Can I collect signatures electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided the transaction meets intent, consent, attribution, and record-retention tests.

When is notarization required?

Notarization is rarely required for marketing catalogs. If a contract or license accompanying an asset requires notarization, follow state notary rules or use Remote Online Notarization where permitted.

What file formats should I upload?

Use PDF for finalized, signed records and original high-resolution source files (PNG/JPG/MP4/DOCX) for assets. PDFs preserve formatting and signatures for long-term retention.

How do I handle name mismatches?

Resolve mismatched signer names by verifying identity and correcting the record before accepting the signature; inconsistencies can impair enforceability and trigger re-execution.

Can I revoke or replace a signed catalog entry?

Yes. Use an amendment process that documents revocation, captures new approvals, and archives the superseded version with metadata for audit purposes.

How long must I keep signed catalogs?

Retention depends on context: keep active records for the agreement term plus at least three years, and follow industry-specific rules such as HIPAA six-year retention for healthcare.

Electronic Signature
Templates
Marketing
Marketing Catalog Template

Marketing Catalog Template

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

MARKETING CATALOG TEMPLATE

Parties

This Marketing Catalog Template is entered into by the parties identified below with the intent to establish the set of marketing deliverables, fees, usage rights and contractual terms applicable to the content and services listed in the catalog.

Brand / Client Legal Name Brand / Client Address Agency / Creator Legal Name Agency / Creator Address

Catalog Overview

Catalog Name:

Campaign Objective Primary Target Audience Primary Channels

Effective Date:

Catalog Items / Deliverables

List each item offered in the catalog. For each deliverable the Agency will provide the descriptions, formats, quantities, delivery deadlines and associated fees. The Brand may select items for inclusion in an order under separate scope confirmations referencing this catalog.

Item 1 — Title Item 1 — Description

Format / Specs

Quantity

Unit Fee

Total Fee

Delivery Deadline:

Item 2 — Title Item 2 — Description

Format / Specs

Quantity

Unit Fee

Total Fee

Delivery Deadline:

(Add additional items on a separate schedule, each of which shall be incorporated by reference into this catalog when executed by both parties.)

Compensation & Payment

Total Catalog Price Payment Schedule / Milestones

Late Payment Interest Rate (annual):

Usage Rights & Intellectual Property

License Grant (Agency to Brand)

Territory

Duration

IP Ownership

Exclusivity & Conflicts

Exclusivity Required:

If exclusive, define scope and duration

FTC Disclosure Compliance

The parties acknowledge that all sponsored content produced or promoted under this catalog must comply with applicable advertising and endorsement disclosure rules. The Agency will conspicuously disclose paid relationships in each applicable deliverable in a manner consistent with applicable disclosure standards.

Brand represents and warrants that any required disclosures, product claims, or substantiation provided to the Agency are accurate. Brand and Agency agree to cooperate to ensure each deliverable includes an appropriate disclosure:

Termination & Kill Fee

Either party may terminate a purchase order or scope confirmation under this catalog upon written notice. Unless otherwise agreed in writing, the terminating party shall provide at least days' prior written notice.

Kill Fee (if terminated after work has commenced)

Representations, Warranties & Indemnity

Each party represents and warrants that it has full authority to enter into this catalog and that materials provided do not infringe third party rights. The Brand will indemnify and hold harmless the Agency from claims arising from Brand materials, product claims, or Brand-provided assets. The Agency will indemnify and hold harmless the Brand from claims arising from Agency-created content to the extent resulting from Agency negligence or misconduct.

Limitation of Liability: Except for gross negligence, willful misconduct, or indemnity obligations, neither party's aggregate liability under any order issued pursuant to this catalog shall exceed the fees actually paid to Agency for the applicable deliverable(s) giving rise to the claim.

Confidentiality

General Provisions

Governing Law: The parties agree that the interpretation and enforcement of this catalog and any order or scope confirmation executed hereunder shall be governed by the laws of the jurisdiction specified in each underlying order.

Governing Law Jurisdiction

Entire Agreement: This Marketing Catalog Template, together with any executed order or scope confirmation referencing it, constitutes the entire agreement between the parties with respect to the cataloged services and supersedes prior proposals, negotiations and communications.

Brand / Client:

By:

Date:

Agency / Creator:

By:

Date:

What the Marketing Catalog Template Is and When It’s Used

The Marketing Catalog Template is a standardized document that lists products, services, pricing tiers, and campaign assets for use by marketing, sales, and procurement teams. It provides a consistent structure for item descriptions, SKU or asset codes, visual guidance, usage rights, and version history. Teams use this template to collect approvals, track availability, and distribute asset packages internally or to channel partners. When combined with eSignature and audit-trail tools, it documents approvals and amendments while preserving a time-stamped record of who approved which version and when.

Why a Standardized Marketing Catalog Template Helps Teams

A consistent catalog reduces ambiguity, speeds approvals, and creates a single source of truth for product and campaign assets. It lowers risk from inconsistent asset use, simplifies procurement requests, and supports compliance with brand and legal requirements while enabling faster distribution across internal and external channels.

Who Typically Completes and Uses This Template

Marketing Catalog Templates are completed by cross-functional teams to ensure product, legal, and pricing details align before distribution.

Marketing managers and brand owners who prepare product descriptions, images, and approved messaging for campaigns and channels.
Sales operations and channel managers who use the catalog to configure offerings, discounting, and partner-facing materials.
Legal and compliance reviewers who confirm usage rights, copyright ownership, and regulatory statements prior to publication.

A clear handoff and sign-off process reduces rework and prevents unauthorized asset use downstream.

Core components every professional Marketing Catalog Template should include

A complete template organizes offerings, licensing, pricing, visuals, metadata, and approval records so stakeholders can find and reuse assets with minimal friction.

Item Listing

Standardized name, SKU or content ID, short description, and hierarchical category. Include searchable metadata and tags to support filtering and automation in asset management systems.

Pricing

Clear list price, discounted price tiers, currency, effective dates, and any volume or promotional pricing rules. Specify whether prices are MSRP, net, or channel-specific to avoid confusion in quoting.

Usage Rights

Copyright owner, license type, permitted uses, geographic limits, and duration. Attach or reference any license agreements or model release forms that limit or grant usage rights for imagery and copy.

Visual Assets

Image and video file names, resolution guidance, aspect ratios, and alternative text. Note approved layouts and mandatory branding elements such as logo placement and color usage.

Approval Log

Fields to capture approver name, role, date, and comments plus version number and change summary. Audit metadata should be retained to support disputes and compliance reviews.

Distribution Info

Intended channels, release windows, delivery formats, and contact points. Include package contents, localization notes, and any channel-specific modifications required before publishing.

Step-by-step: completing the Marketing Catalog Template

Follow these sequential steps to prepare a catalog entry, gather approvals, and publish assets with a clear audit trail.

01

Draft entry: Populate name, SKU, description, and tags.
02

Attach assets: Include images, videos, and source files.
03

Assign license: Choose usage rights and attach agreements.
04

Approve and publish: Collect signatures and set distribution channels.

How the template moves from draft to published asset

This workflow outlines where the template travels during creation, review, approval, and distribution.

Create: Author fills catalog fields and uploads media.
Review: Legal and brand review the entry and license terms.
Sign: Authorized approver applies an eSignature and date.
Distribute: Assets are exported to channels or shared links.

Technical and platform considerations for electronic completion

Choose a platform that supports fillable fields, audit trails, and secure distribution for marketing assets.

File formats: PDF, DOCX, PNG, JPG, MP4
Integrations: CRM and DAM connectors
Security: TLS and AES encryption

Configuring an online workflow for the Marketing Catalog Template

Map each catalog field to a system field and define routing rules for approvals, notifications, and exports.

Field	Configuration
SKU/ID	Sync with PIM using unique key
Approver	Route to Legal then Brand
Asset Upload	Require max file size and format
Publish Action	Auto-export to DAM and generate link

Comparing eSignature options for signing and approving the Marketing Catalog Template

A neutral feature-and-price snapshot to help evaluate common eSignature platforms. Pricing shown as starting rates; feature availability often varies by plan.

	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	Available in higher tiers	Available in higher tiers	Available in higher tiers	Available in higher tiers	Limited availability
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Varies by plan	Varies by plan	Varies by plan	Varies by plan

Common mistakes to avoid when preparing the template

Using inconsistent SKUs or names that create duplicate catalog entries and procurement errors.
Omitting license terms or release forms, causing downstream copyright or usage disputes.
Failing to date versions and capture approver metadata, which complicates audits and change tracking.
Uploading unapproved visuals or low-resolution files that breach brand standards and harm campaign quality.

Key legal and operational risks tied to errors in the catalog

IP Infringement: Unauthorized use risk

Contract Breach: Misstated terms risk

Regulatory Exposure: Incorrect claims risk

Tax Reporting: Pricing misreporting risk

Data Leakage: Sensitive asset exposure

Operational Delay: Missing approvals risk

Practical tips for accurate, efficient completion

Apply consistent naming, version control, and pre-approved language to reduce review time and minimize errors.

Use canonical identifiers

Reference an authoritative SKU or content ID from your PIM or DAM so all downstream systems and teams pull the same record and avoid duplication or conflicting versions.

Pre-approve common language

Work with legal to create a library of pre-approved product descriptions, disclaimers, and license snippets to speed reviews and reduce redlines for routine catalog entries.

Enforce file standards

Set mandatory resolution, aspect ratio, and file-type requirements for visual assets to prevent last-minute rework and ensure channel compatibility during publishing.

Capture audit metadata

Record approver name, role, timestamp, and version changes in the template so every release is traceable and defensible in the event of disputes or compliance checks.

Real-world examples of catalog workflows and approvals

These short examples show how teams use templates with eSignature and integrations to speed approvals and maintain compliance.

Martin Properties

A regional real estate firm standardized their listing assets and approvals to reduce errors and speed time-to-market.

The team used mobile signing on site for final approvals.
Martin Properties reports they can execute documents online with full compliance and faster turnaround across desktop and mobile workflows.

Fertility Centers of Illinois

A healthcare provider centralized patient-facing marketing materials and consent addenda for campaigns.

Legal required explicit usage and retention terms.
The organization benefited from responsive support and integration capabilities to ensure documents met HIPAA retention and authorization requirements.

How to update or revise an existing Marketing Catalog entry

Use a controlled amendment process to preserve the approval chain and minimize version conflicts when updating catalog entries.

01

Identify change:

Log the reason and scope of the revision before editing fields.

02

Draft amendment:

Make edits in a working copy and note changed fields.

03

Route for review:

Send to impacted stakeholders and legal for review.

04

Collect approvals:

Capture electronic signatures and timestamped approvals.

05

Publish new version:

Replace or archive the prior version with version metadata.

06

Notify users:

Alert downstream teams and channels about the update.

Who is authorized to sign or approve catalog entries

Marketing Manager

A senior marketing manager or director typically approves product descriptions, visuals, and channel-specific messaging; their signature confirms brand compliance and product readiness for campaigns and distribution.

Legal Counsel

In-house or external counsel signs off on licensing language, usage rights, and disclaimers; their approval confirms contractual and regulatory conformity before assets are distributed publicly.

Frequently asked questions about using the Marketing Catalog Template

Answers to common issues when preparing, approving, or distributing catalog entries, including eSignature and retention concerns.

Need help? Contact support

Can I collect signatures electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided the transaction meets intent, consent, attribution, and record-retention tests.
When is notarization required?
Notarization is rarely required for marketing catalogs. If a contract or license accompanying an asset requires notarization, follow state notary rules or use Remote Online Notarization where permitted.
What file formats should I upload?
Use PDF for finalized, signed records and original high-resolution source files (PNG/JPG/MP4/DOCX) for assets. PDFs preserve formatting and signatures for long-term retention.
How do I handle name mismatches?
Resolve mismatched signer names by verifying identity and correcting the record before accepting the signature; inconsistencies can impair enforceability and trigger re-execution.
Can I revoke or replace a signed catalog entry?
Yes. Use an amendment process that documents revocation, captures new approvals, and archives the superseded version with metadata for audit purposes.
How long must I keep signed catalogs?
Retention depends on context: keep active records for the agreement term plus at least three years, and follow industry-specific rules such as HIPAA six-year retention for healthcare.

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