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Hard Surface Agreement

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HARD SURFACE AGREEMENT

This Hard Surface Agreement (the "Agreement") is made between:

Service Provider Name:

Client Name:

RECITALS

WHEREAS, Service Provider is engaged in the business of supplying, preparing, and installing hard surface materials including but not limited to tile, stone, engineered surfaces, and related substrate preparation; and

WHEREAS, Client desires to retain Service Provider to perform hard surface work at the location designated herein under the terms and conditions set forth in this Agreement; and

WHEREAS, the parties intend for this Agreement to set forth the complete understanding with respect to the supply, installation, and payment for the hard surface work.

SCOPE OF WORK

Service Provider shall furnish all labor, materials, equipment, supervision, and incidentals necessary to perform the hard surface work described below at the property located at:

MATERIALS AND SUPPLY

Materials supplied by:

If Client supplies materials, Client warrants they are suitable for intended use. Service Provider is not responsible for defects attributable to Client-supplied materials.

PAYMENT TERMS

Contract Price (Total):

Deposit required prior to commencement:

Late payment fee: . Unpaid balances shall accrue interest as specified and may be subject to collection costs, including reasonable attorney fees.

Payment method:

TERM AND TERMINATION

Commencement Date: . Anticipated Completion Date:

Either party may terminate this Agreement for material breach if the breaching party fails to cure the breach within days after written notice. Termination for convenience by Client requires days' prior written notice and payment for work performed and materials committed as of the termination date.

CONFIDENTIALITY

Each party shall keep confidential all non-public business and technical information disclosed by the other party in connection with this Agreement and shall not use such information except to perform its obligations. Confidential information does not include information that: (a) is or becomes publicly available through no breach by the receiving party; (b) is lawfully received from a third party without restriction; or (c) is independently developed by the receiving party without reference to the confidential information.

Upon termination or request, the receiving party shall promptly return or destroy confidential materials and certify in writing that such return or destruction has occurred.

INSURANCE AND RISK ALLOCATION

Service Provider shall maintain at its expense commercial general liability insurance and workers' compensation coverage as required by law. Service Provider shall provide proof of insurance upon Client's written request. Risk of loss for materials on site shall transfer to Client upon delivery unless otherwise agreed in writing.

WARRANTY; LIMITATION OF LIABILITY

Service Provider warrants that work performed will be free from defects in workmanship for a period of from completion, subject to normal wear and tear and Client's adherence to maintenance instructions. Manufacturer warranties for materials, if any, are assigned to Client to the extent assignable.

Except for the express warranty stated above, Service Provider disclaims all other warranties, express or implied. In no event shall either party be liable to the other for consequential, incidental, punitive, or special damages, and aggregate liability shall not exceed the amount paid under this Agreement for the specific work giving rise to the claim.

INDEMNIFICATION

Each party shall indemnify, defend and hold harmless the other party from and against third-party claims, losses, damages, liabilities, and expenses (including reasonable attorney fees) arising out of the indemnifying party's negligence or willful misconduct in performance of this Agreement.

GOVERNING LAW

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

ENTIRE AGREEMENT; AMENDMENT

This Agreement, including all attachments and change orders executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior oral or written agreements. No amendment shall be effective unless in writing and signed by authorized representatives of both parties.

NOTICES

All notices under this Agreement shall be in writing and delivered to the addresses set forth above or to such other address as a party may designate by written notice. Notices are effective upon personal delivery, confirmed electronic delivery, or three business days after deposit in the U.S. mail, postage prepaid.

SEVERABILITY; SURVIVAL

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect. Provisions that by their nature survive termination or expiration of this Agreement shall so survive, including but not limited to payment obligations, confidentiality, indemnification, and limitation of liability.

ADDITIONAL TERMS

Service Provider:

By:

Date:

Client:

By:

Date:

Enter text✕

What the Hard Surface Agreement covers

A Hard Surface Agreement is a written contract that documents the sale, installation, repair, or resurfacing of permanent hard surfaces such as flooring, tile, stone, countertops, and similar fixtures. The agreement sets the parties, scope of work, material specifications, schedule, payment terms, change-order procedures, warranties, insurance and indemnity allocations, and dispute-resolution steps. It clarifies responsibilities for site preparation, permits, clean-up, and inspections. Clear, complete agreements reduce disputes and form the baseline for claims, warranty enforcement, and record retention.

Why a formal agreement matters for hard-surface work

A written Hard Surface Agreement protects both property owners and contractors by documenting expectations, deliverables, pricing, scheduling, and dispute-resolution methods in one place.

Why a formal agreement matters for hard-surface work

Who typically prepares and signs this agreement

The Hard Surface Agreement is used by contractors, property owners, and facility managers to set clear obligations before work begins.

  • General contractors and specialty installers who need written scope, material specs, and lien-waiver procedures.
  • Property owners and property managers who require timelines, inspection checkpoints, and warranty terms.
  • Commercial facility operators and developers who need insurance, indemnity, and payment bond language.

Properly prepared agreements speed payments, reduce change-order disputes, and clarify warranty and maintenance responsibilities after completion.

Core elements to include in a professional agreement

A professional Hard Surface Agreement organizes obligations into clear sections so both parties can measure performance, calculate remedies, and comply with recordkeeping and safety rules.

Scope of Work

Detailed description of tasks, locations, dimensions, finishing standards, and acceptance criteria so deliverables are unambiguous and measurable by inspectors or owners.

Materials & Specs

Lists material types, brands, grades, color codes, adhesives, and tolerances; identifies who provides materials and how substitutions are handled to avoid later disputes.

Schedule & Milestones

Defines start and completion dates, intermediate milestones, weather or supply contingencies, and remedies for delays to manage expectations and liquidated damages if applicable.

Payment Terms

Specifies contract price, deposit, progress-payment schedule, retainage, acceptable payment methods, and consequences for late payment or nonpayment.

Warranties & Remedies

States length and scope of workmanship and material warranties, repair obligations, and whether remedies are repair, replacement, or refund.

Liability & Dispute

Allocates insurance, indemnity, limits on consequential damages, governing law, and dispute-resolution method such as mediation or arbitration.

Essential information to collect and record

Contractor License: License number
Client Legal Name: Exact legal name
Property Address: Street, city, state, ZIP
Work Description: Brief scope summary
Payment Terms: Amount and schedule
Insurance Certificate: COI on file

Step-by-step: completing and executing the agreement

Follow these steps in order to create, confirm, and finalize a compliant Hard Surface Agreement.

  • 01
    Draft: Enter scope, schedule, and payment terms.
  • 02
    Review: Confirm materials, permits, and insurance certificates.
  • 03
    Sign: All parties sign and date the signature block.
  • 04
    Distribute: Provide signed copies to each party and retain originals.

Digital workflow settings for online completion

Configure a simple digital workflow so parties can sign remotely while maintaining authentication and an audit trail.

Field Configuration
Template Save a reusable document template for common projects
Signer Roles Assign Contractor, Owner, or Witness roles in order
Authentication Choose email, SMS code, or ID check for signer verification
Notifications Enable reminders and download copies for records

Where to send and file the completed agreement

Decide distribution and retention locations before signing so all parties know where final records live and who controls originals.

  • Owner Copy: Delivered to property owner or management company
  • Contractor File: Retained in contractor project folder for warranty defense
  • Project Records: Saved with permits, COIs, and inspection reports
  • Accounting: Forwarded to accounts payable for payment processing

Digital signing and file-format considerations

Determine acceptable signing and file formats to preserve evidentiary value and meet regulatory or owner requirements.

  • File Types: PDF and DOCX supported
  • Authentication: Email, SMS, or ID verification
  • Integrations: Connects to cloud storage

Key dates and timing expectations to record in the contract

Specify these deadlines clearly; ambiguous timing is a frequent source of claims and late-payment disputes.

Project Start Date:

Date work must begin

Completion Date:

Date by which work is due

Payment Milestones:

Dates tied to progress payments

Warranty Period:

Length of workmanship warranty

Notice Periods:

Time required to claim defects

Common preparation mistakes to avoid

  • Vague scope language that omits finish tolerances or material grades, leading to disputes over acceptance.
  • Missing or mismatched party names, which can create enforceability issues or payment delays.
  • No change-order process, causing disagreements when unforeseen conditions increase cost or time.
  • Failing to attach insurance, permit, or inspection references required by owner or local code.

Potential legal and financial risks of an incorrect agreement

Breach Damages: Monetary liability
Delay Costs: Liquidated or actual damages
Lien Exposure: Mechanic's lien risk
Insurance Gaps: Uninsured loss
Tax Withholding: Backup withholding risk
Invalid Signatures: Enforceability problems

Comparison: eSignature vendor pricing and basic capabilities

Basic plan pricing and common capability indicators for signature platforms. Use vendor sites to confirm plan features before procurement.

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

How organizations use signed hard-surface agreements

Real-world examples show how documented agreements reduce disputes and support warranty claims.

Martin Properties

Tim Martin, Founder, used online agreements to manage rental property renovations and reduce turnaround.

  • Their team standardized templates for recurring projects.
  • The written contracts clarified finish standards and payment milestones, which reduced tenant disputes and sped inspections and unit turnarounds.

Fertility Centers of Illinois

John Butler, Founder, needed secure, auditable contracts for facility upgrades and vendor work.

  • They centralized signed agreements with project documentation.
  • Centralized records helped defend warranty claims and ensured compliance with facility policies and contractor insurance requirements.

Frequently asked questions about completing and signing the agreement

Answers to common legal and technical questions that arise while preparing, signing, and storing Hard Surface Agreements.


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