Can this agreement be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws when intent, consent, attribution, and record retention requirements are met.

Do I need a notary or witnesses?

Most migration agreements do not require notarization or witnesses. If the agreement transfers real property rights or requires a notarized acknowledgment under state law, include that requirement explicitly.

What if PHI is involved?

If protected health information is processed, include a HIPAA-compliant Business Associate Agreement and specify safeguards; HIPAA records retention is six years under 45 CFR §164.530(j).

How should acceptance tests be written?

Use measurable criteria (thresholds, test names, sample sizes) and define pass/fail rules to avoid subjective disputes about whether migration succeeded.

What records should we retain after execution?

Keep executed agreements, discovery reports, test logs, and signed acceptance certificates for at least three to seven years depending on tax, contractual, or industry rules.

How to handle discovered issues after sign-off?

Specify a defined warranty period and post-acceptance remediation procedures, including change-order pricing, timelines, and escalation contacts.

Electronic Signature
Templates
Miscellaneous
Migration Assessment Agreement

Migration Assessment Agreement

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

Migration Assessment Agreement

This Migration Assessment Agreement (Agreement) is entered into as of between

Client Name: Client Address: Service Provider Name: Service Provider Address:

Recitals

WHEREAS, Client requires an assessment of systems, data, applications and processes to determine feasibility, scope and cost for migrating to a target environment (Migration Assessment); and

WHEREAS, Service Provider represents that it has the technical expertise, personnel and experience to conduct the Migration Assessment and to deliver a written report and recommended migration plan; and

WHEREAS, the parties desire to set forth the terms and conditions under which the Migration Assessment will be performed.

Scope of Work

Service Provider shall perform a Migration Assessment that, at a minimum, will include the following activities and deliverables. The parties may modify the scope only by written amendment signed by both parties.

Describe Scope and Deliverables: Primary Assessment Deliverable (title): Target Completion Timeline:

Payment Terms

Client shall pay Service Provider the fees and reimburse allowable expenses in accordance with this section. Fees are exclusive of applicable taxes unless otherwise stated.

Total Assessment Fee: Payment Schedule (describe amounts, milestones, and due dates): Deposit Amount (if any): Deposit Due Date: Balance Due Date: Late Payment Fee:

Reimbursable, pre-approved travel and out-of-pocket expenses will be invoiced against actual receipts. Client will reimburse reasonable expenses within thirty (30) days of receipt of invoice.

Check if Client will reimburse travel and out-of-pocket expenses:

Yes

Term and Termination

This Agreement commences on the date set forth below and continues until completion of the Migration Assessment, unless earlier terminated as provided herein.

Term Start Date: Anticipated End Date: Termination Notice Period (days):

Either party may terminate this Agreement for material breach that remains uncured for the notice period above. Upon termination, Client will pay Service Provider for work performed and reasonable expenses incurred through the effective date of termination.

Confidentiality

Each party agrees that Confidential Information disclosed by one party to the other shall be held in confidence and shall not be disclosed to third parties except as required by law or to perform the obligations of this Agreement. Confidential Information includes non-public business, technical and financial information, documentation and materials disclosed in connection with the Migration Assessment.

Confidentiality Duration (years):

The obligations of confidentiality shall survive termination or expiration of this Agreement for the period specified above.

Limitation of Liability

Except for liability arising from willful misconduct or gross negligence, each party's aggregate liability under this Agreement shall not exceed the total fees paid by Client to Service Provider under this Agreement. Neither party shall be liable for consequential, incidental, special, or punitive damages.

Governing Law

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

Governing Law State:

Entire Agreement

This Agreement, including any exhibits and attachments expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior or contemporaneous agreements, understandings and representations. No amendment is binding unless in writing and signed by both parties.

Miscellaneous

Neither party may assign this Agreement without the prior written consent of the other party, except to an affiliate or in connection with a merger or sale of substantially all assets. If any provision is held unenforceable, the remaining provisions shall remain in full force and effect.

Project Reference or PO Number (if any):

Client — Printed Name:

By:

Date:

Service Provider — Printed Name:

By:

Date:

What a Migration Assessment Agreement Is

A Migration Assessment Agreement is a written contract that sets out the scope, deliverables, roles, timeline, and acceptance criteria for an assessment of a system, data, or application migration. It typically documents inventorying assets, risk and compatibility analysis, data protection controls, remediation recommendations, resource commitments, and estimated costs. The agreement clarifies responsibilities for discovery, testing, pilot runs, and final validation, and provides the basis for change orders, confidentiality protections, and payment. It can be signed electronically consistent with U.S. law (ESIGN and applicable state UETA/ESRA frameworks).

Why the Agreement Matters for Migration Projects

A Migration Assessment Agreement reduces ambiguity by documenting scope, technical constraints, acceptance tests, and liability allocation. It creates a shared baseline for planning, budget approvals, vendor selection, and risk mitigation while supporting auditability and contract enforcement.

Who Typically Completes a Migration Assessment Agreement

The agreement is completed by organizations preparing to move data or systems and by vendors performing assessment services.

IT project managers and architects responsible for technical scope and deliverables.
Vendor engagement leads or professional services teams that will perform discovery and testing.
Legal, procurement, or compliance officers who review liability, data handling, and confidentiality terms.

Final signatures commonly require authorized representatives from both the client and the service provider to validate obligation and funding commitments.

Core Sections to Include in the Agreement

A professional Migration Assessment Agreement should combine technical, legal, and project governance content so both parties understand scope, success criteria, and liabilities.

Scope of Work

Define specific systems, data sets, interfaces, and environments to be inventoried and analyzed, including excluded components to avoid scope creep and disputes.

Deliverables

List tangible outputs such as discovery reports, risk matrices, migration runbooks, test plans, remediation recommendations, and an acceptance report with measurable criteria.

Timeline & Milestones

Set dates for kickoff, discovery, pilot testing, issue remediation, and final acceptance, with dependencies and responsibilities to support project tracking.

Data Protection

Detail data handling, encryption, access control, and any HIPAA or sector-specific safeguards; include breach notification and BAA requirements where applicable.

Fees & Payment

Specify hourly or fixed fees, invoicing schedule, change-order pricing, and payment terms to prevent disputes during iterative discovery.

Acceptance Criteria

Define pass/fail thresholds for validation tests, allowable data loss parameters, rollback triggers, and who signs off that criteria have been met.

Step-by-Step: Completing the Agreement

Follow these core steps to prepare, review, and finalize a Migration Assessment Agreement with minimal friction.

01

Prepare Draft: Populate scope and deliverables sections.
02

Internal Review: Legal and IT confirm requirements and risks.
03

Vendor Negotiation: Agree fees, timeline, and change control.
04

Execute: Both parties sign and retain copies.

How to Configure an Online Signing Workflow

Configure field placement and authentication to mirror the agreement’s approval order and evidence requirements.

Field \| Configuration	Role order \| Signing sequence, conditional visibility
Signer Authentication	Email link or SMS code; use stronger methods for high-risk data
Conditional Fields	Enable fields shown only when specific checkbox or option selected
Audit Trail	Capture IP, timestamp, and actions for each signer
Document Versions	Lock prior versions and enable version history for audits

Where to Send and How to Submit the Agreement

Routing and submission depend on organizational approval workflows and whether a vendor portal or email is used.

Client Legal: Review terms and countersign when approved.
Vendor Lead: Confirm scope and attach work plan.
Project Sponsor: Authorize budget and schedule acceptance.
Archive: Store executed copy in records management system.

Digital Signing and eSubmission Requirements

Use an eSignature platform that supports required authentication, audit trails, integrations, and file formats.

Authentication: Email, SMS code, KBA, or SSO
Format Support: PDF, DOCX, and editable templates
Integrations: Connectors for CRM and cloud storage

Ensure the chosen platform can retain a certificate of completion and export a tamper-evident signed PDF for recordkeeping and audits.

Typical Timelines and Processing Expectations

Timelines depend on scope complexity but include standard checkpoints for discovery, testing, and acceptance.

Assessment kickoff and stakeholder meeting:

Week 0 kickoff and alignment session.

Discovery inventory and data profiling:

One to three weeks based on environment size.

Pilot migration and validation testing:

Two to four weeks for pilot cycles.

Remediation and repeat testing:

Timing varies; plan buffer for fixes.

Final acceptance and sign-off:

Deliver final report and obtain signatures.

Key Milestones From Start to Acceptance

Use these milestones to track progress and trigger payment or phase transitions.

01

Kickoff and Scoping

Confirm inventory and success criteria.

02

Discovery Completion

Deliver discovery report and risk log.

03

Pilot Completion

Validate migration approach on representative data.

04

Final Acceptance

Client signs acceptance report to close project.

Common Preparation Errors to Avoid

Under-scoped inventories that omit critical legacy systems, resulting in unexpected compatibility issues during migration.
Vague acceptance criteria that allow subjective interpretation of success and lead to disputes over deliverables and payments.
Failing to specify data protection requirements (encryption, access) which can trigger regulatory noncompliance during transfer.
Not defining change-order procedures, so minor discovery findings cause major schedule and cost overruns without clear remedies.

Potential Legal and Operational Risks

Contract Disputes: Enforceability issues

Regulatory Fines: HIPAA or financial penalties

Data Loss: Permanent or irrecoverable loss

Service Downtime: Revenue and reputation impact

Scope Creep: Uncontrolled cost growth

Unauthorized Access: Security breach exposure

Representative eSignature Pricing for Agreement Execution

Cost matters when choosing how to execute and manage agreements; compare starting prices and core features across vendors.

	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
HIPAA Compliant	Yes	Yes	Yes	No	No

Who Signs and Who Approves

IT Project Manager

Typically responsible for technical validation, coordinating discovery activities, and confirming acceptance test outcomes. The project manager often signs to confirm acceptance of technical deliverables on behalf of the operational team.

Chief Information Officer

Provides executive approval for scope, budget, and risk acceptance. The CIO or authorized delegate commonly signs to commit organizational resources and sign off on strategic decisions.

Essential Data and Security Fields to Capture

Data Classification: PHI/PII/Confidential flag

PII Elements: Names, SSNs, DOBs

System Inventory: List of servers/apps

Migration Scope: Databases and tables

Acceptance Criteria: Test names and thresholds

Signatures and Dates: Authorized signer entries

Real-World Examples and Testimonials

These examples show how organizations documented migration discovery and acceptance when engaging vendors and finalizing scope.

Optica Ventures LLC

Optica used a structured assessment to standardize sign-off across partners

Assessment output drove consistent customer handoffs and reduced rework
The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Xerox (NetSuite Operations)

Xerox mapped assessment outputs to their ERP migrations to automate downstream tasks

Integration decreased manual steps for document approvals
airSlate SignNow provides us with the flexibility needed to get the right signatures on the right documents, in the right formats, based on our integration with NetSuite.

Frequently Asked Questions About Migration Assessment Agreements

Answers to common practical and legal questions when preparing, executing, and storing a Migration Assessment Agreement.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws when intent, consent, attribution, and record retention requirements are met.
Do I need a notary or witnesses?
Most migration agreements do not require notarization or witnesses. If the agreement transfers real property rights or requires a notarized acknowledgment under state law, include that requirement explicitly.
What if PHI is involved?
If protected health information is processed, include a HIPAA-compliant Business Associate Agreement and specify safeguards; HIPAA records retention is six years under 45 CFR §164.530(j).
How should acceptance tests be written?
Use measurable criteria (thresholds, test names, sample sizes) and define pass/fail rules to avoid subjective disputes about whether migration succeeded.
What records should we retain after execution?
Keep executed agreements, discovery reports, test logs, and signed acceptance certificates for at least three to seven years depending on tax, contractual, or industry rules.
How to handle discovered issues after sign-off?
Specify a defined warranty period and post-acceptance remediation procedures, including change-order pricing, timelines, and escalation contacts.

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