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Professional Testing Services Agreement

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PROFESSIONAL TESTING SERVICES AGREEMENT

This Professional Testing Services Agreement ("Agreement") is made and entered into as of Effective Date: by and between Client Name: and Service Provider Name: .

RECITALS

WHEREAS, Client requires professional testing services relating to materials, components, products, or systems described in Exhibit A and Provider represents that it possesses the personnel, equipment, facilities and technical expertise necessary to perform such testing;

WHEREAS, Provider will perform testing, analysis and reporting in accordance with agreed specifications, acceptance criteria and applicable industry standards; and

WHEREAS, the parties desire to set forth the terms and conditions governing Provider's performance of such testing services and Client's payment for the same.

NOW, THEREFORE

In consideration of the mutual covenants and agreements contained herein, the parties agree as follows:

1. DEFINITIONS

"Services" means the testing, sampling, analysis, inspection, consultation and related activities described in Exhibit A and any agreed change orders or statements of work.

"Deliverables" means Provider's written reports, test data, certificates, electronic files and conclusions produced and delivered to Client under this Agreement.

2. SCOPE OF SERVICES

Provider will perform the Services set forth in Exhibit A in a professional and workmanlike manner consistent with applicable industry standards. Services will include sampling, chain-of-custody procedures, laboratory analysis, statistical evaluation and preparation of Deliverables as specified.

3. DELIVERABLES AND ACCEPTANCE

Provider will deliver the Deliverables specified in Exhibit A by the delivery dates set forth therein. Deliverables will include a written report describing test methods used, raw data, calculations, observations and an executive summary of findings.

Client shall have thirty (30) days from receipt of a Deliverable to provide written notice of any non-conformance. If Client fails to provide timely notice, the Deliverable will be deemed accepted. If non-conformance is reasonably demonstrated, Provider shall promptly re-perform or correct the deficient Services at Provider's expense.

4. FEES, INVOICING AND PAYMENT

Client shall pay Provider the fees and expenses set forth in Exhibit B. Fees are due within thirty (30) days of Provider's invoice unless otherwise stated in Exhibit B. Undisputed amounts not paid when due will accrue interest at the lesser of 1.5% per month or the maximum rate permitted by law.

5. TERM AND TERMINATION

This Agreement commences on the Effective Date and continues until completion of the Services unless earlier terminated as provided herein. Either party may terminate for cause if the other party materially breaches this Agreement and fails to cure such breach within thirty (30) days after written notice. Client may terminate for convenience upon sixty (60) days' prior written notice; in such event Client shall pay Provider for all Services performed and expenses incurred through the effective date of termination plus reasonable close-out costs.

6. CONFIDENTIALITY

Each party ("Receiving Party") shall maintain in confidence Confidential Information disclosed by the other party ("Disclosing Party") and shall not disclose such Confidential Information to third parties except as permitted by this Agreement. Confidential Information excludes information that: (a) is or becomes publicly known through no breach by the Receiving Party; (b) is rightfully received from a third party without restriction; (c) is independently developed by the Receiving Party without use of the Disclosing Party's Confidential Information; or (d) is required to be disclosed by law, provided the Receiving Party gives prompt notice and cooperates to seek protective treatment.

Receiving Party shall use Confidential Information solely for purposes of performing or receiving the Services and shall restrict access to employees and permitted subcontractors who have a need to know and who are bound to confidentiality obligations at least as protective as those herein.

7. INTELLECTUAL PROPERTY

All pre-existing intellectual property and proprietary materials of each party remain that party's sole property ("Background IP"). Provider retains ownership of any Background IP embodied in or used to produce the Deliverables. Subject to full payment of all amounts due under this Agreement, Provider grants Client a non-exclusive, perpetual, worldwide, royalty-free license to use the Deliverables for Client's internal business purposes.

If the parties agree that any Deliverable is to be assigned to Client, such assignment must be set forth in a separate written schedule signed by both parties and accompanied by full payment of consideration stated therein.

8. WARRANTIES; DISCLAIMER

Provider warrants that the Services will be performed in a professional and workmanlike manner consistent with generally accepted industry standards. Provider's sole obligation and Client's exclusive remedy for breach of this warranty shall be re-performance of the non-conforming Services or a refund of the fees paid for the affected Services, at Provider's option.

EXCEPT FOR THE EXPRESS WARRANTY ABOVE, PROVIDER DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

9. LIMITATION OF LIABILITY

IN NO EVENT WILL EITHER PARTY BE LIABLE TO THE OTHER FOR ANY INCIDENTAL, SPECIAL, EXEMPLARY, PUNITIVE OR CONSEQUENTIAL DAMAGES, INCLUDING LOSS OF PROFITS, LOSS OF USE, OR LOSS OF DATA, ARISING OUT OF OR RELATING TO THIS AGREEMENT, WHETHER BASED IN CONTRACT, TORT, STRICT LIABILITY, OR OTHER LEGAL THEORY, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

EXCEPT FOR LIABILITY ARISING FROM WILLFUL MISCONDUCT OR GROSS NEGLIGENCE, EACH PARTY'S AGGREGATE LIABILITY ARISING FROM OR RELATED TO THIS AGREEMENT WILL NOT EXCEED THE TOTAL AMOUNTS PAID OR PAYABLE BY CLIENT TO PROVIDER UNDER THE STATEMENT OF WORK GIVING RISE TO THE CLAIM DURING THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO LIABILITY.

10. INDEMNIFICATION

Provider shall indemnify, defend and hold harmless Client from and against third-party claims arising out of Provider's gross negligence or willful misconduct in the performance of the Services. Client shall indemnify, defend and hold harmless Provider from and against third-party claims arising out of Client's misuse of the Deliverables, Client-supplied materials, or Client's breach of this Agreement.

11. INSURANCE

Provider shall maintain worker's compensation insurance as required by law and commercial general liability and professional liability insurance in amounts sufficient to cover its obligations hereunder. Provider's required limits:

12. SUBCONTRACTING

Provider may engage qualified subcontractors to perform portions of the Services provided Provider remains responsible for the subcontracted work and ensures subcontractors are bound by confidentiality and performance obligations substantially similar to those in this Agreement.

13. COMPLIANCE WITH LAW

Each party shall comply with all applicable laws, regulations and codes in the performance of its obligations under this Agreement. Provider shall obtain and maintain any permits or licenses necessary to perform the Services.

14. NOTICES

All notices required or permitted hereunder shall be in writing and delivered by hand, recognized courier service, or certified mail, return receipt requested, to the addresses set forth below or to such other address as either party may designate by notice to the other. Notice is effective upon receipt.

15. AMENDMENT; WAIVER; COUNTERPARTS

No amendment or modification of this Agreement will be effective unless made in writing and signed by both parties. No failure or delay by either party in exercising any right will operate as a waiver of that right. This Agreement may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one instrument.

16. GOVERNING LAW; ENTIRE AGREEMENT; SEVERABILITY

This Agreement will be governed by and construed in accordance with the laws of the state or jurisdiction selected by the parties:

This Agreement, including all exhibits and statements of work expressly incorporated herein, constitutes the entire agreement between the parties and supersedes all prior and contemporaneous agreements, representations and understandings. If any provision of this Agreement is held invalid or unenforceable, the remaining provisions will continue in full force and effect.

17. MISCELLANEOUS PROVISIONS

If either party is prevented from performing any obligation due to events beyond its reasonable control (including acts of God, government action, labor disputes, or supply shortages), performance will be suspended to the extent and for the duration of such event. The parties agree to cooperate to minimize the effect of force majeure and resume performance promptly.

CLIENT

Party Name:

By:

Date:

SERVICE PROVIDER

Party Name:

By:

Date:

Enter text✕

What the Professional Testing Services Agreement Is

A Professional Testing Services Agreement is a written contract that defines the scope, standards, deliverables, schedule, fees, and responsibilities for testing services provided by a laboratory, third‑party testing vendor, or independent consultant. It establishes performance criteria (methods, acceptance thresholds), reporting format, confidentiality and data handling, liability limits, and dispute resolution. The agreement typically covers intellectual property rights for test results, change control for test plans, invoicing and payment terms, and any applicable regulatory or accreditation requirements that apply to the testing work.

Why a Tailored Agreement Matters

A clear Professional Testing Services Agreement reduces misunderstandings about scope, minimizes rework, and protects both parties by documenting expectations for quality, timing, and costs.

Why a Tailored Agreement Matters

Who Typically Uses This Agreement

Organizations and individuals use this agreement to formalize testing engagements and ensure consistent delivery across projects.

  • Laboratories and testing vendors providing analytical, performance, or compliance testing services.
  • Manufacturers and product teams commissioning third‑party validation during product development.
  • Procurement, quality, or regulatory teams managing vendor acceptance and audit readiness.

Use clear role definitions to assign responsibilities for sample custody, acceptance testing, and result sign‑off.

Step-by-Step: How to Complete the Agreement

Complete the agreement in a logical order to reduce errors and accelerate approval.

  • 01
    Draft Scope: Write detailed test procedures and acceptance criteria.
  • 02
    Set Prices: Agree fixed or per-sample fees and payment schedule.
  • 03
    Assign Roles: Name contacts for samples, data access, and approvals.
  • 04
    Execute: Obtain authorized signatures and archive the executed copy.

Typical Workflow from Order to Final Report

This sequence shows common operational steps once the agreement is in place.

  • Order Placement: Client issues PO or work order tied to the agreement.
  • Sample Receipt: Lab logs samples and confirms chain of custody.
  • Testing: Technicians run tests per agreed methods and record results.
  • Reporting: Lab issues final report and corrective recommendations if applicable.

Configuring a Digital Approval and Delivery Workflow

Use a consistent workflow to route documents, collect signatures, and deliver reports electronically.

Field Configuration
Signer Order Sequential or parallel routing per roles.
Authentication Email link, SMS code, or advanced ID verification.
Report Delivery Secure PDF with audit trail and delivery receipt.
Retention Store executed agreement and reports per retention policy.

Digital Signing and File Delivery Requirements

Confirm technical and compliance requirements before eSigning or sharing final reports.

  • File Formats: PDF, DOCX accepted
  • Authentication: Email or SMS code
  • Integrations: CRM and cloud storage

Key Clauses to Include in Your Agreement

These six clauses reduce legal and operational risk when engaging testing providers.

Scope of Work

Precise test descriptions, standards referenced, sample handling and acceptance criteria reduce scope creep and set objective pass/fail rules for deliverables.

Pricing and Payment

Clear fee structure, invoicing schedule, and consequences for late payment avoid disputes and preserve cash flow for both parties.

Confidentiality

Nondisclosure provisions protecting proprietary data and test results, with permitted disclosures for regulatory reporting or compelled legal processes.

Intellectual Property

Ownership of test data and any derivative analyses; specify whether results are work product or assigned to the client.

Liability and Indemnity

Limitations on damages, indemnification for negligence or IP infringement, and caps tied to fees or insurance limits.

Termination and Dispute Resolution

Termination rights, cure periods, and whether disputes go to arbitration or court, plus choice of governing law.

Operational and Quality Controls to Define

Include operational clauses that protect sample integrity and ensure reproducible results.

Sample Handling

Chain-of-custody, storage conditions, and retention period for samples to support repeat testing and defensible results.

Method Validation

Documented test methods, calibration records, and acceptance criteria for out-of-spec and re-test procedures.

Report Format

Specify required data fields, units, uncertainty statements, and electronic report delivery format for downstream use.

Quality Audits

Right to audit, frequency, and scope plus corrective action timelines for recurring nonconformities.

Security, Compliance, and Data Handling Notes

Encryption: AES-256 at rest
In transit: TLS 1.2/1.3
Audit Trail: Detailed signing records
HIPAA: BAA available
21 CFR Part 11: Compliant options
SOC 2: Type II certified

Common Legal and Financial Risks

Scope Ambiguity: Costly disputes
Incorrect Data: Liability exposure
Late Delivery: Penalty or loss claims
Privacy Breach: Regulatory fines
Improper Signatory: Contract unenforceable
Tax Reporting: Backup withholding

Avoidable Preparation Mistakes

  • Leaving the scope vague or referencing non-specific standards causes disagreements when results deviate and leads to extra chargeable work.
  • Failing to name authorized signers and titles can render signatures invalid and delay execution or payment.
  • Not defining data ownership or reuse rights can create post‑engagement disputes over publication or commercial use of test results.
  • Omitting chain-of-custody or sample retention terms risks inability to replicate or defend results in audits or litigation.

Key Dates and Deadlines to Specify

Define and calendar all milestone dates to trigger testing, payment, and acceptance mechanics.

Effective Date:

Date contract terms begin; use MM/DD/YYYY format.

Sample Delivery Deadline:

Date/time by which client must deliver samples for scheduled tests.

Testing Completion:

Date for issuance of preliminary and final reports.

Payment Due:

Net terms (e.g., Net 30) tied to invoice date.

Dispute Window:

Days allowed to object to results after report receipt.

Project Milestones from Contract to Acceptance

A typical project timeline helps align teams and makes obligations measurable.

01

Negotiation and Drafting

Finalize scope, fees, and testing standards before sample shipment.

02

Execution

Obtain authorized signatures and issue purchase order or work order.

03

Testing Period

Lab executes tests per schedule and documents deviations.

04

Acceptance

Client reviews final report and provides formal acceptance or dispute notice.

eSignature Vendor Snapshot for Executing this Agreement

Compare basic pricing and compliance characteristics across common eSignature vendors; signNow is listed first per vendor 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 Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes (premium) Varies by plan Varies by plan Varies by plan Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA) Varies by plan Varies by plan Varies by plan Varies by plan

Real-World Examples of Testing Agreements in Use

Two examples show how organizations structure agreements to meet operational and legal needs.

Optica Ventures

A small lab standardized test contracts to streamline customer onboarding and reduce questions.

  • This cut negotiation time.
  • The standardized agreement preserved revenue by reducing rework and improved customer clarity around turnaround and fees.

Xerox NetSuite Operations

A large enterprise integrated testing agreements with their ERP to automate invoicing and reporting.

  • Integration reduced manual tasks.
  • The API-driven workflow ensured consistent reporting formats across projects and sped up approvals across global teams.

Who Signs and Approves These Agreements

Project Manager

The project manager typically approves operational terms and milestones, coordinates sample logistics, and acts as the primary contact for scheduling and acceptance testing within the client organization.

Laboratory Director

A laboratory director or authorized officer signs for the testing provider, certifies method compliance, and accepts responsibility for adherence to documented procedures and quality controls.

Frequently Asked Questions and Troubleshooting

Answers to common execution, compliance, and technical questions when preparing or signing a Professional Testing Services Agreement.


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