Can a QCA be signed electronically?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96, 2000) and the Uniform Electronic Transactions Act adopted by most states, electronic signatures are legally binding if intent, consent, attribution, and retention requirements are met.

When is a notarization required?

Most commercial QCAs do not require notarization. Notarization is required only where state law or specific contracting parties demand it, or when the document will be recorded; verify state rules before notarizing.

What authentication should I use for signers?

Use email-plus-SMS or ID credential analysis for higher-risk transactions. Stronger authentication reduces dispute risk and supports compliance with industry rules such as 21 CFR Part 11 where applicable.

How long must I keep signed QCAs?

Follow retention rules tied to the agreement and industry: IRS records three years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)), and other sectors may require longer retention for audits or litigation.

Who must sign the agreement?

An authorized representative with authority to bind the organization should sign. Document signer authority in company records to avoid later challenges to enforceability.

How do I amend an executed QCA?

Use a written amendment signed by the same authorized signatories; record the effective date of the amendment and retain the signed amendment with the original agreement for audit purposes.

Electronic Signature
Templates
Miscellaneous
Quality Control Agreement

Quality Control Agreement

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

QUALITY CONTROL AGREEMENT

Parties

Party A (Supplier) Legal Name: Party A Address: Party A Primary Contact (Name & Title): Party B (Customer) Legal Name: Party B Address: Party B Primary Contact (Name & Title):

Recitals

WHEREAS, Party A is engaged in the manufacture, processing or inspection of goods and has expertise, facilities and personnel for carrying out quality control inspections, testing and related services; and

WHEREAS, Party B requires quality control services for goods to be supplied by Party A described in Section SCOPE OF WORK and desires to ensure that such goods conform to agreed specifications, acceptance criteria and applicable regulatory or industry standards; and

NOW, THEREFORE, in consideration of the mutual covenants contained herein and other good and valuable consideration, the Parties agree as follows, effective as of the Effective Date: Effective Date:

Scope of Work

Party A shall perform quality control activities for products described below. Services shall include but are not limited to inspection, sampling, testing, measurement, reporting of nonconformances, and verification of corrective actions. Party A shall perform the services in accordance with the schedule and standards set forth in this Agreement.

Detailed Scope of Work (describe products, quantities, locations, and specific QC activities):

Inspection Procedures & Acceptance Criteria

Inspections shall be conducted in accordance with documented procedures, using calibrated equipment and qualified personnel. Acceptance criteria shall be objective, measurable and described below. Party A shall record inspection results and provide written reports to Party B within the timeframe specified in this Agreement.

Acceptance Criteria (tolerances, defect classifications, pass/fail rules): Sampling Plan (sample size, frequency): Measurement & Test Methods:

Nonconformance, Corrective Actions & Remedies

If inspection reveals nonconforming goods, Party A shall notify Party B in writing describing the nonconformance and proposed disposition. Party A shall, at its cost, promptly segregate or rework nonconforming goods or, if required by Party B, replace such goods within the corrective action timeframe set forth below. If Party A fails to cure within the required timeframe, Party B may reject the goods and pursue remedies including repair, replacement, price reduction or damages.

Corrective Action Timeframe (days to cure nonconformance):

Quality Standards & Compliance

Party A shall perform services in compliance with the quality standards, specifications and regulatory requirements identified below. Party A shall maintain records of inspections, calibrations and tests and shall make such records available to Party B upon reasonable request for the period specified in this Agreement.

Applicable Standards (e.g., industry standards, specification numbers): Record Retention Period (years):

Payment Terms

Party B shall pay Party A the fees for quality control services as set forth below. Unless otherwise stated, fees are exclusive of taxes. Party A shall invoice Party B in accordance with the agreed schedule and Party B shall pay within the payment terms below.

Total Fee or Rate (per inspection or flat fee): Payment Schedule / Billing Terms: Late Payment Fee (percentage per month):

Term and Termination

This Agreement shall commence on the Commencement Date and continue until the End Date unless earlier terminated as provided herein. Either Party may terminate this Agreement for material breach by the other Party if the breach is not cured within the notice period specified below. Either Party may terminate for convenience upon prior written notice to the other Party in accordance with the notice period below.

Commencement Date: End Date (or "ongoing"): Notice Period for Termination (days):

Confidentiality

Each Party agrees to hold in confidence all Confidential Information disclosed by the other Party in connection with this Agreement and to use such information solely for performance under this Agreement. Confidential Information shall not include information that is publicly known through no fault of the receiving Party, independently developed by the receiving Party without use of the disclosing Party's Confidential Information, or rightfully obtained from a third party without restriction. The receiving Party shall protect Confidential Information with at least the same degree of care it uses to protect its own confidential information but in no event less than reasonable care.

Is Confidential Information expected to be exchanged? Check if yes Confidentiality Duration (years after disclosure):

Liability, Indemnification & Insurance

Each Party shall indemnify and hold harmless the other Party from third-party claims arising from its negligence or willful misconduct in connection with this Agreement. Except as to indemnification obligations and willful misconduct, neither Party shall be liable to the other for indirect, incidental, special or consequential damages. Party A shall maintain commercial general liability and professional liability insurance in amounts customary for the industry and shall provide certificates upon request.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction set forth below, without giving effect to conflict of laws principles that would result in the application of another jurisdiction's law.

Governing Jurisdiction (State or Country):

Notices

All notices, consents or other communications required or permitted under this Agreement shall be in writing and delivered to the addresses below by personal delivery, certified mail, national overnight courier, or other mutually agreed method, and shall be deemed given upon receipt.

Notice Address for Party A: Notice Address for Party B:

Entire Agreement; Amendment

This Agreement, including its attachments and exhibits if any, constitutes the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, negotiations and understandings, whether written or oral. Any amendment or modification to this Agreement must be in writing and signed by authorized representatives of both Parties.

Severability; Assignment

If any provision of this Agreement is held invalid or unenforceable, the remainder of this Agreement shall remain in full force and effect. Neither Party may assign or delegate its rights or obligations without the prior written consent of the other Party, except that either Party may assign to an affiliate or in connection with a merger or sale of substantially all of its assets.

Signatures

The individuals signing below represent and warrant that they are duly authorized to execute this Agreement on behalf of the Party for which they sign.

Party A (Supplier) Printed Name:

By:

Date:

Party B (Customer) Printed Name:

By:

Date:

What a Quality Control Agreement Is and when it applies

A Quality Control Agreement (QCA) is a written contract that defines inspection, testing, acceptance criteria, and corrective actions for goods or services supplied between parties. Typical uses include manufacturing supply chains, third-party testing, subcontracted fabrication, and outsourced service delivery. A QCA allocates responsibilities for inspections, identifies sampling and test methods, sets timelines for notice and cure, and specifies remedies for nonconformance. Attachments often include test protocols, acceptance checklists, and reporting templates; signatures by authorized representatives finalize the agreement and trigger operational steps.

Why a Quality Control Agreement matters for risk control

A clear QCA reduces disputes by documenting measurable acceptance criteria, inspection procedures, and remediation steps. It supports consistent delivery quality, allocates liability, and preserves evidence for audits and regulatory review.

The teams and roles that commonly rely on a Quality Control Agreement

Organizations use QCAs to align purchasing, quality, and legal responsibilities before production or delivery begins.

Manufacturers and suppliers coordinating product specifications and acceptance testing in supply chains.
Quality managers and third-party inspectors defining sampling, test methods, and reporting protocols.
Procurement and legal teams setting remedies, warranty terms, and escalation procedures.

Use a QCA whenever goods, materials, or services require objective acceptance criteria or third-party verification.

Step-by-step: complete and execute a Quality Control Agreement

Follow these core steps to draft, approve, and finalize a QCA so inspections and remedies are effective from the start.

01

Draft terms: Assemble scope, tests, sampling, and remedies in a single document.
02

Assign responsibilities: Identify who inspects, reports, and approves shipments or services.
03

Agree timelines: Set inspection windows, cure periods, and rejection notice deadlines.
04

Sign and retain: Obtain authorized signatures and store executed copies securely.

Configure an online workflow for Quality Control Agreement approvals

Map fields and routing before sending to ensure correct signers and evidence capture.

Field	Configuration
Routing Order	Sequential signer order (supplier → QA → buyer legal).
Authentication	Email link plus optional SMS code or ID verification.
Conditional Fields	Show remedial steps only if 'nonconforming' checkbox selected.
Retention	Store signed PDF with audit trail in secure repository.

Typical electronic signing flow for a Quality Control Agreement

Electronic execution follows a predictable path: prepare the document, assign signers, authenticate, and capture evidence of the signing event.

Upload document: Import PDF or DOCX containing the QCA text and attachments.
Place fields: Add signature, initials, and date fields for each party.
Send to signers: Dispatch via email or secure signing link.
Capture audit trail: Record timestamps, IP addresses, and authentication events.

Critical clauses and attachments to include in a professional Quality Control Agreement

A robust QCA combines precise clauses with supporting exhibits so test methods, acceptance, and remedies are unambiguous.

Acceptance Criteria

Define numeric tolerances, inspection methods, and allowable defect rates. Tie criteria to standards (e.g., ASTM, ISO) and cite specific test procedures.

Inspection Protocol

State who conducts inspections, where tests occur, sample sizes, and whether third-party labs are permitted. Include reporting templates.

Nonconformance Remedies

Specify repair, replacement, price adjustment, or rejection procedures and any cure periods before remedies apply.

Metrics and Reporting

Require regular quality reports, KPIs, and dashboard exports for trend analysis and audit readiness.

Change Control

Describe how specification changes are proposed, reviewed, approved, and documented to avoid scope drift.

Confidentiality and IP

Protect proprietary test methods, drawings, and results with appropriate confidentiality terms and IP assignment language where needed.

Security and compliance elements to protect QA data and signatures

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

Audit Trail: Detailed timestamps and signer attribution

HIPAA: BAA required for PHI workflows

ESIGN / UETA: Legal framework for e-signature validity

21 CFR Part 11: Required for FDA-regulated records

SOC 2 / ISO: Third-party security certification available

Common preparation mistakes that cause disputes or delays

Using vague acceptance language like 'meets reasonable expectations' instead of measurable tolerances that inspectors can verify.
Omitting inspection windows or sample sizes, which creates disagreement about when and how to test delivered goods.
Allowing unauthorized signers or failing to document signature authority, leading to enforceability challenges.
Not retaining signed agreements and audit trails centrally, increasing risk during audits or contractual disputes.

Practical risks and contract-level penalties to specify

Contract Dispute: Remedy fees, withheld payments

Rejected Shipments: Return and restocking costs

Warranty Exposure: Extended liability for defects

Regulatory Noncompliance: Fines or corrective actions

Operational Delay: Production stoppage and lost revenue

Data Breach: Notification and remediation costs

Key timeline elements to include and typical timeframes

Specify clear deadlines and cure periods so parties know when inspections occur, when notices are due, and how long remedies may take.

Effective Date:

Date when obligations commence; use MM/DD/YYYY format.

Inspection Window:

Example: inspection completed within 10 business days of delivery.

Cure Period:

Typical cure period is 15–30 days after nonconformance notice.

Acceptance Window:

Acceptance is deemed if no rejection notice within specified inspection window.

Record Retention:

Retain signed QCAs and reports per retention policy (see timeline).

Milestone timeline from drafting to final acceptance

A sequential milestone view helps track who must act and when from initial draft through final acceptance.

01

Draft and Review

Legal, QA, and procurement review draft terms and attachments.

02

Internal Approvals

Authorized signatories confirm scope and budgetary terms.

03

Inspection Execution

Inspection team performs tests and issues report.

04

Final Acceptance

Buyer accepts goods or invokes remedies per QCA.

eSignature vendor comparison for executing Quality Control Agreements

Compare core pricing and capabilities relevant to QCAs; signNow is listed first for consistency across vendor comparisons.

	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 offer	Varies by offer	Limited trial available	Limited trial available
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Technical requirements and integrations for eSigning QCAs

Ensure the signing platform supports required authentication, file formats, and integrations before launch.

File formats: PDF, DOCX, and editable templates supported
Integrations: Salesforce, NetSuite, Google Workspace, Procore integrations available
Authentication: Email, SMS codes, and advanced ID verification options

Match platform features to your audit, retention, and data residency requirements; verify HIPAA or 21 CFR Part 11 needs when applicable.

Real-world examples of Quality Control Agreement use

These examples show how organizations apply QCAs to improve clarity, speed approvals, and maintain compliance.

Optica Ventures — usability

Optica standardized QC templates across suppliers to reduce back-and-forth review.

The interface simplified external approvals and reduced errors.
The result was faster supplier onboarding and fewer disputed shipments while keeping a clear audit trail of inspections and approvals.

Martin Properties — compliance

A property manager used QCAs for vendor maintenance contracts to set measurable acceptance criteria.

Signatures captured online ensured consistent execution across sites.
The approach produced consistent maintenance quality, clearer billing disputes resolution, and reliable retention of executed agreements for audits.

Frequently asked questions about Quality Control Agreements and e-signing

Answers cover enforceability, execution options, recordkeeping, and common signature issues relevant to U.S. users.

Need help? Contact support

Can a QCA be signed electronically?
Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96, 2000) and the Uniform Electronic Transactions Act adopted by most states, electronic signatures are legally binding if intent, consent, attribution, and retention requirements are met.
When is a notarization required?
Most commercial QCAs do not require notarization. Notarization is required only where state law or specific contracting parties demand it, or when the document will be recorded; verify state rules before notarizing.
What authentication should I use for signers?
Use email-plus-SMS or ID credential analysis for higher-risk transactions. Stronger authentication reduces dispute risk and supports compliance with industry rules such as 21 CFR Part 11 where applicable.
How long must I keep signed QCAs?
Follow retention rules tied to the agreement and industry: IRS records three years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)), and other sectors may require longer retention for audits or litigation.
Who must sign the agreement?
An authorized representative with authority to bind the organization should sign. Document signer authority in company records to avoid later challenges to enforceability.
How do I amend an executed QCA?
Use a written amendment signed by the same authorized signatories; record the effective date of the amendment and retain the signed amendment with the original agreement for audit purposes.

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