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Standard Terms and Conditions of Purchase

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SOFTWARE/SERVICES MASTER AGREEMENT
ORDER FORM (WITH TERMS AND CONDITIONS)

Description    Part Number    Qty    List Price    Discounted Price    Total

         

         

         

         

From attached purchase order no.

Subtotal

Total

(Vendor):

Company name:

Contact Person:

Printed name:

Address:

Telephone:

Fax:

Customer:

Printed name:

Address:

Telephone:

Fax:

Ship to (if different):

Telephone:

Fax:

Bill to (if different):

Printed name:

Address:

Telephone:

Fax:

SIGNATURE REQUIRED to indicate Customer acceptance of the terms and conditions on the following page for this Order and all subsequent Orders:

Signed:

Printed name (if different from Contact Person):

Title:

Date:

1. Definitions. (1) "Documentation" means tangible descriptions of Software functionality and use licensed hereunder; (2) "Order" means this Order, any riders prepared by Vendor and signed by Customer and all purchases made hereunder; (3) "Output" means source code, compiled code and other end-results of the operation of Software upon Customer-created data, excluding Runtime Code; (4) "Product" means Software, Work Product and Know-How; (5) "Restricted-Use Software" means preproduction, demonstration and evaluation Software; (6) "Runtime Code" means utility code included with Output by Software; (7) "Services" means services provided by Vendor hereunder, other than Maintenance; (8) "Software" means any Vendor software products licensed hereunder, including Documentation and Training Materials; and (9) "Training Materials" means training products so designated by Vendor; (10) "Work Product" means tangible results of Services other than base technology and know-how supplied by Vendor and incorporated therein (Know-How).

2. Title. Vendor owns Software, Runtime Code and Know-How. Customer owns Output and Work Product.

3. License Rights. Vendor grants Customer (1) a paid-up, non-exclusive, nontransferable (except under Section 13) license to use the ordered number of Software copies; and (2) a paid-up, non-exclusive, transferable license to use, modify, reproduce and sublicense Runtime Code and Know-How. Licenses are perpetual, unless for Restricted-Use Software (sixty days) or unless otherwise described above. Prior versions of Software may be used, but only one version may be used at a time per copy licensed. A copy of Software is "used" when any portion is either loaded in memory or virtual memory (loaded) or stored on a hard disk or other storage device (stored). Customer may make up to three back-up/archival copies of Software. Vendor may use, modify and transfer any Customer suggestion without compensation to or warranty from Customer.

4. Restrictions on Use. Customer may use Software only for its internal business needs. Each Software copy licensed for a network server (other than client elements) may only be stored on that server, that server must be in the same metropolitan area as all computers loading such copy and such copy may not be simultaneously loaded by more than the authorized number of computers. "Client elements" are program files that must be stored on networked computers other than servers for effective LAN execution. Customer may not (1) rent Software or otherwise make it available to third parties; (2) decompile, reverse engineer, copy, create a derivative work from or otherwise use Software except as stated in this Order; (3) use Runtime Code or Know-How separate from other Output or Work Product; or (4) use Software to violate third party rights.

5. Services. Orders will include performance dates (no more than three months after the Order date) and location and the name of a Customer coordinator. Customer will pay Vendor's reasonable, Service-related, out-of-pocket travel and subsistence expenses. Vendor will replace personnel providing Services as practicable after Customer notice of unsatisfactory performance. Vendor acts as an independent contractor in supplying Services. Customer will not hire a Vendor employee providing Services during and for two years after completion of such Services, where Vendor's sole remedy will be Customer's payment equal to 240 multiplied by such employee's last, undiscounted daily rate. Customer may terminate Services for any reason on 30 days advance notice.

6. Maintenance. Vendor provides upgrades, level-sets, technical assistance, hot-line support and reasonable-efforts error correction (Maintenance) free as indicated on the Order for Software other than Documentation sold separately, Training Materials, benchmarking models and Work Product, for which no Maintenance is provided. Thereafter, Vendor provides Maintenance in periods as invoiced in advance, so long as Maintenance is provided to licensees of such product generally. Customer may terminate Maintenance for any reason by notice no less than 30 days prior to the end of the current Maintenance period.

7. Confidential Information. "Confidential Information" means Software and information on tangible media conspicuously labeled as "proprietary" or "confidential" or with comparable legend (marked) provided by one party (Provider) to another party (Recipient) hereunder. Orally disclosed information is also Confidential Information if Provider gives Recipient a marked writing containing a summary, the approximate date and time and the recipients of such disclosure within 30 days of disclosure. No information can be Confidential Information if (1) it is publicly available through no fault of Recipient; (2) Recipient gets it from a third party who had the right to provide it; (3) Recipient independently develops it or knew it before receiving it hereunder; or (4) Provider discloses it to a third party without restriction. Recipient will hold and protect Confidential Information with the same degree of care that it uses with its own information of like importance, but in no event less than a reasonable standard of care. Customer will return all copies of Software to Vendor when the license therefor expires or terminates. This Section 7 survives termination under Section 12 for two years.

8. Payment. Vendor may accept an Order by shipment on these terms. Prices are in U.S. dollars unless otherwise specified in an Order. Payment is due 30 days after invoice. Customer pays all sales or other taxes arising from its purchases, other than taxes based on Vendor's income. The sending party hereunder will pay all freight and related insurance.

9. Indemnification. Vendor indemnifies Customer from any action brought against Customer to the extent based on a claim that Product infringes any duly issued, U.S. or Canadian patent or copyright if Customer promptly notifies Vendor of the claim, furnishes Vendor a copy of each writing relating to the claim and gives Vendor authority, information and assistance (at Vendor's expense) necessary to defend or settle the claim. This obligation excludes infringement arising out of (1) unauthorized use of Product; (2) post-delivery, non-Vendor Product modifications; or (3) the combination, operation or use of Product with non-Vendor programs, data or specifications if a different combination would avoid the infringement. This obligation is limited to Vendor's choice of (1) procuring for Customer the right to use such Product free of any infringement liability; (2) replacing such Product with a noninfringing substitute substantially complying with its Documentation; or (3) terminating the license and refunding the price paid for the infringing Product, less a charge for Customer's prior use based on a 5-year depreciation schedule. THIS INDEMNITY IS VENDOR'S SOLE LIABILITY AND CUSTOMER'S SOLE REMEDY FOR INFRINGEMENT OF PATENTS AND COPYRIGHTS.

10. Warranty. Customer may return Software to Vendor for any reason within 30 days after delivery for a full refund. Software not so returned will be deemed accepted. Restricted-Use Software is licensed "AS-IS." Vendor warrants that (1) Software substantially conforms to its Documentation; (2) it has sufficient right to perform hereunder (where Customer's sole remedy for breach is found in Section 9); and (3) Services conform to generally accepted industry standards [where Customer's sole remedy for breach is Vendor's choice of (a) refund of the disputed Work Product's price, or (b) re-performance of disputed Services]. Customer is solely responsible for its needs determination and the results of its use of Software. VENDOR MAKES NO OTHER WARRANTY FOR ITEMS ORDERED HEREUNDER. THESE WARRANTIES ARE INSTEAD OF ALL OTHER WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, INCLUDING, BUT NOT LIMITED TO, ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.

11. Liability. Each party is liable for personal injury and property damage caused by its negligence (Insured Loss), will maintain insurance therefor and will provide the other with insurance certificates on request. Other than for Insured Loss and for Vendor loss from Customer breach of Sections 3 or 4 (Unauthorized Use), NEITHER PARTY IS IN THE AGGREGATE LIABLE FOR ANY REASON FOR MORE THAN THE TOTAL PRICE OF ITEMS ORDERED HEREUNDER. NEITHER PARTY IS LIABLE FOR SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES, EXCEPT FOR UNAUTHORIZED USE, EVEN IF ADVISED OF THEIR POSSIBILITY.

12. Termination. This Order terminates on the expiration of all licenses and Maintenance and completion of all Services hereunder, or may be terminated by either party if the other fails to correct any material breach after 30 days' notice.

13. General. Customer rights and Vendor obligations are limited to the U.S. and Canada. Both parties will comply with applicable export control laws and regulations. Customer may assign this Order, but not its obligations, to Vendor, if the assignee agrees in writing to be bound hereby and Vendor receives a copy of such writing within 30 days of such assignment. No party is liable for its breach if such breach is due to an event beyond its reasonable control. All required notices must be in writing. No failure or delay to enforce a provision will be deemed a waiver thereof. This Order is governed by law, is the entire and exclusive set of terms and conditions for transactions made under it, supersedes conflicting terms of purchase orders or other documents issued under it and may only be modified by a writing signed by all parties.

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What the Standard Terms and Conditions of Purchase Cover

The Standard Terms and Conditions of Purchase is a written contract that sets uniform rules governing procurement transactions between a buyer and a supplier. It defines the scope of goods or services, pricing and payment terms, delivery and inspection requirements, warranty and indemnity obligations, risk allocation for loss or damage, termination rights, confidentiality, intellectual property treatment, and dispute resolution procedures. Using a single terms document reduces contract-by-contract negotiation, ensures compliance with internal procurement policy, and creates a consistent baseline for supplier performance and legal enforceability across purchases.

Why a Standardized Purchase Terms Document Matters

A single, well-drafted Standard Terms and Conditions of Purchase minimizes ambiguity, speeds procurement cycles, and helps manage legal and financial risk. It clarifies responsibilities for delivery, inspection, change orders, and remedies while permitting specific purchase orders to reference the master terms without repeating boilerplate.

Why a Standardized Purchase Terms Document Matters

Core Components to Include in the Terms

A professional Standard Terms and Conditions of Purchase groups related clauses so buyers and suppliers can quickly locate obligations and remedies; customize sections for payment, delivery, warranties, inspection, limits of liability, and dispute resolution.

Scope of Supply

Defines goods/services, quantity, unit measures, and acceptance criteria; attach specifications as exhibits for clarity.

Price & Payment

States currency, invoicing cadence, payment terms (Net 30, Net 60), discount mechanics, and remedies for late payment.

Delivery & Title

Specifies delivery terms (Incoterms or FOB), risk of loss transfer, lead times, and packaging requirements.

Inspection & Acceptance

Describes the inspection window, rejection procedures, corrective action, and return logistics for nonconforming items.

Warranty & Remedies

Sets warranty period, remedy hierarchy (repair, replacement, refund), and warranty exclusion clauses where appropriate.

Liability & Indemnity

Establishes caps on direct damages, carve-outs for gross negligence or willful misconduct, and mutual indemnification terms.

Step-by-step: Prepare and Issue the Terms

Follow this sequence to adopt and apply the Standard Terms and Conditions of Purchase so each purchase order properly references the master terms.

  • 01
    Draft or update: Assemble legal, procurement, and business input and finalize master clauses.
  • 02
    Approve internally: Obtain sign-off from legal and procurement policy owners before publishing.
  • 03
    Attach to POs: Reference the master terms in every purchase order and include a link or PDF copy.
  • 04
    Distribute to suppliers: Provide suppliers the terms with onboarding and require acknowledgement or signature.

Essential Data Elements to Record

Contract ID: Unique reference code
Parties: Buyer and supplier legal names
Effective Date: MM/DD/YYYY format
Scope: Short description of goods/services
Payment Terms: Net terms and currency
Signature Data: Signer name, title, timestamp

How to Configure an Online Approval Workflow

Map document routing steps and signer obligations before sending to automate approvals and ensure auditability.

Field Configuration
Routing Order Sequential or parallel signer flow
Approver Roles Buyer PO approver, legal reviewer
Notifications Email/SMS reminders frequency
Retention Archive signed copy to contract repository

Typical Submission and Acceptance Flow

Standardize where and how signed terms are stored to support compliance and supplier onboarding.

  • Create Master Terms: Legal publishes the master terms to contract repository.
  • Issue Purchase Order: PO references master terms and is sent to supplier.
  • Supplier Review: Supplier reviews, negotiates exceptions, or accepts.
  • Execution & Archive: Signed document stored with audit trail in records system.

Digital Signing and eSubmission Considerations

Ensure the chosen platform supports ESIGN/UETA comparability, retention exports, and any industry-specific compliance such as HIPAA if health information is involved.

  • Authentication: Email, SMS, or stronger MFA options
  • Audit Trail: Timestamp, IP, action log
  • Integrations: Connect to ERP/contract repository

Who Typically Prepares and Signs These Terms

For complex or high-value contracts, involve finance and business unit stakeholders in drafting and approval to align commercial and compliance objectives.

  • Procurement teams use the master terms to enforce purchasing policy across departments and suppliers.
  • Legal departments review risk allocation, indemnity, and IP clauses before publication or change.
  • Suppliers sign to acknowledge acceptance of the buyer's baseline terms with limited negotiated exceptions.

Who Has Signing Authority

Authorized Buyer Signer

Typically a procurement director or delegated purchasing agent with written delegation of authority. The signer must be authorized to bind the buyer for the specified dollar threshold and should be listed in the company delegation schedule or purchasing policy.

Supplier Authorized Officer

An officer or manager authorized by the supplier's internal governance (board resolution or corporate officer signature authority). Verify authority by matching the signer's title to organizational records and, when necessary, request a signed corporate resolution.

Sample Use Cases from Industry Practice

These condensed examples show how different organizations apply standard purchase terms to regular procurement.

Manufacturer Procurement

A mid-size manufacturer standardized terms to shorten supplier onboarding by three days.

  • The master terms included clear delivery windows and warranty language.
  • After rollout the procurement team reported fewer disputes over acceptance criteria and faster invoice processing due to consistent inspection rules and pre-negotiated remedies.

Healthcare Supplier Contracts

A hospital system added HIPAA and data protection addenda to its purchase terms.

  • Clinical supply orders referenced the addenda automatically.
  • The change ensured that any vendor handling patient data accepted BAA requirements upfront and reduced legal review cycles for repeat suppliers.

Common Mistakes When Preparing Purchase Terms

  • Using vague or undefined technical specifications that invite disputes and repeated remediation cycles increases costs and delivery delays.
  • Failing to specify delivery terms, transfer of title, and risk allocation causes disagreements over responsibility for loss or damage in transit.
  • Not aligning signature authority with delegation policies leads to invalid signatures or rejected invoices during accounts-payable reconciliation.
  • Omitting a clear inspection and acceptance window creates uncertainty about warranty start dates and may extend supplier liability beyond intended limits.

Risks from Incorrect or Missing Terms

Payment Disputes: Late or withheld payments
Warranty Gaps: Unclear remedy obligations
Tax Exposure: Incorrect vendor name or TIN
Supply Chain Delay: Ambiguous delivery terms
Legal Liability: Uncapped indemnities
Recordkeeping Fail: Missing retention triggers compliance risk

Common eSignature Vendor Comparison for Executing Purchase Terms

Choose an eSignature vendor that meets security, compliance, and volume needs. The table below compares starting price, trial availability, bulk send, audit trail, HIPAA support, and envelope caps.

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 trial Yes Yes Yes Yes
Bulk Send Yes 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

Practical Tips for Accurate and Efficient Use

Adopt these straightforward controls to reduce exceptions and accelerate procurement execution.

Single Source of Truth
Host the approved master terms in a central contract repository and require all POs to reference the current version to avoid conflicting clauses.
Limited Negotiations
Define a narrow list of negotiable exceptions and require legal review only for deviations exceeding set thresholds.
Consistent Field Population
Use automated templates and dropdowns for fields like payment terms, currency, and tax treatment to prevent data-entry errors.
Audit-Ready Execution
Retain signed copies with complete audit trails, signer identity, and metadata exported to the records system for compliance checks.

Frequently Asked Questions About These Terms

Answers to common operational and legal questions about adopting and signing the Standard Terms and Conditions of Purchase.


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