Can this be signed electronically?

Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws where applicable, provided intent, consent, attribution, and retention requirements are satisfied.

When is a notary or witness required?

Most marketing proposals do not require notarization, but state-specific requirements or related real-estate transfers may; deeds and certain affidavits commonly need a notary and, in some states, one or two witnesses.

What if the signer lacks authority?

If a signer lacks corporate authority, the agreement may be voidable; obtain proof of delegation or a corporate resolution and consider requiring a signer's title and contact on the signature block.

How do I correct a completed proposal?

Create a written amendment or change order signed by all parties; do not manually alter an executed copy—document the change, obtain new signatures, and retain both versions for audit trails.

Are eSignatures acceptable for HIPAA-covered work?

Yes, provided a Business Associate Agreement is in place and the platform meets HIPAA security requirements; confirm BAA terms and data handling before transmitting protected health information.

How long should I keep executed proposals?

Follow applicable retention periods: at least three years for tax support (IRC §6501(a)), six years for HIPAA records (45 CFR §164.530(j)), and longer where state law or contract terms require it.

Electronic Signature
Templates
Marketing
Marketing Maintenance Proposal

Marketing Maintenance Proposal

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

Marketing Maintenance Proposal

Proposal Date: Proposal ID:

Parties

Brand / Client Name:

Client Primary Contact Client Address

Agency / Provider Name:

Agency Primary Contact Agency Address

Campaign & Objectives

Campaign Name Primary Objectives Target Audience & Channels

Scope of Services — Maintenance

The Agency will provide ongoing marketing maintenance services including but not limited to content updates, paid media optimization, creative refreshes, analytics monitoring, and technical updates to campaign assets. Detailed deliverables and frequencies are listed below.

Deliverable 1 — Description Deliverable 1 — Details & Frequency Deliverable 2 — Description Deliverable 2 — Details & Frequency Additional Deliverables / Notes

Service Levels & Response Times

Standard response time for non-critical requests: . Emergency response time (critical outages or compliance issues): .

SLA Remedies

Compensation & Expenses

Total Monthly Maintenance Fee: $

Payment Schedule

First invoice due on: Late payment interest:

Reimbursable Expenses

Usage Rights & Intellectual Property

The Agency grants the Client a license to use deliverables for the duration specified below. Territory: . Duration of license: .

Ownership of Materials

FTC Disclosure Compliance

For any public-facing sponsored content, the parties will include clear and conspicuous disclosures as required by applicable consumer protection regulations. The Agency certifies it will advise creators and media partners to include required disclosures and will document compliance.

Compliance Acknowledgment: Agency confirms responsibility to implement disclosures where required.

Exclusivity & Conflicts

Client requests exclusivity for the following categories: .

Exclusivity Period: . If exclusivity applies, the Agency will not provide similar services to direct competitors as defined in writing by the Client, subject to prior written consent.

Termination

Either party may terminate this Proposal with written notice of days. Termination for material breach is effective immediately if breach is not cured within days after written notice.

Kill Fee / Early Termination Compensation

Confidentiality & Data

Both parties agree to maintain in confidence proprietary information disclosed in connection with the services. Confidential information excludes information that is publicly known or independently developed without use of the other party's confidential information.

Data Handling Requirements

Indemnification & Liability

Each party agrees to indemnify the other for third-party claims arising from its breach of representations, willful misconduct, or gross negligence. Except for willful misconduct or breaches of confidentiality, the parties' aggregate liability is limited to the greater of the amounts paid under this Proposal in the prior six (6) months or $.

Change Orders

Changes to scope will be documented in a written change order signed by authorized representatives of both parties. Change orders will include impact on schedule and compensation.

Change Order Process Notes

Representations & Warranties

Each party represents that it has full power and authority to enter into this Proposal and that performance will not violate any agreement with third parties. Agency warrants that deliverables will not infringe third-party intellectual property rights to the best of its knowledge.

Acceptance

This Proposal becomes a binding agreement when signed by authorized representatives of both parties. Work commenced prior to full execution will be governed by the terms herein and will be compensable as described in Compensation & Expenses.

Brand / Client:

By:

Date:

Agency / Provider:

By:

Date:

What a Marketing Maintenance Proposal Is and when it’s used

A Marketing Maintenance Proposal is a formal document that describes ongoing marketing services, deliverables, schedules, and fees for a client relationship. It typically covers scope of work, cadence of tasks (content updates, campaign optimization, reporting), performance metrics, and roles and responsibilities for both agency and client. The document establishes billing terms, change-order procedures, and renewal or termination triggers. Organizations use it to align expectations, reduce disputes, and create an auditable record of obligations throughout a retainer or subscription engagement.

Why a clear Marketing Maintenance Proposal matters legally and operationally

A precise proposal reduces scope creep, clarifies payment milestones, and supports enforceability under governing contract law; when executed electronically it remains valid under the federal ESIGN Act (15 U.S.C. ch. 96, 2000) and applicable state UETA statutes. Clear terms simplify audits, invoicing, and compliance reviews while providing an objective basis for dispute resolution.

Who typically prepares and signs these proposals

Agencies, in-house marketing teams, and independent consultants usually draft Marketing Maintenance Proposals to set a recurring service framework.

Small agencies and freelancers who bill clients on retainer and need repeatable, auditable proposals
Corporate marketing procurement teams that centralize vendors and standardize terms across departments
Legal or finance reviewers who need clear payment and termination language before approving service agreements

When properly completed, the proposal becomes the operational blueprint for campaign maintenance and client-service workflows.

Step-by-step: completing the proposal from draft to signature

Follow this sequence to prepare, review, approve, and execute the Marketing Maintenance Proposal efficiently.

01

Draft: Populate scope, deliverables, fee schedule and term.
02

Internal Review: Have finance and legal confirm payment and liability terms.
03

Client Review: Share draft, collect redlines, and reconcile changes.
04

Execute: Collect signatures and distribute executed copies to stakeholders.

Six essential proposal elements every Marketing Maintenance Proposal should include

Ensure these structural items are present to make the proposal operationally useful and legally defensible.

Scope of Work

A detailed list of services, deliverables, quantities, and accepted formats so both parties share a measurable performance baseline and avoid misunderstandings.

Service Schedule

Regular cadence for tasks and deliverables, including review cycles and reporting frequency, to align operational planning and resource allocation.

Fees and Billing

Clear pricing: retainer amount, per-task rates, invoicing cadence, accepted payment methods, and late fee provisions to reduce disputes.

Change Orders

Process for scope changes, pricing adjustments, and approval steps so out-of-scope work is captured and billed appropriately.

Termination

Termination triggers, notice periods, and post-termination obligations such as final reporting and data handover to limit exposure.

Legal Terms

Governing law, indemnity, confidentiality, and data-handling clauses that establish risk allocation and compliance expectations.

Security and compliance details to include or confirm

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

Audit Trail: Timestamped logs and signer metadata

HIPAA: BAA required for PHI workflows

ESIGN / UETA: Legal framework compliance

SOC 2: SOC 2 Type II available

21 CFR Part 11: Support for FDA-regulated records

Key penalties and contract risks to address in the proposal

Missed Deliverables: Potential breach exposure

Late Payment: Interest or collection costs

Incorrect TIN: Triggers backup withholding

Regulatory Noncompliance: HIPAA or sector fines

Unapproved Scope: Unpaid work disputes

I-9 / Employment: Penalties for documentation errors

Common mistakes that delay approval or execution

Vague deliverable descriptions that lead to different expectations and frequent change orders, increasing costs and friction.
Missing or conflicting payment terms such as unclear due dates, invoicing contacts, or accepted payment methods that slow collections.
Not specifying data ownership and handover details for assets like creative files or analytics access, causing transition disputes.
Failing to confirm signer authority or to obtain required notarization or witness signatures when state law or contract terms require them.

How electronic execution and routing typically works

This workflow shows the common steps for e-signing and delivering an executed Marketing Maintenance Proposal.

Upload Document: Add final PDF or DOCX to the signing platform.
Add Fields: Place signature, initials, and date fields where required.
Send to Signers: Enter signer emails or generate secure links.
Completion: System captures audit trail and distributes executed copies.

Typical online setup options for a reusable proposal workflow

Configure these settings when creating a template or automating recurring proposals to reduce manual steps.

Field	Configuration
Auto-fill Fields	Map client data to reduce manual entry and errors.
Conditional Logic	Show or hide clauses based on selections to tailor scope.
Authentication	Choose email, SMS, or stronger signer verification.
Bulk Send	Enable batch distribution for similar client cohorts.

Technical considerations for eSubmission and integrations

Confirm supported file formats, integrations, and signer authentication options before sending proposals electronically.

File Formats: PDF, DOCX, HTML, and Excel supported
Integrations: Salesforce, NetSuite, Google Workspace, Microsoft 365
Authentication: Email link, SMS code, or stronger options

Ensure the chosen platform stores tamper-evident copies and retains audit trails to meet legal and compliance needs.

eSignature pricing and feature comparison for executing Marketing Maintenance Proposals

Compare typical per-user pricing and feature dimensions for common eSignature vendors; signNow is listed first as the anchor in this comparison.

	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 trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about preparing and signing a Marketing Maintenance Proposal

Answers address common legal, procedural, and technical issues encountered when completing or e-signing proposals in the United States.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws where applicable, provided intent, consent, attribution, and retention requirements are satisfied.
When is a notary or witness required?
Most marketing proposals do not require notarization, but state-specific requirements or related real-estate transfers may; deeds and certain affidavits commonly need a notary and, in some states, one or two witnesses.
What if the signer lacks authority?
If a signer lacks corporate authority, the agreement may be voidable; obtain proof of delegation or a corporate resolution and consider requiring a signer's title and contact on the signature block.
How do I correct a completed proposal?
Create a written amendment or change order signed by all parties; do not manually alter an executed copy—document the change, obtain new signatures, and retain both versions for audit trails.
Are eSignatures acceptable for HIPAA-covered work?
Yes, provided a Business Associate Agreement is in place and the platform meets HIPAA security requirements; confirm BAA terms and data handling before transmitting protected health information.
How long should I keep executed proposals?
Follow applicable retention periods: at least three years for tax support (IRC §6501(a)), six years for HIPAA records (45 CFR §164.530(j)), and longer where state law or contract terms require it.

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