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Merchant Terms and Conditions

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MERCHANT TERMS AND CONDITIONS

Merchant Name:    Merchant Address:

Service Provider Name:    Service Provider Address:

WHEREAS

WHEREAS, Merchant operates an e-commerce, retail or payments-related business and requires certain merchant services and/or technology solutions; and

WHEREAS, Service Provider is engaged in providing payment processing, gateway services, transaction reporting, or related merchant services and represents it has the capacity and expertise to provide such services under the terms set forth herein; and

NOW, THEREFORE, in consideration of the mutual covenants and promises contained in this Agreement, and other good and valuable consideration, the receipt and sufficiency of which are acknowledged, the parties agree as follows:

1. SCOPE OF WORK

Service Provider shall perform the merchant services and deliverables described below. Services shall include, but are not limited to, payment routing, transaction settlement, reporting, dispute handling, and technical integration support. Specific tasks, milestones, and deliverables are described in the Scope of Work field and shall form part of this Agreement.

2. PAYMENT TERMS

Fees for services rendered under this Agreement shall be paid in accordance with the schedule and amounts set forth below. Merchant shall pay all fees due without setoff or deduction.

Invoices shall be issued in accordance with the Payment Schedule. Unless otherwise agreed, Merchant shall remit payment within days of invoice receipt.

Late payments shall accrue interest at the lesser of (i) or (ii) the maximum rate permitted by applicable law, and Merchant shall be responsible for all collection costs, including reasonable attorneys’ fees.

3. TERM AND TERMINATION

This Agreement commences on the Effective Date and continues until the End Date, unless earlier terminated in accordance with this Section.

Effective Date:    End Date:

Either party may terminate this Agreement for convenience upon providing days' prior written notice to the other party. Either party may terminate immediately for material breach that remains uncured for thirty (30) days following written notice of breach, insolvency, or unlawful conduct.

4. CONFIDENTIALITY

Each party (the "Receiving Party") shall keep confidential all non-public business, technical, and financial information ("Confidential Information") disclosed by the other party (the "Disclosing Party"). Confidential Information excludes information that is (i) publicly known through no fault of the Receiving Party, (ii) rightfully received from a third party without restriction, (iii) independently developed without use of the Disclosing Party's Confidential Information, or (iv) required to be disclosed by law or court order (provided the Receiving Party provides prompt notice to allow the Disclosing Party to seek protective measures).

The obligations under this Section shall survive termination of this Agreement for a period of unless otherwise required by law.

5. INDEMNIFICATION AND LIABILITY

Each party shall indemnify, defend and hold harmless the other party and its officers, directors and employees from and against any third-party claims, liabilities, losses, damages, costs and expenses (including reasonable attorneys’ fees) arising out of the indemnifying party’s breach of this Agreement, negligence, willful misconduct, or violation of law in the performance of its obligations hereunder.

Except for liability arising from (i) willful misconduct or gross negligence, (ii) breach of confidentiality, or (iii) indemnification obligations, neither party’s aggregate liability for direct damages under this Agreement shall exceed the total fees paid or payable by Merchant to Service Provider under this Agreement during the preceding twelve (12) months.

6. COMPLIANCE; DATA SECURITY

Each party shall comply with all applicable laws, rules and regulations in performing its obligations under this Agreement, including data protection and payment card industry requirements where applicable. Service Provider shall implement and maintain commercially reasonable administrative, technical and physical safeguards to protect payment data and other Confidential Information.

7. GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to principles of conflicts of law. The parties submit to the exclusive jurisdiction of the state and federal courts located in that state for disputes arising out of or relating to this Agreement.

8. ENTIRE AGREEMENT; AMENDMENT

This Agreement, including any exhibits or attachments expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements and understandings, whether written or oral. No amendment to this Agreement shall be effective unless in writing and signed by authorized representatives of both parties.

9. MISCELLANEOUS

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect. Failure or delay by either party to enforce any right shall not constitute a waiver of that right. Neither party may assign this Agreement without the prior written consent of the other, except to an affiliate or in connection with a merger, sale of substantially all assets, or similar transaction.

Merchant:

By:

Date:

Service Provider:

By:

Date:

Enter text✕

What Merchant Terms and Conditions Cover

Merchant Terms and Conditions are a written contract that sets the rules governing transactions between a seller (merchant) and its customers, including payment terms, order acceptance, returns and refunds, delivery, warranties, limitation of liability, indemnification, and dispute resolution. These terms define the parties' rights and obligations, the scope of services or goods, pricing and taxes, and how notices will be provided. When used with an electronic signature and retained according to applicable rules, the agreement can be enforceable under U.S. electronic signature laws such as ESIGN and state UETA statutes.

Why a Clear Merchant Terms and Conditions Matters

A well-drafted Merchant Terms and Conditions reduces commercial risk, clarifies payment and refund mechanics, and limits exposure from disputes and chargebacks.

Why a Clear Merchant Terms and Conditions Matters

Who Relies on Merchant Terms and Conditions

Common users include in-house operations, online merchants, and third-party payment processors who need consistent terms across transactions.

  • Online merchants and e-commerce platforms managing sales, returns, and subscription billing.
  • Payment processors, gateways, and marketplace operators enforcing fee, refund, and dispute rules.
  • Legal counsel and compliance officers tailoring terms to consumer-protection and industry rules.

Legal and compliance teams also review these terms to ensure regulatory alignment and minimize liability in specific jurisdictions.

Step-by-step: Create and Finalize Your Merchant Terms and Conditions

Follow these practical steps to prepare a clear, enforceable merchant agreement and make it ready for electronic signing and distribution.

  • 01
    Draft core clauses: Define scope, pricing, returns, and liability in clear language.
  • 02
    Add disclosures: Include consumer disclosures and any mandatory state notices.
  • 03
    Choose governing law: Specify the state law and venue for disputes.
  • 04
    Enable e-signing: Add signature blocks and verify electronic consent language.

How electronic completion and delivery typically proceed

A standard e-submission workflow moves the document from preparation to signature, authentication, and final storage with an audit trail.

  • Upload document: Add the finalized terms as a PDF or DOCX file.
  • Place fields: Insert signature, initial, and date fields where appropriate.
  • Send to signer: Distribute via email link or authenticated channel.
  • Archive record: Store signed PDF and audit trail for retention.

Recommended e-signing workflow settings

Configure platform settings to balance signer convenience with authentication and compliance requirements.

Field Configuration
Authentication Email link standard; add SMS or KBA for higher assurance.
Conditional Clauses Show optional refund clauses only when relevant product type selected.
Auto Reminders Enable scheduled reminders to reduce unsigned documents.
Retention Policy Enable immutable PDF storage with audit trail retention rules.

Time-sensitive dates to include and monitor

Track effective dates, notice periods, statutory response windows, and any automatic renewal deadlines tied to the agreement.

Effective Date entry:

Sets when obligations and warranty periods begin.

Price-change notice:

Specify notice period for price increases or subscription changes.

Refund response window:

State the number of days to process refunds, commonly 30 days.

Automatic renewal:

Declare renewal terms and opt-out notice requirements.

Record retention start:

Begin retention from effective date or final performance.

Common drafting mistakes to avoid

  • Ambiguous payment language that fails to define due date, invoice timing, or acceptable payment methods, causing disputes and delayed collections.
  • Vague return or warranty terms that leave eligibility, timelines, or fees undefined and increase chargebacks or customer complaints.
  • Missing consumer disclosures for online agreements where state or federal law requires explicit notice and the option to receive paper copies.
  • Relying on a single-party signature block or missing corporate signatory authority which can render contracts unenforceable against the entity.

Security and compliance elements to include or confirm

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Timestamped events, IP and action log
HIPAA Capability: HIPAA-compliant with BAA available
Certifications: SOC 2 Type II, ISO 27001
Legal Frameworks: ESIGN, UETA, 21 CFR Part 11
PCI Readiness: PCI DSS controls for payments

Key legal and commercial risks from errors

Unenforceable clause: Risk of invalidation
Consumer fines: Regulatory penalties possible
Data breach liability: Exposure under privacy laws
Chargeback losses: Revenue and fee impact
Tax consequences: Backup withholding triggers
Litigation costs: Attorney fees and damages

eSignature vendor comparison for signing Merchant Terms and Conditions

Comparison highlights basic plan differences and a few compliance terms; signNow is listed first per platform-specific data for pricing and capabilities.

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 Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Common questions about Merchant Terms and Conditions

Answers to frequent legal and technical questions about drafting, electronic signing, enforceability, and retention of merchant agreements.


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