Is an electronic signature valid?

Yes. Electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

Do waivers require notarization?

Not usually. Notarization depends on state law, the document type, and whether a public filing or real property interest is affected; check state rules before notarizing.

How do I correct a signed form?

Create an amendment or corrective form and obtain fresh signatures from all original parties; do not alter a signed record without agreement, as that can void consent.

Who should sign the form?

An authorized corporate representative or individual with actual authority to bind the party should sign; include title and date to document authority and timing.

What happens if the waiver is unclear?

Ambiguous waiver terms may be unenforceable in court. Use specific triggers, defined exceptions, and legal review for high-value or high-risk waivers.

Can I use remote online notarization?

Possibly. RON availability varies by state and may require identity proofing and audio-video recording; consult the state notary commission for current rules.

Electronic Signature
Templates
Miscellaneous
Purchase Order and Waiver Form

Purchase Order and Waiver Form

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

PURCHASE ORDER AND WAIVER FORM

Order Information

Purchase Order No.: Order Date: Requested Delivery Date:

Buyer Name: Buyer Billing Address: Supplier / Vendor Name: Supplier Shipping Address:

Recitals

WHEREAS, Buyer desires to purchase the goods and/or services described in this Purchase Order and Waiver Form (the "Order") from Supplier under the terms and conditions set forth herein; and

WHEREAS, Supplier represents that it is authorized and has full legal authority to supply the goods and perform the services described below, that such goods are free of liens and encumbrances, and that Supplier will comply with all applicable laws and industry standards in performing under this Order; and

WHEREAS, the parties intend that payment for the goods and/or services shall be conditioned upon Supplier's compliance with the terms of this Order and Supplier's waiver of certain lien and claim rights as set forth below.

Scope of Work

Supplier shall supply and perform the goods and services described in the itemized schedule below and any attachments incorporated by reference. Supplier shall perform in a commercially reasonable manner and in accordance with industry standards.

Detailed Scope of Work:

Itemized Order

List all goods/services covered by this Purchase Order. Quantities and unit prices are binding unless Buyer agrees in writing to a change.

Item No.	Description	Qty	Unit	Unit Price	Line Total
1
2
3

Subtotal: Taxes: Shipping: Total:

Payment Terms

Buyer shall pay Supplier in accordance with the schedule set forth below. All payments are subject to Buyer’s right to set off and to withholding for disputed items. Supplier shall submit invoices referencing the Purchase Order number.

Payment Schedule (describe milestones, amounts, and payment due on delivery):

Deposit Required: Payment Due Days After Invoice:

Late Fee: % per month (or maximum permitted by law) after a grace period of days past the invoice due date. Buyer may withhold payment for defective or nonconforming goods and will provide notice and opportunity to cure as provided below.

Term and Termination

This Order commences on and continues until unless earlier terminated in accordance with this section.

Either party may terminate this Order for convenience upon days' prior written notice. Either party may terminate for cause if the other party materially breaches this Order and fails to cure within days after receiving written notice specifying the breach. Termination shall not relieve Supplier of obligations accrued prior to the effective date of termination.

Waiver of Liens and Claims; Indemnity

Supplier warrants that all goods supplied are free and clear of any liens, claims, security interests, and encumbrances. Upon receipt of final payment, Supplier hereby irrevocably waives and releases any right to file or enforce mechanics', artisans' or other liens or stop notices against Buyer’s property related to this Order. Supplier shall execute lien releases and other documents reasonably requested by Buyer to evidence such waiver.

Supplier shall indemnify, defend and hold Buyer harmless from and against any loss, liability, damage, cost or expense (including reasonable attorneys' fees) arising from Supplier's breach of this Order, Supplier's negligence, or any claim by third parties relating to the goods or services provided hereunder, except to the extent caused by Buyer’s gross negligence or willful misconduct.

Supplier confirms: (check all that apply)

Supplier warrants goods are free of liens and encumbrances.
Supplier will comply with all applicable laws, safety standards, and permitting requirements.

Confidentiality

Each party shall maintain as confidential and shall not disclose to any third party any Confidential Information of the other party disclosed in connection with this Order. "Confidential Information" does not include information that (a) is or becomes generally available to the public other than through a breach of this obligation, (b) is rightfully received from a third party without restriction, or (c) is independently developed without use of the other party's Confidential Information. The receiving party shall use Confidential Information solely for performance under this Order and shall protect it with at least the same degree of care it uses to protect its own confidential information, but in no event less than reasonable care.

The confidentiality obligations in this paragraph shall survive termination or expiration of this Order for a period of three (3) years.

Governing Law and Dispute Resolution

This Order shall be governed by and construed in accordance with the laws of the State of without regard to its conflicts of law principles. The parties submit to the exclusive jurisdiction of the state and federal courts located in the selected state for resolution of any disputes arising out of or related to this Order.

Entire Agreement; Amendment

This Purchase Order and Waiver Form, including any attachments and referenced documents, constitutes the entire agreement between Buyer and Supplier with respect to the subject matter hereof and supersedes all prior and contemporaneous negotiations, proposals, representations, agreements and communications, whether written or oral. No amendment or modification shall be effective unless in writing and signed by authorized representatives of both parties.

Acceptance

Supplier's execution of this form, commencement of performance, or delivery of goods shall constitute Supplier's acceptance of the terms and conditions set forth herein. Acceptance is limited to these terms; any additional or different terms proposed by Supplier are rejected unless expressly agreed in writing by Buyer.

Buyer

Printed Name:

By:

Date:

Supplier / Vendor

Printed Name:

By:

Date:

What the Purchase Order and Waiver Form Is

A Purchase Order and Waiver Form combines a commercial purchase order with a waiver or release clause that limits future claims related to delivered goods or services. It documents the buyer's order details—items, quantities, unit prices, delivery dates—and records any waiver of rights, such as lien claims, warranty disclaimers, or payment disputes. Organizations use this single form to speed procurement, clarify acceptance, and reduce downstream disputes by capturing both the purchase terms and the specific legal release language that applies once goods are accepted and payment is made.

Why a Combined Purchase Order and Waiver Helps Your Process

Using a combined form reduces administrative steps by pairing ordering and release language in one record, improving clarity for suppliers and purchasers while lowering the chance of payment or lien disputes later.

Who Typically Prepares and Signs This Form

Use the form when you need a documented exchange that both orders goods or services and records the conditions under which a party releases certain future claims.

Procurement Managers and Buyers: prepare orders, confirm pricing, and include waiver terms to control supplier claims and warranty expectations.
Contractors and Subcontractors: review waivers to understand lien rights, payment conditions, and acceptance criteria before performing work or delivering materials.
Accounts Payable and Project Leads: confirm receipt, attach approvals, and process payments that trigger waiver effectiveness.

Step-by-Step: Preparing and Issuing the Form

Complete the form in a consistent sequence to ensure the purchase order and waiver interplay is documented and enforceable.

01

1. Draft Order: Enter items, quantities, prices, delivery schedule and PO number.
02

2. Add Waiver Language: Include precise waiver triggers and any carve-outs or exceptions.
03

3. Review Internally: Legal and procurement confirm waiver scope and tax details.
04

4. Send to Supplier: Issue via secure channel and capture signature and timestamp.

Where to Send or File the Completed Form

Designate distribution and filing points so stakeholders know where to execute, store, and retrieve the signed Purchase Order and Waiver Form.

Supplier Copy: Delivered to supplier for signature and acceptance confirmation.
Accounts Payable: Filed for payment processing and auditability.
Project File: Stored with project records and delivery confirmations.
Legal Repository: Kept for disputes or contract interpretation.

Typical Digital Workflow Settings

Set up your e‑document workflow to enforce approvals, capture signatures, and maintain a complete audit trail.

Field	Configuration
Approval Order	Sequential routing to procurement, legal, then AP
Required Fields	Vendor, PO number, waiver clause, signature
Authentication	Email link with optional SMS or KBA
Retention	Automatic archival to document management

Technical Requirements and Supported Formats

Confirm the chosen eSignature provider supports audit trails, secure storage, and the enterprise integrations your teams rely on.

File Formats: PDF, DOCX, XLSX
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email link, SMS, 2FA

Essential Parts of a Professional Purchase Order and Waiver Form

A well-constructed form balances procurement details with clear waiver language so all parties understand rights, obligations, and triggers for the release.

Header

Company and supplier identification, unique PO number, and effective date to tie the record to accounting and delivery systems.

Order Lines

Itemized descriptions, quantities, unit pricing, and totals so deliverables and invoicing match without ambiguity.

Delivery Terms

Expected delivery dates, acceptance criteria, inspection periods, and freight or insurance responsibilities for risk allocation.

Payment Terms

Net terms, discounts, retainage or milestone payments and the conditions that trigger final payment and waiver activation.

Waiver Language

Explicit release scope, timing (e.g., upon final payment or acceptance), exceptions, and any lien waiver specifics required by project stakeholders.

Signatures

Designated signatory names, titles, signature fields and dated execution to establish attribution and intent to sign.

Security, Compliance, and Data Protections to Consider

Encryption In Transit: TLS 1.2/1.3

Encryption At Rest: AES-256

Certifications: SOC 2 Type II; ISO 27001

Healthcare Compliance: HIPAA — BAA required

Audit Trail: Timestamps, IP, action history

Regulatory Support: 21 CFR Part 11 compliance options

Key Risks and Penalties from Errors

Incorrect 1099 Info: Penalties $60–$330 per form (IRC §6721)

I-9 Paperwork: $281–$2,789 per violation (8 CFR §274a.2)

Invalid Waiver: Waiver unenforceable if terms unclear

Tax Withholding: Backup withholding 24% for missing TIN

Notary Noncompliance: State fines or document rejection

Data Breach: Regulatory fines and remediation costs

Common Mistakes to Avoid When Preparing the Form

Leaving waiver language vague or sweeping can render the release unenforceable and expose the buyer to unintended liability.
Using inconsistent party names between the PO, contract, and supplier tax records can delay payments and trigger tax withholding.
Failing to specify waiver triggers (payment, inspection, acceptance) leads to disputes over when rights are released or preserved.
Not collecting an auditable signature and timestamp increases the odds of later contested execution or attribution claims.

Comparing eSignature Options for Purchase Orders and Waivers

Platform selection affects cost, volume limits, compliance options and features such as bulk sending and audit trails; compare core criteria below.

	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	Varies	Varies	Varies
Bulk Send	Yes (premium tier)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Real-World Examples of Use

These short examples show how organizations use digital purchase order and waiver forms to improve processing and enforceability.

Optica Ventures — Procurement

Optica streamlined vendor acceptance and reduced manual handoffs with a single PO/waiver form

Saved days on approval cycles and improved clarity for suppliers
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Martin Properties — Field Acceptance

A real estate operator combined delivery acceptance with lien waiver language on one form

Contractors sign on-site and the property team records final payment triggers
"I can process and execute all of these documents online with 100% compliance and built-in security."

Frequently Asked Questions and Troubleshooting

Answers to common questions about enforceability, signing, notarization, and correcting errors on the Purchase Order and Waiver Form.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
Do waivers require notarization?
Not usually. Notarization depends on state law, the document type, and whether a public filing or real property interest is affected; check state rules before notarizing.
How do I correct a signed form?
Create an amendment or corrective form and obtain fresh signatures from all original parties; do not alter a signed record without agreement, as that can void consent.
Who should sign the form?
An authorized corporate representative or individual with actual authority to bind the party should sign; include title and date to document authority and timing.
What happens if the waiver is unclear?
Ambiguous waiver terms may be unenforceable in court. Use specific triggers, defined exceptions, and legal review for high-value or high-risk waivers.
Can I use remote online notarization?
Possibly. RON availability varies by state and may require identity proofing and audio-video recording; consult the state notary commission for current rules.

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