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Material Transfer Business Agreement

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Material Transfer Business Agreement

This Material Transfer Business Agreement ("Agreement") is entered into as of (the "Effective Date") by and between:

Provider Name:

Provider Address:

Recipient Name:

Recipient Address:

RECITALS

WHEREAS, Provider develops, owns or controls certain tangible materials, samples, components and related documentation as further described in this Agreement (collectively, "Materials"); and

WHEREAS, Recipient requires access to such Materials for business evaluation, testing, manufacture, incorporation, analysis or other permitted business purposes described below; and

WHEREAS, the parties desire to set forth the terms and conditions under which Provider will transfer Materials and Recipient will receive and use those Materials.

SCOPE OF WORK

Provider shall supply the Materials described above to Recipient solely for the stated purpose. Any use outside the stated purpose requires Provider's prior written consent.

DELIVERY, ACCEPTANCE AND HANDLING

Recipient shall inspect Materials on receipt and shall notify Provider in writing within days of any nonconformity. Absent timely notice, Materials shall be deemed accepted.

Recipient shall handle, store and use Materials in accordance with all provided handling instructions and all applicable laws and regulations.

PAYMENT TERMS

As consideration for the Materials and services hereunder, Recipient shall pay Provider the amounts and on the schedule set forth below.

Late payments shall accrue interest at a rate of on the outstanding balance, or the maximum rate permitted by law, whichever is lower.

TERM AND TERMINATION

Term: 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. Either party may terminate immediately for material breach that remains uncured for 30 days after written notice of breach.

CONFIDENTIALITY

"Confidential Information" means non-public information disclosed by one party to the other in connection with this Agreement, including but not limited to technical data, specifications, business plans, trade secrets, know-how and proprietary Materials. Recipient shall maintain Confidential Information in strict confidence, shall not disclose it to third parties except to those employees or contractors who have a need to know and who are bound by confidentiality obligations, and shall use Confidential Information solely for the purposes permitted by this Agreement.

Confidentiality obligations shall survive termination for a period of five (5) years, or with respect to trade secrets, for so long as such information remains a trade secret under applicable law.

INTELLECTUAL PROPERTY

Provider retains all right, title and interest in and to the Materials and any intellectual property embodied therein. No license, transfer or assignment of intellectual property rights is granted or implied by this Agreement except for the limited, non-exclusive, non-transferable right to use the Materials for the permitted purpose set forth in the Scope of Work.

Any improvements, modifications or derivative works to the Materials made by Recipient that incorporate Provider's intellectual property shall be owned by Provider unless the parties expressly agree otherwise in a separate written instrument.

WARRANTIES; DISCLAIMER

Provider represents that it has the right to transfer the Materials and that, to Provider's knowledge, the Materials conform to the specifications provided. EXCEPT AS EXPRESSLY PROVIDED IN THIS AGREEMENT, THE MATERIALS ARE PROVIDED "AS IS" AND PROVIDER DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

INDEMNIFICATION AND INSURANCE

Recipient shall indemnify, defend and hold harmless Provider and its officers, directors and employees from and against any third-party claims, liabilities, damages, losses and expenses (including reasonable attorneys' fees) arising out of Recipient's use, handling, storage, processing or disposal of the Materials, except to the extent caused by Provider's gross negligence or willful misconduct.

COMPLIANCE, HAZARDOUS MATERIALS AND EXPORTS

Recipient shall comply with all applicable laws, rules and regulations in its receipt, handling, storage, transport and use of the Materials. Recipient shall not use, transfer or export Materials in violation of applicable export control laws and shall be solely responsible for obtaining any required licenses or approvals.

Yes No

If hazardous, Recipient shall follow all safety data sheet instructions and applicable hazardous materials handling laws. Provider shall disclose known hazards in writing prior to transfer.

RETURN, DESTRUCTION AND DISPOSITION

Upon expiration or termination of this Agreement, or upon Provider's written request, Recipient shall promptly return or destroy the Materials as directed by Provider. If Materials are destroyed, Recipient shall provide a written certificate of destruction signed by an authorized representative.

Return Materials to Provider Destroy Materials and provide certificate

LIMITATION OF LIABILITY

IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR INDIRECT, INCIDENTAL, CONSEQUENTIAL, EXEMPLARY OR PUNITIVE DAMAGES ARISING OUT OF OR RELATED TO THIS AGREEMENT, WHETHER IN CONTRACT, TORT OR UNDER ANY OTHER THEORY, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. EACH PARTY'S AGGREGATE LIABILITY UNDER THIS AGREEMENT SHALL NOT EXCEED THE AMOUNTS PAID OR PAYABLE BY RECIPIENT TO PROVIDER UNDER THIS AGREEMENT IN THE 12 MONTHS PRECEDING THE CLAIM.

MISCELLANEOUS

Assignment: Neither party may assign this Agreement without the prior written consent of the other, except to an affiliate or successor in connection with a merger or sale of substantially all assets, provided the assignee assumes all obligations hereunder.

Notices: All notices required or permitted hereunder shall be in writing and delivered to the addresses set forth above or to such other address as either party may specify in writing.

Severability: If any provision is held unenforceable, the remaining provisions shall remain in full force and effect.

Entire Agreement: This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements and understandings, whether written or oral. Any modification must be in writing and signed by authorized representatives of both parties.

REPRESENTATIONS AND AUTHORITY

Each party represents that it has full power and authority to enter into this Agreement and to perform its obligations. Each signatory below represents and warrants that they are authorized to bind the party on whose behalf they sign.

Provider Printed Name:

By:

Date:

Recipient Printed Name:

By:

Date:

Enter text✕

What a Material Transfer Business Agreement Is and when it's used

A Material Transfer Business Agreement (MTBA) is a contract between commercial parties that governs the transfer, use, handling, and disposition of tangible research materials, proprietary biologicals, technical samples, or components provided by one business to another. The MTBA defines permitted uses, ownership of derivatives and modifications, confidentiality obligations, transport and biosafety responsibilities, insurance and liability allocations, and conditions for return or destruction. Well-drafted MTBAs align IP and publication rights with commercial intentions, ensure regulatory and export compliance, and reduce disputes over downstream commercialization or data derived from transferred materials.

Why businesses rely on a Material Transfer Business Agreement

An MTBA protects proprietary assets, clarifies permitted uses and IP ownership of derivatives, assigns handling and biosafety responsibilities, and limits commercial and regulatory exposure. It makes obligations explicit—confidentiality, indemnities, insurance, reporting, and disposal—which reduces commercial risk and supports compliance with export, biosafety, and contractual rules.

Why businesses rely on a Material Transfer Business Agreement

Typical organizations and roles that use an MTBA

Common parties include material providers, commercial recipients, third-party testing labs, and sometimes academic collaborators in joint projects.

  • Biotech and pharmaceutical companies exchanging samples for development, testing, or collaboration projects.
  • Manufacturers and suppliers sharing prototype components with contract engineers or validation laboratories.
  • Universities and spin-outs licensing materials to commercial partners for commercialization or scale-up.

Agreements also name authorized signatories, project leads, and compliance officers who oversee handling, storage, and reporting obligations.

Who signs and reviews the agreement

Provider Counsel

In-house or outside counsel for the supplying company reviews MTBA language to protect IP, limit warranty exposure, confirm export and biosafety compliance, and negotiate indemnities, insurance, and return/destruction obligations before approval.

Recipient Operations

Recipient R&D or operations managers verify handling, storage conditions, permits, and chain-of-custody processes; they confirm that staff training and facilities meet the provider's biosafety and contractual requirements prior to acceptance.

Critical clauses that make an MTBA practical and enforceable

A professionally drafted MTBA combines clear definitions with operational clauses so both parties understand rights, limits, and responsibilities for transferred materials.

Parties

Identify full legal names, contact points, and authorized signatories for each business to ensure proper attribution and enforceability of obligations under the agreement.

Material Description

Provide a precise description (strain, lot, composition, quantity, storage) and any biosafety classifications or handling instructions to avoid ambiguity and safety violations.

Permitted Use

Specify exactly what activities the recipient may perform (research, testing, evaluation, commercial development) and explicitly exclude unpermitted activities like resale or human use if intended.

IP & Derivatives

Define ownership and licensing of derivatives, improvements, and data generated from the material, including rights to commercialize and obligations to disclose inventions.

Confidentiality

State confidentiality obligations, duration, permitted disclosures, and carve-outs, and require secure handling of nonpublic technical information tied to materials.

Liability & Indemnity

Allocate risk via disclaimers, warranties, insurance requirements, and mutual indemnities to address product safety, misuse, and third-party claims arising from material use.

Essential data fields to include on every MTBA

Provider Name: Full legal entity name
Recipient Name: Full legal entity name
Material Description: Specific identifiers and characterization
Quantity & Units: Exact amount and measurement units
Use Restrictions: Permitted and prohibited activities
Effective Date: MM/DD/YYYY effective date

Step-by-step: prepare, finalize, and execute an MTBA

Use a structured workflow to reduce negotiation cycles and ensure all compliance checks are complete before materials move.

  • 01
    Prepare draft: Assemble template and populate party and material data.
  • 02
    Negotiate terms: Resolve IP, liability, and permitted-use language with counsel.
  • 03
    Sign and authenticate: Execute by authorized signatories; notarize if required.
  • 04
    Exchange materials: Confirm shipping, chain of custody, and receipt documentation.

How to configure a digital MTBA workflow

Configure fields, signers, and authentication to match the agreement's order of operations and compliance needs.

Field Configuration
Upload Template PDF or DOCX with mapped signature fields
Assign Signers Provider then recipient order as needed
Authentication Email, SMS code, or stronger methods
Retention Policy Set storage period per company policy

Digital execution flow for an MTBA

A clear digital route reduces turnaround: upload, map fields, authenticate signers, capture audit trail, and store signed files securely.

  • Upload Document: Import final MTBA into the eSignature platform.
  • Place Fields: Add signature, date, initial, and text fields.
  • Send to Signers: Notify parties in defined signing order.
  • Store Signed Copy: Save signed PDF and audit trail securely.

Technical and integration considerations for eSigning MTBAs

Ensure your eSignature platform supports required authentication, document formats, and integrations with business systems used to manage MTBAs.

  • Document Formats: PDF and DOCX supported
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Authentication: Email, SMS, or advanced methods

Choose platform features (audit trail, conditional fields, API access) that match legal, operational, and records-retention requirements.

Typical timelines and deadlines to plan for

Assign realistic dates for negotiation, approvals, shipments, and post-delivery reporting to avoid compliance lapses and project delays.

Negotiation Window:

1–4 weeks depending on risk and counsel availability

Approval Time:

3–10 business days for internal sign-off

Shipment Lead Time:

Allow 3–14 days for specialized transport

Reporting Deadlines:

As specified in agreement, often 30–90 days

Termination Notice:

Typically 30–90 days written notice

Key milestones from draft to material receipt

Track these stages as a simple milestone sequence to monitor progress and trigger needed actions.

01

Draft Prepared

Template populated with material and party data.

02

Internal Review

Legal and operations review for compliance.

03

Execution

Signatures obtained and audit trail recorded.

04

Material Transfer

Shipment completed and receipt documented.

Common mistakes when preparing a Material Transfer Business Agreement

  • Using vague material descriptions that omit strain numbers or concentrations, which can cause misuse or failed experiments and subsequent disputes.
  • Failing to define derivatives and data ownership, leaving ambiguity about commercialization rights for improvements or downstream products.
  • Overlooking export control, biosafety, or permit requirements before shipping restricted materials across state or national borders.
  • Neglecting to require adequate insurance or indemnity language, which can leave providers exposed to third-party claims or cleanup costs.

Risks and potential consequences of an incorrect or incomplete MTBA

IP Loss: Unclear ownership
Regulatory Fines: Permit or export violations
Contract Disputes: Litigation or arbitration
Operational Delays: Rejected shipments
Data Exposure: Confidentiality breach
Financial Liability: Indemnity costs

Representative use cases for a Material Transfer Business Agreement

Real-world examples show how MTBAs are tailored to project and industry needs.

Biotech Collaboration

A startup supplies a bacterial strain for CRO testing

  • Agreement limits use to in vitro assays and forbids human application
  • The MTBA included IP carve-outs and a defined commercialization royalty framework to protect provider interests while enabling development.

Component Evaluation

A manufacturer sends prototype parts to a contract testing lab

  • Agreement requires destruction after testing and prohibits resale
  • The MTBA specified shipping conditions, reporting timelines, and liability limits for transport and handling.

eSignature vendor pricing and capability snapshot relevant to MTBAs

Compare typical starting prices and key capabilities for eSignature vendors used to execute MTBAs; signNow is listed first per platform 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 Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA available) Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Frequently asked questions about Material Transfer Business Agreements

Answers to common practical and legal questions about preparing, executing, and enforcing MTBAs.


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