Can this agreement be signed electronically?

Yes. Electronic signatures are legally valid under the federal ESIGN Act and state electronic signature laws where parties consent. Ensure the signing process preserves intent, attribution, consent, and retention for enforceability.

Is notarization required for validity?

Generally no for commercial shipping contracts. Notarization is rarely necessary unless a specific state statute or particular transaction type requires it. Use notarization only if the parties want extra evidentiary weight.

How do we handle post-signature charge changes?

Include an amendment or change-order procedure in the agreement requiring written consent of authorized parties; specify effective dates and whether retroactive billing is allowed.

What if party names or tax IDs are wrong?

Correct errors immediately through an amendment signed by authorized representatives. Incorrect legal names or TINs can cause payment delays and tax or backup withholding complications.

How long do I have to dispute an invoice?

Follow the dispute notice window in the contract. A common commercial standard is 15–30 days; specify required supporting documents and where disputes should be submitted.

Where should executed agreements be stored?

Store signed copies in a secure contract repository with backup and access controls. Preserve the audit trail and ensure records meet applicable retention and industry compliance requirements.

Electronic Signature
Templates
Miscellaneous
Shipping Charges Agreement

Shipping Charges Agreement

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

SHIPPING CHARGES AGREEMENT

This Shipping Charges Agreement (the Agreement) is made effective as of by and between:

Client Name: Client Address for Notices: Carrier Name: Carrier Address for Notices:

RECITALS

WHEREAS, Client requires transportation and handling of goods and desires to engage Carrier to provide shipping services under the terms set forth in this Agreement; and

WHEREAS, Carrier is engaged in the business of transporting freight and has the expertise, authority and insurance to perform such services in accordance with applicable law and accepted industry practice; and

WHEREAS, the parties desire to set forth the method by which shipping charges shall be calculated, invoiced and paid, and the obligations of each party with respect thereto.

SCOPE OF WORK

Carrier shall perform transportation services consisting of pick-up, transit, delivery and related handling of shipments described by Client in accordance with orders placed by Client. Carrier shall comply with all routing, scheduling and packaging instructions provided by Client and shall carry appropriate cargo and liability insurance.

Detailed Scope / Special Instructions:

PAYMENT TERMS

Shipping charges shall be calculated and invoiced as follows:

Base Shipping Charge (per shipment or as agreed): Additional Charge Components (fuel surcharge, accessorials, markups):

Invoices will be submitted to Client and are due within days of invoice date. Past due amounts shall accrue a late fee of per month or the maximum permitted by law, whichever is less.

Billing Instructions / Remittance Address:

Client shall be responsible for all shipping charges properly invoiced by Carrier in accordance with this Agreement. Disputes to invoiced amounts must be submitted in writing within days of receipt of invoice, failing which the invoice shall be deemed accepted.

TERM AND TERMINATION

This Agreement shall commence on and shall continue until unless earlier terminated as provided herein.

Either party may terminate this Agreement without cause upon days' prior written notice. Either party may terminate immediately for material breach that is not cured within days following written notice of such breach.

CONFIDENTIALITY

Each party acknowledges that in connection with performance under this Agreement it may receive confidential or proprietary information of the other party. Each receiving party shall (i) hold such information in strict confidence, (ii) use the information solely for the purposes of performing obligations under this Agreement, and (iii) not disclose such information to any third party except to employees, contractors or agents with a need to know and who are bound to confidentiality obligations at least as protective as those herein. Confidential information shall not include information that is publicly known, independently developed without use of the other party's confidential information, or rightfully received from a third party without restriction.

INDEMNIFICATION AND LIABILITY

Carrier shall indemnify and hold Client harmless from and against all liabilities, losses, damages and expenses (including reasonable attorneys' fees) arising out of Carrier's negligent performance, willful misconduct or failure to comply with applicable law in the provision of transportation services. Except to the extent caused by Carrier's gross negligence or willful misconduct, Carrier's liability for loss or damage to goods shall be limited to actual proven loss and shall not exceed the amount recoverable under Carrier's applicable bill of lading or tariff unless otherwise agreed in writing.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles.

ENTIRE AGREEMENT

This Agreement, together with any written schedules, attachments and executed rate confirmations explicitly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior or contemporaneous oral or written agreements, representations and understandings. No amendment or waiver shall be binding unless executed in writing by authorized representatives of both parties.

NOTICES

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses listed above or to such other address as either party may designate by notice. Notices shall be deemed given upon personal delivery, two business days after deposit with a nationally recognized commercial courier, or three business days after mailing by certified mail, return receipt requested.

Client Notice Contact Name: Carrier Notice Contact Name:

Client:

By:

Date:

Carrier:

By:

Date:

What a Shipping Charges Agreement Covers

A Shipping Charges Agreement is a written contract that allocates transportation costs and billing responsibility between parties involved in moving goods. It identifies the shipper, consignee, carrier or freight forwarder, the services provided, the rates or rate formula, payment terms, and the process for handling surcharges, accessorials, and billing disputes. The agreement clarifies responsibility for taxes, duties, insurance, and liability limits, and typically includes dispute resolution, termination, and governing law provisions. Electronic signatures are acceptable where parties consent under U.S. e-signature law such as ESIGN and state UETA statutes.

Why a Clear Shipping Charges Agreement Matters

A precise agreement reduces billing disputes, speeds invoice reconciliation, and defines risk allocation for freight, surcharges, and returns. It creates a single reference for payment timing and remedies while preserving enforceability when executed electronically in compliance with ESIGN and applicable state electronic signature laws.

Who Typically Prepares and Signs This Agreement

Organizations across logistics, procurement, and accounting teams prepare shipping charges agreements to standardize billing and reduce disputes.

Shippers and exporters who control billing and need predictable freight costs
Carriers and third-party logistics providers that accept or contest charge terms
Accounts payable and procurement teams responsible for payment and audit control

Signers usually include operational leads and authorized finance representatives; external carriers or brokers also sign to confirm charge acceptance.

Essential Elements to Include in a Professional Agreement

A complete Shipping Charges Agreement spells out parties, pricing mechanics, billing cycles, dispute handling, carrier liability, and legal terms to avoid ambiguity and ensure enforceability.

Parties

Full legal names and business types of shipper, consignee, carrier and any broker, including contact and billing addresses for each party to avoid identity disputes.

Shipment Details

Scope of services, accepted delivery methods, Incoterms or delivery terms, shipment identification requirements, and how shipments are scheduled, tracked, and documented.

Charges & Rates

Base freight, fuel surcharges, accessorial fees, currency, rate tables or formulas, per-unit measures, and when or how rates may be adjusted.

Billing Terms

Invoice timing, payment due date, acceptable payment methods, late fees or interest, dispute windows, and requirements for supporting documentation.

Liability & Indemnity

Limits of carrier liability, insurance obligations, indemnification for third-party claims, and allocation of responsibility for loss, damage, or delays.

Legal Provisions

Governing law, dispute resolution, amendment process, assignment restrictions, signature blocks including electronic signature consent language, and termination rights.

Required Information and Key Data Fields

Shipper Name: Legal entity name

Consignee: Receiving party name

Carrier: Operating company name

Service Level: e.g., LTL, FTL

Freight Rate: Currency and amount

Effective Date: MM/DD/YYYY

Step-by-Step: How to Complete the Shipping Charges Agreement

Follow these core steps to prepare, review, and finalize the agreement with minimal rework.

01

Draft: Populate party details, service scope, and rate terms.
02

Verify: Confirm legal names, tax IDs, and billing contacts.
03

Approve: Obtain internal approvals from finance and operations.
04

Execute: Have authorized signers sign and date the agreement.

How to Configure an Online Signing Workflow

Set up a digital workflow to place fields, assign signers, and capture audit data before sending the agreement for signature.

Field	Configuration
Signature Fields	Place signature and date fields for each signer; require typed or drawn signature.
Authentication Method	Choose email link, SMS code, or stronger KBA where required.
Conditional Billing Fields	Show surcharge lines only when selected service options apply.
Integration Targets	Map signed agreements to accounting or TMS systems for automated posting.

Where to Send Completed Agreements and How They Flow

Agreements should be routed to operational, billing, and records teams and distributed to external carriers as proof of billing terms.

Send to Carrier: Deliver signed agreement to carrier email or EDI endpoint.
Archive: Store executed copy in contract repository.
Notify Finance: Trigger accounts payable for invoice routing.
Share with Ops: Provide logistics team with service-level and contact details.

Distribution and Digital Signing Options

Choose delivery methods and signature authentication that match your risk profile and regulatory needs.

File Formats: PDF and DOCX supported
Authentication: Email, SMS, or KBA
Integrations: ERP and cloud storage

Common Timelines and Timeframes to Include

Define clear time limits for billing, dispute notification, and payment to reduce later disagreements and preserve legal remedies.

Invoice Submission Window:

Carrier submits invoice within 7–30 days of delivery

Payment Due Date:

Net 30 days is common; specify exact number

Dispute Notice Period:

Shipper must notify carrier within 15 days of invoice receipt

Late Payment Penalty:

Interest or fee after stated due date

Audit and Reconciliation:

Allow 90 days for invoice review and adjustments

Common Preparation Errors to Avoid

Using informal or ambiguous language for rates or surcharges that leaves room for multiple interpretations and subsequent disputes.
Failing to identify the correct legal entity or tax ID, which causes billing rejections, backup withholding, or credit hold actions.
Omitting the dispute resolution procedure and notification windows, resulting in delayed claim handling and uncertain remedies.
Relying on scanned or unsigned templates without confirming electronic consent, which can create enforceability risks under ESIGN or state rules.

Consequences of an Incorrect or Missing Agreement

Late Payment Fees: Additional charges accrue

Chargebacks: Carrier may recover disputed amounts

Tax Exposure: Incorrect tax treatment risk

Breach Claims: Contract disputes and litigation

Operational Delays: Shipments withheld or rerouted

Credit Impact: Account suspension or liens

Who Can Sign: Typical Authorized Roles

Logistics Manager

Operational lead authorized to confirm service levels and shipment handling terms; typically empowered to accept carrier operational charges within preset limits.

Accounts Payable Supervisor

Responsible for approving billing arrangements and payment terms; may execute agreements when delegated payment authority by finance leadership.

Real-World Examples of Shipping Charge Agreements in Use

These examples show how organizations applied standardized charge terms to reduce disputes and speed billing cycles.

Martin Properties — Tim Martin, Founder

Martin Properties standardized freight billing across multiple sites to eliminate ad hoc charges

The agreement tied accessorials to defined service codes
Resulting consistency reduced invoice exceptions and improved turnaround for property management billing and vendor payment.

Fertility Centers — John Butler, Founder

A healthcare provider used a template to capture carrier responsibilities for temperature-sensitive shipments

The contract required BAAs and specialized handling
This preserved chain-of-custody and ensured compliance with security and patient-safety requirements.

eSignature Vendor Comparison for Executing Shipping Charges Agreements

Compare common plan features and entry pricing across vendors when choosing an eSignature solution to execute shipping charges agreements electronically. Do not rely on this table as a substitute for vendor terms or up-to-date pricing checks.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Plan	7-day free trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

FAQs and Troubleshooting for Shipping Charges Agreements

Answers to common implementation and enforcement questions when preparing or executing shipping charge terms.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are legally valid under the federal ESIGN Act and state electronic signature laws where parties consent. Ensure the signing process preserves intent, attribution, consent, and retention for enforceability.
Is notarization required for validity?
Generally no for commercial shipping contracts. Notarization is rarely necessary unless a specific state statute or particular transaction type requires it. Use notarization only if the parties want extra evidentiary weight.
How do we handle post-signature charge changes?
Include an amendment or change-order procedure in the agreement requiring written consent of authorized parties; specify effective dates and whether retroactive billing is allowed.
What if party names or tax IDs are wrong?
Correct errors immediately through an amendment signed by authorized representatives. Incorrect legal names or TINs can cause payment delays and tax or backup withholding complications.
How long do I have to dispute an invoice?
Follow the dispute notice window in the contract. A common commercial standard is 15–30 days; specify required supporting documents and where disputes should be submitted.
Where should executed agreements be stored?
Store signed copies in a secure contract repository with backup and access controls. Preserve the audit trail and ensure records meet applicable retention and industry compliance requirements.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now