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Materials License Agreement

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MATERIALS LICENSE AGREEMENT

This Materials License Agreement (the "Agreement") is made as of the day of , (the "Effective Date"), by and between Licensor Name: , a , with its principal place of business at ; and Licensee Name: , a , with its principal place of business at .

RECITALS

WHEREAS, Licensor is the owner or authorized distributor of certain tangible materials, samples, specimens and related technical documentation identified herein (collectively, the "Materials"); and

WHEREAS, Licensee desires to obtain a license to use the Materials for the limited purpose set forth below, and Licensor is willing to grant such license on the terms and conditions set forth in this Agreement; and

WHEREAS, the parties intend by this Agreement to allocate the rights, responsibilities, and risks associated with the disclosure, transfer and use of the Materials.

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

1. DEFINITIONS

1.1 "Materials" means the samples, specimens, components, raw materials, deliverables, documentation, labels and other physical items described in the Materials Description field below, and any related technical data disclosed by Licensor to Licensee under this Agreement.

2. GRANT OF LICENSE

2.1 License. Subject to the terms and conditions of this Agreement, Licensor hereby grants to Licensee a non-exclusive, non-transferable, revocable license to possess and use the Materials solely for the purpose of (the "Permitted Purpose") within the Territory and Field of Use set forth below.

3. LICENSE FEES AND PAYMENT

3.1 Fees. In consideration for the license granted herein, Licensee shall pay Licensor the fees described below in accordance with the schedule set forth. Unless otherwise provided, all fees are non-refundable.

4. DELIVERY, INSPECTION AND ACCEPTANCE

4.1 Delivery. Licensor shall deliver the Materials to Licensee at the address specified in the Notices section. Risk of loss for the Materials passes to Licensee upon delivery.

4.2 Inspection. Licensee shall have days from receipt to inspect the Materials and notify Licensor in writing of any nonconformity. Failure to provide timely notice constitutes acceptance.

5. INTELLECTUAL PROPERTY

5.1 Ownership. Licensor retains all right, title and interest in and to all intellectual property embodied in or related to the Materials, including inventions, designs, trade secrets, copyrights, trademarks and know-how. Licensee obtains no ownership rights under this Agreement.

5.2 Improvements. Any improvements, modifications or derivative works that are created by Licensee based on the Materials shall be , subject to any written agreement otherwise signed by the parties.

6. RESTRICTIONS ON USE

6.1 Restrictions. Licensee shall not: (a) use the Materials for any purpose other than the Permitted Purpose; (b) transfer, sublicense, distribute, sell or export the Materials except as expressly permitted herein; (c) reverse engineer, decompile or otherwise attempt to derive proprietary information from the Materials; or (d) remove or alter any proprietary notices or markings.

7. CONFIDENTIALITY

7.1 Confidential Information. The Materials and any non-public information disclosed by Licensor in connection with the Materials constitute Confidential Information. Licensee shall maintain such confidentiality using at least the same degree of care it uses to protect its own confidential information, but in no event less than reasonable care.

7.2 Permitted Disclosure. Disclosure of Confidential Information is permitted only to employees, contractors or affiliates who have a need to know and are bound by obligations of confidentiality no less protective than those in this Agreement.

8. TERM AND TERMINATION

8.1 Term. This Agreement commences on the Effective Date and continues for a period of years, unless earlier terminated in accordance with this Agreement.

8.2 Termination for Cause. Either party may terminate this Agreement for material breach by the other party if the breaching party fails to cure such breach within days after written notice specifying the breach.

8.3 Effect of Termination. Upon expiration or termination, Licensee shall cease all use of the Materials and, at Licensor's option, promptly return or destroy the Materials and certify destruction in writing.

9. INDEMNIFICATION; LIMITATION OF LIABILITY

9.1 Indemnification by Licensee. Licensee shall indemnify, defend and hold harmless Licensor and its officers, directors and employees from and against all third-party claims, liabilities, damages and expenses (including reasonable attorneys' fees) arising out of Licensee's use of the Materials, breach of this Agreement, or violation of applicable law.

9.2 Limitation of Liability. EXCEPT FOR LIABILITY ARISING FROM WILLFUL MISCONDUCT OR GROSS NEGLIGENCE, IN NO EVENT SHALL EITHER PARTY'S AGGREGATE LIABILITY UNDER THIS AGREEMENT EXCEED THE AMOUNTS PAID BY LICENSEE TO LICENSOR UNDER THIS AGREEMENT IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

10. WARRANTIES; DISCLAIMER

10.1 Limited Warranty. Licensor represents that it has the right to grant the license granted herein. Licensor warrants that, to the best of its knowledge, the Materials conform in all material respects to the Materials Description at the time of delivery.

10.2 DISCLAIMER. EXCEPT FOR THE LIMITED WARRANTY IN SECTION 10.1, LICENSOR DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

11. INSURANCE

11.1 Insurance. During the Term, Licensee shall maintain insurance coverage customary for the industry and adequate to cover liabilities arising from Licensee's use of the Materials, including commercial general liability and product liability insurance with limits not less than per occurrence.

12. RECORDS AND AUDIT

12.1 Records. Licensee shall maintain accurate records related to its use, disposition and transfer of the Materials. Upon reasonable notice, Licensor may audit such records during normal business hours to verify compliance. Audits shall be limited to once per calendar year unless a material breach is suspected.

13. NOTICES

13.1 All notices required or permitted under this Agreement must be in writing and delivered to the addresses below by hand, nationally recognized overnight courier, or certified mail, return receipt requested, and will be deemed given upon receipt.

14. ASSIGNMENT

14.1 Assignment. Neither party may assign or delegate this Agreement or any rights or obligations hereunder without the prior written consent of the other party, except that either party may assign to an affiliate or in connection with a merger, sale of substantially all assets, or change of control provided the assignee assumes all obligations hereunder.

15. AMENDMENTS; WAIVER; SEVERABILITY

15.1 Amendments. No amendment to this Agreement will be effective unless in writing and signed by authorized representatives of both parties.

15.2 Waiver. The failure of either party to enforce any right under this Agreement will not constitute a waiver of future enforcement of that right.

15.3 Severability. If any provision of this Agreement is held invalid or unenforceable, the remaining provisions will remain in full force and effect and the parties shall negotiate in good faith to replace the invalid provision with a valid provision that achieves, to the extent possible, the original economic, legal and commercial objectives.

16. GOVERNING LAW

16.1 This Agreement shall be governed by and construed in accordance with the laws of , without regard to conflict of law principles.

17. ENTIRE AGREEMENT

17.1 This Agreement, including any exhibits and attachments executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings and communications, whether written or oral.

18. COUNTERPARTS

18.1 This Agreement may be executed in counterparts, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument. Signatures delivered by electronic means shall be deemed original signatures.

MISCELLANEOUS

19.1 Relationship of the Parties. The parties are independent contractors. Nothing in this Agreement will create a partnership, joint venture, agency or employment relationship.

19.2 Export Controls. Each party shall comply with all applicable export control and sanctions laws and regulations in connection with its performance under this Agreement.

Licensor:

By:

Date:

Licensee:

By:

Date:

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What a Materials License Agreement Covers

A Materials License Agreement is a legal contract that grants defined rights to use, reproduce, transfer, or analyze specified physical materials, samples, or components while preserving ownership, restrictions, and permitted uses. It clarifies scope (what materials), license type (exclusive/non‑exclusive), permitted activities, delivery terms, confidentiality, intellectual property ownership, liability allocation, and termination mechanics. Parties commonly use this agreement when sharing research reagents, proprietary components, or controlled substances between companies, academic labs, manufacturers, and service providers to manage compliance, risk, and commercialization pathways.

Why a Clear Agreement Matters

A well-drafted Materials License Agreement reduces legal uncertainty, protects proprietary interests, and sets operational expectations for handling, storage, and disposal of materials. It limits downstream liability, supports regulatory compliance, and preserves commercialization rights.

Why a Clear Agreement Matters

Who Typically Prepares and Signs These Agreements

Organizations across research, manufacturing, and legal functions use Materials License Agreements to authorize controlled transfers while protecting IP and regulatory obligations.

  • Research institutions and principal investigators managing transfers of biological or chemical reagents between labs.
  • Manufacturers and suppliers licensing proprietary components to distributors or service providers.
  • In‑house legal teams and outside counsel drafting terms and approving signature authority.

Signatories commonly include operational managers, legal counsel, and authorized officers who can bind their organizations to license terms.

Step-by-Step: Completing the Agreement

Follow these sequential steps to prepare, approve, and execute a Materials License Agreement efficiently.

  • 01
    Prepare Draft: Populate parties, materials, uses, and term.
  • 02
    Internal Review: Legal and compliance review for IP, export, and safety risks.
  • 03
    Negotiate Terms: Resolve royalties, liability, and confidentiality provisions.
  • 04
    Execute: Obtain authorized signatures and date the document.

Typical Online Workflow Configuration

Configure a digital workflow to reduce turnaround and maintain an audit trail for each Materials License Agreement.

Field Configuration
Signers Ordered signer flow with role-based fields
Authentication Email plus SMS OTP or organization SSO
Conditional Fields Show payment or shipping fields only when applicable
Archive Automatic PDF storage with searchable metadata

Where to Send and File the Agreement

Route executed agreements to stakeholders and records systems to preserve rights and meet audit requirements.

  • Primary Storage: Company contract repository or cloud storage
  • Legal Archives: Legal team maintains signed originals and redlines
  • Operational Teams: Send copies to lab, procurement, and quality teams
  • Regulatory Filing: File with relevant agencies only when required

Key Dates and Notice Deadlines

Identify and calendar critical dates to avoid inadvertent breaches or missed renewal opportunities.

Effective Date:

Date when rights and obligations commence

Term Expiration:

Contract end date requiring renewal notice

Renewal Notice:

Number of days before expiry to give notice

Delivery Window:

Timeframe for initial materials shipment

Reporting Deadlines:

Periodic compliance or usage reporting dates

Milestones from Negotiation to Maintenance

Track milestone stages to ensure proper approvals, delivery, and ongoing compliance across the agreement lifecycle.

01

Negotiation

Finalize scope, pricing, and permitted uses through stakeholder review.

02

Execution

Obtain signatures and record the executed document in the repository.

03

Delivery

Ship materials per agreed packaging, labeling, and biosafety requirements.

04

Post‑Execution Compliance

Monitor usage, report required metrics, and manage renewals or terminations.

Security and Compliance Considerations

Encryption in transit: TLS 1.2/1.3
Encryption at rest: AES-256
Certifications: SOC 2 Type II, ISO 27001
Health data: HIPAA compliance requires a BAA
Audit trail: Detailed timestamps and IP logs
Accessibility: WCAG 2.0 Level AA

Risks and Consequences of Poorly Drafted Agreements

Breach Liability: Damages and injunctive remedies
IP Loss: Unclear assignment leads to disputes
Regulatory Violations: Export control or safety fines
Contamination Risk: Operational shutdowns or recalls
Termination Exposure: Loss of access to critical materials
Reputational Harm: Contract breaches harm partnerships

Core Clauses to Include in Every Agreement

A comprehensive Materials License Agreement should address ownership, permitted uses, transfer restrictions, liability, reporting, and termination to reduce ambiguity and support enforceability.

Grant of Rights

Specify whether the license is exclusive or non‑exclusive, list precise activities permitted, and define geographical or field‑of‑use limitations to prevent unintended commercialization.

Materials Description

Identify materials by catalog, lot, or sample IDs and state quality, quantity, storage, and handling requirements to avoid scope disputes.

Confidentiality

Define confidential information, duration of confidentiality obligations, and permitted disclosures for regulatory compliance or safety reporting.

IP and Improvements

Allocate ownership of preexisting IP, jointly developed improvements, and procedures for patent filing and revenue sharing.

Warranties and Limits

Limit warranties for fitness and safety, include indemnities for misuse, and cap liability where permitted by law.

Termination

List termination events, return or destruction obligations, post‑termination rights, and survival of critical clauses.

Example Use Cases for Materials Licensing

These examples illustrate common scenarios where a Materials License Agreement clarifies rights and responsibilities between parties.

Academic Research Transfer

A university shares reagent samples with a commercial lab under a limited research license

  • limited to non‑commercial use and defined reporting
  • the agreement preserves the university's IP and requires destruction of unused material at term, protecting both parties.

Component Supply for Manufacturing

A supplier licenses prototype components to a contract manufacturer for testing

  • testing permitted but not resale or modification
  • the contract specifies quality standards, indemnities, and a path to negotiate commercialization rights.

eSignature Provider Pricing Snapshot

Compare common plan starting prices and key features to evaluate digital signature options for managing Materials License Agreements.

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 Yes
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Practical Tips for Accurate and Efficient Completion

Follow consistent internal processes to reduce review cycles and support enforceability across jurisdictions.

Standardized Templates
Use a vetted master template that includes required legal, safety, and IP clauses, then add schedule exhibits for materials and project‑specific terms to speed negotiations.
Clear Materials IDs
Reference catalog or lot numbers, include handling instructions, and attach technical data sheets so recipients and auditors can verify the exact items covered.
Authority Verification
Confirm signatory authority in writing before execution to avoid later challenges; include a clause that signatures from authorized officers bind the entity.
Digitize Workflow
Use secure eSignature and automated routing to reduce turnaround, keep an immutable audit trail, and centralize final executed copies in contract repositories.

Frequently Asked Questions

Answers to common questions about execution, enforceability, and managing Materials License Agreements in the United States.


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