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Terms and Conditions Agreement

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TERMS AND CONDITIONS AGREEMENT

This Terms and Conditions Agreement (Agreement) is entered into as of Effective Date: by and between Party A: (entity type: ) with principal place of business at , and Party B: (entity type: ) with principal place of business at .

RECITALS

WHEREAS, Party A is engaged in the business of providing the goods and services described in this Agreement and possesses personnel, facilities and expertise necessary to deliver such goods and services;

WHEREAS, Party B desires to obtain such goods and services subject to the terms and conditions set forth herein and Party A is willing to provide such goods and services pursuant to this Agreement;

WHEREAS, the parties intend by this Agreement to set forth their respective rights and obligations with respect to the subject matter hereof.

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

1. DEFINITIONS

1.1 "Services" means the work, deliverables, and tasks to be performed by Party A as further described in the Services Description field below. Party A shall perform Services in accordance with the standards of care customary in its industry.

2. SCOPE AND ACCEPTANCE

2.1 Party A shall provide the Services in accordance with the schedule and milestones reasonably established by the parties. Party B shall cooperate with Party A by providing timely access to personnel, facilities and information reasonably required for performance.

2.2 Acceptance of deliverables shall occur upon Party B's written approval or upon the lapse of a reasonable acceptance period not to exceed days after delivery unless Party B provides written notice specifying material nonconformities.

3. TERM AND TERMINATION

3.1 This Agreement shall commence on the Effective Date and continue for an initial term of months unless earlier terminated in accordance with this Section.

3.2 Either party may terminate this Agreement for material breach by the other party if the breaching party fails to cure such breach within thirty (30) days after receipt of written notice specifying the breach.

4. FEES, INVOICING AND PAYMENT

4.1 Party B shall pay Party A the fees set forth in the payment schedule agreed by the parties. Unless otherwise stated, payment is due within days of invoice receipt. Late payments shall accrue interest at the lesser of 1.5% per month or the maximum rate permitted by law.

5. CONFIDENTIALITY

5.1 Each party acknowledges that certain information disclosed by the other party is confidential. Confidential Information shall not include information that: (a) is or becomes generally known to the public through no fault of the receiving party; (b) is rightfully received from a third party without restriction; (c) is independently developed by the receiving party without reference to the disclosing party's Confidential Information; or (d) is required to be disclosed by law, provided the disclosing party is given prior notice where permitted.

5.2 Each receiving party shall: (a) use Confidential Information only for the purposes of performing its obligations hereunder; (b) restrict access to Confidential Information to employees, contractors and agents who need to know and who are bound by confidentiality obligations at least as protective as those in this Agreement; and (c) take reasonable measures to protect the confidentiality of such information.

6. INTELLECTUAL PROPERTY

6.1 Unless otherwise agreed in writing, Party A retains all right, title and interest in any pre-existing intellectual property owned or controlled by Party A, and Party B retains all right, title and interest in any pre-existing intellectual property owned or controlled by Party B.

6.2 To the extent that new deliverables are created and delivered under this Agreement, the parties shall assign and agree ownership as follows:

7. WARRANTIES; DISCLAIMER

7.1 Party A represents that it will perform Services in a professional and workmanlike manner consistent with industry standards. Party A does not warrant that Services will be error-free or uninterrupted except to the extent expressly set forth in a written service level agreement signed by both parties.

7.2 EXCEPT AS EXPRESSLY PROVIDED IN THIS AGREEMENT, THE SERVICES ARE PROVIDED "AS IS" AND EACH PARTY DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT.

8. LIMITATION OF LIABILITY

8.1 NEITHER PARTY SHALL BE LIABLE TO THE OTHER FOR ANY INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, ARISING OUT OF OR RELATED TO THIS AGREEMENT, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

8.2 EXCEPT FOR LIABILITY ARISING FROM A PARTY'S GROSS NEGLIGENCE, WILLFUL MISCONDUCT OR A BREACH OF CONFIDENTIALITY OR INDEMNIFICATION OBLIGATIONS, THE AGGREGATE LIABILITY OF EITHER PARTY ARISING OUT OF OR RELATING TO THIS AGREEMENT SHALL NOT EXCEED THE TOTAL FEES PAID BY PARTY B TO PARTY A DURING THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO LIABILITY.

9. INDEMNIFICATION

9.1 Each party (Indemnifying Party) shall indemnify, defend and hold harmless the other party (Indemnified Party) from and against any third-party claims, liabilities, damages and expenses (including reasonable attorneys' fees) arising out of the Indemnifying Party's breach of this Agreement, negligence, willful misconduct, or violation of applicable law.

10. NOTICES

10.1 All notices, requests, consents and other communications required or permitted under this Agreement shall be in writing and delivered to the addresses set forth below or such other address as either party may specify in writing.

11. AMENDMENTS; WAIVER

11.1 This Agreement may be amended only by a written instrument signed by authorized representatives of both parties. The failure of either party to exercise any right shall not constitute a waiver of that right unless in writing and signed by the waiving party.

12. ASSIGNMENT

12.1 Neither party may assign or transfer this Agreement or any of its rights or obligations hereunder without the prior written consent of the other party, provided that either party may assign this Agreement in connection with a merger, sale of substantially all assets, or change of control of such party.

13. GOVERNING LAW

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

14. ENTIRE AGREEMENT

14.1 This Agreement, together with any exhibits or attachments hereto, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings and communications, whether written or oral.

15. SEVERABILITY

15.1 If any provision of this Agreement is held to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect and shall be interpreted so as to give effect to the parties' intent to the fullest extent permitted by law.

16. COUNTERPARTS

16.1 This Agreement may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one and the same instrument. Signatures transmitted by electronic image or facsimile shall be binding.

17. MISCELLANEOUS

17.1 The parties acknowledge that they have the power and authority to enter into and perform under this Agreement, and that the person executing this Agreement on behalf of each party is authorized to bind that party.

Party A:

By:

Date:

Party B:

By:

Date:

Enter text✕

What a Terms and Conditions Agreement Is

A Terms and Conditions Agreement is a written contract that sets the rules governing a commercial relationship, product use, or service. It identifies the parties, scope of services or products, payment terms, warranties, limitations of liability, indemnities, and dispute-resolution procedures. The document clarifies expectations, allocates risk, and creates enforceable obligations when properly executed by authorized signatories under applicable electronic signature laws.

Why a Clear Terms and Conditions Agreement Matters

A well-drafted Terms and Conditions Agreement reduces disputes, clarifies liability, and supports contract enforcement under federal ESIGN (15 U.S.C. ch. 96) and state UETA rules. It also documents consent and retention, which are essential for consumer-facing transactions and regulatory compliance.

Why a Clear Terms and Conditions Agreement Matters

Who Commonly Prepares and Signs These Agreements

Organizations across sectors use Terms and Conditions Agreements to manage client relationships, sales, and service delivery.

  • Real estate brokers and property managers drafting lease or platform terms for renters and buyers.
  • Healthcare providers and vendors attaching privacy addenda and patient-facing consents for services.
  • Financial services and SaaS vendors defining payment terms, license scope, and indemnity provisions.

Signature responsibility typically falls to authorized representatives such as procurement managers, counsels, or executives who can bind the legal entity.

Who Should Sign and Why

General Counsel

A General Counsel or senior attorney typically reviews and approves Terms and Conditions to ensure legal risks are allocated correctly, mandatory disclosures are included, and enforceability is maximized across jurisdictions.

Authorized Officer

An authorized company officer or procurement lead signs to bind the organization; confirm corporate authority and document any required board resolutions or delegations before execution.

Core Elements to Include in a Professional Agreement

A robust Terms and Conditions document uses clear headings and defined terms so courts and counterparties can interpret obligations consistently.

Parties

Identify full legal names and entity types for each party, including the jurisdiction of formation and any DBA names to avoid ambiguity.

Scope

Describe services, deliverables, or permitted use of products in detail and reference any Schedules or Exhibits that form part of the agreement.

Payment Terms

Specify fees, invoicing cadence, late payment interest, and any payment methods or escrow arrangements.

Warranties & Disclaimers

State express warranties, disclaim implied warranties, and limit liability where permitted by law to manage financial exposure.

Termination

Define termination for cause and convenience, notice requirements, cure periods, and post-termination obligations.

Dispute Resolution

Include governing law, venue, and whether arbitration or court litigation applies; specify attorney fee allocation if intended.

Step-by-Step: Completing and Executing a Terms and Conditions Agreement

Follow these core steps to prepare, approve, and obtain valid signatures.

  • 01
    Draft: Assemble clauses and exhibits tailored to the deal.
  • 02
    Review: Legal and business teams confirm terms and risk allocation.
  • 03
    Authorize: Confirm corporate signatory authority and any board approvals.
  • 04
    Sign: Execute signatures and capture dates and audit data.

Configuring an Online Signing Workflow

Set up fields, signer order, and authentication to match your approval process and compliance needs.

Field Configuration
Signature Field Mandatory; place for each signatory
Date Field Auto-fill as MM/DD/YYYY
Initials Field Optional; use for page-by-page acknowledgment
Approver Order Set sequential or parallel signer order

Technical Considerations for eSigning and Storage

Confirm file formats, signer authentication, and integration needs before sending for signature.

  • File Formats: Use PDF or DOCX for compatibility and stable rendering.
  • Authentication: Choose email, SMS, or stronger methods for higher-risk contracts.
  • Integrations: Ensure CRM or storage systems integrate with your signing platform.

Align technical settings with retention and audit requirements to preserve admissible records of consent and execution.

Where to Send the Executed Agreement and How It Flows

Outline the routing path so each party knows where final copies and records are stored.

  • Signatory Delivery: Email signed copies to all parties automatically after execution.
  • Internal Record: Archive a final executed PDF in corporate document repository.
  • Accounting: Route invoices and payment terms to finance for processing.
  • Legal Archive: Store originals and audit logs per retention policy.

Security and Compliance Elements to Capture

Encryption: TLS 1.2/1.3; AES-256 at rest
Audit Trail: Timestamps, IP, action log
Regulatory: ESIGN and UETA compliance
HIPAA: BAA required for PHI
21 CFR Part 11: Available for FDA records
Certifications: SOC 2 Type II, ISO 27001

Potential Legal and Business Risks of Poor Drafting or Execution

Breach Damages: Compensatory and consequential costs
Injunctions: Court orders halting performance
Consumer Penalties: Fines under consumer statutes
Data Fines: Regulatory penalties for breaches
Unenforceable Terms: Void clauses limit remedies
Operational Delays: Execution errors slow projects

Common Mistakes to Avoid When Preparing Terms and Conditions

  • Using vague scope language that leaves deliverables and acceptance criteria undefined, which increases dispute risk and undermines billing clarity.
  • Failing to confirm signer authority or corporate resolutions, leading to questions about whether the entity was validly bound.
  • Omitting clear notice addresses and methods, causing missed cure periods or improper service of termination notices.
  • Neglecting to preserve audit trails and executed copies, which weakens proof of consent under ESIGN and UETA.

Typical Timeframes and Notice Deadlines to Include

Specify concrete timeframes and how dates are calculated to avoid interpretive disputes.

Effective Date:

Date contract obligations begin, entered as MM/DD/YYYY.

Payment Due:

Net 30, Net 45, or other fixed days from invoice date.

Cure Period:

Commonly 10–30 days to remedy breaches before termination.

Renewal Window:

Automatic renewal notice 30–90 days before term end.

Notice Response:

Respond to written notices within 10–20 business days.

Real-World Examples of Agreement Use

These brief examples show how organizations use Terms and Conditions Agreements to streamline transactions and secure signatures.

Optica Ventures LLC

A small investment firm standardized platform terms to reduce review time.

  • Reduced review cycles by standardizing clauses.
  • The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Martin Properties

A property manager moved lease and service terms online for remote closings.

  • Faster tenant onboarding and fewer paper errors.
  • I can process and execute all of these documents online with 100% compliance and built-in security, whether on mobile or offline.

eSignature Vendor Pricing and Feature Snapshot

Compare common buying criteria for eSignature platforms. signNow appears first to reflect platform placement in the vendor field.

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 Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions About Terms and Conditions Agreements

Answers to common practical and legal questions about drafting, execution, and enforceability.


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