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Fuel Station Supply Contract

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FUEL STATION SUPPLY CONTRACT

This Fuel Station Supply Contract (the "Contract") is made and entered into as of Effective Date: by and between Supplier Name: and Purchaser Name: .

RECITALS

WHEREAS, Supplier is engaged in the business of procuring and supplying petroleum products suitable for retail fuel dispensing and related products and services; and

WHEREAS, Purchaser operates a retail fueling station(s) and desires to purchase fuel and related services from Supplier under the terms and conditions set forth herein; and

NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the parties agree as follows.

SCOPE OF WORK

Supplier shall supply and deliver fuel products conforming to the specifications set forth below for delivery to the delivery location(s) identified by Purchaser. Supplier shall also provide related services as specified, including but not limited to product monitoring, emergency delivery, and quality assurance testing as requested and agreed.

DELIVERY; TITLE AND RISK OF LOSS

Delivery Point: . Supplier shall deliver product to the Delivery Point by the delivery method agreed. Title and risk of loss for each delivery shall pass to Purchaser at the point of offloading at the Delivery Point unless otherwise agreed in writing.

Lead Time for Regular Deliveries: . Emergency delivery obligations and response times are as set forth in the Scope of Work.

PAYMENT TERMS

Unit Price per Gallon: . Estimated Monthly Quantity (gallons): .

Invoices shall be submitted to Purchaser and are due and payable within days of invoice date. Late payments shall accrue interest at per month or the maximum permitted by law, whichever is less. Purchaser shall pay all undisputed amounts in accordance with this Contract.

TERM AND TERMINATION

Term Commencement Date: . Term Expiration Date: .

Either party may terminate this Contract for convenience upon providing written notice to the other party at least days prior to the intended termination date. Either party may terminate immediately for material breach if the breaching party fails to cure such breach within thirty (30) days after receipt of written notice specifying the breach. Termination shall not relieve Purchaser of liability for amounts due for product delivered prior to the effective date of termination.

CONFIDENTIALITY

Each party shall treat as confidential and shall not disclose to any third party any non-public commercial, operational, pricing or technical information furnished by the other party in connection with this Contract ("Confidential Information"), except to its employees, contractors or advisors who have a need to know and who are bound by confidentiality obligations at least as protective as those contained herein. Confidential Information does not include information that (i) is or becomes publicly available other than by breach of this Contract, (ii) is already known to the receiving party without restriction, or (iii) is rightfully obtained from a third party without confidentiality obligations. Obligation of confidentiality shall survive termination of this Contract for a period of years.

INDEMNIFICATION; LIABILITY

Each party shall defend, indemnify and hold harmless the other party from and against any claims, liabilities, losses, damages and expenses (including reasonable attorney fees) arising out of the indemnifying party's negligence, willful misconduct, breach of this Contract, or violation of law in connection with the performance of its obligations hereunder. EXCEPT FOR A PARTY'S INDEMNIFICATION OBLIGATIONS OR WILLFUL MISCONDUCT, NEITHER PARTY SHALL BE LIABLE TO THE OTHER FOR CONSEQUENTIAL, INCIDENTAL, OR PUNITIVE DAMAGES.

FORCE MAJEURE

Neither party shall be liable for delays or failures in performance resulting from causes beyond its reasonable control, including but not limited to acts of God, war, terrorism, strikes, embargoes, governmental actions, or shortages of fuel supply, provided that the impacted party gives prompt written notice to the other party and uses commercially reasonable efforts to resume performance.

GOVERNING LAW

This Contract shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of laws principles. Venue for any dispute arising out of this Contract shall be in a federal or state court of competent jurisdiction located in that state.

ENTIRE AGREEMENT

This Contract, including all exhibits, schedules and written attachments expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, proposals, representations or agreements, whether written or oral. Any amendment or modification of this Contract must be in writing and signed by both parties.

NOTICES

MISCELLANEOUS

This Contract 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. Headings are for convenience only and shall not affect interpretation.

Supplier:

By:

Date:

Purchaser:

By:

Date:

Enter text✕

What a Fuel Station Supply Contract Covers

A Fuel Station Supply Contract is a written agreement that governs the sale, delivery, and payment terms for petroleum products such as gasoline, diesel, biodiesel, or other fuel blends. It sets product specifications, quality standards, pricing formulas, delivery schedules, transfer of title, and inspection and sampling procedures. The agreement typically addresses packaging and bulk delivery terms, force majeure, environmental compliance, insurance, indemnity, and dispute resolution. Attachments commonly include safety data sheets, proof of insurance, and certificates of analysis to document product conformity and regulatory compliance.

Why a Clear Supply Contract Matters

A precise contract reduces delivery disputes, allocates environmental and liability risks, and sets payment and cure timelines. Clear terms protect both supplier and buyer and help demonstrate regulatory compliance when inspected by state or federal agencies.

Why a Clear Supply Contract Matters

Who Typically Uses This Contract

The Fuel Station Supply Contract is used by businesses that buy or deliver fuel regularly and by operators managing retail sites, fleets, or bulk storage.

  • Retail fuel station owners and operators procuring inventory for convenience stores and pumps.
  • Fleet managers and contractors who require scheduled bulk deliveries for on-site vehicles and equipment.
  • Wholesale distributors and terminal suppliers arranging recurring shipments to customers or dealers.

Each party should ensure the agreement matches its operational, insurance, and regulatory obligations before signing.

Essential Clauses to Include

A professional Fuel Station Supply Contract organizes commercial, operational, and legal terms so obligations are clear and enforceable in dispute or regulatory review.

Parties

Identify full legal names, business entities, and contact details for buyer and supplier; include tax ID and billing contacts to avoid misrouting invoices.

Term

Specify contract start and end dates, automatic renewal rules, and notice periods for nonrenewal or termination to manage supply continuity and planning.

Product Specifications

Define fuel grades, acceptable additives, maximum water or sediment levels, testing methods, and sampling procedures to reduce quality disputes.

Price & Payment

State pricing formula (fixed, spot-linked, or index-based), invoicing frequency, payment terms (for example Net 30), late fees, and currency.

Delivery & Title

Describe delivery method, delivery windows, transfer of title and risk of loss, loading/unloading responsibilities, and demurrage or access charges.

Liability & Compliance

Require insurance limits, indemnities for spills, environmental compliance clauses, and procedures for claims, recalls, or regulatory notices.

Information You Must Provide

Buyer Identity: Full legal entity name
Supplier Identity: Full legal entity name
Delivery Address: Street, city, state ZIP
Product Details: Fuel grade and spec
Price Terms: Formula and currency
Insurance: Limit amounts and carrier

Step-by-Step: Completing the Contract

Follow these sequential steps to prepare a usable, enforceable Fuel Station Supply Contract.

  • 01
    1. Identify Parties: Enter full legal entity names and contacts.
  • 02
    2. Define Goods: Specify fuel type, grade, and quality tests.
  • 03
    3. Set Price Terms: Insert formula, invoicing, and payment timing.
  • 04
    4. Add Signatures: Have authorized representatives sign and date.

Configure Your Digital Signing Workflow

Set up a repeatable digital workflow to route the contract, collect signatures, and archive executed agreements.

Field Configuration
Signature Workflow Sequential signers with email routing
Authentication Email + SMS code or ID check
Templates Save standard contract as reusable template
Notifications Email reminders and completion notices

Where to Send the Completed Contract

After execution, route the signed contract to operational, accounting, and regulatory recipients to ensure obligations are tracked.

  • Supplier Records: Supplier retains executed original contract
  • Buyer Operations: Buyer files for inventory and schedule
  • Accounting: Invoice processing and payment posting
  • Regulatory File: Retain for inspections and compliance

Digital Delivery and Format Considerations

Use an eSignature platform that supports common file formats and integrates with your systems to minimize manual steps.

  • Integrations: Salesforce, NetSuite, Microsoft 365
  • File Formats: PDF, DOCX, HTML
  • Storage: Cloud storage options like Box

Key Deadlines and Payment Timing

Standard commercial timelines and notice periods help both parties manage deliveries and remedies.

Effective Date:

Date obligations commence and accruals begin

Delivery Window:

Specified per shipment or recurring schedule

Invoice Submission:

Typically within 5–15 days after delivery

Payment Terms:

Commonly Net 30 or Net 45 from invoice

Renewal Notice:

Often 30–90 days prior to expiration

Common Preparation Mistakes to Avoid

  • Using imprecise product language that omits ASTM or terminal specifications, leading to quality disputes and rejected shipments.
  • Failing to list authorized signatories and titles, which can invalidate acceptance or delay enforcement actions.
  • Omitting clear delivery terms and title transfer points; ambiguity about when risk passes increases claims for loss or contamination.
  • Not aligning insurance and indemnity clauses with local environmental regulations; this exposes parties to fines and cleanup costs.

Penalties and Contractual Risks

Late Payment: Interest and collection costs
Delivery Failure: Liquidated damages possible
Environmental Fines: Regulatory penalties and cleanup
Product Contamination: Replacement costs and claims
Breach Damages: Compensatory and consequential loss
Tax Withholding: Backup withholding risk

eSignature Vendor Pricing Snapshot for Contract Execution

Basic pricing and capability differences can affect total cost and compliance options for recurring fuel supply agreements.

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 Yes, 7-day 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

Frequently Asked Questions about Execution and Compliance

Answers to common questions about signing, notarization, and regulatory concerns for fuel supply agreements.


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