Is an electronic signature valid?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, electronic signatures satisfying intent, consent, attribution, and record retention are legally valid. Exceptions like wills and certain court filings still generally require wet signatures.

Who can sign for an organization?

An authorized representative with authority under the organization’s bylaws or delegation should sign. Document the signer's title and authority to avoid later disputes about authorization.

Do pro bono agreements need notarization?

Generally no. Notarization is required only when a statute or the document specifically calls for it. If notarization is needed, consider remote online notarization where permitted and retain the notary record.

How can the agreement be revoked or ended?

Follow the termination clause: provide required notice, complete required wind-down tasks, and document the closure in the client file. Withdrawal rules may also be governed by professional responsibility standards.

What supporting documents should be attached?

Attach client intake proof, eligibility documentation, conflict-check results, scope exhibits, and any HIPAA or consent forms that support the engagement terms.

How should executed agreements be stored?

Store executed copies in a secure system with access controls and audit trails; retain according to retention policies and applicable laws like the IRS rules or HIPAA requirements.

Electronic Signature
Templates
Miscellaneous
Pro Bono Service Agreement

Pro Bono Service Agreement

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

PRO BONO SERVICE AGREEMENT

This Pro Bono Service Agreement (the Agreement) is made between Provider Name: and Client Name: . Effective Date: .

WHEREAS

WHEREAS, Provider represents that Provider is qualified, duly authorized and able to render the professional services described below on a pro bono basis for the benefit of Client; and

WHEREAS, Client desires to obtain and Provider agrees to provide limited legal and/or professional services without charge except as expressly provided in this Agreement, subject to the terms and conditions set forth herein.

WHEREAS, the parties intend that this Agreement define the scope, limitations and administrative terms of the pro bono engagement.

SCOPE OF WORK

Description of Services

Services provided under this Agreement shall be limited to the tasks expressly described in the Description of Services above. Provider will not undertake additional matters, litigation, appeals, or services beyond the scope without a separate written agreement signed by both parties.

PAYMENT TERMS

The parties acknowledge that the substantive professional services rendered by Provider are being provided on a pro bono basis. Notwithstanding the foregoing, certain out-of-pocket expenses may be reimbursable as set forth below.

Reimbursable Expense Cap (Total) Reimbursement Schedule Late Payment Fee for Reimbursements

Any approved reimbursements for reasonable out-of-pocket expenses will be invoiced and payable within thirty (30) days of invoice. Late payments shall incur the agreed late payment fee on outstanding amounts until paid in full.

TERM AND TERMINATION

This Agreement commences on Start Date: and continues until End Date: , unless earlier terminated in accordance with this Section.

Termination Notice Period (days)

Either party may terminate this Agreement for convenience by providing written notice to the other party at least the number of days specified above. Provider may terminate immediately for cause, including but not limited to non-cooperation, misrepresentation by Client, or threats to Provider's safety. Upon termination, Client shall reimburse Provider for any pre-approved, unreimbursed expenses incurred through the date of termination.

CONFIDENTIALITY

Each party shall maintain in confidence all confidential information received from the other party in connection with this Agreement and shall not disclose such information except to employees, contractors or advisors who have a need to know and are bound by confidentiality obligations at least as protective as those set forth herein. Confidential information does not include information that is or becomes publicly available through no fault of the receiving party or is required to be disclosed by law, court order, or regulation; in such event, the receiving party shall provide prompt notice to the disclosing party where legally permitted.

LIMITATION OF LIABILITY

EXCEPT AS EXPRESSLY PROVIDED HEREIN, PROVIDER MAKES NO WARRANTY, EXPRESS OR IMPLIED, WITH RESPECT TO THE SERVICES. TO THE MAXIMUM EXTENT PERMITTED BY LAW, PROVIDER’S LIABILITY ARISING OUT OF OR RELATED TO THIS AGREEMENT SHALL BE LIMITED TO REIMBURSEMENT OF APPROVED OUT-OF-POCKET EXPENSES, IF ANY. NEITHER PARTY SHALL BE LIABLE FOR CONSEQUENTIAL, INCIDENTAL, OR PUNITIVE DAMAGES.

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.

ENTIRE AGREEMENT

This Agreement, together with any attached schedules or written amendments signed by both parties, constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written. Any amendment or modification of this Agreement must be in writing and signed by both parties.

NOTICES

Provider Contact Information Client Contact Information

ADDITIONAL PROVISIONS

The parties acknowledge that Provider may decline or withdraw from representation if a conflict of interest arises or if Client requests services outside the pro bono scope. Client authorizes Provider to obtain and rely upon information from third parties as reasonably necessary to perform the services described herein.

Provider

Printed Name:

By:

Date:

Client

Printed Name:

By:

Date:

What the Pro Bono Service Agreement Is and When It Applies

A Pro Bono Service Agreement is a written contract that documents free legal or professional services provided to an eligible client or organization. It defines parties, scope of services, limits of representation, confidentiality, and duration. The agreement clarifies responsibilities, conflict-of-interest screening, and any conditions for termination or referral. For legal pro bono work, it also records client eligibility, consent to limited-scope representation if applicable, and whether the volunteer will seek reimbursement for expenses. A clear written agreement reduces misunderstandings and preserves professional ethics obligations.

Why a Written Pro Bono Agreement Matters

A written agreement documents the representation, limits risk, and preserves client protections. It establishes scope, timelines, confidentiality, and how issues like conflicts or withdrawal will be handled under professional rules.

Typical Users and Signing Parties

Organizations and individual practitioners use Pro Bono Service Agreements to formalize volunteer engagements and protect both client and provider.

Legal clinics and bar-association programs providing limited or full representation to qualifying clients.
Solo or small-firm volunteer attorneys documenting scope and responsibility for a specific matter.
Nonprofit organizations coordinating volunteer professionals across intake, assessment, and referral.

Use the agreement whenever a volunteer relationship is expected to last beyond informal advice, when sensitive information is collected, or when governance and liability clarity is needed.

Core Elements to Include in a Professional Pro Bono Service Agreement

A comprehensive agreement contains clearly worded clauses that define the relationship, responsibilities, and protections for both client and volunteer professional.

Parties

Identify the volunteer, sponsoring organization (if any), and the client with full legal names and contact details to establish who is bound by the agreement.

Scope

Describe specific services to be provided, deliverables, excluded tasks, and any limits on jurisdiction or subject matter to prevent scope creep and unmet expectations.

Eligibility

State client eligibility criteria and the basis for pro bono acceptance, including income thresholds or referral source, to document why services are provided without fee.

Confidentiality

Set confidentiality expectations consistent with professional rules and, where applicable, HIPAA or other data-privacy requirements for client information handling.

Duration

Specify an effective date, estimated end date or triggering events for termination, and process for extension or referral to paid counsel if needed.

Liability and Indemnity

Describe limits on liability, disclaimers about representation scope, and whether malpractice insurance or indemnification applies to the volunteer.

Step-by-Step: How to Complete the Agreement

Follow these practical steps to create a clear, enforceable pro bono engagement document before services begin.

01

Collect client details: Obtain full name, address, and eligibility documentation.
02

Define scope: Write concrete tasks, exclusions, and expected timelines.
03

Add disclosures: Include confidentiality, conflict checks, and consent language.
04

Sign and retain: Have all parties sign, date, and store the executed copy securely.

Typical Workflow for Issuing and Completing the Agreement

A standard workflow clarifies responsibilities and captures signatures efficiently, whether using paper or an eSignature platform.

Intake: Confirm client eligibility and collect supporting documents.
Draft: Prepare the agreement tailored to the client and matter.
Review: Volunteer and supervising attorney review terms and obligations.
Execute: Obtain signatures and distribute executed copies to parties.

How to Set Up an Online Pro Bono Agreement Workflow

Configure digital workflows to reduce errors and track compliance when sending pro bono agreements electronically.

Field	Configuration
Signature Method	Choose e-signature or handwritten; record method in audit trail.
Authentication	Use email or SMS codes; stronger KBA for higher-risk matters.
Templates	Create reusable templates for consistent scope and disclosures.
Notifications	Enable reminders and delivery receipts for all parties.

Delivery Options and Technical Considerations

Choose a delivery method that meets legal and privacy needs while minimizing signer friction.

Email Delivery: Simple and widely accepted for most pro bono matters.
Secure Portal: Preferred for PHI or sensitive documents under HIPAA.
In-Person Signing: Used when wet signatures or notarization are required.

Ensure the platform you use supports audit trails, secure storage, and the authentication level appropriate for the client and document sensitivity.

Key Security and Compliance Considerations

Encryption in Transit: TLS 1.2/1.3

Encryption at Rest: AES-256

Compliance Standards: SOC 2 Type II

Health Data: HIPAA (BAA required)

E-Signature Laws: ESIGN and UETA

Regulated Records: 21 CFR Part 11 support

Common Preparation Mistakes to Avoid

Using vague scope language that leaves critical tasks unspecified and invites disputes over volunteer responsibilities.
Failing to perform and record a conflict-of-interest check before accepting the representation, risking ethical violations.
Neglecting to document client eligibility or consent for limited-scope representation, which can complicate oversight and reporting.
Overlooking data-privacy requirements for health or financial records, especially when serving clients referred by healthcare providers.

Potential Risks and Consequences of an Incorrect Agreement

Enforceability Risk: Ambiguous terms may render key provisions unenforceable.

Ethics Exposure: Undisclosed conflicts can lead to disciplinary action.

Client Harm: Incomplete scope can result in missed deadlines or rights.

Data Breach: Improper storage of PHI can trigger HIPAA penalties.

Liability: Volunteer missteps may create malpractice exposure.

Recordkeeping Failure: Poor retention can impede audits or litigation defense.

Key Dates and Timing Expectations

Track these dates to ensure obligations, notice periods, and retention triggers are met for the engagement.

Provision on Request:

Provide signed agreement upon client request; no statutory deadline applies.

Service Start Date:

Agreement effective date determines when duties and billing (if any) begin.

Deliverable Schedule:

Specify dates for filings, court appearances, or document submissions.

Termination Notice:

Set a reasonable notice period for withdrawal or substitution of counsel.

Retention Trigger:

Retention periods begin at effective date or upon matter closure, depending on record type.

Processing Milestones from Intake to Closure

A sequential milestone view helps teams coordinate intake, review, approval, and file closure tasks for each pro bono matter.

01

Intake Completed

Eligibility confirmed and conflict check logged before drafting agreement.

02

Agreement Executed

All parties sign and a copy is stored in the case file.

03

Service Delivered

Volunteer performs agreed tasks and records key actions in file notes.

04

File Closure

Matter closed, final notices sent, and retention period recorded.

How a Pro Bono Agreement Differs from Other Volunteer Contracts

Compare common document types so you select the correct form for the relationship you intend to create.

Document	Pro Bono Agreement	Contingency Fee Agreement
Fee Arrangement	no fee	contingent payment
Scope	limited or full representation	case-specific representation
Conflict Checks	required	required
Retention Rules	standard bar retention	may include fee-disbursement specifics

eSignature Vendor Pricing and Feature Snapshot for Pro Bono Agreements

Comparison shows starting prices and key feature availability for common eSignature providers; signNow appears first per vendor ordering requirements.

	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 by plan	Varies by plan	Varies by plan	Varies by plan
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 Pro Bono Agreements in Practice

Two brief scenarios illustrate how agreements are used for limited and full-scope volunteer matters.

Community Legal Clinic

A volunteer attorney agrees to limited representation for housing mediation

scope limits court appearances unless explicitly authorized
the agreement records eligibility, timeline, and referral options, protecting both the client and clinic from scope disputes.

Nonprofit Health Advocacy

A volunteer counsel provides regulatory guidance to a low-income clinic at no charge

services exclude transactional contracting
signed agreement sets confidentiality terms, supervises record access, and documents HIPAA compliance steps for shared health data.

FAQs and Troubleshooting for Pro Bono Service Agreements

Answers to common questions about enforceability, signing authority, notarization, revocation, supporting documents, and secure storage.

Need help? Contact support

Is an electronic signature valid?
Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, electronic signatures satisfying intent, consent, attribution, and record retention are legally valid. Exceptions like wills and certain court filings still generally require wet signatures.
Who can sign for an organization?
An authorized representative with authority under the organization’s bylaws or delegation should sign. Document the signer's title and authority to avoid later disputes about authorization.
Do pro bono agreements need notarization?
Generally no. Notarization is required only when a statute or the document specifically calls for it. If notarization is needed, consider remote online notarization where permitted and retain the notary record.
How can the agreement be revoked or ended?
Follow the termination clause: provide required notice, complete required wind-down tasks, and document the closure in the client file. Withdrawal rules may also be governed by professional responsibility standards.
What supporting documents should be attached?
Attach client intake proof, eligibility documentation, conflict-check results, scope exhibits, and any HIPAA or consent forms that support the engagement terms.
How should executed agreements be stored?
Store executed copies in a secure system with access controls and audit trails; retain according to retention policies and applicable laws like the IRS rules or HIPAA requirements.

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