Can a Printing Agreement be signed electronically?

Yes. Electronic signatures meet ESIGN Act standards when intent, consent, attribution, and record retention are demonstrable (15 U.S.C. §7001). State UETA laws also validate e‑signatures where adopted.

Do you need a notary or witnesses?

Most printing agreements do not require notarization or witnesses. Notarization is only necessary where an attached affidavit, mortgage, or deed requires acknowledgement under state law.

What if the printed goods are defective?

Follow the warranty and remedy clauses in the agreement: document defects on receipt, notify the vendor within the stated inspection period, and request specified remedies such as reprint, refund, or credit.

How do proof approvals affect liability?

When a client signs a proof approval clause, responsibility for content and color approval typically shifts to the client; include explicit language on client-approved proofs to limit vendor liability.

How can I revoke or cancel an order?

Cancellation rights should be in the contract: set deadlines, deposit forfeiture terms, and any remake or restocking fees; cancellation after setup often incurs full or partial charges.

Is intellectual property assigned or licensed?

Specify whether artwork and final files are licensed for reproduction or transferred in ownership. Clear IP clauses prevent downstream infringement and set expectations for reuse rights.

Electronic Signature
Templates
Legal
Printing Agreement

Printing Agreement

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PRINTING AGREEMENT

This Printing Agreement ("Agreement") is made and entered into as of the , by and between Client Name: , a with principal place of business at ; and Printer Name: , a with principal place of business at .

RECITALS

WHEREAS, Client desires to engage Printer to produce printed materials in accordance with the specifications and schedule set forth in this Agreement; and

WHEREAS, Printer represents that it has the equipment, expertise, and capacity to perform the printing services and deliver finished goods conforming to agreed specifications; and

WHEREAS, the parties desire to set forth their respective rights and obligations with respect to the production, delivery, and payment for the printed materials.

NOW, THEREFORE, in consideration of the mutual covenants set forth herein, the parties agree as follows:

1. DEFINITIONS

"Work" means the printed materials, proofs, die lines, plates, digital files, and any ancillary goods or services described in Section 2. "Specifications" means the materials, dimensions, colors, quantities, substrates and finishing described in Section 3. "Final Delivery" means delivery of conforming goods to the Delivery Address and acceptance in accordance with Section 9.

2. SERVICES

Description of Services

Printer shall furnish all labor, materials, equipment and supervision necessary to produce the Work in accordance with the Specifications and schedule. Printer shall perform the Work in a professional and workmanlike manner and in conformity with prevailing industry standards.

3. SPECIFICATIONS, PROOFS, AND QUANTITY

Total Quantity Specifications (paper, size, color, finishing)

Printer shall provide proofs to Client for approval prior to production. Proof type (select one or both): Digital proof Hard-copy proof. Client shall review and either approve or provide written corrections within business days of receipt of a proof. Failure to respond within that period shall be deemed approval.

4. ARTWORK, MATERIALS, AND WARRANTIES

Client shall deliver print-ready artwork and all required fonts, images and instructions in the formats set forth below. Client warrants that it owns or has the right to use the supplied artwork and that the Work will not infringe any third-party rights.

Artwork delivery requirements / File formats

5. PRODUCTION SCHEDULE AND DELIVERY

Printer shall commence production upon Client's approval of final proofs and receipt of any required deposit. Estimated production completion date: , .

Delivery Address

6. PRICE, DEPOSIT, AND PAYMENT

Unit Price Estimated Total Price

A non-refundable deposit of is due within days of invoice to commence production. Final payment is due within days of Final Delivery. Overdue amounts shall accrue interest at per month.

7. TAXES

Prices are exclusive of sales, use, excise, value-added or other taxes. Client shall be responsible for all taxes arising from the sale or use of the Work, excluding taxes based on Printer's net income. If Printer is required to collect taxes, such taxes will be invoiced to Client and payable in accordance with Section 6.

8. TITLE AND RISK OF LOSS

Title to the Work passes to Client upon full payment. Risk of loss transfers to Client upon delivery to the carrier or, if delivered by Printer, upon delivery to Client's address. Client shall promptly inspect shipments and notify Printer of any shortages or damage pursuant to Section 9.

9. INSPECTION AND ACCEPTANCE

Client shall inspect the Work within business days of delivery and provide written notice of any nonconformance. If Client fails to provide timely notice, the Work shall be deemed accepted except for latent defects not reasonably discoverable upon inspection.

10. INTELLECTUAL PROPERTY; LICENSE

Client retains all right, title and interest in Client's preexisting intellectual property and grants Printer a non-exclusive, non-transferable license to use Client-supplied artwork solely to perform the Work. Printer warrants that it will not use Client's artwork for any purpose other than fulfilling this Agreement without Client's prior written consent.

11. CONFIDENTIALITY

Each party shall maintain the confidentiality of proprietary information disclosed in connection with this Agreement and shall not disclose such information to third parties except as required to perform the Work or as required by law. This obligation survives termination of the Agreement for three (3) years.

12. WARRANTIES AND DISCLAIMER

Printer warrants that the Work will conform to the Specifications and will be free from defects in materials and workmanship for a period of thirty (30) days after acceptance. Printer's sole obligation for breach of this warranty shall be, at Printer's option, rework of nonconforming Work or refund of the applicable invoice portion. EXCEPT AS EXPRESSLY SET FORTH IN THIS SECTION, PRINTER DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.

13. INDEMNIFICATION

Each party shall indemnify, defend and hold harmless the other party from and against any claims, liabilities, damages and expenses (including reasonable attorneys' fees) arising out of that party's breach of its representations, warranties or obligations under this Agreement, including claims of intellectual property infringement to the extent caused by that party's materials or instructions.

14. LIMITATION OF LIABILITY

IN NO EVENT SHALL EITHER PARTY BE LIABLE TO THE OTHER FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL OR PUNITIVE DAMAGES ARISING OUT OF OR RELATING TO THIS AGREEMENT, WHETHER IN CONTRACT, TORT OR OTHERWISE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. PRINTER'S AGGREGATE LIABILITY FOR DIRECT DAMAGES SHALL NOT EXCEED THE AMOUNTS PAID BY CLIENT FOR THE SPECIFIC WORK GIVING RISE TO THE CLAIM.

15. TERM AND TERMINATION

This Agreement commences on the Effective Date and continues until completion of the Work and final payment, unless earlier terminated as provided herein. Either party may terminate for material breach if the breaching party fails to cure within days after written notice. Upon termination, Client shall pay for Work performed and materials procured through the date of termination.

16. NOTICES

All notices required or permitted under this Agreement shall be in writing and sent to the addresses below by certified mail, nationally recognized courier, or email with confirmation of receipt.

Notice to Client - Contact Name and Address Notice to Printer - Contact Name and Address

17. AMENDMENT; WAIVER; COUNTERPARTS

This Agreement may be amended only by a written instrument signed by both parties. No failure or delay by either party in exercising any right shall operate as a waiver. This Agreement may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one instrument.

18. GOVERNING LAW

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

19. ENTIRE AGREEMENT; SEVERABILITY

This Agreement, including any exhibits or attachments incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior negotiations, representations or agreements, whether written or oral. If any provision of this Agreement is held unenforceable, the remaining provisions shall remain in full force and effect.

Printer (Printed Name):

By:

Date:

Client (Printed Name):

By:

Date:

What the Printing Agreement Is and when it applies

A Printing Agreement is a written contract between a client (individual or organization) and a printing services provider that sets the terms for producing printed materials. It defines the work scope, technical specifications (paper stock, color profile, finishes), quantities, pricing, production timeline, proofing and approval steps, delivery or pickup terms, intellectual property and artwork warranties, payment schedule, and remedies for defects or delays. The agreement allocates risk for errors, establishes who owns final artwork, and creates a clear record for billing, dispute resolution, and compliance with applicable trade or industry standards.

Why a written Printing Agreement matters

A properly drafted Printing Agreement reduces ambiguity about deliverables, timing, and payment, making disputes easier to resolve and performance measurable. It also creates an enforceable record of consent and terms suitable for electronic execution under ESIGN (15 U.S.C. §7001) and state UETA laws where adopted.

Who commonly uses a Printing Agreement

Typical parties include marketing teams, publishers, agencies, non‑profits, event organizers, and print vendors who need clear production terms before starting work.

Marketing and creative teams that buy and approve bulk print runs for campaigns and events.
Publishers and authors ordering books, catalogs, or periodicals with schedule and binding specs.
Agencies and procurement departments managing vendor relationships and invoicing for recurring projects.

A concise agreement helps buyers and sellers coordinate proofs, reduce rework, and document acceptance for accounting and legal records.

Key clauses to include in a professional Printing Agreement

A robust Printing Agreement should cover technical specs, scope and deliverables, pricing and payment, proofing and approval, delivery and risk transfer, and warranties or limitations of liability.

Scope

Define exact deliverables, page counts, formats, and any bundled services such as design or fulfillment; avoid vague descriptions that lead to disputes.

Specifications

Specify paper stock, weight, color profile (CMYK/PMS), bleed and trim, binding type, and any finishing details to ensure production matches expectations.

Pricing

State unit price, setup or plate fees, volume discounts, taxes, and when taxes will be added to invoices or absorbed by the vendor.

Proofing

Set the proof type (digital or physical), the number of review rounds included, approval turnaround times, and who bears remake costs after approval.

Delivery

Name delivery method, carrier responsibility, Incoterms or risk transfer point, expected lead times, and remedies for late shipments.

IP & Warranties

Address ownership of artwork, permissions for reproducing third‑party material, indemnities for IP infringement, and any limited warranty for print defects.

Essential information to collect and include

Parties: Full legal names

Contact Details: Addresses and emails

Print Specs: Paper, color, finishing

Quantity: Exact counts per SKU

Price & Terms: Unit price and payment

Approval: Proof signoff process

Step-by-step: how to complete the Printing Agreement

Follow these sequential steps to prepare, approve, and finalize a Printing Agreement so production can start without unnecessary delays.

01

Prepare specs: Gather artwork files, dimensions, color profiles, and sample references.
02

Request quote: Send specs to vendor and confirm unit pricing, setup fees, and lead times.
03

Approve proof: Review digital or hardcopy proof, request edits, and sign final approval.
04

Finalize order: Execute agreement, pay required deposit, and schedule production and delivery.

How to customize and complete the agreement online

Set up an online workflow to collect files, approvals, and signatures while preserving an audit trail for each project.

Field	Configuration
Artwork Upload	Allow PDF/AI/ZIP uploads up to agreed file size.
Proof Approval	Enable annotated proofs and approval checkboxes.
Color Profile	Include dropdown for CMYK, PMS, or RGB conversion note.
Delivery	Select pickup, carrier, or vendor-managed shipping.

Where to send, submit, and approve a Printing Agreement

Route the agreement and artwork through a clear sequence so production begins only after required approvals and payments are in place.

Submit files: Client uploads final artwork and spec checklist to vendor portal or email.
Proofing: Vendor issues proof; client annotates or signs approval within set timeframe.
Production: Vendor confirms schedule and begins printing once approvals and deposit are received.
Delivery: Vendor ships or delivers per agreed terms; client inspects on receipt.

Digital signing and delivery: platform basics

Use an eSignature and document storage platform that supports PDFs, audit trails, and integrations with cloud storage or ERP systems.

File formats: PDF, DOCX, and TIFF supported
Integrations: Connectors for Google Drive and NetSuite
Authentication: Email or SMS verification options

Ensure the chosen platform preserves a timestamped audit trail and stores signed copies securely for the required retention period.

Typical timelines, deadlines, and processing expectations

Common timeframes and deadlines to set in the agreement help avoid production delays and unexpected rush charges.

Standard turnaround:

5–10 business days after proof approval

Proof approval window:

48–72 hours to approve a supplied proof

Rush production:

Available for additional fee; subject to capacity

Cancellation window:

Cancel before plate setup for reduced liability

Payment terms:

Deposit on order; balance net 30 typical

Common mistakes to avoid when preparing the agreement

Vague specifications that omit color profiles or finish details, causing reprints and added cost.
Skipping a formal proof signoff step and later disputing quality or content as the client’s responsibility.
Not documenting intellectual property permissions for third‑party images, increasing infringement risk.
Failing to state delivery responsibility and insurance, which can leave parties exposed to transit damage claims.

Penalties, liabilities, and risks to address

Late delivery: Liquidated damages clause

Incorrect specs: Remake costs and schedule delays

IP infringement: Indemnity obligations

Cancellation: Forfeiture of deposits

Nonpayment: Interest and collection costs

Defective goods: Return and refund remedies

eSignature vendor comparison for executing Printing Agreements

Compare basic vendor pricing and core capabilities relevant to signing, bulk sending, and regulatory compliance when selecting an eSignature provider.

	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	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

FAQs — common questions about Printing Agreements

Answers to frequent questions during drafting, approval, signing, and post‑execution stages of a Printing Agreement.

Need help? Contact support

Can a Printing Agreement be signed electronically?
Yes. Electronic signatures meet ESIGN Act standards when intent, consent, attribution, and record retention are demonstrable (15 U.S.C. §7001). State UETA laws also validate e‑signatures where adopted.
Do you need a notary or witnesses?
Most printing agreements do not require notarization or witnesses. Notarization is only necessary where an attached affidavit, mortgage, or deed requires acknowledgement under state law.
What if the printed goods are defective?
Follow the warranty and remedy clauses in the agreement: document defects on receipt, notify the vendor within the stated inspection period, and request specified remedies such as reprint, refund, or credit.
How do proof approvals affect liability?
When a client signs a proof approval clause, responsibility for content and color approval typically shifts to the client; include explicit language on client-approved proofs to limit vendor liability.
How can I revoke or cancel an order?
Cancellation rights should be in the contract: set deadlines, deposit forfeiture terms, and any remake or restocking fees; cancellation after setup often incurs full or partial charges.
Is intellectual property assigned or licensed?
Specify whether artwork and final files are licensed for reproduction or transferred in ownership. Clear IP clauses prevent downstream infringement and set expectations for reuse rights.

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