Can this agreement be signed electronically?

Yes. Electronic signatures are legally valid in the U.S. under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states. Verify any industry-specific exceptions or consumer disclosure requirements before relying solely on e-signatures.

Do I need a notary or witness?

Most standard laboratory services agreements do not require notarization or witnesses. If a specific jurisdiction or regulatory program requires notarization, include it in the agreement and follow state notary rules or RON requirements.

How long should records be kept?

Retain agreements for the active term plus a minimum of three years; healthcare-related records must be kept six years per HIPAA (45 CFR §164.530(j)). Industry or state rules may require longer retention.

What happens if a sample is lost or compromised?

Clauses should define liability, retesting obligations, and sample disposition. Without clear terms, disputes can lead to replacement testing costs and potential indemnity claims.

Is a Business Associate Agreement required?

If a laboratory handles protected health information, include a HIPAA Business Associate Agreement (BAA) to allocate responsibilities for PHI safeguarding and breach notification.

How do I change or amend the agreement?

Include an amendment clause requiring written consent or signed addendum from authorized representatives. Track versions and retain prior signed copies for audit and dispute defense.

Electronic Signature
Templates
Legal
Laboratory Analysis Agreement

Laboratory Analysis Agreement

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

LABORATORY ANALYSIS AGREEMENT

This Laboratory Analysis Agreement ("Agreement") is entered into as of by and between Client Name: with principal address: (hereinafter "Client"), and Laboratory Name: with principal address: (hereinafter "Laboratory").

RECITALS

WHEREAS, Client desires to obtain analytical testing services for samples described in this Agreement; and

WHEREAS, Laboratory represents that it has the necessary personnel, equipment, permits, and certifications to perform the analyses requested and will perform such analyses in accordance with recognized laboratory practices and the terms set forth herein; and

WHEREAS, the parties intend by this Agreement to set forth their respective rights and obligations with respect to sample submission, analysis, reporting, fees, confidentiality and liability.

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

1. DEFINITIONS

For purposes of this Agreement, the following terms have the following meanings: "Sample" means the material submitted by Client to Laboratory for analysis; "Report" means the written or electronic results delivered by Laboratory to Client setting forth analytical findings; "SOW" means any statement of work or proposal incorporated by reference that describes the specific analyses to be performed.

2. SCOPE OF SERVICES

Laboratory shall perform analyses specified in the SOW and on Samples delivered by Client. Client shall provide a written description of required analyses, methods, and reporting limits in the SOW. Describe required analyses:

3. SAMPLE SUBMISSION; CHAIN OF CUSTODY

Client shall deliver Samples to Laboratory with a chain of custody form identifying Sample Name/ID: , matrix: , and date of collection:

Laboratory shall maintain chain of custody and sample handling records and shall store Samples under conditions appropriate to the Sample type until analysis is completed or as otherwise agreed in writing.

4. FEES, PAYMENT, AND INVOICING

Client shall pay Laboratory fees as set forth in the applicable SOW. Standard fee for the SOW: $ . Payment terms: invoices are due net days from date of invoice.

Overdue amounts shall accrue interest at per month or the maximum permitted by law, whichever is less. Client shall reimburse Laboratory for reasonable collection costs and attorneys' fees incurred in the recovery of overdue amounts.

5. TURNAROUND, REPORTING, AND RETENTION

Standard turnaround time for analyses specified in the SOW is from receipt of Sample, absent force majeure or agreed extensions. Laboratory will deliver Reports in the form specified in the SOW. Reports shall identify methods, detection limits, quality control results, and any deviations from approved methods.

Laboratory will retain Samples and analytical records for a period of unless otherwise directed by Client in writing. Disposal after the retention period will be at Laboratory's discretion, except as otherwise agreed.

6. CONFIDENTIALITY

Each party shall treat as confidential and shall not disclose to third parties any confidential information received from the other party, including Reports and analytical data, except (a) to its employees, contractors or agents who need access to perform obligations under this Agreement and who are bound by confidentiality obligations; (b) as required by law or regulatory authority; or (c) with prior written consent of the disclosing party.

Client's instruction regarding disclosure of Reports (check applicable):
Permit internal use only by Client personnel
Permit release to third parties named below

Third party recipients (if any):

7. WARRANTY; DISCLAIMER

Laboratory warrants that analyses will be performed in a professional manner consistent with industry standards and applicable accreditation requirements. Client acknowledges that analytical results are subject to sampling variability and inherent limitations of analytical methods. EXCEPT FOR THE LIMITED WARRANTY ABOVE, LABORATORY DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.

8. LIMITATION OF LIABILITY

Except for liability resulting from Laboratory's gross negligence or willful misconduct, Laboratory's aggregate liability arising from or related to this Agreement shall not exceed the total amount paid by Client to Laboratory under the applicable SOW giving rise to the claim. IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR INCIDENTAL, CONSEQUENTIAL, SPECIAL OR PUNITIVE DAMAGES.

9. INDEMNIFICATION

Client shall indemnify, defend, and hold harmless Laboratory and its officers, directors and employees from and against any third-party claims, liabilities, losses, costs and expenses (including reasonable attorneys' fees) resulting from Client's breach of this Agreement, negligence in sampling or sample labeling, or misuse of Reports. Laboratory shall indemnify Client for claims arising from Laboratory's gross negligence or willful misconduct in performing analyses.

10. COMPLIANCE WITH LAW; PERMITS

Each party shall comply with applicable laws, rules and regulations in performance of this Agreement. Client is responsible for obtaining required permits for collection, transport, and disposal of Samples unless otherwise agreed in writing.

11. RECORDS AND AUDIT

Laboratory shall maintain complete and accurate records of analyses, quality control, and chain of custody for a period described in Section 5. Upon reasonable notice, Client or its designated representative may audit Laboratory's relevant records during normal business hours to verify performance under this Agreement, provided such audit does not unreasonably disrupt Laboratory operations.

12. TERM; TERMINATION

This Agreement shall commence as of the Effective Date and continue until completion of the Services or earlier termination by either party upon thirty (30) days' written notice. Termination shall not relieve Client of liability for payment of Services performed prior to termination. In the event of Client's insolvency or failure to pay undisputed invoices, Laboratory may suspend performance immediately upon notice.

13. NOTICES

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses set forth below or to such other address as a party may designate by written notice.

Client Notice Address: Client Notice Contact (name, phone, email): Laboratory Notice Address: Laboratory Notice Contact (name, phone, email):

14. AMENDMENT; WAIVER; COUNTERPARTS

No amendment to this Agreement shall be effective unless in writing and signed by authorized representatives of both parties. No waiver of any provision or breach shall constitute a waiver of any other provision. This Agreement may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one instrument.

15. GOVERNING LAW; ENTIRE AGREEMENT; SEVERABILITY

This Agreement shall be governed by and construed in accordance with the laws of the state specified by Client: without regard to conflict of law principles. This Agreement, including all incorporated SOWs, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior understandings and agreements. If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

MISCELLANEOUS PROVISIONS

The parties agree that Laboratory may engage subcontractors to perform portions of the analyses provided that Laboratory remains responsible for the performance of such subcontractors. Neither party shall assign this Agreement without the prior written consent of the other, except that Laboratory may assign to an affiliate or in connection with a merger or sale of substantially all its assets.

Client:

Printed Name:

By:

Date:

Laboratory:

Printed Name:

By:

Date:

What a Laboratory Analysis Agreement Covers

A Laboratory Analysis Agreement is a written contract that sets out the scope, deliverables, responsibilities, chain-of-custody, pricing, and liability terms for laboratory testing services. It documents sample receipt, storage, testing methods, reporting formats, turnaround times, confidentiality, and ownership of results. The agreement also addresses invoicing, payment terms, quality control, dispute resolution, and any regulatory or accreditation requirements that apply to the testing. Clear, complete agreements reduce disputes, ensure defensible results, and protect both the sample provider and the laboratory during the testing lifecycle.

Why a Formal Agreement Matters

A written Laboratory Analysis Agreement clarifies expectations, reduces sampling and reporting errors, preserves chain of custody, and sets legal responsibilities for data use and confidentiality.

Who Typically Prepares and Signs This Agreement

Typical parties include laboratories, sample providers, consultants, regulatory program managers, and commercial clients responsible for payment and sample integrity.

Clinical and research labs managing patient or trial samples and HIPAA obligations.
Environmental firms submitting samples for compliance testing or remediation monitoring.
Food and beverage producers requiring quality, safety, and traceability testing.

Allocation of responsibilities in the agreement should match operational roles: sample custody, testing protocol, data review, and billing authority.

Who Can Sign and Their Roles

Laboratory Director

Usually an officer with authority to bind the lab on quality, accreditation, and liability matters. Responsible for specifying test methods, turnaround expectations, and acceptance criteria in the agreement.

Client Representative

An authorized client signer (procurement, operations, or legal) who confirms sample submission, payment responsibility, and any special handling or confidentiality instructions required by the client organization.

Core Sections to Include in a Professional Agreement

A complete Laboratory Analysis Agreement organizes obligations and risk across operational, legal, and commercial categories so both parties know their duties and remedies.

Scope of Work

Describe sample types, accepted matrices, specific tests or methods, detection limits, and reporting units. Specify whether methods are EPA, ISO, CLIA, or custom and any validation requirements.

Chain of Custody

Document sample transfer, custody forms, labeling, storage conditions, and acceptance criteria for degraded or contaminated samples to preserve defensibility and regulatory compliance.

Turnaround Time

State expected reporting timelines, exceptions for confirmatory testing, priority or rush fees, and how delays are communicated and compensated.

Pricing and Payment

List unit prices, minimum invoice amounts, payment terms, late fees, invoicing cadence, and handling for repeats or re-tests, including when retesting is chargeable.

Confidentiality

Define protected data, permitted disclosures, data retention, publication rights, and any HIPAA or other privacy addenda required for patient or protected information.

Liability and Indemnity

Limitations on liability, caps on damages, force majeure, sample disposal policies, and indemnification clauses tied to misuse of results or incorrect sample handling.

Step-by-Step: Completing the Agreement

Follow these steps sequentially to prepare, review, and sign a Laboratory Analysis Agreement that is operationally ready.

01

Gather details: Collect sample types, volume, and regulatory method requirements.
02

Populate fields: Complete names, dates, pricing, and reporting instructions accurately.
03

Review terms: Legal and QA teams check liability, indemnity, and confidentiality clauses.
04

Execute signatures: Authorized signers sign, date, and confirm delivery method and retention.

How to Configure an Online Signing Workflow

Set up a digital workflow to route the agreement, capture signatures, and preserve an audit trail for future reference.

Field	Configuration
Signer Order	Set sequential routing: client then lab director
Authentication	Enable email links; use SMS code or ID verification for higher assurance
Required Fields	Mark signature, date, and sample ID fields as mandatory
Retention Setting	Enable automatic PDF generation and secure archival

Typical Submission and Processing Flow

A common operational flow reduces confusion and maintains traceability from sample receipt to final report.

Sample Submission: Client ships or delivers samples with chain-of-custody form
Intake Check: Lab inspects sample condition and verifies IDs
Testing: Lab performs agreed tests and documents procedures
Reporting: Lab issues report to specified recipients with audit trail

Digital Signing and Technical Requirements

Use a platform that creates a tamper-evident final PDF, captures timestamps, and stores an audit trail for each signer.

File formats: PDF, DOCX supported
Integrations: Connectors: Salesforce, NetSuite, Google Workspace
Security: TLS and AES encryption

Ensure the chosen provider supports required authentication (email, SMS, KBA) and regulatory compliance needs such as HIPAA with a BAA when handling protected health information.

Typical Timing and Key Deadlines

Define clear SLAs and milestones: sample receipt, initial report, confirmatory testing, and record retention triggers to manage expectations.

Sample receipt confirmation:

Within 24–48 hours of arrival

Standard report delivery:

Specified turnaround (e.g., 5–10 business days)

Rush or priority testing:

Agreed fee and shortened SLA

Dispute notification:

Client must notify within 14 days of report

Retention trigger:

Retention period starts on report issuance

Key Processing Milestones

Track testing lifecycle stages from receipt through final sign-off using milestone checkpoints.

01

Intake and labeling

Confirm sample IDs and documentation at intake.

02

Pre-test review

Assess matrix suitability and method selection.

03

Analytical testing

Execute methods and record raw data.

04

Report approval

QA review and final sign-off before distribution.

Common Preparation Mistakes to Avoid

Incomplete sample identification causes delays and may require resampling, increasing project time and cost.
Incorrect contact or billing information leads to invoicing errors and collection delays.
Vague method specifications result in inconsistent results or disputes over whether requested testing meets regulatory standards.
Failing to include confidentiality or HIPAA language can expose sensitive data and trigger compliance violations.

Liability, Regulatory Risks, and Common Penalties

Contractual breach: Damages or termination rights

Data breach: HIPAA fines and corrective action

Regulatory noncompliance: Agency sanctions or testing invalidation

Chain-of-custody failure: Results may be inadmissible in enforcement actions

Late reporting: Penalties or contractual liquidated damages

Mislabeling samples: Retesting costs and liability for lost evidence

eSignature Platform Pricing and Feature Comparison

Compare typical starting prices and core capabilities that affect Laboratory Analysis Agreement workflows; signNow is listed first per vendor 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	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-World Use Cases

These brief examples show how different organizations rely on Laboratory Analysis Agreements to manage risk and operations.

Clinical Trial Sponsor

A CRO requires standardized sample labeling and electronic delivery of results for multi-site trials

Agreement specifies CLIA-compliant methods and turnaround SLAs
This reduces queries, ensures regulatory traceability, and shortens site monitoring time by improving data consistency and archival access.

Environmental Consultant

A consulting firm sends soil samples for remediation testing with a detailed chain-of-custody

Agreement sets EPA reference methods and reporting units
Clear method references and custody rules ensure reports are admissible to regulators and streamline permit submissions.

Practical Tips for Accurate and Efficient Agreements

Adopt these practices to speed execution, reduce disputes, and maintain defensible results.

Use standardized templates

Start from a vetted template to ensure consistent obligations, sample ID formats, and reporting expectations across projects.

Define acceptance criteria

Specify when a sample will be rejected or require re-collection to avoid downstream uncertainty.

Include data format examples

Provide sample report templates or XML/CSV specifications to prevent misinterpretation of results.

Document approval process

List who signs for technical acceptance, billing, and legal approval to avoid execution delays.

Frequently Asked Questions About Laboratory Analysis Agreements

Answers to common execution and compliance questions encountered when preparing and signing laboratory services contracts.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are legally valid in the U.S. under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states. Verify any industry-specific exceptions or consumer disclosure requirements before relying solely on e-signatures.
Do I need a notary or witness?
Most standard laboratory services agreements do not require notarization or witnesses. If a specific jurisdiction or regulatory program requires notarization, include it in the agreement and follow state notary rules or RON requirements.
How long should records be kept?
Retain agreements for the active term plus a minimum of three years; healthcare-related records must be kept six years per HIPAA (45 CFR §164.530(j)). Industry or state rules may require longer retention.
What happens if a sample is lost or compromised?
Clauses should define liability, retesting obligations, and sample disposition. Without clear terms, disputes can lead to replacement testing costs and potential indemnity claims.
Is a Business Associate Agreement required?
If a laboratory handles protected health information, include a HIPAA Business Associate Agreement (BAA) to allocate responsibilities for PHI safeguarding and breach notification.
How do I change or amend the agreement?
Include an amendment clause requiring written consent or signed addendum from authorized representatives. Track versions and retain prior signed copies for audit and dispute defense.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now