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Pricing Change Notification

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PRICING CHANGE NOTIFICATION

This Pricing Change Notification (the "Notice") is issued effective as of and serves as an amendment to the Agreement between the parties identified below.

Parties

WHEREAS

WHEREAS, Provider and Client are parties to a written agreement entitled dated (the "Agreement");

WHEREAS, Provider proposes an adjustment to pricing for certain goods or services covered by the Agreement due to changes in costs and operational factors, and Client has been provided notice and supporting justification for such adjustment; and

WHEREAS, the parties desire to document the pricing change and supplementary terms in writing to govern application of the revised prices and payment procedures.

Scope of Change

The pricing change applies to the following products and/or services described in the Agreement. The parties agree that the description below identifies the items subject to the revised pricing and any limitations on the application of new prices.

Payment Terms

Current Price (per unit or as stated in Agreement):

New Price (per unit or as amended):    Effective Date for New Price:

Late Payment Fee (amount or percentage):    Late Fee Application Commences After days past invoice due date.

Term and Termination

This Notice amends the Agreement for the duration set forth below. Unless otherwise terminated, the revised pricing will apply for the term beginning and ending .

Either party may terminate this Notice and the corresponding pricing adjustments for material breach of the Agreement, or for convenience upon provision of written notice at least days prior to the effective termination date.

Confidentiality

All non-public information exchanged in connection with this Notice shall be treated as Confidential Information pursuant to the confidentiality provisions of the Agreement. Absent written consent, neither party shall disclose pricing, cost supporting documentation, or business terms to third parties, except as required by law. Confidentiality obligations shall survive termination of this Notice for years.

Acknowledgment of Confidentiality Obligations:

Governing Law

This Notice shall be governed by and construed in accordance with the laws of without regard to conflict of laws principles.

Entire Agreement

Except as expressly modified by this Notice, the Agreement remains in full force and effect. In the event of any inconsistency between this Notice and the Agreement, the terms of this Notice shall govern as to the subject matter of the pricing change. This Notice, together with the Agreement, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior understandings relating to such subject matter.

Acknowledgment

By signing below, each party acknowledges receipt of this Notice, agrees that the changes set forth herein are fair and reasonable, and consents to the application of the new pricing in accordance with the terms above.

Provider

Printed Name:

By:

Date:

Client

Printed Name:

By:

Date:

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What a Pricing Change Notification Is and When It’s Used

A Pricing Change Notification is a formal written notice sent by a seller, service provider, or landlord to customers, clients, or tenants to communicate changes to rates, fees, or billing terms. It summarizes the prior price, the new price, the effective date, and any changes to billing cycles or refund policies. Notifications are used for subscription services, utility accounts, insurance premium adjustments, lease rent changes, and contract renewals to create a clear record of disclosure and to help meet regulatory or contractual notice requirements.

Why Issuing a Clear Pricing Change Notification Matters

A concise notice reduces billing disputes, supports consumer protection compliance, and documents recipient consent or receipt. For electronic delivery, follow ESIGN (15 U.S.C. ch. 96) and UETA standards to preserve enforceability and ensure the record is retained in a reproducible format.

Why Issuing a Clear Pricing Change Notification Matters

Organizations That Commonly Send Pricing Change Notifications

Typical senders range across sectors that bill recurring fees or manage contracts.

  • Subscription businesses and SaaS vendors that change plan rates or billing tiers.
  • Utilities, insurers, and financial services that adjust premiums, fees, or service charges.
  • Landlords and property managers issuing rent increases or lease renewal notices.

Tailor language and delivery to industry regulation and to the contractual notice clauses that apply.

Who Signs and Approves These Notices

Finance Owner

Chief Financial Officer or billing manager typically approves the pricing change, confirms accounting system updates, and certifies accuracy before distribution. This reviewer confirms effective dates and refund or prorating rules to avoid reconciliation errors.

Authorized Signer

An authorized executive or contract manager signs notices on behalf of the entity when a contractual amendment is required. Their signature establishes attribution and authority for the pricing change under contract terms.

Essential Elements to Include in Every Pricing Change Notification

A professional notice contains a clear explanation of change, precise dates, and any options available to recipients; include concise legal and billing details to minimize disputes.

Effective Date

Provide the exact MM/DD/YYYY when new pricing begins and whether the change applies to new charges, renewals, or existing balances.

Old and New Rates

State the prior price and the new price using the same units (monthly, per-unit, percent) and show the numerical difference.

Billing Impact

Explain whether billing cycles, invoice dates, or payment methods change, and whether proration applies for the transition period.

Reason for Change

Briefly describe why rates changed (e.g., cost inflation, enhanced service) without making subjective claims about superiority or value.

Options for Recipients

Declare rights to cancel, opt out, dispute, or request refunds and provide required consumer disclosures if applicable.

Contact and Record

Include a billing contact, reference number, and instructions for record retention or how to obtain a signed copy of the notice.

Required Data Fields and Short Notes

Customer Name: Full legal name
Account Number: Internal billing ID
Current Price: Displayed in same units
New Price: Displayed in same units
Effective Date: MM/DD/YYYY
Signature Block: Signer name and title

Step-by-Step: Prepare and Deliver a Pricing Change Notification

Follow these core steps to draft, review, and send a legally sound notification to all affected recipients.

  • 01
    Draft Notice: Populate fields: names, dates, old and new prices.
  • 02
    Internal Review: Get approvals from finance and legal; confirm refund rules.
  • 03
    Send Notice: Deliver by contract-specified method or compliant electronic channel.
  • 04
    Record and Retain: Save signed copy with audit trail for retention period.

Configuring an Online Notification Workflow

Set up the digital workflow to ensure correct field population, signer authentication, and automated retention of signed notices.

Field Configuration
Notification Template Pre-fill pricing and date fields from billing system
Authentication Email link or SMS code; stronger KBA if required
Delivery Method Email, secure portal, or registered mail per contract
Retention Policy Auto-archive signed PDF and audit trail

Delivery and Format Requirements for Electronic Notices

Choose formats and integrations that preserve the signed record and audit trail for legal reliability.

  • Document Formats: PDF or DOCX preferred
  • Integrations: Microsoft 365, Google Workspace
  • Audit Trail: Capture IP, timestamps

Use systems that support secure storage, reproducible records, and necessary compliance frameworks for your industry.

Typical Electronic Delivery Flow for a Pricing Change Notice

A reliable e-delivery process includes template generation, recipient authentication, signing, and recorded confirmation for compliance.

  • Create Template: Load pre-approved notice with required fields
  • Assign Signers: Add recipient emails and internal approvers
  • Authenticate: Send secure link or SMS code
  • Complete and Store: Signer completes notice; system saves audit trail

Timing Considerations and Common Deadlines

Timing depends on contract language and industry rules; include any statutory notice periods and coordinate with billing cycles.

Minimum Notice Window:

Commonly 30 days for subscriptions; check contract

Effective Date Alignment:

Align with billing cycle to avoid partial charges

Renewal Notices:

Provide earlier notice if tied to automatic renewal clauses

Regulatory Filings:

File required notices for regulated utilities or insurers

Customer Response Window:

Allow reasonable time to opt out or dispute

Key Project Milestones for Implementing a Price Change

Track milestone approvals and operational tasks to ensure a coordinated changeover with minimal customer impact.

01

Internal Approval

Obtain finance and legal sign-off before publishing

02

System Update

Schedule billing system changes and test scenarios

03

Customer Communication

Send notices and confirm delivery receipts

04

Billing Cutover

Apply new rates on the effective date and reconcile

Common Mistakes to Avoid When Preparing Notices

  • Using ambiguous language about the effective date or scope, which leads to disputes and chargebacks.
  • Failing to deliver notices through contract-specified channels, reducing enforceability under contract terms.
  • Miscalculating prorations or taxes when applying the new price to existing billing cycles.
  • Omitting consumer disclosures required by industry-specific regulation, which can trigger enforcement actions.

Consequences of Incorrect or Incomplete Pricing Notifications

Regulatory Penalties: Fines or enforcement actions in regulated industries
Contract Breach: Exposure to remedies under contract terms
Chargebacks: Returned payments and reconciliation costs
Reputational Harm: Loss of customer trust and retention
Dispute Costs: Time and legal expense to resolve claims
Tax Impacts: Incorrect tax treatment or reporting

eSignature Vendor Comparison for Sending and Signing Pricing Notices

Comparing vendor starting prices and core capabilities for sending signed pricing notices; signNow is listed first for column parity.

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

Real-World Examples of Pricing Notices in Use

These examples show how organizations communicated pricing changes while documenting consent and retention.

Martin Properties — Rent Increase

Martin Properties needed to notify tenants of a rent increase while preserving signed acceptance

  • The notice included lease reference and effective date
  • They processed signatures electronically and retained the signed record for tenant files to support future enforcement.

Fertility Centers of Illinois — Service Fee Update

Fertility Centers updated lab processing fees and required patient acknowledgment

  • The notice combined pricing, insurance billing impact, and contact information
  • Using electronic signatures captured clear attribution and reduced in-person administrative steps.

Practical Tips for Accurate and Efficient Notices

Follow a concise checklist to reduce errors and improve compliance when issuing pricing change notifications.

Use Plain, Precise Language
State rates and dates numerically, avoid ambiguous phrases, and align wording with contract definitions to prevent differing interpretations.
Match Billing Units
Present old and new pricing using the same billing unit to make comparisons straightforward and to avoid tenant or customer confusion.
Document Authorization
Record who approved the change internally and ensure the signer listed has authority under the contract to bind the entity.
Preserve the Audit Trail
Retain the signed document and metadata (timestamps, IP, authentication) to support enforceability and dispute resolution.

Frequently Asked Questions About Pricing Change Notifications

Answers to common legal, operational, and technical questions about preparing, sending, and retaining pricing change notices.


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