Are electronic signatures valid on this form?

Yes. Electronic signatures meet federal ESIGN Act standards (15 U.S.C. ch. 96) and state UETA laws in most jurisdictions when intent, consent, attribution, and record retention requirements are met.

When is notarization required?

Notarization is rarely required for product discontinuation itself; confirm contract terms or state agency rules. If a filing or attestation requires notarization, follow local notary regulations or use authorized RON procedures.

Who should sign the form?

Authorized corporate signatories such as product managers, directors of supply chain, or delegated legal officers should sign. Verify signing authority internally before execution to prevent challenges.

How can I revoke or amend a submitted form?

Revocations should be documented with a signed amendment or rescission form and routed to the same stakeholders. Keep both the original and amendment linked in your records for audit purposes.

How should completed forms be stored?

Store signed records in a secure document management system with access controls and an immutable audit trail; ensure retention meets IRS and HIPAA timelines when applicable.

What supporting documents should be attached?

Attach inventory reports, contract excerpts, customer notices, regulatory filings, and any legal reviews that support the discontinuation decision and demonstrate compliance.

Electronic Signature
Templates
Miscellaneous
Product Discontinuation Form

Product Discontinuation Form

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

PRODUCT DISCONTINUATION FORM

RECITALS

WHEREAS, Company A: , with principal place of business at , is the manufacturer/owner of the Product identified below;

WHEREAS, Company B: , with principal place of business at , currently markets, sells, or distributes the Product; and

WHEREAS, the parties desire to document the agreed terms for discontinuing the Product, managing remaining inventory, and addressing associated obligations and protections.

PRODUCT IDENTIFICATION

Product Name SKU / Stock Number Model / Version Product Code / UPC Product Category

Effective discontinuation date: Last order acceptance date (if applicable):

REASON FOR DISCONTINUATION

Select primary reason(s): End of life / Product obsolescence Low sales / Insufficient demand Regulatory or compliance change Supplier or component discontinuation Strategic business decision / Line consolidation Other (describe below)

If Other, describe reason

SCOPE OF DISCONTINUATION / TRANSITION PLAN

The parties agree to the following scope with respect to discontinuation, remaining inventory disposition, customer notices, warranty handling, and support obligations. Provide the detailed transition obligations, milestones, and responsible party for each task below.

Detailed transition plan and scope Remaining inventory (units) Warehouse / Location of remaining inventory

PAYMENT TERMS

If either party agrees to purchase or credit existing inventory, the payment terms below shall apply. All amounts are in the currency mutually agreed by the parties and invoices shall reference the Product Code above.

Inventory purchase / credit amount Payment schedule and milestones

Late payment shall accrue interest at or the maximum rate permitted by applicable law, whichever is lower. Parties shall cooperate on reasonable supporting documentation for any payments or credits claimed.

TERM AND TERMINATION

This Agreement shall commence on and shall continue in effect until , unless earlier terminated in accordance with this section.

Either party may terminate this Agreement for material breach not cured within days' written notice. For non-breach termination, a party must provide days' prior written notice. Termination does not relieve either party of obligations accrued prior to termination, including payment, warranty, and confidentiality obligations.

CONFIDENTIALITY

Each party shall maintain as confidential all non-public information disclosed in connection with this Agreement ("Confidential Information") and shall not disclose such information except to employees, contractors or advisors with a need to know and who are bound by confidentiality obligations at least as protective as those in this Agreement. Confidentiality obligations shall survive termination for a period of three (3) years, or longer if required by applicable law or separately agreed terms.

GOVERNING LAW; ENTIRE AGREEMENT

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflicts of law principles. The parties expressly submit to the exclusive jurisdiction of the state and federal courts located in that state for disputes arising out of this Agreement.

This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and communications, whether written or oral. Any amendment must be in writing and signed by authorized representatives of both parties.

ACKNOWLEDGMENTS AND CERTIFICATIONS

The undersigned representatives each certify that they are duly authorized to execute this Agreement on behalf of their respective parties and that their respective party will comply with the obligations set forth herein.

I certify that I am an authorized representative with authority to bind my organization to this Agreement. I confirm that the inventory counts and descriptions provided in this form are accurate to the best of my knowledge.

Party A (Company A) - Printed Name:

By:

Date:

Party B (Company B) - Printed Name:

By:

Date:

What a Product Discontinuation Form is and when it’s used

A Product Discontinuation Form documents the planned removal of a product or SKU from active sale and distribution. It identifies the product, effective discontinuation date, reason for withdrawal, inventory disposition instructions, and required notifications to customers, distributors, and regulators. Organizations use this form to coordinate internal approvals, manage remaining stock, stop new production runs, update listings and warranty obligations, and create an auditable record of the decision and execution steps for compliance and downstream teams.

Why a clear discontinuation record matters

A formal Product Discontinuation Form centralizes decision details, reduces operational errors, documents legal and regulatory notices, and creates a single source of truth for supply-chain, sales, and customer-service teams to follow.

Which teams typically complete this form

Product discontinuation touches multiple functions and a coordinated form speeds execution and creates accountability.

Product management and portfolio teams handling SKU lifecycle decisions and effective-date planning.
Supply chain and inventory planners managing remaining stock, returns, and disposition instructions.
Legal and regulatory teams confirming notice language, warranty impacts, and any required filings.

Use the form as a cross-functional checklist to ensure approvals, notifications, and archival steps are completed consistently.

Step-by-step: filling and routing the form

Follow these sequential steps to complete approvals, notify stakeholders, and archive the signed record.

01

1. Gather data: Collect SKU, inventory, contract, and warranty information for accuracy.
02

2. Draft details: Describe reason, effective date, and disposition plan clearly.
03

3. Internal approvals: Route to product, supply chain, legal, and finance in order.
04

4. Notify partners: Send notices to distributors, retailers, and affected customers.

Configuring an online workflow for the form

Set up the online workflow to automate routing, conditional fields, and audit capture for every discontinuation.

Template	Create a reusable form template with locked header fields.
Conditional Fields	Show disposition instructions only when inventory > 0.
Signer Roles	Define signer order: Product → Supply Chain → Legal.
Authentication	Require email link plus SMS code for external partners.
Integrations	Auto-send completed record to ERP and document repository.

Where completed forms should be sent

A consistent routing plan ensures recipients receive the information they need and legal obligations are met.

Internal Archive: Retain final signed form in document management and ERP.
Distribution Partners: Email or portal message to distributors and resellers.
Customer Notice: Notify affected customers through account emails or support channels.
Regulatory Filing: Submit required notices to regulators when applicable.

How to share and sign the form electronically

Choose delivery methods that meet authentication and audit requirements for your industry and recipients.

Email Links: Simple, widely accepted for internal and partner signing.
Secure Portal: Use when partners require authenticated access.
Remote Notary: Use only when notarization is legally required.

Confirm recipient authentication level and retention policies before sending; integrate with enterprise systems like Salesforce or ERP when feasible.

Key timing considerations and typical deadlines

Establish realistic timelines for notice, sell-off, and archive activities; some obligations may be legally time-bound.

Notice Period:

30–90 days typical for distributors and retailers.

Inventory Sell-off:

Define a date range for permitted sales and returns.

Regulatory Notices:

File within statutory deadlines when required by regulator.

Contractual Obligations:

Observe termination notice periods in partner contracts.

Archive Deadline:

Store signed record immediately; retention varies by rule.

Common mistakes to avoid when preparing the form

Omitting SKU or lot numbers, which causes incorrect removals and confusion downstream.
Failing to route to legal or compliance before external notices are issued.
Using vague disposition instructions instead of specific sell-off or destruction steps.
Neglecting to capture a signed, time-stamped record that proves who approved the change.

Risks and potential consequences of errors

Contract Breach: Damages or indemnity claims possible.

Regulatory Fines: Penalties where filing or notice was required.

Warranty Liability: Unexpected claims if obligations not tracked.

Supply Disruption: Incorrect shipments or stockouts may occur.

Reputational Harm: Public confusion or customer dissatisfaction.

Data Gaps: Missing audit trail complicates disputes.

Essential elements of a professional Product Discontinuation Form

Include these sections to create a complete, auditable form that supports legal, operational, and customer-facing needs.

Header

Form title, version number, and internal reference code to ensure users complete the latest template and to support records management.

Product details

Clear identifiers (SKU, UPC, model), description, and affected lots to eliminate ambiguity and to align with inventory systems.

Effective date

MM/DD/YYYY format that determines when sales stop, warranty impacts take effect, and contractual timelines begin to run.

Reason for discontinuation

Concise explanation (e.g., end-of-life, safety concern, supplier issue) to provide context for internal approvals and public notices.

Disposition plan

Specific instructions for sell-off, recall, return, destruction, or transfer including timelines, responsible parties, and location details.

Approval and signature

Designated signers, dates, and an audit trail capturing signer identity and timestamps to validate authority and timing.

eSignature vendor pricing snapshot for Product Discontinuation workflows

Compare common plan criteria when choosing an eSignature provider. signNow is shown first per comparison convention.

	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	No	No	No
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Key milestones from decision to archive

Track these numbered stages to monitor progress from decision through post-discontinuation follow up.

01

Decision Date

Formal approval recorded and effective date selected.

02

External Notices

Distribute notices to partners and customers per contract terms.

03

Inventory Actions

Complete sell-off, returns, or disposal activities.

04

Archive and Retain

Store signed form with retention metadata and audit trail.

Practical examples of how organizations use the form

These short examples show typical scenarios and how the form supports coordination and proof of action.

Regional Retailer

A retailer stops a seasonal SKU due to low sales

Inventory sell-off authorized to regional stores
The completed form recorded lots, sale windows, and legal approvals to prevent unauthorized reorders and to support customer inquiries.

Medical Supplier

A medical-device vendor discontinues a legacy component after safety review

Regulatory notice required to customers
The form captured device IDs, affected lots, recall instructions, and legal sign-off to satisfy compliance and support traceability.

Security and compliance features to include for electronic handling

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Time-stamped signature and action history

Access Controls: Role-based permissions and SSO

Certifications: SOC 2 Type II, ISO 27001, PCI DSS

HIPAA Support: BAA available where required

21 CFR Part 11: Compliant options for regulated records

Frequently asked questions about the Product Discontinuation Form

Answers to common questions about validity, signing, notarization, and recordkeeping for discontinuation notices.

Need help? Contact support

Are electronic signatures valid on this form?
Yes. Electronic signatures meet federal ESIGN Act standards (15 U.S.C. ch. 96) and state UETA laws in most jurisdictions when intent, consent, attribution, and record retention requirements are met.
When is notarization required?
Notarization is rarely required for product discontinuation itself; confirm contract terms or state agency rules. If a filing or attestation requires notarization, follow local notary regulations or use authorized RON procedures.
Who should sign the form?
Authorized corporate signatories such as product managers, directors of supply chain, or delegated legal officers should sign. Verify signing authority internally before execution to prevent challenges.
How can I revoke or amend a submitted form?
Revocations should be documented with a signed amendment or rescission form and routed to the same stakeholders. Keep both the original and amendment linked in your records for audit purposes.
How should completed forms be stored?
Store signed records in a secure document management system with access controls and an immutable audit trail; ensure retention meets IRS and HIPAA timelines when applicable.
What supporting documents should be attached?
Attach inventory reports, contract excerpts, customer notices, regulatory filings, and any legal reviews that support the discontinuation decision and demonstrate compliance.

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