Who should sign the agreement?

An authorized representative with authority to bind the company should sign. Verify signatory authority by reviewing corporate filings or an executed power of attorney when necessary to avoid enforceability challenges.

Can a hauling agreement be e-signed?

Yes. Electronic signatures meet U.S. legal standards under ESIGN and UETA when the parties consent, intent is demonstrated, and the record is retained in a reproducible format for later reference.

Is notarization required?

Not typically required for commercial hauling contracts, but certain states or permit processes may recommend notarization. Notarization can simplify authentication in disputes or when attaching affidavits.

What insurance proof is acceptable?

Current certificates of insurance naming required additional insureds and listing policy numbers and effective dates are standard. Verify endorsement language matches contract obligations before operations.

How do I update the agreement later?

Use an amendment signed by both parties that references the original agreement date and specifies changed clauses. Maintain version control and store prior versions for claims history.

What if the carrier lacks required permits?

Operations should not proceed until permits are secured. The agreement should state who assumes fines, towing, or re-routing costs if permits are missing.

Hauling Agreement

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

HAULING AGREEMENT

This Hauling Agreement is made and entered into on by and between:

Parties

Client Name Client Address Client Contact Client Phone / Email Carrier (Hauler) Name Carrier Address Carrier Contact Carrier Phone / Email / DOT-MC

Recitals

WHEREAS, Client requires transportation, handling and disposal services for materials described in the Scope of Work, and Carrier is in the business of providing hauling and transportation services and possesses the equipment, licenses, insurance and personnel necessary to perform such services; and

WHEREAS, the parties wish to set forth the terms and conditions under which Carrier will transport, handle and deliver such materials for Client, including payment, performance standards, liability allocation and termination provisions.

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

Scope of Work

Carrier shall provide all labor, equipment, fuel, permits, licenses and supervision necessary to perform hauling services as set forth below. Carrier will perform hauling in a professional manner consistent with industry standards and applicable law.

Detailed Description of Services

Loading and unloading responsibilities: . Carrier shall promptly notify Client of any delays or conditions impacting performance.

Payment Terms

Client shall pay Carrier for services in accordance with the rates and schedule set forth below. All sums are due in United States dollars.

Rate / Amount Payment Schedule / Invoicing

Invoices shall be submitted to Client and are payable within days of receipt unless otherwise agreed in writing. Late payments shall accrue interest at from the due date until paid.

Client shall be responsible for reasonable costs for access, permits, scales, disposal fees and any special handling required by law or the nature of the cargo. Fuel surcharge applicable: Yes

Term and Termination

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

Either party may terminate this Agreement for convenience upon days' prior written notice to the other party. Either party may terminate immediately for cause if the other party materially breaches this Agreement and fails to cure the breach within 10 days of written notice.

If Client cancels scheduled services without days' notice, Client shall be liable for reasonable cancellation charges, including lost revenue and direct costs.

Confidentiality

Each party shall maintain in confidence all proprietary or confidential information obtained from the other party in connection with this Agreement and shall not disclose such information to any third party except as required by law or with the prior written consent of the disclosing party. Confidential information does not include information that is publicly available without breach of this Agreement or independently developed.

Insurance, Indemnity and Liability

Carrier shall maintain insurance in types and amounts customary for the hauling industry, including but not limited to commercial automobile liability and cargo insurance. Minimum limits: . Carrier shall provide certificates of insurance upon request and shall name Client as additional insured where required by contract.

Carrier indemnifies, defends and holds harmless Client from and against claims, liabilities, losses and expenses (including reasonable attorney fees) arising from Carrier's negligence, willful misconduct or failure to comply with applicable law in performing services. Client shall indemnify Carrier to the extent loss is caused by Client's negligence or breach of this Agreement.

Carrier's liability for loss or damage to cargo shall be limited to the lesser of the actual value of the cargo or Carrier's cargo insurance limits, except to the extent such limitation is prohibited by applicable law.

Hazardous Materials and Compliance

Carrier shall not accept or transport hazardous materials unless Carrier is properly authorized and approved to do so and Client provides complete written disclosure and shipping documentation. Hazardous materials included: Yes

Hazardous Materials Fee (if applicable)

Both parties shall comply with all applicable federal, state and local laws, regulations and rules governing transportation, handling and disposal of the materials, including weight limits, permits and licensing.

Force Majeure

Neither party shall be liable for delays or failure to perform arising out of causes beyond its reasonable control, including acts of God, strikes, shortages, embargoes, pandemics, terrorism, governmental acts or severe weather. The affected party shall provide prompt notice to the other and use commercially reasonable efforts to resume performance.

Governing Law and Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of laws principles. The parties shall attempt to resolve disputes in good faith; if unresolved within 30 days, disputes shall be resolved in the state or federal courts located in the governing state.

Entire Agreement; Amendments

This 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 written or oral. Any amendment or modification of this Agreement must be in writing and signed by authorized representatives of both parties.

Severability; Assignment

If any provision of this Agreement is held invalid or unenforceable, the remainder shall continue in full force and effect. Neither party may assign this Agreement without the prior written consent of the other, except that Carrier may assign to an affiliate or in connection with a sale of substantially all of its assets.

Notices

All notices required or permitted under this Agreement shall be in writing and delivered by hand, overnight courier, or certified mail to the contact information provided above, or to such other addresses as the parties may designate in writing.

Client

Print Name:

By:

Date:

Carrier (Hauler)

Print Name:

By:

Date:

What a Hauling Agreement Is and When It Applies

A Hauling Agreement is a written contract between a shipper (or cargo owner) and a carrier (or hauling operator) that sets out the scope of transportation services, pricing, liability, insurance, delivery schedule, and performance standards. It governs individual trips or ongoing hauling relationships for freight, construction materials, waste, or specialized loads. Well-drafted hauling agreements allocate risk, describe required permits and insurance, state payment terms, and define remedies for delay, damage, or loss. Parties commonly use the agreement to document responsibilities, enable invoicing, and satisfy third-party requirements such as site access, bonding, or government contracting rules.

Why a Written Hauling Agreement Matters

A clear written agreement reduces disputes by setting expectations for delivery windows, insurance coverage, and cargo responsibility, and it helps both parties document compliance with applicable transportation and contracting requirements.

Who Typically Prepares or Signs a Hauling Agreement

The agreement is used by organizations that move goods, hire third-party carriers, or provide hauling services under contract.

Shippers and logistics managers at manufacturing, retail, and distribution companies who coordinate freight and need contractual liability limits and service terms.
Owner-operators and trucking companies that must document insurance, equipment specifications, and fuel or access charges before hauling loads.
General contractors, construction site managers, and waste-hauling firms that require agreed pickup/drop-off windows, site rules, and proof of permits.

Signatories usually include an authorized representative of the hiring party and an authorized carrier representative with the authority to bind their organization.

Core Sections to Include in a Professional Hauling Agreement

A complete hauling agreement organizes responsibilities, payment, insurance, and dispute resolution so both parties understand operational and legal obligations.

Parties

Full legal names and business types for shipper and carrier, including DBA and registered entity information for clarity and enforceability.

Scope of Work

Clear description of goods, load size, pickup and delivery locations, special handling needs, routes, and any prohibited items or restrictions.

Compensation

Price per load or mile, fuel surcharges, invoicing cadence, payment terms (for example Net 30), and procedures for disputed invoices.

Insurance & Liability

Required insurance limits, cargo coverage, who bears loss for damage or theft, and procedures for claims and subrogation.

Permits & Compliance

Carrier responsibility for permits, DOT registration, UCR, HOS compliance, and adherence to route or weight restrictions.

Termination & Remedies

Notice periods, cure opportunities, liquidated damages (if any), and dispute resolution mechanisms such as arbitration or governing law.

Step-by-Step: Completing the Hauling Agreement

Follow a consistent sequence to ensure the agreement is complete, signed by authorized parties, and supported by required documents.

01

Draft Terms: Outline scope, rates, and insurance requirements in plain language.
02

Attach Exhibits: Include route maps, vehicle specs, or manifest templates as exhibits.
03

Verify Insurance: Confirm certificates meet stated limits before operations begin.
04

Execute: Obtain signatures and dated acceptance from both parties.

How to Configure an Online Hauling Agreement Workflow

Set up a digital workflow so executed agreements and supporting certificates are routed, stored, and retrievable by the right teams.

Upload Document Template	Store a master template with placeholders for variable fields.
Add Fillable Fields	Place signature, date, initials, and insurance fields for capture.
Set Signer Roles	Assign shipper and carrier roles with email addresses.
Enable Notifications	Trigger alerts on signing, expiration, or missing documents.
Archive Signed Copies	Save PDF with audit trail and certificate of completion.

Where to Send, File, and Store Completed Agreements

Decide consistent destinations for signed agreements and supporting documents so compliance and operations teams can access them quickly.

Operations Folder: Store active agreements accessible to dispatch and site personnel.
Risk & Compliance: Place insurance certificates and endorsements for audit-ready access.
Accounting: File executed agreements for invoicing and payment matching.
Document Retention: Archive expired contracts per retention schedule.

Digital Signing Considerations for a Hauling Agreement

Use an eSignature workflow that supports audit trails, document export, and secure storage to preserve evidentiary value.

Authentication Options: Email, SMS, or stronger KBA as needed.
Audit Trail: Timestamp, IP address, and action log.
File Formats: PDF/A or PDF with embedded certificate.

Ensure your chosen platform permits lawful e-signatures under U.S. law and preserves the complete audit record for future disputes.

Comparing eSignature Providers for Executing Hauling Agreements

Key pricing and capability differences influence platform choice for high-volume hauling contracts and certificate management.

	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	Yes, trial available	Yes, trial available	Yes, trial available	Yes, trial available
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Common Mistakes When Preparing a Hauling Agreement

Failing to require current certificates of insurance from the carrier, which can leave cargo owners exposed if claims arise.
Using vague scope language (for example, 'deliver when possible') that creates disputes over delivery timing and extra charges.
Not specifying which party is responsible for permits, route approvals, and overweight escorts for oversized loads.
Accepting unsigned or partially signed agreements into operation, which complicates recovery and enforcement after incidents.

Penalties and Legal Risks of an Incomplete or Incorrect Hauling Agreement

Contract Liability: Damages for breach or late delivery, including lost profits and consequential losses.

Insurance Gap: Claims denied if carrier lacks required coverage or endorsements.

Regulatory Fines: State or DOT fines for noncompliant loads or missing permits.

Cargo Loss Costs: Replacement or repair costs and associated deductible exposure.

Business Disruption: Operational delays and reputational harm from disputed deliveries.

Indemnity Exposure: Broad indemnity clauses can transfer substantial third-party liability to the wrong party.

Typical Deadlines and Processing Expectations in a Hauling Agreement

Include clear dates and response times for operational and financial actions to limit disputes and ensure timely performance.

Effective Date and Term:

State the agreement start date and renewal or expiration terms clearly.

Insurance Effective Date:

Insurance must be effective before the first load is moved.

Delivery Windows:

List promised pickup and delivery slots; note allowable variance in hours.

Invoice Submission:

Carrier submits invoices within X days of delivery; typical term is Net 30.

Termination Notice:

Provide required advance notice, commonly 30 days unless for cause.

Key Processing Milestones for a Typical Haul

Track milestones from agreement execution through final invoice to manage performance and claims.

01

Agreement Execution

Both parties sign and date, enabling the carrier to schedule loads.

02

Insurance Verification

Carrier submits certificates that meet stated limits before operations.

03

First Load Fulfillment

Carrier completes initial pickup and delivery per scope of work.

04

Final Reconciliation

Closeout of invoices, claims, and any performance adjustments.

Examples: How Hauling Agreements Work in Practice

Realistic scenarios show how clauses and supporting documents reduce friction in hauling operations.

Construction Site Deliveries

A contractor required certified insurance and a delivery window for concrete pour

Carrier added an escort for oversize load
The signed agreement limited downtime charges and clarified site access rules, enabling fast resolution when weather delayed the pour.

Retail Distribution

A retail chain mandated electronic proof of delivery and damage reporting

Carrier used photographed POD via mobile app
The contract expedited claims processing and ensured payment within contracted Net 30 terms.

Data and Security Details Relevant to Electronic Hauling Agreements

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

Audit Trail: Timestamp, IP, email, and action history

Access Controls: Role-based permissions and SSO where available

Retention: Secure archive with exportable PDF/A

BAA Availability: Business associate agreements for HIPAA-covered data

Compliance: Supports ESIGN and UETA legal frameworks

Frequently Asked Questions About Hauling Agreements

Answers to common operational, legal, and technical questions about completing, signing, and enforcing hauling agreements.

Need help? Contact support

Who should sign the agreement?
An authorized representative with authority to bind the company should sign. Verify signatory authority by reviewing corporate filings or an executed power of attorney when necessary to avoid enforceability challenges.
Can a hauling agreement be e-signed?
Yes. Electronic signatures meet U.S. legal standards under ESIGN and UETA when the parties consent, intent is demonstrated, and the record is retained in a reproducible format for later reference.
Is notarization required?
Not typically required for commercial hauling contracts, but certain states or permit processes may recommend notarization. Notarization can simplify authentication in disputes or when attaching affidavits.
What insurance proof is acceptable?
Current certificates of insurance naming required additional insureds and listing policy numbers and effective dates are standard. Verify endorsement language matches contract obligations before operations.
How do I update the agreement later?
Use an amendment signed by both parties that references the original agreement date and specifies changed clauses. Maintain version control and store prior versions for claims history.
What if the carrier lacks required permits?
Operations should not proceed until permits are secured. The agreement should state who assumes fines, towing, or re-routing costs if permits are missing.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now