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Supply Agreement

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Exclusive Supply Agreement

Agreement made on the day of , 20 , between , Inc., a corporation organized and existing under the laws of the state of , with its principal office located at (street address, city, county, state, zip code), referred to herein as Seller, and , Inc., a corporation organized and existing under the laws of the state of , with its principal office located at (street address, city, county, state, zip code), referred to herein as Buyer.

Whereas, Seller is in the business of buying large quantities of certain condiments and similar such food products (hereinafter referred to as Product and described more fully in Exhibit A attached hereto) and selling same at discount prices to retailers in the business of selling Product; and

Whereas, Buyer desires to enter into an exclusive supply agreement with Seller in order to take advantage of Seller’s discount prices, large inventory and readily available supply of Product;

Now, therefore, for and in consideration of the mutual covenants contained in this agreement, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree as follows:

1. Agreement to Purchase and Sale

Seller agrees to sell and deliver, and Buyer agrees to purchase, accept, and pay for, the total requirements of Buyer of Product for Buyer's own use and for purposes of resale during the existence of this Agreement.

2. Price

The price of the Product shall be based on the prices and formula described in Exhibit A.

3. Territory Restriction

Seller agrees that for the period of (e.g., months, years) from the date of this Agreement, Seller will sell Product to Buyer, exclusively, within a square mile radius of Buyer’s address set forth above. During this period, Buyer will purchase from Seller all Product to be used or sold by Buyer and will not sell or use any other Product for resale.

4. Orders

Buyer shall place written orders with Seller on or before (Date), covering quantities to be delivered during the next month's period. The quantity ordered for delivery for the first month shall be firm. The quantity ordered for delivery for the second month shall be firm with respect to percent. The quantity ordered for delivery for the third month shall be firm with respect to percent. Payments shall be made in cash on delivery (C.O.D.).

5. Delivery and Risk of Loss

Seller shall ship Product ordered by Buyer within the shipping schedule set forth in Exhibit B attached hereto. Delivery shall be made F.O.B. Buyer’s business. Possession of and title to all Product ordered hereunder shall be deemed to pass to Buyer upon delivery to the common carrier at the point of shipment. Buyer shall thereupon assume all risk of loss or damage, except for any loss resulting from the negligence of Seller. Transportation charges and cost of insurance which may be incurred shall be added to the price for Product and shall be paid by Buyer.

6. Inspection

Buyer shall inspect all Product immediately upon arrival and shall, within calendar days of arrival, give written notice to the common carrier and Seller of any claim for damages or shortages. Buyer shall give written notice to Seller within calendar days of arrival that any part of Product does not conform with the terms of this Agreement. If Buyer fails to give any such notice, Product shall be deemed accepted for all purposes of this Agreement.

7. Force Majeure

A party to this Agreement shall not be responsible or liable to the other party if the first party is prevented, hindered or delayed by reasons of any force majeure circumstances to perform its contractual obligations according to this Agreement. In this clause, force majeure circumstances shall mean any war, riot, social disturbance, act of God, strike, lockout, trade dispute or labor disturbance, accident, breakdown of plant or machinery, fire, flood, difficulty in obtaining workmen or materials or transportation, or any other circumstances whatsoever outside the control of the party.

8. Independent Contractors

Buyer acknowledges that it is not, and shall not hold itself out as, a joint venturer, franchisee, partner, employee, servant, representative or agent of Seller. It is expressly agreed that the parties hereto are acting hereunder as independent contractors, and under no circumstances shall any of the employees of one party be deemed the employees of any other party for any purpose. This Agreement shall not be construed as authority for any party to act for another party in any agency or other capacity, or to make commitments of any kind for the account of or on behalf of another party except to the extent and for the purposes expressly provided for herein.

9. Notices

Any notice required to be given hereunder shall be deemed given if in writing and personally delivered or actually deposited in the United States mail in registered or certified form, return receipt requested, postage pre-paid, and addressed to the notified party at the address set forth above or as changed by written notice.

10. Assignment

This Agreement and the rights granted hereunder may not be assigned by either party without the prior written consent of the other, except that Seller may assign this Agreement without the written consent of Buyer to a parent company, subsidiary, affiliate or a purchaser of all or substantially all of Seller’s rights in the Product.

11. Severability

If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid or unenforceable, such determination shall not affect the validity or enforceability of any other part or provision of this Agreement.

12. Waiver

No waiver by any party of any breach of any provision hereof shall constitute a waiver of any other breach of that or any other provision hereof.

13. Entire Agreement

This Agreement, including the Exhibits attached hereto, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all previous proposals, both oral and written, negotiations, representations, commitments, writings and all other communications between the parties. This Agreement may not be released, discharged, changed or modified except by an instrument in writing signed by a duly authorized representative of each of the parties.

14. Mandatory Arbitration

Notwithstanding the foregoing, and anything herein to the contrary notwithstanding, any dispute under this agreement shall be required to be resolved by binding arbitration of the parties hereto. If the parties cannot agree on an arbitrator, each party shall select one arbitrator and both arbitrators shall then select a third. The third arbitrator so selected shall arbitrate said dispute. The arbitration shall be governed by the rules of the American Arbitration Association then in force and effect.

WITNESS our signatures as of the day and date first above stated.

_____________________________, INC.

By___________________________

(Name and Office in Corporation)

_____________________________, INC.

By________________________________

(Name and Office in Corporation)

Enter text✕

What a Supply Agreement Is and When It Applies

A Supply Agreement is a legally binding contract between a supplier and a buyer that sets terms for the sale and delivery of goods or materials. It defines the parties, description and quantity of goods, price, delivery schedule, inspection rights, warranties, liability allocation, termination rights, and dispute-resolution mechanisms. The agreement establishes performance standards, payment terms, risk of loss, packaging and shipping responsibilities, and any applicable compliance or regulatory obligations. This template focuses on common U.S. contract provisions and practical guidance for execution and recordkeeping.

Why a Clear Supply Agreement Matters

Use a Supply Agreement to reduce delivery disputes, clarify responsibilities, and set measurable performance standards. Proper execution creates enforceable obligations under U.S. contract law and supports electronic execution where ESIGN and state UETA rules apply, improving speed and auditability for commercial procurement.

Why a Clear Supply Agreement Matters

Who Typically Uses This Agreement

Typical users include purchasing managers, suppliers, procurement counsel, and operations staff managing contracts across supply chains.

  • Manufacturers procuring raw materials for production and vendor performance monitoring.
  • Distributors coordinating replenishment, lead times, and compliance with purchase orders.
  • Procurement teams documenting warranties, returns, and remedies for nonconforming goods.

Use the agreement to assign clear roles, reduce disputes, and document remedies in writing consistently.

Core Clauses to Include in a Supply Agreement

This section outlines common contract clauses you should include in a Supply Agreement to protect commercial interests and clarify operational obligations.

Parties

Identify legal names, business types, and contact information for buyer and supplier; include authorized representatives and billing addresses to avoid identity or payment disputes during performance.

Products

Describe goods precisely — part numbers, specifications, tolerances, packaging, and quantities; attach technical exhibits or drawings to prevent later disagreements about acceptability and acceptance testing procedures.

Price & Payment

Set unit prices, currency, taxes, payment schedule, invoicing requirements, late payment interest, and any holdback provisions; specify who bears shipping and customs charges and payment dispute resolution procedures.

Delivery

Specify Incoterms or delivery terms, lead times, partial shipments, inspection windows, risk-of-loss transfer, and remedies for late delivery including expedited shipment costs and liquidated damages if agreed.

Warranties

State warranty scope, duration, remedies (repair, replacement, refund), exclusions, third-party IP indemnity, and procedures for warranty claims and return authorizations, including timeframes and documentation required for claim validation.

Termination & Remedies

Define termination for cause and convenience, notice periods, cure rights, survival of obligations, liquidated damages, limitation of liability, and dispute resolution including arbitration or governing law selection.

Security and Compliance Considerations

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Certifications: SOC 2 Type II; ISO 27001; PCI DSS
Privacy Laws: GDPR compliant; CCPA controls available
Healthcare: HIPAA compliant — BAA required
FDA Records: 21 CFR Part 11 compliant options
Accessibility: WCAG 2.0 Level AA support

Step-by-Step: From Draft to Signed Agreement

Follow these steps to complete and execute a Supply Agreement correctly, minimizing errors and ensuring enforceability.

  • 01
    Prepare draft: Assemble contract language and exhibits.
  • 02
    Review internally: Legal and procurement review obligations.
  • 03
    Negotiate terms: Resolve price, delivery, and warranty points.
  • 04
    Execute: Obtain authorized signatures and date.

Configure an Online Signing Workflow

Configure an online signing workflow to collect signatures, route approvals, and retain audit trails automatically.

Field Configuration
Auth Level Email link, SMS code, or advanced KBA
Document Fields Add signature, date, text, and conditional fields
Notifications Set email reminders and escalation
Audit Trail Capture IP, timestamp, and action log

Where to Send or File the Signed Agreement

Typical routing and filing options for a signed Supply Agreement depend on industry and counterparty preferences.

  • Internal Filing: Store in contract repository and notify stakeholders.
  • Counterparty Delivery: Send signed copy to supplier or buyer contacts.
  • Regulatory Filing: Submit required filings to state agencies when applicable.
  • External Records: Provide countersigned agreement to banks or insurers.

Key Dates and Deadlines to Track

Key dates and timelines to track when negotiating, signing, and performing a Supply Agreement, including delivery windows.

Effective Date Entry:

Establishes when obligations begin and termination clocks.

Delivery Lead Times:

Record agreed lead times and acceptable delay thresholds.

Invoice Due Dates:

Track invoice receipt and payment net terms to avoid late fees.

Warranty Periods:

Start and end dates for warranty claims and remedies.

Renewal Deadlines:

Note auto-renewal triggers and notice windows for non-renewal.

Common Preparation Mistakes to Avoid

  • Vague product descriptions that omit specifications or accepted tolerances, leading to disputes about conformity and costly rework.
  • Missing or inconsistent party names and billing details that trigger payment delays or tax reporting errors such as backup withholding.
  • Unclear delivery terms or failure to specify Incoterms, causing disputes over risk transfer and freight responsibility.
  • Skipping signature authority checks and not verifying signatory power, which can render the contract unenforceable against the signatory's organization.

Common Legal and Financial Risks

Delivery Breach: Damages and replacement costs
Late Payment: Interest and collection fees
Product Nonconformance: Repair, replace, or refund
Tax Reporting: Penalty and withholding risk
Termination Costs: Termination fees and liabilities
Enforceability Risk: Unauthorized signatory voidance

Who May Sign on Behalf of Each Party

Authorized Signatory — CFO

Chief Financial Officer or other officer with delegated authority signs for payment, tax, and financial obligations. Confirm written board or corporate resolution granting authority; mismatched authority can void acceptance and impair remedies against the organization.

Supplier Signatory — CEO/Owner

Owner, CEO, or authorized agent binds the supplier to delivery, warranty, and indemnity obligations. Require evidence of authority such as bylaws, power of attorney, or corporate minutes before accepting performance under the contract.

Practical Examples of Supply Agreement Use

Real-world examples show how supply agreements prevent disputes and streamline procurement across manufacturing and services sectors.

Optica Ventures

Optica Ventures used a template supply agreement to standardize vendor onboarding and reduce negotiation time.

  • Saved administrative hours during procurement cycles.
  • Their team reported faster issuance of purchase orders, clearer warranty enforcement, and fewer vendor disputes, enabling more predictable inventory planning and reduced emergency sourcing costs across multiple projects over the course of a year.

Tech Data

Tech Data standardized supplier contracts to align delivery SLAs with billing cycles and integrate audit trails into its ERP.

  • Improved speed to revenue by reducing signature delays.
  • The company cited clearer dispute resolution, reduced manual follow-ups, and improved compliance documentation, which streamlined accounts payable and shortened cash conversion cycles across operations.

Digital Signing and Platform Requirements

Digital signing and eSubmission require secure transport, field-level controls, and audit trails to preserve enforceability and meet regulatory needs.

  • File Formats: PDF, DOCX, and XLSX supported
  • Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
  • Authentication: Email, SMS, KBA, SSO options

Baseline eSignature Pricing and Feature Comparison

Compare baseline eSignature features and pricing for common small-business plans to select an appropriate vendor for signing Supply 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 trial Varies Varies Varies Varies
Bulk Send Yes (Premium) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions about Supply Agreements

Answers to common questions about completing, signing, and storing a Supply Agreement, with emphasis on electronic execution and compliance.


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