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Operational Services Agreement

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OPERATIONAL SERVICES AGREEMENT

This Operational Services Agreement ("Agreement") is made and entered into as of Effective Date: by and between Client Name: with principal place of business at Client Address: , and Service Provider Name: with principal place of business at Service Provider Address: . Each of Client and Service Provider may be referred to herein individually as a "Party" and collectively as the "Parties."

RECITALS

WHEREAS, Client desires to engage Service Provider to perform certain operational services relating to the management, processing, maintenance and support of Client's business operations as set forth in this Agreement; and

WHEREAS, Service Provider represents that it has the personnel, systems, experience and expertise necessary to perform such services and agrees to provide the Services under the terms and conditions set forth herein; and

WHEREAS, the Parties desire to set forth their respective rights and obligations with respect to the Services and payment therefor.

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

1. DEFINITIONS

1.1 "Agreement" means this Operational Services Agreement and all Exhibits and Schedules hereto. 1.2 "Services" means the operational services described in Section 2 and in Schedule A. 1.3 "Confidential Information" means any non-public information disclosed by one Party to the other that is identified as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. 1.4 Terms defined elsewhere in this Agreement shall have the meanings set forth in those provisions.

2. SCOPE OF SERVICES

2.1 Services. Service Provider shall provide the Services described in Schedule A attached hereto and any additional services the Parties agree to in writing. Service Provider shall perform Services in a professional and workmanlike manner in accordance with industry standards and any service levels set forth in this Agreement.

3. TERM AND TERMINATION

3.1 Term. The initial term of this Agreement shall commence on the Effective Date and continue for an initial period of Term: unless earlier terminated as provided herein. The Agreement shall thereafter automatically renew for successive renewal periods as set forth in Renewal Terms: unless either Party provides written notice of non-renewal at least Termination Notice Days: days prior to the end of the then-current term.

3.2 Termination for Cause. Either Party may terminate this Agreement for material breach by the other Party if such breach remains uncured for thirty (30) days after receipt of written notice specifying the breach. 3.3 Termination for Convenience. Either Party may terminate for convenience upon providing the notice period set forth above. 3.4 Effect of Termination. Upon termination, Service Provider shall cease performance and, as directed by Client, promptly return or securely destroy Client Property and Confidential Information in accordance with Section 6.

4. FEES AND PAYMENT

4.1 Fees. Client shall pay Service Provider the fees set forth in Schedule B. Fees shall be invoiced in accordance with the invoicing schedule in Schedule B and shall be due and payable within Payment Terms: days of receipt of a correct invoice.

4.2 Taxes and Expenses. Client shall be responsible for all applicable taxes related to the Services, excluding taxes based on Service Provider's net income. Pre-approved out-of-pocket expenses shall be reimbursed upon submission of appropriate documentation.

5. PERFORMANCE STANDARDS; SERVICE LEVELS

Service Provider shall measure and report performance against agreed metrics and will use commercially reasonable efforts to meet or exceed target service levels. Where the Parties agree to specific remedies for failure to meet service levels, such remedies shall be exclusive and expressly stated in Schedule C.

6. CONFIDENTIALITY

Each Party shall maintain in confidence all Confidential Information of the other Party and shall not use or disclose such information except as necessary to perform under this Agreement or as required by law, provided that the receiving Party shall give prompt notice to the disclosing Party of any compelled disclosure and cooperate in seeking confidential treatment. The obligations herein shall survive termination for a period of three (3) years, or longer as required by applicable law for trade secrets.

Return or destruction of Confidential Information upon termination: Client may require Service Provider to return or securely destroy all Confidential Information within days of termination.

7. DATA PROTECTION AND SECURITY

Service Provider shall implement and maintain administrative, physical and technical safeguards no less protective than industry standard practices to protect Client Data. Service Provider shall promptly notify Client of any Security Incident affecting Client Data and cooperate in remediation and regulatory obligations.

8. INTELLECTUAL PROPERTY

Except as expressly provided herein, each Party retains all right, title and interest in and to its pre-existing intellectual property. Client retains ownership of Client Data. Service Provider grants Client a non-exclusive, royalty-free license to any deliverables to the extent necessary for Client's internal use; Service Provider retains ownership of methodologies, tools and intellectual property used to provide Services.

9. WARRANTIES; DISCLAIMER

Service Provider warrants that it will perform the Services in a professional and workmanlike manner consistent with applicable industry standards. EXCEPT FOR THE EXPRESS WARRANTIES SET FORTH HEREIN, THE SERVICES ARE PROVIDED "AS IS" AND EACH PARTY DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.

10. INDEMNIFICATION

Each Party (the "Indemnitor") shall indemnify, defend and hold harmless the other Party (the "Indemnitee") from and against third-party claims arising out of Indemnitor's breach of this Agreement, gross negligence, willful misconduct or infringement of third-party intellectual property rights, provided the Indemnitee gives prompt written notice and cooperates in the defense.

11. LIMITATION OF LIABILITY

EXCEPT FOR LIABILITY ARISING FROM GROSS NEGLIGENCE, WILLFUL MISCONDUCT, OR VIOLATIONS OF CONFIDENTIALITY OR DATA PROTECTION OBLIGATIONS, NEITHER PARTY SHALL BE LIABLE TO THE OTHER FOR INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL OR PUNITIVE DAMAGES. NOTWITHSTANDING ANYTHING OTHERWISE, THE AGGREGATE LIABILITY OF EITHER PARTY SHALL NOT EXCEED THE AMOUNT ACTUALLY PAID BY CLIENT TO SERVICE PROVIDER UNDER THIS AGREEMENT DURING THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR THE LIABILITY CAP STATED ABOVE, WHICHEVER IS LOWER.

12. INSURANCE

Service Provider shall maintain commercially reasonable insurance coverage including, without limitation, commercial general liability, professional liability/errors and omissions, and workers' compensation as applicable. Certificates evidencing such insurance shall be provided to Client upon request.

13. NOTICES

All notices under this Agreement shall be in writing and sent to the address for each Party set forth below or to such other address as a Party may designate by notice pursuant to this Section.

14. AMENDMENTS; WAIVER; COUNTERPARTS

This Agreement may be amended only by a written instrument signed by authorized representatives of both Parties. No waiver of any term or condition shall be deemed a continuing waiver or a waiver of any other term or condition. 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.

15. GOVERNING LAW; ENTIRE AGREEMENT; SEVERABILITY

This Agreement shall be governed by and construed in accordance with the laws of the State of Governing Law: , without regard to its conflict of laws rules. This Agreement, including any Schedules and Exhibits, constitutes the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior discussions and agreements. If any provision of this Agreement is held invalid or unenforceable, the remainder of the Agreement shall remain in full force and effect.

16. MISCELLANEOUS

Neither Party may assign this Agreement without the prior written consent of the other Party, except that either Party may assign this Agreement to an affiliate or in connection with a merger, acquisition or sale of substantially all of its assets provided the assignee assumes the assigning Party's obligations hereunder. The Parties are independent contractors and nothing in this Agreement shall be construed to create a partnership, joint venture, or employment relationship.

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

Enter text✕

What an Operational Services Agreement Covers

An Operational Services Agreement (OSA) is a written contract that defines the delivery of ongoing services between a provider and a client. It sets scope of services, service levels, performance metrics, reporting cadence, pricing and payment terms, change-order procedures, term and termination rights, confidentiality and intellectual property allocation, liability and indemnification limits, and dispute resolution. The OSA clarifies roles and responsibilities for day-to-day operations and serves as the baseline for measuring performance, invoicing, audits, and regulatory compliance during the contract lifecycle.

Why use an Operational Services Agreement

A well-drafted OSA reduces ambiguity, aligns expectations, allocates risk, and supports regulatory compliance. It minimizes disputes by documenting measurable performance criteria, payment schedules, and remedies for nonperformance.

Why use an Operational Services Agreement

Who typically prepares and signs an OSA

A range of organizations draft and execute OSAs depending on operational needs and vendor relationships.

  • Vendors and service providers who deliver managed services, IT operations, facility services, or outsourcing solutions.
  • Corporate procurement, operations, and legal teams that contract vendors and manage supplier performance.
  • In-house legal counsel, outside counsel, or delegated officers who hold signature authority for the contracting entity.

Identifying the right preparer and the authorized signatory helps avoid invalid signatures and enforceability issues.

Core sections to include in a professional OSA

Include these core components to make expectations measurable and enforceable while protecting both parties.

Scope of Services

A precise description of deliverables, tasks, and excluded items with measurable acceptance criteria and linked exhibits or SOWs for detailed assignments.

Service Levels

Define performance metrics, uptime targets, response and resolution times, measurement windows, reporting intervals, and credits or remedies for missed targets.

Pricing & Payment

Specify fees, invoicing cadence, accepted payment methods, late payment interest, expense reimbursement rules, and any variable pricing formulas.

Term & Termination

State initial term, renewal provisions, termination for convenience and cause, notice periods, transition assistance and wind-down obligations.

Confidentiality & IP

Allocate ownership of deliverables, license grants, treatment of preexisting IP, and nondisclosure obligations for sensitive technical and business information.

Liability & Indemnity

Set caps on damages, carve-outs for gross negligence or willful misconduct, insurance requirements, and reciprocal indemnities for third-party claims.

Step-by-step: preparing and executing an OSA

Follow these sequential actions to prepare, approve, and complete signature and distribution.

  • 01
    Draft the agreement: Assemble scope, SOWs, and pricing.
  • 02
    Review internally: Obtain legal, finance, and procurement sign-off.
  • 03
    Confirm signatories: Verify authorized representatives and signing authority.
  • 04
    Execute and distribute: Sign, record audit trail, and share final copies.

Typical digital workflow settings for OSAs

Configure these workflow elements when sending an OSA for signature using an eSignature platform.

Field Configuration
Document Upload PDF or DOCX, flatten after final signature
Signer Order Sequential or parallel signer sequencing
Authentication Email link, SMS code, or higher-assurance KBA
Template Fields Required, conditional, and calculated fields

How digital signing typically flows

A standard online signing flow minimizes delay and creates a reliable audit trail for the OSA.

  • Upload document: Sender uploads the completed draft.
  • Place fields: Add signature, date, and initial fields.
  • Send to signers: Platform emails signer links or uses direct invite.
  • Sign and finalize: Signers authenticate, sign, and receive copies with audit trail.

Technical considerations for eSigning an OSA

Confirm file formats, authentication methods, and integration needs before sending the agreement for signature.

  • File Formats: PDF, DOCX supported
  • Authentication: Email, SMS, or KBA
  • Integrations: CRM and storage connectors

Security and compliance features to expect

Encryption in transit: TLS 1.2/1.3
Encryption at rest: AES-256
Audit trail: Timestamps, IP, actions
HIPAA support: BAA available
Regulatory controls: 21 CFR Part 11 capable
Certifications: SOC 2 Type II, ISO 27001

Common legal and operational risks

Invalid signature: May render contract unenforceable
Scope ambiguity: Leads to disputes and claims
Late payments: Triggers interest and collections
Data breach: Potential regulatory fines
Nonperformance: Remedies and reputational harm
Improper authority: Unauthorized signer risk

Avoidable errors when preparing an OSA

  • Using vague service descriptions without measurable acceptance criteria makes performance disputes likely and slows invoicing.
  • Failing to identify authorized signatories or to verify corporate signing authority can expose the agreement to challenge.
  • Omitting change-order procedures or pricing formulas often results in unexpected costs and misaligned expectations during scope changes.
  • Not aligning confidentiality and IP clauses with operational realities risks unauthorized use of proprietary materials and subsequent litigation.

Key dates and recurring deadlines to include

Establishing clear dates and recurring report deadlines avoids ambiguity and supports SLA enforcement.

Effective date and term:

Define start date and renewal cadence (e.g., one year, auto-renew)

Service reporting cadence:

Monthly or quarterly performance reports due by a specific day

Invoice due date:

Standardize payment terms, for example Net 30

Breach notice windows:

Specify cure periods, commonly 15–30 days

Termination notice:

Set notice period for convenience termination

Major milestones from contract draft to live operations

Track these sequential milestones to manage approvals, execution, and operational onboarding.

01

Draft and internal review

Legal and finance review and redline resolution

02

Signing and execution

Authorized signatures obtained and recorded

03

Onboarding and transition

Knowledge transfer, system access, and training

04

Ongoing monitoring

Regular SLA reviews and performance reporting

How an OSA differs from related contract types

Compare the OSA with common alternatives to ensure you select the right document for recurring services.

Criteria Operational Services Agreement Master Services Agreement
Scope focus operational tasks broad program and legal framework
Typical term ongoing shorter cycles multi-year program level
Use of SOWs often uses sows frequently governs multiple sows
Pricing structure recurring fees or units mix of fixed and program rates

eSignature vendor pricing snapshot for executing OSAs

Compare typical starting prices and common feature availability across eSignature vendors; signNow appears first per provider ordering rules.

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, no card 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

Frequently asked questions about Operational Services Agreements

Answers to common questions about enforceability, signing authority, eSigning, notarization, amendments, and storage for OSAs.


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