Can this agreement be signed electronically?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and the Uniform Electronic Transactions Act in most states, provided intent, consent, attribution, and retention criteria are met. Exceptions such as wills or certain court filings remain ineligible.

Is notarization required for validity?

Not usually. Most commercial printing contracts do not require notarization to be valid; notarization is only needed for specific statutory documents. If a notary is used, verify remote notarization rules in the applicable state before relying on RON.

What happens if the client misses the proof deadline?

Agreements normally permit schedule adjustments or additional charges when the client delays proof approval. Specify cure periods, expedited fees, and revised delivery dates to avoid disputes over responsibility for timing and cost.

How are color or quality disputes resolved?

Include objective acceptance criteria, reference color profiles or approved proofs, and a remedy procedure such as reprint or credit. Limiting liability to reasonable rework costs and excluding consequential damages are common contract approaches.

Who should sign on behalf of a company?

An authorized officer or employee with contracting authority should sign. For corporations, use a named officer or include a corporate resolution; for LLCs, designate the managing member or authorized manager to avoid later challenges to authority.

How long must I keep the signed agreement?

Retain executed contracts for at least the active term plus federal minima: IRS records three years (IRC §6501(a)); if PHI is involved, retain six years (45 CFR §164.530(j)). State rules may impose longer periods.

Electronic Signature
Templates
Miscellaneous
Printing Service Agreement

Printing Service Agreement

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

PRINTING SERVICE AGREEMENT

This Printing Service Agreement ("Agreement") is made and entered into as of by and between Client Name: with address and Service Provider Name: with address .

WHEREAS

WHEREAS, Client requires printing and related production services for printed materials as described in this Agreement; and

WHEREAS, Service Provider specializes in commercial printing, finishing and distribution and agrees to perform such services under the terms and conditions set forth herein.

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

1. SCOPE OF WORK

Project Description and Deliverables

Deliverables shall include specifications for quantity, paper stock, inks/colors, size, trimming, binding/finishing, packaging and shipping instructions as set forth in the Scope of Work. Service Provider shall supply proofs (digital or hard copy) for Client approval prior to production. Client shall approve proofs in writing or electronic mail within business days of receipt; failure to timely approve shall be deemed acceptance of the proof as presented.

2. PAYMENT TERMS

Total Contract Price Payment Schedule

All invoices are due and payable within days of invoice. Overdue amounts shall accrue interest at the lesser of (i) the maximum rate permitted by law or (ii) percent per month, calculated monthly on the outstanding balance. Client is responsible for all applicable sales, use or similar taxes, excluding taxes based on Service Provider’s net income.

3. TERM AND TERMINATION

This Agreement commences on the Start Date: and shall continue until the End Date: unless earlier terminated pursuant to this Section.

Either party may terminate this Agreement for material breach by the other party if the breaching party fails to cure the breach within days after written notice. Either party may terminate for convenience upon days advance written notice. Upon termination, Client shall pay Service Provider for all work performed and costs incurred up to the termination effective date.

4. CONFIDENTIALITY

Each party shall hold in confidence and shall not disclose any Confidential Information of the other party, except as necessary to perform its obligations under this Agreement. "Confidential Information" means non-public business, technical or financial information disclosed in connection with this Agreement. Confidential Information does not include information that is (a) already known to the receiving party without obligation of confidentiality, (b) becomes publicly available through no breach by the receiving party, (c) is received from a third party rightfully and without restriction, or (d) independently developed by the receiving party. The receiving party shall protect Confidential Information using at least the same degree of care it uses to protect its own confidential information, but in no event less than reasonable care.

5. INTELLECTUAL PROPERTY AND MATERIALS

Client represents and warrants that it has all necessary rights, licenses and permissions to provide artwork, copy and other materials to Service Provider for reproduction. Client grants Service Provider a non-exclusive, limited license to use, reproduce and distribute Client-supplied materials solely for the purpose of performing under this Agreement. Ownership of original artwork and Client-provided intellectual property remains with Client. Service Provider retains ownership of any printing plates, dies or production tools created by Service Provider, unless otherwise agreed in writing.

6. WARRANTIES; LIMITATION OF LIABILITY; INDEMNITY

Service Provider warrants that services will be performed in a professional manner consistent with industry standards. EXCEPT FOR THE EXPRESS WARRANTY SET FORTH IN THIS PARAGRAPH, SERVICES ARE PROVIDED "AS IS" AND SERVICE PROVIDER DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. In no event shall either party be liable to the other for any consequential, incidental, special or punitive damages. Each party shall indemnify, defend and hold harmless the other from third-party claims arising out of its breach of representations, warranties or its negligent or willful acts or omissions.

7. ACCEPTANCE; INSPECTION; RETURNS

Client shall inspect delivered goods within business days of receipt and shall notify Service Provider in writing of any claimed nonconformity. Failure to provide timely notice shall constitute irrevocable acceptance of the goods. If nonconforming goods are timely reported, Service Provider shall, at its option, correct or reprint the nonconforming items or issue a credit.

8. GOVERNING LAW

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

9. ENTIRE AGREEMENT

This Agreement, including any exhibits, schedules and purchase orders incorporated herein, constitutes the entire agreement between the parties concerning the subject matter and supersedes all prior and contemporaneous agreements, proposals, negotiations and communications, whether oral or written. Any modification to this Agreement must be in writing and signed by authorized representatives of both parties.

10. NOTICES

Client Contact for Notices Service Provider Contact for Notices

11. MISCELLANEOUS

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

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

What a Printing Service Agreement Covers

A Printing Service Agreement is a written contract between a print vendor and a client that defines the scope, specifications, quantity, delivery schedule, and price for printed materials. It clarifies proofing and approval procedures, turnaround times, shipping responsibilities, intellectual property ownership of designs, payment terms, taxes, warranties, and remedies for defects or delays. The agreement can include confidentiality clauses, indemnities, and termination conditions tailored to the job. When signed electronically, the agreement remains enforceable under federal and state e-signature laws, subject to any limited statutory exceptions.

Why use a formal Printing Service Agreement

A clear Printing Service Agreement reduces dispute risk, documents expectations for proofs and delivery, allocates financial responsibility, and supports enforceability when executed under ESIGN or applicable state law.

Who typically prepares or signs this agreement

Procurement teams, print vendors, and marketing managers commonly prepare or approve Printing Service Agreements to ensure accurate delivery and payment.

Print shops and commercial printers manage production specifications and proofs.
Marketing and creative agencies provide artwork, approvals, and brand compliance oversight.
Corporate procurement or facilities teams handle purchase orders, pricing, and vendor terms.

Clear role assignment reduces approval delays and helps maintain audit trails for contract compliance and billing.

Core sections to include in the agreement

Organize the Printing Service Agreement into clear sections so responsibilities, timelines, and remedies are easy to locate and enforce for both parties.

Scope of Work

Describe each printed item by size, color profile, substrate, finishing, and quantity. Include acceptable tolerances, color proofs, page counts, and any loose inserts required for production.

Delivery Schedule

Specify milestones for proofs, production start, estimated completion, and shipping. Identify lead times for custom finishes and holiday blackout periods affecting turnaround.

Pricing & Payment

List unit prices, setup charges, shipping costs, taxes, deposit amounts, invoice schedule, and late payment fees. State currency and payment methods accepted.

Proofing & Approval

Define proof types (soft or hard), approval deadlines, and the number of revision rounds included. State that late approvals may shift delivery dates and incur fees.

Intellectual Property

Clarify ownership of artwork and print-ready files. Indicate whether the vendor receives a license to reproduce or whether copyright transfers to the client upon payment.

Warranties & Liability

Describe warranty for print defects, correction or reprint remedies, and limits on consequential damages. Include indemnity language for third-party IP claims as needed.

Step-by-step: prepare and finalize the agreement

Follow these sequential steps to prepare, approve, and finalize a Printing Service Agreement for secure recordkeeping and timely production.

01

Draft Agreement: Define scope, specs, timeline, price, and payment conditions.
02

Add Proofing Terms: Specify proof types, approval deadlines, and number of revisions.
03

Collect Signatures: Send for signature; use electronic signing for faster execution.
04

Archive Records: Store executed copies and audit trail for retention compliance.

Typical digital workflow settings

Configure your digital workflow to capture signatures, collect approvals, and route invoices for efficient printing project execution.

Field	Configuration
Signature	Email link; optional SMS code
Authentication	Email verification; advanced KBA available
Approvals	Sequential routing; parallel approval optional
Storage	PDF/A archive with audit trail

Technical requirements for eSubmission

Ensure your platform supports common document formats, secure transmission, and the authentication level required by the transaction.

File formats: PDF, DOCX supported
Integrations: Salesforce, NetSuite, Google Workspace
Security: TLS 1.2/1.3; AES-256 at rest

How electronic signing typically flows

A typical digital signing flow for a Printing Service Agreement moves from upload to signature to delivery with an audit trail captured at each step.

Upload Document: Upload final PDF or DOCX file.
Place Fields: Add signature, initials, date, and approval fields.
Signer Authentication: Email link or SMS code verification.
Complete & Return: Signed copies and an audit trail are generated.

Common timeline items to include

Set clear timing expectations in the agreement for proofs, production, shipping, and payment to reduce disputes and manage inventory.

Proof Approval Window:

Client must approve proofs within 48 hours or fees may apply.

Standard Production Lead Time:

Typical production is 5–10 business days after proof approval.

Expedited Production Fee:

Expedite requests may incur a 20% surcharge.

Shipping and Delivery Deadline:

Specify delivery date; vendor not liable for carrier delays.

Payment Due Date:

Net 30 from invoice date; late fee applies per agreement.

Common mistakes to avoid

Vague specifications lead to incorrect prints, rework, and additional costs because vendors interpret unclear requests differently.
Missing approval deadlines cause production hold-ups that shift delivery dates and can trigger expedite fees or breach claims.
Incorrect shipping details cause redelivery fees and lost inventory when addresses or contact information are incomplete or inaccurate.
Not documenting proof acceptance often results in disputes over color, layout, and quantity that require costly reprints.

Penalties and risks of an incorrect agreement

Late Delivery: Potential reprint costs and lost revenue.

Quality Disputes: Reprint or refund obligations.

Payment Default: Collections, interest, and service suspension.

IP Infringement: Indemnity claims and legal costs.

Data Privacy: HIPAA violations risk fines.

Incorrect Tax Reporting: Backup withholding or IRS penalties.

eSignature vendor comparison for Printing Service Agreements

Comparison of common eSignature providers used to execute Printing Service Agreements; signNow is listed first following table ordering conventions.

	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 by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 env/user/yr	Varies	Varies	Varies

Frequently asked questions about Printing Service Agreements

Answers to common legal, technical, and operational questions when preparing or executing a Printing Service Agreement.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and the Uniform Electronic Transactions Act in most states, provided intent, consent, attribution, and retention criteria are met. Exceptions such as wills or certain court filings remain ineligible.
Is notarization required for validity?
Not usually. Most commercial printing contracts do not require notarization to be valid; notarization is only needed for specific statutory documents. If a notary is used, verify remote notarization rules in the applicable state before relying on RON.
What happens if the client misses the proof deadline?
Agreements normally permit schedule adjustments or additional charges when the client delays proof approval. Specify cure periods, expedited fees, and revised delivery dates to avoid disputes over responsibility for timing and cost.
How are color or quality disputes resolved?
Include objective acceptance criteria, reference color profiles or approved proofs, and a remedy procedure such as reprint or credit. Limiting liability to reasonable rework costs and excluding consequential damages are common contract approaches.
Who should sign on behalf of a company?
An authorized officer or employee with contracting authority should sign. For corporations, use a named officer or include a corporate resolution; for LLCs, designate the managing member or authorized manager to avoid later challenges to authority.
How long must I keep the signed agreement?
Retain executed contracts for at least the active term plus federal minima: IRS records three years (IRC §6501(a)); if PHI is involved, retain six years (45 CFR §164.530(j)). State rules may impose longer periods.

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