Acceptance criteria
Specify tests, sampling methods, tolerances, and pass/fail thresholds tied to product specifications and standards.
A clear acceptance agreement reduces disputes, establishes objective criteria for inspections, and ties payment or warranty obligations to measurable results. It protects both buyer and seller by documenting expectations, timelines, and remedies in case of nonconformance.
Typical users range from procurement teams to project managers and quality assurance personnel involved in delivery and inspection.
Use defined roles and signer authorities in the agreement to avoid later disputes about who may accept or reject delivered items.
| Field | Configuration |
|---|---|
| Routing order | Sequential signer routing with defined approver steps. |
| Authentication method | Email link or SMS code; use KBA for higher assurance. |
| Signature type | Electronic signature with audit trail; use digital signature for cryptographic non-repudiation. |
| Auto reminders | Set reminders and escalation after defined days. |
Select tools that provide reliable audit trails, authentication, and retention for acceptance events.
Ensure the chosen platform supports exportable audit records, tamper-evident signed PDFs, and role-based access for inspectors and approvers.
Specify tests, sampling methods, tolerances, and pass/fail thresholds tied to product specifications and standards.
Define who inspects, tools used, location, documentation required, and timeline for reporting results.
Provide a fixed timeframe and procedure for seller remediation before rejecting goods or invoking remedies.
Detail rejection rights, repair, replacement, price adjustments, and withholding of payment when criteria fail.
State when title and risk pass: on delivery, inspection acceptance, or final payment.
Include specifications, test procedures, certificates, and sample reports as enforceable exhibits.
| 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 credit card | No | No | Yes, limited | Yes, limited |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
Optica used standard acceptance tests to reduce disputes during equipment delivery.
BIS embedded acceptance thresholds into its supplier contracts for phased deliveries.
Responsible for approving acceptance criteria, authorizing inspections, and signing acceptance to release payments. Typically ensures compliance with purchase orders and corporate procurement policy.
Authorized to represent the seller, confirm delivery and corrective actions, and sign acceptance or rejection notices per contract authority limits.
Log delivery date and condition to start the inspection clock.
Conduct and document tests within the agreed inspection period.
Seller must remedy defects within the defined cure timeframe.
Authorized signer executes acceptance to release final payment.