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Research Services Agreement

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RESEARCH SERVICES AGREEMENT

This Research Services Agreement ("Agreement") is entered into as of (the "Effective Date") by and between:

WHEREAS

WHEREAS, Service Provider has expertise and personnel capable of conducting research, analysis and related services in the field of ; and

WHEREAS, Client desires to retain Service Provider to perform the research services described herein and Service Provider agrees to perform such services under the terms and conditions set forth in this Agreement; and

WHEREAS, the parties intend for the work product and treatment of confidential information to be governed by the terms of this Agreement.

SCOPE OF WORK

Service Provider shall perform the research services (the "Services") described below. The Services shall be performed in accordance with accepted professional standards and the schedule set forth in this Agreement.

PAYMENT TERMS

As consideration for the Services, Client shall pay Service Provider the fees set forth below pursuant to the schedule and conditions provided herein.

Late payments shall incur interest at a rate of on the outstanding balance, compounded monthly, or the maximum rate permitted by law, whichever is less. Client shall also be responsible for reasonable collection costs and attorneys' fees incurred by Service Provider in enforcing payment.

TERM AND TERMINATION

Term: This Agreement shall commence on and shall continue until unless earlier terminated as provided below.

Termination for Convenience: Either party may terminate this Agreement for convenience upon days' prior written notice to the other party. Upon termination for convenience, Client shall pay Service Provider for Services performed and reimbursable expenses incurred through the effective date of termination.

Termination for Cause: Either party may terminate immediately upon written notice if the other party materially breaches this Agreement and fails to cure the breach within thirty (30) days after receipt of written notice of such breach.

CONFIDENTIALITY

Definition: "Confidential Information" means non-public information disclosed by one party ("Disclosing Party") to the other party ("Receiving Party") that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure.

Obligations: The Receiving Party shall (a) use Confidential Information solely to perform its obligations under this Agreement; (b) protect Confidential Information with at least the same degree of care it uses to protect its own confidential information, but no less than reasonable care; and (c) not disclose Confidential Information to any third party except as permitted herein.

Exceptions: Confidential Information does not include information that: (i) is or becomes publicly known through no breach of this Agreement by the Receiving Party; (ii) is rightfully received from a third party without restriction; (iii) is independently developed by the Receiving Party without use of the Disclosing Party's Confidential Information; or (iv) is required to be disclosed by law, provided the Receiving Party gives prompt written notice to the Disclosing Party and cooperates in any effort to limit disclosure.

Return or Destruction: Upon termination or written request, the Receiving Party shall return or destroy all Confidential Information and certify in writing that it has complied with this obligation, except as required to be retained by law or for archival backup.

INTELLECTUAL PROPERTY

Ownership: Unless otherwise agreed in writing, Service Provider shall retain ownership of its pre-existing intellectual property and methodologies. Subject to Client's payment of all amounts due, Service Provider grants Client a non-exclusive, non-transferable license to use final deliverables for Client's internal research and business purposes as set forth in this Agreement.

INDEMNIFICATION AND LIMITATION OF LIABILITY

Indemnification: Each party shall indemnify and hold harmless the other party from third-party claims arising out of the indemnifying party's gross negligence, willful misconduct, or breach of this Agreement.

Limitation of Liability: Except for liability arising from gross negligence, willful misconduct, or indemnification obligations, neither party shall be liable for indirect, incidental, special, consequential or punitive damages and the aggregate liability of either party for any claim arising under this Agreement shall not exceed the total fees paid by Client to Service Provider under this Agreement.

GOVERNING LAW

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

ENTIRE AGREEMENT

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

NOTICES

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses set forth above or to such other address as either party may designate by written notice. Notices shall be delivered by personal delivery, certified mail, or overnight courier.

Service Provider (Printed Name):

By (Signature):

Date:

Client (Printed Name):

By (Signature):

Date:

Enter text✕

What a Research Services Agreement Covers

A Research Services Agreement is a contract that sets the terms for research work performed by a service provider for a sponsor. It defines scope of work, deliverables, timelines, payment, intellectual property ownership, publication rights, confidentiality, data handling, warranties, and termination. The agreement also addresses regulatory compliance (e.g., HIPAA for healthcare data) and assigns responsibilities for recordkeeping and reporting. Properly drafted, it reduces disputes, clarifies invoicing and milestones, and creates a clear basis for enforcement or amendment if project needs change.

Why a Formal Agreement Matters for Research Projects

A Research Services Agreement protects both sponsor and provider by documenting expectations for scope, IP, confidentiality, and payment while aligning compliance obligations with applicable law such as ESIGN and UETA.

Why a Formal Agreement Matters for Research Projects

Typical Parties and Stakeholders

Common participants include academic institutions, contract research organizations, industry sponsors, and individual consultants who need clear terms before work begins.

  • Academic sponsors and principal investigators managing sponsored projects and grant-funded work.
  • Contract research organizations and lab service providers delivering experimental results or analyses.
  • Corporate legal and procurement teams reviewing IP, confidentiality, and payment terms.

Each participant has different review priorities — research teams focus on deliverables and timelines; legal teams prioritize IP, data protection, and compliance.

Who Signs and Why

Principal Investigator

Typically signs to accept scientific obligations and deliverables; must ensure institutional approvals and budget alignment. The PI may not have authority to bind an institution without delegated signing authority.

Authorized Representative

An institutional or corporate officer with signature authority executes the contract for the legal entity and assumes responsibility for payment, indemnities, and compliance obligations.

Core Clauses to Include in a Research Services Agreement

A professional Research Services Agreement groups legal, financial, and operational provisions so expectations are enforceable and auditable across the project lifecycle.

Scope of Work

Precise statement of tasks, methods, and deliverables with measurable acceptance criteria and a schedule for milestones and final reporting.

Payment Terms

Agreed fees, invoicing schedule, expense reimbursement, late payment terms, and any milestone-based release criteria tied to deliverables.

Intellectual Property

Ownership and licensing of background IP, work product, and data; assignment, joint ownership, or license-back provisions as appropriate.

Confidentiality

Nondisclosure obligations, permitted disclosures, duration of confidentiality, and treatment of trade secrets and sensitive data.

Compliance & Data Security

Regulatory obligations (HIPAA, FERPA where applicable), data handling, encryption, breach procedures, and required certifications or BAAs.

Termination & Remedies

Termination for convenience and cause, notice periods, transition obligations, and remedies for breach including limitation of liability and indemnities.

Step-by-Step: Completing the Agreement

Follow these four practical steps to prepare, review, and execute a Research Services Agreement consistently and defensibly.

  • 01
    Prepare Draft: Assemble scope, budget, and key exhibits; prefill party names and dates.
  • 02
    Legal Review: Have counsel review IP, indemnity, and compliance clauses.
  • 03
    Approve and Sign: Obtain authorized signatures and initials for all change pages.
  • 04
    Distribute Copies: Send executed PDF and retain the final signed file for records.

Configuring an Online Signing Workflow

Set up fields, signer order, and authentication before sending to reduce signer confusion and rework.

Field Configuration
Signer Order Specify sequential or parallel signing as required.
Authentication Choose email, SMS, or stronger ID verification for signers.
Conditional Fields Show fields based on role or checkbox selections.
Attachments Require supporting exhibits or certificates before final signature.

Technical & Integration Considerations

Plan integrations and file formats in advance so signed records flow into your systems without manual steps.

  • Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace supported.
  • File Formats: Use PDF or DOCX for best compatibility.
  • Authentication: Support for SMS, email, and advanced signer verification.

Confirm API, single sign-on, and audit trail requirements with IT and legal teams to ensure chain-of-custody and retention needs are met.

Sending, Signing, and Delivering the Agreement

A typical electronic execution flow minimizes delays while preserving an evidentiary audit trail for enforceability.

  • Upload Document: Upload the final draft and attach exhibits.
  • Place Fields: Add signature, date, and initial fields for each signer.
  • Set Authentication: Choose email link, SMS code, or ID verification.
  • Complete Signing: Signed copies and audit record delivered to all parties.

Key Dates and Compliance Deadlines to Track

Track contractual milestones alongside external filing deadlines to avoid penalties and ensure proper tax or regulatory reporting.

Effective Date & Term:

Set the start date and end date with renewal terms.

Milestone Dates:

Tie deliverable acceptance and invoicing to specific calendar dates.

Invoice Due Date:

Specify net days (e.g., Net 30) and late fees.

W-9 & 1099-NEC Timelines:

Obtain W-9 on onboarding; 1099-NEC due to recipients and IRS by Jan 31.

Retention Deadlines:

Maintain records per IRS, HIPAA, and applicable state rules.

Project Milestones from Start to Closeout

Sequence the agreement lifecycle into clear stages so each milestone triggers the correct deliverable and administrative action.

01

Negotiation Complete

All parties agree to final terms and exhibits for signature.

02

Execution

Authorized signatures are collected and the effective date recorded.

03

Project Performance

Deliverables produced, interim reports submitted, and invoices issued.

04

Closeout & Retention

Final acceptance, final payment, and archival of records.

Common Mistakes to Avoid

  • Vague deliverables or unspecified acceptance criteria that lead to disputes and scope creep.
  • Failing to obtain a W-9 or correct TIN, which can trigger backup withholding and reporting issues.
  • Overlooking data classification, causing inadequate protections for PHI or other regulated data.
  • Using unsigned or partially executed versions in operational steps without confirming formal execution.

Consequences of Incomplete or Incorrect Agreements

Tax Filing Penalties: Incorrect or late 1099 filings — IRC §6721
I-9 Violations: I-9 paperwork errors — 8 CFR §274a.2 fines
HIPAA Breach Liability: Improper PHI handling — civil and monetary sanctions
IP Disputes: Unclear ownership can lead to litigation and injunctive relief
Contractual Damages: Late delivery or nonperformance may trigger liquidated damages
Reputational Risk: Data exposure or breach impacts institutional standing

Required Administrative and Security Details

Contact Information: Street address, email
Tax ID: EIN or SSN as applicable
Data Classification: PHI / PII / proprietary
BAA Status: Indicate if HIPAA BAA is required
Encryption: TLS 1.2/1.3 in transit
Storage: AES-256 at rest

Supporting Documents and File Formats

Attach necessary exhibits and select preserved file formats to ensure records are admissible and reproducible for audits.

Statement of Work

Include as an exhibit with detailed milestones, deliverables, and acceptance criteria; reference in main agreement.

Budget & Invoices

Attach approved budget schedules and sample invoice template to avoid payment disputes and speed processing.

Data Management Plan

Document storage, access, retention, anonymization, and destruction procedures for regulated data.

Preferred Formats

Store executed agreements as PDF/A; retain edit-capable source in DOCX if amendments are expected.

Common eSignature Vendor Price and Feature Comparison

Basic vendor pricing and feature availability can affect project cost and compliance. signNow is shown first for direct comparison against common alternatives.

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 plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes (Business Premium) Varies by plan Varies by plan 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 Electronic Execution

Organizations across sectors use online signing to shorten cycle times while preserving auditability and compliance.

Optica Ventures LLC

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

  • Implementation reduced turnaround time on contracts.
  • The team moved signatures online for multiple document types, improving consistency and reducing manual follow-up across distributed partners.

Fertility Centers of Illinois

The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company.

  • Integration with back-end systems ensured documents landed in the right place.
  • This allowed the center to centralize signed medical consents and protect patient data while simplifying administrative workflows.

Frequently Asked Questions and Troubleshooting

Answers to common legal, technical, and administrative questions about executing and managing Research Services Agreements electronically.


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