Are eSignatures valid for rate cards?

Yes. Electronic signatures are legally enforceable in the U.S. under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and record retention are established.

Does a client signature need notarization?

Generally no for commercial rate cards. Notarization is only required in specific circumstances or by contract clause. Confirm contract language if a notarized acknowledgement is requested.

What happens if a rate changes after signing?

Follow the contract’s amendment procedure. Use a dated amendment or a new signed rate card and notify affected clients per the notice period in the original agreement.

How do I correct an error in a signed card?

Do not alter the executed file. Prepare an amendment or corrected document and obtain fresh signatures to preserve integrity and auditability.

Which retention period applies to rate cards?

Retain for the active term plus at least three years to satisfy general business and IRS recordkeeping expectations; apply longer periods for regulated industries.

Can I use simple click-to-sign?

Yes if intent and attribution are clear. For higher-risk transactions or regulated data, use stronger authentication or platform features that meet regulatory requirements.

Marketing Rate Card

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

MARKETING RATE CARD

Parties

Brand / Client:

Client Contact Client Address

Agency / Creator:

Agency Contact Agency Address

Rate Card Summary

Effective Date: | Valid Through:

This rate card sets forth standard fees, packages, and usage terms offered by the Agency for the services described below. Quoted rates are exclusive of taxes unless otherwise stated and are subject to availability and confirmation in a written booking or statement of work.

Campaign & Scope

Campaign Name Objectives Target Audience Primary Channels

Deliverables & Pricing (Itemized)

List each deliverable with format, quantity, unit rate, and delivery deadline. Totals below are calculated for reference and subject to final invoice.

Deliverable 1 — Description

Deliverable 2 — Description

Deliverable 3 — Description

Subtotal Discounts / Adjustments Total Fee

Compensation & Payment

Deposit Required Final Payment Due Payment Schedule / Terms

Late payments may incur interest at the lesser of 1.5% per month or the maximum permitted by law. All travel and out-of-pocket expenses shall be reimbursed as set forth in the expenses section unless explicitly included in the Total Fee.

Usage Rights & Intellectual Property

License Grant: Agency grants Client a non-exclusive, worldwide, transferable license to use the final deliverables for the purposes set forth in this rate card and any executed statement of work, subject to payment in full for the applicable deliverable. For exclusive or transferable ownership, additional fees apply as set forth below.

Territory / Duration IP Terms / Assignment Options

Exclusivity

The parties may agree to exclusivity for the campaign term. If exclusivity is requested, the parties shall record the scope and fee below.

Exclusivity — Select if applicable Exclusivity requested

FTC Disclosure Compliance

Agency/Creator will comply with applicable advertising disclosure requirements. Creator will include clear and conspicuous disclosures on paid content and will maintain documentation sufficient to demonstrate such compliance upon Client request.

Acknowledgement Agency/Creator acknowledges responsibility for required disclosures

Cancellation, Termination & Kill Fee

Either party may terminate confirmed work by providing written notice. Cancellation fees apply to work in progress and confirmed bookings as set forth below.

Notice Required for Termination Kill Fee

Expenses & Taxes

Unless expressly included in the Total Fee, client will reimburse reasonable travel, accommodation, production, and third-party fees pre-approved in writing. All amounts are exclusive of applicable sales, use, value-added, and other taxes, which will be added to invoices where required by law.

Travel / Expense Policy

Confidentiality, Warranties & Indemnification

Confidentiality: The parties agree that non-public information exchanged in connection with this rate card and any resulting engagement will be held in confidence and used only to perform obligations under the engagement. Reasonable exceptions apply for information that is public or independently developed.

Warranties: Agency represents that deliverables will be original to the Agency or properly licensed. Client represents that materials provided to Agency do not infringe third-party rights. Except as expressly stated, deliverables are provided "as is" and Agency disclaims all other warranties to the maximum extent permitted by law.

Indemnification: Each party will indemnify and hold harmless the other party from claims arising out of the indemnifying party's breach of representations, willful misconduct, or gross negligence. Liability is subject to any monetary caps agreed in a subsequent statement of work.

Booking & Acceptance

Rates contained herein are an offer for the listed services and become binding when both parties execute a booking confirmation or statement of work referencing this rate card. Deviations or custom services require written acceptance and may incur additional fees.

Rescheduling Policy

Miscellaneous

Governing Law: This rate card and any related booking shall be governed by the laws mutually agreed in the executed statement of work. Any disputes shall be resolved as specified in the controlling agreement between the parties.

Additional Terms / Notes

Brand / Client:

By:

Date:

Agency / Creator:

By:

Date:

What a Marketing Rate Card Is and when to use it

A Marketing Rate Card is a standardized document that lists services, unit prices, billing units, minimums, and contract terms for marketing work. It serves as a reference for sales teams, procurement, and clients to price campaigns, media buys, creative production, and retainers. Properly prepared rate cards reduce billing disputes, make approvals faster, and clarify scope. This guide explains the information a professional rate card should include, how to complete it accurately, options for secure electronic distribution and signature, and common compliance and retention considerations.

Why a clear Marketing Rate Card matters

A clear rate card reduces negotiation cycles, sets client expectations, and creates a single source of truth for pricing. It supports consistent invoicing and auditability while helping teams scale pricing decisions across clients and campaigns.

Who prepares and relies on a Marketing Rate Card

Maintain one authoritative rate card and circulate approved versions to stakeholders to avoid versioning conflicts.

Agency Account Teams and Pricing Managers who maintain standardized service lists and client proposals.
In-house Marketing and Procurement teams that compare vendor costs and approve budgets consistently.
Sales and Client Success teams that use the card to generate proposals and confirm agreed rates.

Step-by-step: create and publish a Marketing Rate Card

Follow these sequential steps to produce a complete, consistent rate card and distribute it to signatories and stakeholders.

01

Gather inputs: Collect existing price lists, supplier rates, and negotiated discounts.
02

Standardize fields: Use consistent service names, billing units, and formatting across rows.
03

Set terms: Specify effective date, notice period, payment terms, and revision rules.
04

Publish and distribute: Share the final file through controlled channels and capture approvals.

How to configure an online completion workflow

Map roles, fields, and authentication before sending the rate card electronically to ensure valid approvals and an audit trail.

Field	Configuration
Signer Sequence	Specify order or allow parallel signing.
Required Fields	Mark mandatory cells; prevent submission if empty.
Conditional Fields	Show rates only for selected service packages.
Authentication	Use email plus optional SMS or ID checks.

Where to send or submit approved rate cards

A defined routing path ensures the right departments receive and retain the signed rate card copy.

Internal Archive: Store final signed PDF in a centralized records repository with access controls.
Accounting: Send a copy to accounts payable for invoice setup and reference.
Sales / CRM: Attach the approved rate card to the account record in CRM for quoting accuracy.
Client Contact: Deliver a signed copy to the client and confirm receipt in writing.

Digital signing and file format requirements

Ensure chosen platform provides an audit trail, tamper-evident signed PDF, and export options for records retention.

File formats: PDF, DOCX, and XLSX are widely supported.
Integrations: Connectors include Salesforce, NetSuite, Google Workspace.
Authentication: Email link, SMS code, or advanced ID checks.

Key scheduling items and expected processing times

Plan release, notification, and review milestones so all stakeholders see when rates change and when approvals are due.

Rate Effective Date:

Specified on the card; governs new engagements and renewals.

Approval Window:

Typical internal review 3–7 business days before publishing.

Client Notice Period:

Commonly 30 days for rate adjustments unless otherwise agreed.

Invoice Setup Deadline:

Provide approved rates to accounting before first invoice cycle.

Periodic Review:

Annual or quarterly review recommended to maintain market alignment.

Common preparation errors to avoid

Ambiguous service descriptions that force negotiators to interpret scope, causing billing disputes and scope creep.
Using ranges without anchors, which leaves pricing open and complicates automated invoicing systems and purchase orders.
Failing to record effective dates or notice periods, which creates uncertainty about when new rates apply to ongoing engagements.
Not controlling versions — circulating multiple drafts without a single authoritative signed file increases legal and operational risk.

Risks and potential consequences of errors

Contract Dispute: Lost revenue or credit claims

Incorrect Billing: Overpayments or client chargebacks

Tax Reporting: Incorrect payor/payee records

Regulatory Exposure: Industry-specific compliance gaps

Reputational Harm: Client trust erosion

Audit Failures: Missing signed records for review

eSignature pricing and feature comparison for signing rate cards

Compare basic pricing and key capabilities for common eSignature platforms when selecting a solution to collect approvals on a Marketing Rate Card.

	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 plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Examples of how organizations use rate cards and eSignatures

Real-world examples illustrate common workflows for publishing, approving, and storing rate cards.

Optica Ventures (Brian Fitzgibbons)

They centralized rate schedules into a single template for sales use

Implemented consistent billing units across services
This reduced ambiguity in client proposals and improved invoice accuracy while keeping signed records attached to client files.

Martin Properties (Tim Martin)

Used electronic signing for pricing and contract updates to avoid in-person signatures

Adopted mobile-friendly PDFs for field approvals
The approach allowed remote team members to sign on mobile devices and maintain compliance with internal audit requirements.

Frequently asked questions about Marketing Rate Cards

Answers to common questions about validity, eSignature use, and document control when preparing or signing a rate card.

Need help? Contact support

Are eSignatures valid for rate cards?
Yes. Electronic signatures are legally enforceable in the U.S. under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and record retention are established.
Does a client signature need notarization?
Generally no for commercial rate cards. Notarization is only required in specific circumstances or by contract clause. Confirm contract language if a notarized acknowledgement is requested.
What happens if a rate changes after signing?
Follow the contract’s amendment procedure. Use a dated amendment or a new signed rate card and notify affected clients per the notice period in the original agreement.
How do I correct an error in a signed card?
Do not alter the executed file. Prepare an amendment or corrected document and obtain fresh signatures to preserve integrity and auditability.
Which retention period applies to rate cards?
Retain for the active term plus at least three years to satisfy general business and IRS recordkeeping expectations; apply longer periods for regulated industries.
Can I use simple click-to-sign?
Yes if intent and attribution are clear. For higher-risk transactions or regulated data, use stronger authentication or platform features that meet regulatory requirements.

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