at least three years for IRS purposes (IRC §6501(a)) and longer where state law or industry rules require it; keep HIPAA-related records six years.

Electronic Signature
Templates
Miscellaneous
Florist Services Agreement

Florist Services Agreement

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

FLORIST SERVICES AGREEMENT

This Florist Services Agreement (the Agreement) is entered into as of by and between Client Name: and Florist Name: .

RECITALS

WHEREAS, Client desires to engage Florist to provide floral goods and related services for the event described below; and

WHEREAS, Florist represents that it possesses the necessary experience, personnel and resources to provide floral design, delivery, installation and related services in accordance with the terms of this Agreement; and

WHEREAS, the parties wish to set forth their respective rights and obligations with respect to the provision and acceptance of such services.

EVENT AND CONTACT INFORMATION

Event Name / Description Event Date Event Location Client Phone / Email Florist Contact

SCOPE OF WORK

The Florist shall provide floral design, preparation, delivery, installation and post-event breakdown as described below. The parties acknowledge that specific item quantities, varieties and color palettes are estimates and subject to seasonal availability and substitution as provided in this Agreement.

Detailed Scope of Work (describe items, quantities, locations, timing)

Additional Service Options (select all that apply) Delivery On-site installation / setup Post-event breakdown On-site attendant (hourly)

PAYMENT TERMS

Client shall pay Florist the total fee set forth below in accordance with the schedule specified. All amounts are stated in US Dollars. Unless otherwise specified, payments must be made by check, credit card or other method agreed in writing.

Total Contract Amount Deposit Amount Deposit Due By Balance Due By Late Fee

All sums unpaid when due shall accrue interest and collection fees as set forth above. Client agrees that Florist may suspend performance for nonpayment after providing written notice and a reasonable cure period where required by law.

TERM AND TERMINATION

The term of this Agreement commences on Start Date: and continues through End Date: unless earlier terminated pursuant to this Section.

Either party may terminate this Agreement for material breach by the other party if the breach is not cured within days after written notice. Termination shall not relieve Client of obligations to pay for services performed and products procured prior to termination.

CANCELLATION & POSTPONEMENT

If Client cancels the event, refund of amounts paid will be made in accordance with the schedule below, less costs already incurred by Florist:

Cancellation Refund Schedule (enter percentage refundable)

DELIVERY, INSTALLATION AND ACCEPTANCE

Florist will deliver and install floral items at the Event Location at scheduled times set forth in the Scope of Work. Client or Client's representative must be present to accept delivery and inspect items. Once accepted at delivery, any additional charges for re-delivery, storage or replacement due to change of mind are Client's responsibility.

Delivery / Setup Time Window

SUBSTITUTIONS AND AVAILABILITY

Florist will use reasonable efforts to provide the specific varieties listed, but reserves the right to substitute flowers of equal or greater quality when specified varieties are unavailable. Florist will consult Client regarding major substitutions where practicable.

CONFIDENTIALITY

Each party agrees to keep confidential and not disclose to any third party non-public business or personal information of the other party obtained in connection with performance under this Agreement, except to the extent disclosure is required by law or necessary to perform obligations hereunder.

INSURANCE, INDEMNIFICATION & LIMITATION OF LIABILITY

Florist shall maintain general liability insurance appropriate to the services performed. Upon request, Florist shall provide proof of insurance. Client agrees to indemnify and hold Florist harmless from claims arising from Client's negligence or acts of third parties at the Event. Except for willful misconduct or gross negligence, Florist's aggregate liability for any claim arising out of this Agreement shall not exceed the total fees paid by Client to Florist under this Agreement.

Certificate of Insurance Provided Yes No

FORCE MAJEURE

Neither party shall be liable for delay or failure to perform due to causes beyond its reasonable control, including but not limited to natural disasters, acts of government, labor disputes, epidemic, or transportation failures. If performance is prevented for more than 30 days by such events, either party may terminate the Agreement without further liability except for amounts due for services already performed.

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.

ENTIRE AGREEMENT

This Agreement, including the Scope of Work and any written attachments executed by the parties, constitutes the entire agreement between Client and Florist with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals and communications, whether written or oral. Any modification to this Agreement must be in writing and signed by both parties.

MISCELLANEOUS

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. Notices required under this Agreement shall be in writing and delivered to the contact information set forth above.

Additional Terms or Special Instructions

Client Printed Name:

By:

Date:

Florist Printed Name:

By:

Date:

What a Florist Services Agreement Covers

A Florist Services Agreement is a written contract that defines the scope, timing, payment, and responsibilities for floral services provided to an individual or organization. Typical uses include weddings, corporate events, sympathy deliveries, and recurring deliveries for businesses. The agreement allocates risk (cancellation, substitutions, weather events), records deposit and final payment terms, and confirms specifications for delivery, setup, and teardown. Clear written terms reduce disputes about substitutions, late deliveries, or damage, and create a record suitable for eSignature, notarization if needed, and retention for tax and regulatory compliance.

Why a Written Agreement Matters for Florists

A formal agreement creates mutual expectations on services, pricing, timelines, and liability. It helps protect revenue, manage substitutions, and document client consent for creative or delivery changes.

Who Typically Uses a Florist Services Agreement

Common users include independent florists, event planners, venues, and corporate clients who require documented terms before large orders or ongoing services.

Independent florists and shop owners managing custom orders and event logistics.
Event planners and wedding coordinators contracting large or complex floral installs.
Corporate clients and venues arranging recurring or high-value floral services.

The agreement also benefits customers who want price certainty, documented delivery windows, and formal cancellation or substitution policies.

Essential Clauses to Include

A professional agreement balances clarity and flexibility: describe services, set payment rules, define substitutions, and allocate liability and cancellation consequences.

Parties

Identify contracting parties by full legal name, business entity type, and contact details to ensure enforceability and proper attribution.

Scope of Services

Detail deliverables, quantities, delivery addresses, setup and teardown times, installation responsibilities, and any venue access constraints or permits required.

Pricing & Payment

State deposits, final payment schedule, accepted payment methods, taxes, service fees, and any late payment interest or collection costs.

Substitutions

Permit reasonable substitutions for unavailable flowers, define acceptable replacements, and describe client approval process to avoid last-minute disputes.

Cancellation Policy

Set nonrefundable deposits, tiered refund rules by notice period, and conditions that excuse performance such as force majeure or venue closure.

Liability & Insurance

Limitations on damages, insurance requirements for large installs, and indemnity language addressing property damage, performer injuries, and third-party claims.

Core Information to Record

Client Identity: Full legal name

Service Address: Street, city, state

Event Date: MM/DD/YYYY

Payment Terms: Deposit amount

Contact Info: Phone and email

Delivery Window: Arrival time range

Step-by-Step: Completing and Executing the Agreement

Follow a clear sequence to prepare, approve, and store the agreement to reduce errors and speed fulfillment.

01

Draft: Populate all fields and attach exhibits or photos.
02

Review: Confirm quantities, delivery windows, and prices with client.
03

Sign: Collect electronic signatures or wet signatures as required.
04

Archive: Store final executed copy and confirmation receipts.

Typical Fulfillment Flow for Floral Orders

A concise operational sequence helps internal teams and clients understand responsibilities and timing from order to completion.

Order Confirmation: Client confirms contract and pays deposit.
Procurement: Supplier orders and secures required blooms.
Preparation: Design, assembly, and staging at shop.
Delivery & Setup: Arrive at venue and complete installation.

How to Configure an Online Signing Workflow

Set up an ordered digital workflow so each signer receives, reviews, and signs in the correct sequence with the desired authentication.

Field	Configuration
Signer Order	Define sequential or parallel signing
Authentication	Email link, SMS code, or KBA
Required Fields	Enforce signature, date, and initials
Notifications	Send reminders and final copies

Digital Signing and Delivery: Platform Needs

Ensure the chosen provider offers audit logs and retention options that meet tax and client dispute needs while supporting easy retrieval.

Document Formats: PDF and DOCX supported
Authentication: Email and SMS verification
Integrations: CRM and calendar sync

Key Timing and Payment Deadlines to Note

Set internal and client-facing deadlines for deposit, final payment, delivery, and cancellation to avoid last-minute disputes.

Deposit Due Date:

Typically due on signing or within 7 days

Final Payment Deadline:

Commonly due 7–14 days before event

Delivery Window:

Specify exact arrival and setup times

Cancellation Notice:

Tiered refund terms by days before event

Substitution Notice:

Client approval timeline for replacements

Common Preparation Mistakes to Avoid

Vague scope descriptions that omit exact counts, dimensions, or delivery locations lead to differing expectations and disputes over performance.
Unclear payment terms or unspecified taxes and fees cause late payments and reduce ability to recover costs for last-minute changes.
Failure to document substitution rules results in client dissatisfaction when seasonal or supply issues force alternative blooms.
Not specifying venue access, load-in times, or insurance requirements can create on-site delays and unexpected extra labor costs.

Consequences of an Incomplete or Incorrect Agreement

Lost Deposit: Deposit forfeiture

Collection Costs: Recovery expenses possible

Performance Claims: Client damages claims

Venue Fines: Charges for late setup

Tax Misreporting: Incorrect records risk audits

Reputational Harm: Negative reviews and referrals

eSignature Vendor Comparison Relevant to Florist Agreements

Common vendor traits compared: entry price, trial availability, bulk send, audit trail, and HIPAA support. signNow is listed first per comparison conventions.

	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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions About Florist Services Agreements

Answers to common execution, substitution, and enforcement questions when using a written agreement for floral services.

Need help? Contact support

Can a Florist Agreement be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes provided the signing demonstrates intent, consent, attribution, and retention.
Is a notary required for validity?
Typically no for commercial florist contracts. Notarization may be required where venue rules demand recognized execution or for certain business registrations; check venue or state rules.
What happens if flowers are unavailable?
Include a substitutions clause specifying acceptable alternatives and client approval process. Absent clear terms, disputes over acceptable replacements are common and may lead to refunds.
How are deposits handled on cancellation?
Deposit treatment depends on the cancellation clause. Tiered refund schedules by notice period reduce risk; clearly state nonrefundable amounts to avoid collection disputes.
Do I need insurance for large installs?
Yes for large or risky installations. Require certificate of insurance and specify minimum limits in the agreement to allocate responsibility for property damage or bodily injury.
How long should I keep signed agreements?
Retain executed agreements at least three years for IRS purposes (IRC §6501(a)) and longer where state law or industry rules require it; keep HIPAA-related records six years.

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