Can this agreement be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act and UETA where adopted, provided the four-part validity test is met: intent, consent, attribution, and retention. For consumer-facing transactions include the ESIGN disclosure when required.

Is notarization required for validity?

Not typically required for most contracts; however, notarization or RON may be needed for recording, certain lien waivers, or when state law or the parties request a notarized acknowledgement for evidentiary purposes.

When should I use Remote Online Notarization (RON)?

Use RON when in-person notarization is impractical and the state permits permanent RON. Confirm the state's RON rules and identity-proofing requirements before proceeding.

What authentication level is recommended?

Email link or SMS OTP is common for low-risk agreements; KBA or stronger multi-factor authentication is appropriate when higher identity assurance is needed or when the document supports recording or lien rights.

How long should I retain executed agreements?

Retain for the contract term plus at least 3 years; follow IRS minimums (3 years) and HIPAA rules (6 years) where applicable, and extend retention for real estate or tax issues as required by state law.

Who should I contact if signatures are disputed?

Preserve the audit trail and any related communications immediately. Consult legal counsel; the audit trail, delivery receipts, IP addresses, and authentication logs are primary evidence of intent and attribution.

Electronic Signature
Templates
Miscellaneous
OIF Hard Surface Agreement

OIF Hard Surface Agreement

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

OIF Hard Surface Agreement

THIS OIF HARD SURFACE AGREEMENT (the Agreement) is made effective as of by and between Client Name: and Contractor Name: .

WHEREAS

WHEREAS, Client engages in the ownership, operation or management of the Project Site described below and desires to retain Contractor to perform hard surface installation, repair, maintenance, or restoration services consistent with the Scope of Work set forth herein; and

WHEREAS, Contractor represents that it possesses the necessary experience, licenses, equipment, personnel and insurance to perform work involving hard surface materials including concrete, asphalt, pavers, sealants, and related surface systems in a professional manner; and

WHEREAS, the parties desire to set forth the terms and conditions under which Contractor will perform the Work and Client will compensate Contractor.

Project Information

Project Location Client Contact Contractor Contact

Scope of Work

Contractor shall furnish all labor, materials, equipment, supervision and services necessary to perform the Work described below in accordance with this Agreement and recognized industry standards.

Detailed Scope of Work

Permits, testing, utility locates and site access coordination are the responsibility of:

Payment Terms

Contract Price (Total): $ . This price is the total compensation for completion of the Scope of Work, subject to approved change orders.

Deposit Payment Schedule

Final Payment Due Upon Completion: $ . Contractor shall submit invoices in reasonable form; Client shall pay undisputed amounts within days of invoice receipt.

Late Payment: Any undisputed amount not paid when due shall accrue interest at a rate of per month (or the maximum permitted by law), together with any collection costs and attorney fees reasonably incurred by the prevailing party.

Term and Termination

Term: The term of this Agreement begins on Start Date: and, unless earlier terminated in accordance with this Agreement, continues until End Date: or until final completion and final payment.

Termination for Cause: Either party may terminate this Agreement for material breach by the other party, provided the non-breaching party gives written notice describing the breach and the breaching party fails to cure within days after receipt of such notice.

Termination for Convenience: Client may terminate this Agreement for convenience upon written notice to Contractor delivered at least days prior to the effective date of termination. In the event of termination, Contractor shall be paid for Work performed to date plus reasonable demobilization costs, subject to offsets for damages caused by Contractor.

Confidentiality

Definition: "Confidential Information" means non-public business, technical, financial and other information disclosed by one party to the other in connection with this Agreement, whether in oral, written or electronic form, and which is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure.

Non-Disclosure and Use: Receiving party shall (a) hold Confidential Information in strict confidence and protect it from unauthorized disclosure using at least the same degree of care used to protect its own confidential information, and (b) use Confidential Information only for performance of this Agreement. Receiving party shall not disclose Confidential Information to any third party except to its employees, agents and subcontractors on a need-to-know basis and only if such persons are bound by confidentiality obligations at least as protective as those in this Agreement.

Exceptions: Confidential Information does not include information that (i) is or becomes generally available to the public through no fault of receiving party; (ii) was known by receiving party prior to disclosure; (iii) was rightfully obtained from a third party without restriction; or (iv) is independently developed by receiving party without use of the disclosing party's Confidential Information.

Compelled Disclosure: If receiving party is compelled by law to disclose Confidential Information, it shall provide prompt written notice to disclosing party (to the extent legally permitted) and cooperate reasonably to limit disclosure or obtain protective measures.

Insurance, Warranties and Indemnity

Insurance: Contractor shall maintain commercial general liability, workers' compensation, and automobile liability insurance with limits customary for the type of work; upon request Contractor shall provide certificates evidencing such coverage.

Warranty: Contractor warrants that Work performed shall be free from defects in workmanship for a period of from substantial completion. This warranty excludes damage resulting from normal wear and tear, abuse, misuse, alterations by others, or acts of God.

Indemnity: Contractor shall indemnify, defend and hold harmless Client and its officers, directors and agents from and against claims, damages, liabilities and expenses arising out of Contractor's breach, negligence or willful misconduct in connection with the performance of the Work, except to the extent caused by Client's negligence or willful misconduct.

Governing Law

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

Entire Agreement; Amendments

Entire Agreement: This Agreement, including any exhibits and written change orders 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 negotiations, whether written or oral.

Amendments: No amendment, modification or waiver of any provision of this Agreement shall be effective unless in writing and signed by authorized representatives of both parties.

Dispute Resolution

The parties shall attempt to resolve disputes arising under this Agreement through good faith negotiation. If the parties are unable to resolve a dispute within 30 days, either party may pursue any remedy available at law or in equity in the courts located in the jurisdiction identified in the Governing Law section.

Client:

By:

Date:

Contractor:

By:

Date:

What the OIF Hard Surface Agreement Covers

The OIF Hard Surface Agreement is a standardized contract used to document the terms for supply, fabrication, installation, and acceptance of hard surface materials such as countertops, flooring, tile, and similar finishes. It defines parties, scope of work, material specifications, delivery and installation schedules, payment and retainage terms, warranties, acceptance testing, and responsibility for defects. The agreement typically includes exhibits for drawings, material submittals, and lien-waiver language. When executed correctly, it creates enforceable rights and duties between owner, contractor, and any subcontractors.

Why a Clear OIF Hard Surface Agreement Matters

A well-drafted OIF Hard Surface Agreement reduces disputes by documenting expectations for materials, tolerances, timelines, payment, and remedies. It protects both owner and installer by allocating risk, clarifying inspection and acceptance, and establishing claims and warranty procedures.

Core Components to Include in Every Agreement

A professional OIF Hard Surface Agreement is organized so each key topic is explicit and supported by exhibits, schedules, and measurable acceptance criteria to minimize ambiguity during fabrication and installation.

Parties

Full legal names and business types for owner, contractor, and key subcontractors; include contact and billing information for each party.

Scope

Detailed description of work, drawing references, material brands, model numbers, finishes, tolerances, and any factory or site mockups required for approval.

Materials & Specs

Material schedules, approved alternates, source/vendor references, and acceptance criteria for defects, color, edge profiles, and seams.

Schedule & Delivery

Milestones for fabrication, delivery windows, site access requirements, and responsibilities for damage during transport or storage.

Payment Terms

Price, progress payment schedule, retainage amounts, invoicing requirements, and conditions for final payment and release of retainage.

Warranties & Remedies

Manufacturer and installer warranty periods, procedures for repair or replacement, limitation of liability, and dispute resolution mechanisms.

Step-by-Step: Completing the Agreement

Follow these sequential steps to prepare, execute, and archive the completed OIF Hard Surface Agreement.

01

Gather Documents: Collect drawings, submittals, warranties, and vendor spec sheets.
02

Complete Fields: Fill identification, scope, dates, and payment terms accurately.
03

Review & Approve: Owner and contractor review exhibits and acceptance criteria.
04

Execute Signatures: All authorized signers sign and date; notarize or RON if required.

Customize an Online Signing Workflow

Configure the digital workflow so signers receive documents in the correct order and required fields are validated before signing.

Field	Configuration
Signer Order	Sequential or parallel; set primary approver first
Required Fields	Mark dates, signatures, and payment fields as mandatory
Authentication	Email link, SMS code, or KBA depending on risk
Record Retention	Store completed PDF with audit trail and attachments

Where to Send and How Routing Works

Determine final destinations for executed copies and set automatic distribution to reduce delays between signings and project mobilization.

Internal Ops: Send final copy to project manager and accounting.
Owner Copy: Deliver a signed copy to owner or owner rep.
Vendor Files: Attach vendor warranties and material certificates.
Archive: Store executed agreement and audit trail in records system.

Digital Signing and Platform Considerations

Choose a platform that supports the authentication level and integrations your workflow needs.

Authentication Options: Email, SMS, KBA, or stronger
Integrations: Connectors for CRM and storage
File Types: PDF, DOCX, and attachments

Ensure the selected service provides a tamper-evident audit trail and complies with ESIGN and UETA standards for electronic signatures.

Who Typically Completes This Agreement

Assign clear responsibility for each section—specifications, delivery, inspection, and payment—to reduce later conflict and streamline project delivery.

Property owners and facility managers who approve materials and funding
General contractors or prime contractors managing procurement and installation
Material suppliers and fabricators responsible for specifications and warranties

Typical Signatories and Their Authority

Owner — Property Manager

The property manager or owner representative typically has budgetary authority to approve scope and payment terms. Their signature confirms acceptance criteria and triggers payment milestones; include contact and invoicing details to avoid processing delays.

Contractor — Project Manager

The contractor or project manager signs to accept scope, schedule, and warranty obligations. Their signature certifies they will coordinate fabrication, schedule site access, and execute installation per agreed specifications.

Real-World Examples of Using the Agreement

These examples show how organizations use the OIF Hard Surface Agreement to reduce delays and support electronic processing of vendor commitments.

Martin Properties (Real Estate)

Martin Properties standardized vendor agreements for multiple rental properties to speed vendor onboarding and reduce disputes.

Reduced turnaround on contractor approvals across properties.
"I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

BIS (Construction Services)

BIS used signed agreements to track warranty periods and fixture replacements on large renovation projects.

Centralized signed agreements and submittals per job.
Management reported faster resolution of punch-list items and clearer handoffs between fabricator and installer, citing improved auditability and fewer payment disputes after adopting structured agreements.

Common Mistakes to Avoid When Preparing the Agreement

Vague scope language that omits material grades or tolerances causing conflicting expectations.
Failing to attach vendor certifications or samples that confirm compliance with specified materials.
Incorrect or inconsistent party names that delay contract enforcement or payment processing.
Omitting acceptance tests or inspection protocols which leads to disputed final payments and warranty claims.

Key Risks and Potential Consequences

Payment Disputes: Delayed or withheld payments

Invalid Signature: Questioned enforceability

Loss of Lien Rights: Missed notice or incorrect waiver

Project Delays: Increased carrying costs

Regulatory Exposure: Licensing or permit issues

Data Breach: Confidentiality violations

Typical Dates and Timing to Document

Define milestone dates clearly in the agreement to align fabrication, delivery, installation, and payments with project needs.

Effective Date:

Date contract terms begin; affects warranty start and deadlines.

Fabrication Start:

Date vendor begins fabrication per approved submittals.

Delivery Window:

Explicit delivery dates or tolerances to avoid storage disputes.

Installation Completion:

Date for final installation and inspection.

Final Payment Due:

Trigger tied to acceptance and release of retainage.

Comparison: eSignature Options for Executing the OIF Hard Surface Agreement

Pricing and feature availability differ across vendors. The table below summarizes starting price, trial availability, bulk-send capability, audit trail presence, HIPAA compliance, and envelope limits.

	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	Yes, 7-day free trial	No	No	Yes, limited trial	Yes, limited trial
Bulk Send	Yes (Business Premium+)	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 by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Execution and Validity

Answers to common questions about signing, notarization, electronic execution, and recordkeeping for the OIF Hard Surface Agreement.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act and UETA where adopted, provided the four-part validity test is met: intent, consent, attribution, and retention. For consumer-facing transactions include the ESIGN disclosure when required.
Is notarization required for validity?
Not typically required for most contracts; however, notarization or RON may be needed for recording, certain lien waivers, or when state law or the parties request a notarized acknowledgement for evidentiary purposes.
When should I use Remote Online Notarization (RON)?
Use RON when in-person notarization is impractical and the state permits permanent RON. Confirm the state's RON rules and identity-proofing requirements before proceeding.
What authentication level is recommended?
Email link or SMS OTP is common for low-risk agreements; KBA or stronger multi-factor authentication is appropriate when higher identity assurance is needed or when the document supports recording or lien rights.
How long should I retain executed agreements?
Retain for the contract term plus at least 3 years; follow IRS minimums (3 years) and HIPAA rules (6 years) where applicable, and extend retention for real estate or tax issues as required by state law.
Who should I contact if signatures are disputed?
Preserve the audit trail and any related communications immediately. Consult legal counsel; the audit trail, delivery receipts, IP addresses, and authentication logs are primary evidence of intent and attribution.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now