Can a Special Stips Agreement be e-signed?

Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in almost all states, provided intent, consent, attribution, and record retention are satisfied.

What if a party misses a stipulation deadline?

If a deadline is missed, follow the contract's cure or default provisions. Remedies may include extensions, monetary damages, or termination; document any waivers in writing to avoid disputes.

Is notarization required for all stips?

Not necessarily. Notarization is required only when the underlying document or state law demands it. For real property or certain statutory filings, a notarized acknowledgment is commonly required.

How should evidence be formatted?

Specify accepted formats (for example, PDF, certified copy, recorded instrument). Attach metadata fields like document date and issuer to prevent later challenges to authenticity.

Who can sign on behalf of an entity?

Authorized signers must be identified, with title and authority documented. Corporate resolutions or officer certificates may be required to validate delegated signing power.

How long must I retain the agreement?

Retain according to the applicable retention timeline: at least three years for IRS matters (IRC §6501(a)) and six years for HIPAA-related records (45 CFR §164.530(j)), or longer if state law mandates.

Electronic Signature
Templates
Miscellaneous
Special Stips Agreement

Special Stips Agreement

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Special Stips Agreement

This Special Stips Agreement ("Agreement") is entered into on this (the "Effective Date"), by and between:

Client Name Client Address Provider Name Provider Address

WHEREAS

WHEREAS, Client seeks specific stipulations, clarifications, or adjustments to services or deliverables as described below; and

WHEREAS, Provider has represented that it has the experience, personnel, and capacity to perform the requested special stipulations and agrees to perform such work under the terms and conditions set forth in this Agreement.

SCOPE OF WORK

Provider shall perform the special stipulations and ancillary tasks described below. The description shall control over any prior oral instructions to the extent of any conflict.

Detailed Description of Special Stipulations and Deliverables

PAYMENT TERMS

Client shall pay Provider as follows. All fees are stated in lawful currency of the United States unless otherwise agreed in writing.

Total Fee Payment Schedule

Late payments shall incur interest at the lesser of one percent (1%) per month or the maximum rate permitted by applicable law, calculated from the due date until paid. Client shall also reimburse Provider for reasonable collection costs, including attorneys' fees, incurred in recovering delinquent amounts.

Late Fee or Interest Provision (if different)

TERM AND TERMINATION

The term of this Agreement shall commence on the Effective Date and shall continue until the completion of the Scope of Work or until the End Date set forth below, unless earlier terminated as provided herein.

Start Date:

End Date:

Termination Notice Period (days)

Either party may terminate this Agreement for material breach by the other party if such breach is not cured within the notice period provided above after written notice specifying the breach. Termination shall not relieve Client of the obligation to pay for services performed and expenses incurred through the effective date of termination.

CONFIDENTIALITY

"Confidential Information" means all non-public information disclosed by one party to the other, whether disclosed orally, visually, or in writing, and which is designated as confidential or should reasonably be understood to be confidential. Each party agrees (i) to hold Confidential Information in strict confidence using at least the same standard of care it uses to protect its own confidential materials but in no event less than reasonable care; (ii) not to use Confidential Information except to perform its obligations under this Agreement; and (iii) not to disclose Confidential Information to any third party except as necessary to perform this Agreement or as required by law, provided the disclosing party is given prompt notice to seek protective relief.

Duration of Confidentiality Obligations (years)

INDEMNIFICATION

Each party shall indemnify, defend, and hold harmless the other party and its officers, directors, employees, and agents from and against any third-party claims, liabilities, losses, damages, costs, and expenses (including reasonable attorneys' fees) arising out of a breach of this Agreement, negligence, or willful misconduct by the indemnifying party in connection with performance of this Agreement.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the state identified below without regard to its conflicts of law principles.

Governing Law State

ENTIRE AGREEMENT

This Agreement, including any schedules or exhibits attached hereto and any written amendments executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and communications, whether written or oral. No amendment, modification, or waiver of any provision of this Agreement shall be effective unless in writing and signed by authorized representatives of both parties.

MISCELLANEOUS PROVISIONS

If any provision of this Agreement is held to be invalid or unenforceable by a court of competent jurisdiction, the remainder of this Agreement shall remain in full force and effect and shall be construed so as to effectuate the intent of the parties to the greatest extent possible. Neither party may assign this Agreement without the prior written consent of the other, except that Provider may assign to an affiliate or to a successor in interest in connection with a merger or sale of substantially all of its assets.

Additional Terms or Notes

Client Printed Name:

By:

Date:

Title:

Provider Printed Name:

By:

Date:

Title:

What the Special Stips Agreement Is and When It Applies

A Special Stips Agreement is a written document used to record specific stipulations, contingencies, or additional conditions that modify or supplement a primary contract or transaction. It typically lists required actions, document deliveries, or compliance items that parties must satisfy before final performance or closing. The agreement clarifies responsibilities, deadlines, and acceptable evidence for meeting each stipulation, reducing later disputes. Parties often use it alongside purchase contracts, loan commitments, regulatory filings, or underwriting checklists to make conditional obligations explicit and enforceable.

Why a Special Stips Agreement Matters

A Special Stips Agreement creates a clear, written record of conditional requirements that protects all parties by defining deliverables, deadlines, and acceptance criteria. It reduces ambiguity, supports compliance, and creates a paper trail useful for audits, regulatory review, or dispute resolution.

Typical users and roles involved

Parties to the underlying transaction and their advisors commonly use Special Stips Agreements to track and confirm outstanding conditions.

Lenders and credit officers monitoring documentation and closing conditions during underwriting and funding.
Buyers, sellers, or escrow agents confirming receipt of title, inspections, or required certifications.
Legal and compliance teams verifying contract amendments, regulatory disclosures, or statutory filings.

Clear assignment of responsibilities in the agreement helps avoid missed deadlines and supports enforceability if a condition is disputed.

How to fill out a Special Stips Agreement step by step

Follow a consistent sequence: identify parties, detail each stipulation, set deadlines, specify evidence, assign responsibility, and finalize signature details.

01

Identify Parties: Enter full legal names and roles for each party.
02

Detail Stipulation: State the condition, required action, and measurable standard.
03

Set Deadlines: Provide MM/DD/YYYY due dates and any cure periods.
04

Sign and Date: Ensure all authorized signers sign and date the document.

Typical workflow for issuing and resolving stips

A structured workflow keeps stips visible and enforces accountability through clear assignments, digital tracking, and evidence collection.

Upload: Attach the agreement to the transaction record or eSignature platform.
Assign: Designate responsible party for each stipulation.
Deliver: Send notice and required forms to responsible parties.
Verify: Confirm receipt of acceptable evidence and close the stipulation.

How to configure a digital stips workflow

Set workflow fields and routing rules in your document management or eSignature platform to reflect responsibilities and approval order.

Field	Configuration
Stipulation ID	Auto-numbered field for tracking each condition
Responsible Party	Email or userID for routing notifications
Due Date	MM/DD/YYYY field with calendar picker
Evidence Attachment	Required PDF or image upload field

Technical considerations for digital completion

Verify the eSignature and document storage platform supports the fields, authentication, and retention needed for enforceability.

Integrations: CRM, ERP, or cloud storage required
Authentication: Email, SMS, or advanced signer verification
File formats: PDF and DOCX support recommended

Ensure the chosen platform preserves audit trails and supports retention policies consistent with regulatory and contractual requirements.

Essential components to include in a professional agreement

Include clear, enforceable provisions that leave no ambiguity about required actions, timelines, and what evidence satisfies each stipulation.

Parties

Full legal names and contact details for each obligated or beneficiary party, including business entity type and registration details where relevant.

Stipulation List

A numbered schedule describing each condition, the specific action required, and the format of acceptable proof to avoid disputes.

Deadlines

Explicit due dates in MM/DD/YYYY format and any cure or grace periods tied to breach or extension mechanisms.

Acceptance Criteria

Defined standards for evidence or performance, including who verifies satisfaction and how disputes are resolved.

Amendment Terms

Procedures to modify stipulations, including required approvals and effective dates for any changes.

Signatures

Authorized signers, signature blocks, dates, and any witness or notary lines required by law or contract.

Security and compliance elements to document

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

Audit Trail: Detailed event log with timestamps

Access Controls: Role-based permissions and SSO

Certifications: SOC 2 Type II and ISO 27001

HIPAA Support: BAA available for protected health data

21 CFR Part 11: Support for FDA-regulated records

Key penalties and legal risks to watch

Tax filing fines: $60 to $330+ per form

Intentional disregard: $660+ per form without cap

I-9 violations: $281–$2,789 per violation

Breach claims: Contract damages and attorney fees

Regulatory fines: Agency penalties for noncompliance

Evidence rejection: Delay or denial of closing

Common preparation mistakes

Vague stipulation wording that omits measurable acceptance criteria, causing disputes and delay in resolution.
Mismatched party names or corporate entity types that create ambiguity about who has authority to satisfy conditions.
Missing or improperly formatted dates that alter deadlines and create contested cure periods or unintended breaches.
Failing to specify acceptable evidence formats, leading to rejected submissions and longer processing times.

eSignature vendor comparison for executing Special Stips Agreements

Compare basic pricing and capability points across popular eSignature providers. signNow is listed first per standard vendor ordering.

	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	Yes, 7-day free trial	No	No	No	No
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Key deadlines and timing to track

Map each stipulation to a calendar date and include reminders and escalation steps to prevent missed obligations.

W-9 or Tax Requests:

Provide upon request; withholding may apply if missing

1099-NEC:

Recipient and IRS deadline: Jan 31 each year

Individual Tax Return:

Form 1040 due April 15 unless extended

Notarization:

Complete before recording or filing deadlines

RON Sessions:

Schedule in advance to meet short-term submission windows

Practical tips for accurate and efficient completion

Adopt consistent templates, clear acceptance criteria, and a documented routing process to expedite fulfillment and reduce disputes.

Use numbered stips

Number each stipulation and reference that number in communications and evidence submissions to avoid confusion and ensure traceability.

Require specific evidence

List acceptable file types, certification needs, and signing requirements to minimize back-and-forth and rejections.

Set automated reminders

Implement calendar notifications and escalation rules for approaching deadlines to reduce late submissions and potential breaches.

Standardize signatory authority

Document who is authorized to satisfy or waive stips to prevent invalid approvals and unauthorized modifications.

Real-world examples of Special Stips Agreements in use

These examples illustrate how organizations use stips to resolve outstanding conditions and accelerate closings while preserving compliance.

Optica Ventures (Brian Fitzgibbons)

Brian's group used a Special Stips Agreement to list documentation needed for final funding

The platform tracked each submission and timestamped approvals
As a result, the lender closed within the agreed funding window while maintaining an auditable record for later review.

Martin Properties (Tim Martin)

Martin Properties attached property inspection and certification items to a Special Stips Agreement

Each contractor uploaded required PDFs and photos as evidence
The clear checklist and routing reduced follow-up calls and allowed the property sale to proceed on schedule.

Key milestones and processing stages

Track stips through a defined milestone sequence to signal progress and trigger subsequent actions or closings.

01

Draft and Issue

Prepare the stips schedule and distribute to responsible parties.

02

Submit Evidence

Parties upload required documents and supporting material.

03

Verification

Assigned reviewer confirms evidence meets acceptance criteria.

04

Closure

Verified stips are recorded as satisfied and removed from active lists.

Frequently asked questions and troubleshooting

Answers to common questions about execution, validity, evidence, and electronic completion of Special Stips Agreements.

Need help? Contact support

Can a Special Stips Agreement be e-signed?
Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in almost all states, provided intent, consent, attribution, and record retention are satisfied.
What if a party misses a stipulation deadline?
If a deadline is missed, follow the contract's cure or default provisions. Remedies may include extensions, monetary damages, or termination; document any waivers in writing to avoid disputes.
Is notarization required for all stips?
Not necessarily. Notarization is required only when the underlying document or state law demands it. For real property or certain statutory filings, a notarized acknowledgment is commonly required.
How should evidence be formatted?
Specify accepted formats (for example, PDF, certified copy, recorded instrument). Attach metadata fields like document date and issuer to prevent later challenges to authenticity.
Who can sign on behalf of an entity?
Authorized signers must be identified, with title and authority documented. Corporate resolutions or officer certificates may be required to validate delegated signing power.
How long must I retain the agreement?
Retain according to the applicable retention timeline: at least three years for IRS matters (IRC §6501(a)) and six years for HIPAA-related records (45 CFR §164.530(j)), or longer if state law mandates.

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