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Stationery Services Agreement

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STATIONERY SERVICES AGREEMENT

This Stationery Services Agreement (the Agreement) is entered into as of by and between Client Name: , whose principal address is (Client), and Service Provider Name: , whose principal address is (Service Provider).

RECITALS

WHEREAS, Client requires stationery design, production and supply services, including but not limited to letterheads, envelopes, business cards, presentation folders and printed collateral (collectively, the Services); and

WHEREAS, Service Provider represents that it has the expertise, equipment, and personnel necessary to provide the Services in accordance with the terms and specifications set forth in this Agreement; and

WHEREAS, the parties desire to set forth their entire agreement regarding the provision and purchase of the Services.

NOW, THEREFORE, in consideration of the mutual covenants and agreements contained herein, the parties agree as follows:

1. SERVICES

1.1 Scope. Service Provider shall provide stationery design, prepress, printing, finishing, and delivery services as described in the Statement of Work attached hereto or described below. Service Provider shall perform the Services in a professional manner consistent with industry standards and in accordance with the specifications mutually agreed by the parties.

2. TERM

2.1 Term. The term of this Agreement shall commence on and shall continue until unless earlier terminated in accordance with this Agreement.

3. COMPENSATION AND PAYMENT

3.1 Fees. Client shall pay Service Provider the fees set forth below or as otherwise mutually agreed in writing. Fees payable for the Services are:

3.2 Invoicing and Payment. Service Provider shall invoice Client in accordance with the payment schedule. Unless otherwise agreed, Client shall pay undisputed invoices within days of receipt. Late payments shall accrue interest at on the unpaid balance, or the maximum rate permitted by law, whichever is less.

4. CHANGE ORDERS

4.1 Any changes to the scope, specifications, quantities, or delivery dates shall be made only by written change order signed by authorized representatives of both parties. The change order shall set forth adjustments to fees, schedule, and any other affected terms. Service Provider shall not be obligated to perform work outside the agreed scope without such a signed change order.

5. DELIVERY; TITLE; RISK OF LOSS

5.1 Delivery. Delivery dates are estimates and time is not of the essence unless expressly agreed in writing. Service Provider shall use commercially reasonable efforts to meet delivery schedules.

5.2 Title and Risk. Title and risk of loss to printed goods shall pass to Client upon delivery to Client's designated delivery location or carrier, as provided in the applicable shipping terms.

6. INTELLECTUAL PROPERTY; LICENSES

6.1 Ownership. Client retains all right, title and interest in and to Client-supplied artwork, logos, trademarks, and other materials provided to Service Provider for the purpose of performing the Services. Service Provider shall not acquire any ownership interest in such materials.

6.2 Work Product. Subject to Client's payment in full of all amounts due under this Agreement, Service Provider hereby assigns to Client all right, title and interest in and to deliverables created specifically for Client under this Agreement. To the extent any such deliverables do not qualify as a work made for hire, Service Provider assigns all right, title and interest to Client.

6.3 Provider Materials. Notwithstanding the foregoing, Service Provider shall retain ownership of its pre-existing tools, templates and intellectual property, and grants Client a non-exclusive, non-transferable license to use such Provider Materials solely as incorporated in the deliverables for the purposes contemplated by this Agreement.

7. CONFIDENTIALITY

7.1 Confidential Information. Each party (the Receiving Party) shall hold in confidence and not disclose to third parties, and shall use only for the performance of this Agreement, the proprietary or confidential information of the other party (the Disclosing Party). Confidential Information includes pricing, designs, specifications, business plans, and other non-public information.

7.2 Exceptions. Confidential Information does not include information that is or becomes generally available to the public through no fault of the Receiving Party, is rightfully received from a third party without obligation of confidentiality, or is independently developed by the Receiving Party without use of the Disclosing Party's Confidential Information.

8. WARRANTIES; DISCLAIMER

8.1 Provider Warranty. Service Provider warrants that the Services will be performed in a professional and workmanlike manner in accordance with generally accepted industry standards. For printed goods, Service Provider warrants that materials conform to agreed specifications for a period of from delivery.

8.2 Disclaimer. EXCEPT AS EXPRESSLY SET FORTH IN THIS AGREEMENT, SERVICE PROVIDER DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.

9. INDEMNIFICATION

9.1 Indemnity by Provider. Service Provider shall indemnify, defend and hold harmless Client and its officers, directors and employees from and against any claims, liabilities, damages and expenses (including reasonable attorneys' fees) arising out of (a) Service Provider's breach of this Agreement, (b) gross negligence or willful misconduct by Service Provider, or (c) claims that the deliverables, as created by Service Provider and delivered to Client hereunder, infringe a third party's intellectual property rights, provided that Client gives Service Provider prompt written notice of any such claim and cooperates in the defense.

9.2 Indemnity by Client. Client shall indemnify, defend and hold harmless Service Provider from claims arising out of Client-supplied materials, Client's branding, or Client's instructions that cause infringement or misuse.

10. LIMITATION OF LIABILITY

10.1 EXCEPT FOR LIABILITY ARISING FROM A PARTY'S GROSS NEGLIGENCE, WILLFUL MISCONDUCT OR INDEMNIFICATION OBLIGATIONS, IN NO EVENT SHALL EITHER PARTY BE LIABLE TO THE OTHER FOR CONSEQUENTIAL, INCIDENTAL, SPECIAL, PUNITIVE OR INDIRECT DAMAGES, INCLUDING LOSS OF PROFITS, WHETHER IN CONTRACT, TORT OR OTHERWISE.

10.2 The aggregate liability of Service Provider for any claim arising out of or in connection with this Agreement shall not exceed the total fees paid by Client to Service Provider under this Agreement during the twelve (12) month period preceding the event giving rise to the claim.

11. TERMINATION

11.1 Termination for Convenience. Either party may terminate this Agreement for convenience upon thirty (30) days' prior written notice to the other party. In the event of termination for convenience, Client shall pay Service Provider for Services performed and for non-cancellable commitments made prior to termination.

11.2 Termination for Cause. Either party may terminate this Agreement immediately upon written notice if the other party materially breaches any provision of this Agreement and fails to cure such breach within fifteen (15) days after receipt of written notice specifying the breach.

12. INSURANCE

Service Provider shall maintain commercial general liability insurance and such other insurance coverages as are customary for the type of services to be performed. Upon reasonable request, Service Provider shall furnish certificates of insurance to Client evidencing such coverage.

13. NOTICES

All notices, requests, consents, claims, demands and other communications hereunder shall be in writing and addressed to the parties at the addresses set forth below or to such other address that a party may designate in writing.

14. COMPLIANCE WITH LAWS; TAXES

Each party shall comply with all applicable federal, state and local laws, rules and regulations in performing its obligations hereunder. Client shall be responsible for payment of any sales, use or excise taxes arising from the purchase of goods and services hereunder, excluding taxes on Service Provider's income.

15. DISPUTE RESOLUTION

The parties shall attempt in good faith to resolve any dispute arising out of or relating to this Agreement through negotiations between senior executives. If the dispute is not resolved within thirty (30) days, the parties agree to submit to binding arbitration administered in the state specified in Section 16 below, before a single arbitrator selected by agreement of the parties. The arbitrator shall apply the substantive law of the governing jurisdiction and may award any relief permitted by law.

16. GOVERNING LAW; VENUE

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of laws principles. Each party submits to the exclusive jurisdiction of the courts located in that state for purposes of injunctive relief or to enforce arbitration awards.

17. ENTIRE AGREEMENT; SEVERABILITY; AMENDMENTS; WAIVER; COUNTERPARTS

17.1 Entire Agreement. This Agreement, including any statement of work or change orders executed hereunder, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements and understandings.

17.2 Severability. If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

17.3 Amendments and Waiver. No amendment or waiver shall be effective unless in writing and signed by authorized representatives of both parties. A waiver of any breach shall not constitute a waiver of any other breach.

17.4 Counterparts. This Agreement may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one instrument. Signatures transmitted by electronic means shall be binding.

18. MISCELLANEOUS

The headings in this Agreement are for convenience only and shall not affect its interpretation. The parties are independent contractors and nothing in this Agreement shall be construed to create a partnership, joint venture, or agency relationship.

Client

Printed Name:

By:

Date:

Service Provider

Printed Name:

By:

Date:

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What the Stationery Services Agreement Covers

A Stationery Services Agreement is a written contract between a supplier and a client that governs the design, production, and delivery of printed or digital stationery, branded materials, and related services. Typical elements include scope of work, proofs and approval processes, quantities, unit pricing, payment terms, delivery schedules, intellectual property and artwork ownership, warranties for defects, and remedies for late delivery or defective goods. When executed electronically in compliance with federal and state law, the agreement creates enforceable rights and obligations for both parties.

Why a Written Stationery Services Agreement Matters

A clear agreement reduces disputes, documents expectations, and protects IP and payment terms. It creates measurable delivery and acceptance milestones and assigns risk for defects or delays. Electronically signed agreements are typically enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA frameworks.

Why a Written Stationery Services Agreement Matters

Who Typically Completes This Agreement

Common users range from procurement teams to small-business owners who buy branded print or promotional materials.

  • Marketing teams and brand managers who require clear approval workflows for artwork and color matching.
  • Procurement and purchasing departments that need fixed pricing, lead times, and vendor performance remedies.
  • Small businesses and nonprofits buying limited runs who prioritize simple payment and delivery terms.

Each user group focuses on different clauses — procurement on warranties and delivery, marketing on proofs and IP, finance on payment and invoicing.

Core Contract Elements to Include

A professional Stationery Services Agreement groups obligations and protections into distinct sections so each party clearly understands deliverables, timing, and remedies.

Parties

Identify the legal names and contact details of the client and supplier, including billing and delivery addresses, to avoid ambiguity during performance and invoicing.

Scope of Work

Describe products, quantities, sizes, materials, and color specifications in measurable terms; attach artwork files or reference exhibits for clarity and change-order handling.

Proofs & Approval

Specify how proofs will be supplied, the approval timeframe, and whether client approval relieves supplier of warranty for approved items or color variations.

Pricing & Payment

State unit prices, taxes, shipping costs, payment schedule, late fees, and invoicing procedures; include provisions for price adjustments on material cost increases.

Delivery & Acceptance

Set delivery methods, transfer of title, inspection period, acceptance criteria, and remedies for short shipments or defects discovered within an agreed period.

Intellectual Property

Allocate ownership and licensing of artwork, fonts, and designs; include reps on third-party rights and indemnities for IP infringement claims.

Essential Information to Capture on the Form

Supplier Name: Full legal name
Client Name: Full legal name
Effective Date: MM/DD/YYYY
Scope Summary: Short description
Payment Terms: Net 30, Net 45, etc.
Delivery Address: Street, city, state ZIP

Step-by-Step: Completing the Agreement

Follow these sequential steps to prepare, approve, and sign a Stationery Services Agreement efficiently.

  • 01
    Draft Agreement: Enter parties, scope, pricing, and delivery terms.
  • 02
    Attach Artwork: Upload high-resolution files and color proofs for approval.
  • 03
    Obtain Approvals: Client reviews proofs and returns approval within set timeframe.
  • 04
    Execute Signatures: All authorized parties sign and date the final document.

Configure an Online Workflow for This Agreement

Set up a digital workflow to route the agreement, collect signatures, and store executed copies securely.

Field Configuration
Template Setup Create reusable template with required fields
Signer Roles Assign client and supplier signers in order
Authentication Email link or SMS code per signer
Notifications Set automatic reminders and completion alerts

Where to Send and File the Executed Agreement

Determine distribution points for the signed agreement so records, accounting, and operations have access to the final document.

  • Client Records: Accounting and procurement store the signed copy
  • Supplier Records: Supplier retains master and shipping documents
  • Shared Folder: Upload PDF to secure cloud storage
  • Accounting System: Attach executed agreement to purchase order

Digital Signing and Distribution Considerations

Choose file formats, authentication, and integrations that match your security and recordkeeping needs.

  • File Formats: PDF, DOCX supported
  • Integrations: CRM and cloud storage connectors
  • Authentication: Email, SMS, or stronger options

Typical Deadlines and Response Windows

Use these common timing milestones to populate the agreement and set expectations for proofs, delivery, and payment.

Effective Date:

When obligations begin; often contract execution date

Signature Deadline:

Client approval or signature due within 7–14 days

Proof Approval Period:

Typically 48–72 hours for review and approval

Delivery Window:

Specify lead time, e.g., 10–21 business days after approval

Payment Terms:

Net 30 payment due from invoice date

Common Mistakes to Avoid

  • Vague scope descriptions that omit material specs, causing disputes over color, paper weight, or finishes.
  • Missing approval deadlines leading to unapproved proofs being produced and billed incorrectly to the client.
  • Mismatched party names or banking details that delay payment or prevent proper contract enforcement.
  • Failure to document change orders, allowing costs or schedule changes to proceed without formal agreement.

Key Risks and Potential Consequences

Late Delivery: Liquidated damages possible
Defective Goods: Repair, replace, or refund
Nonpayment: Contract termination risk
IP Disputes: Injunctions or damages
Quality Rejections: Return shipping costs
Unauthorized Use: License revocation

eSignature Vendor Comparison for Executing This Agreement

Compare baseline pricing and core capabilities when selecting an eSignature platform for executing Stationery Services Agreements.

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 Verify Verify Verify Verify
Bulk Send Yes (premium) Verify Verify Verify Verify
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA) Verify Verify Verify Verify
Envelope Cap No cap 100 envelopes/user/year Verify Verify Verify

Realistic Use Scenarios

Two practical examples show how a Stationery Services Agreement streamlines recurring orders and one-off projects.

Recurring Nonprofit Orders

A nonprofit sets annual supply specs and pricing to avoid repeated negotiations.

  • Bulk ordering reduces per-unit cost and administrative time.
  • The template ensures consistent proofs, payment terms, and a single approved artwork file, enabling faster reorders and clearer budgeting for the fiscal year.

One-Time Rebrand Project

A small business commissions a rebrand with multiple stationery items.

  • Client approves proofs in three rounds.
  • The agreement defines approval cutoffs, color tolerances, a delivery schedule, and IP transfer terms so the supplier can invoice and deliver without repeated scope disputes.

Practical Tips for Accurate, Efficient Completion

Adopt these practices to reduce errors, accelerate approvals, and maintain consistent records across projects.

Use a Standard Template
Maintain a single, reviewed template with placeholders for scope and pricing. Templates reduce legal review time and ensure consistent terms across orders and vendors.
Attach Artwork and Specs
Include high-resolution artwork, color codes, and material specs as exhibits to avoid ambiguity and prevent costly reprints due to mismatched expectations.
Set Clear Approval Windows
Define short, specific review periods (for example, 48–72 hours) and explain that lack of timely response constitutes approval to prevent production delays.
Record Change Orders
Any scope, pricing, or deadline changes should be captured as written change orders signed by both parties to avoid billing disputes.

Frequently Asked Questions

Answers to common questions about execution, enforcement, and digital signatures for Stationery Services Agreements.


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