Free vendor agreement template for engaging suppliers and vendors. Covers supply terms, pricing, quality standards, warranties, indemnification, and termination.
This Vendor Agreement ("Agreement") is entered into on [Date] between [Company Name] ("Buyer") and [Vendor Name] ("Vendor"). The Vendor shall supply the goods and/or services described in Schedule A ("Products/Services") to the Buyer in accordance with the terms of this Agreement.
Prices for the Products/Services are set forth in Schedule B and shall remain fixed for the initial [12]-month term. The Vendor shall submit invoices upon delivery or completion, and the Buyer shall pay within [30/45/60] days of receipt of a valid invoice. Prices are inclusive of packaging and standard shipping. Taxes shall be itemized separately.
The Vendor shall deliver Products/Services according to the schedule in the purchase order. Time is of the essence for all deliveries. The Buyer shall have [10] business days to inspect and accept or reject deliveries. Rejected items shall be returned at the Vendor's expense, and the Vendor shall replace or credit them within [15] days.
The Vendor warrants that all Products/Services shall: (a) conform to the specifications in Schedule A; (b) be free from defects in materials and workmanship; (c) comply with all applicable laws and regulations; (d) not infringe any third-party intellectual property rights. This warranty shall remain in effect for [12] months following acceptance.
The Vendor shall indemnify, defend, and hold harmless the Buyer from any claims, damages, losses, or expenses arising from: (a) defective Products/Services; (b) the Vendor's negligence or willful misconduct; (c) violation of any law or regulation; (d) infringement of intellectual property rights. The Buyer shall promptly notify the Vendor of any claim and cooperate in the defense.
Either party may terminate this Agreement with [60] days' written notice. The Buyer may terminate immediately if the Vendor: (a) fails to meet quality standards after written notice and a [15]-day cure period; (b) becomes insolvent; (c) breaches a material term. Upon termination, the Vendor shall fulfill all accepted purchase orders, and the Buyer shall pay for conforming goods received.
Signature — Party A
Signature — Party B
Step 1: Choose your vendor agreement template. Log in to ContractClaw Sign and select the Vendor Agreement template from your dashboard. This template covers supply terms, pricing, quality standards, warranties, indemnification, and termination for engaging suppliers and vendors.
Step 2: Customize the supply terms. Fill in the Buyer's company name and the Vendor's company name. Describe the goods and/or services being procured — attach a Schedule A with detailed product specifications, quantities, quality standards, and compliance requirements. Create a Schedule B with fixed pricing for the initial term, including whether prices cover packaging and standard shipping. Set the payment terms (Net 30, 45, or 60 days), specify how taxes are handled, and define the invoice submission process.
Step 3: Configure delivery and acceptance terms. Set the delivery schedule and address. Specify the inspection window (typically 10 business days) for the Buyer to accept or reject deliveries. Define the process for handling rejected items — return shipping responsibility, replacement timeline (usually 15 days), and credit terms. Include penalty clauses for late deliveries if on-time performance is critical to your operations.
Step 4: Set quality and warranty provisions. Specify the warranty period (typically 12 months following acceptance). Ensure the Vendor warrants conformance to specifications, freedom from defects, legal compliance, and non-infringement of third-party IP. Define the indemnification scope — the Vendor should indemnify for defective products, negligence, legal violations, and IP infringement.
Step 5: Add signers. Enter the authorized procurement officer or business owner for the Buyer, and the authorized representative for the Vendor. Include full legal names, titles, and email addresses for both parties.
Step 6: Send for signature. Click Send — both the Buyer and Vendor receive the agreement with all attached schedules via email and WhatsApp with OTP verification. Each party reviews the supply terms, pricing, warranties, and indemnification clauses before signing from any device.
Step 7: Track and download. Monitor signing status in your ContractClaw Sign dashboard. Once executed, the vendor agreement is sealed with a SHA-256 hash, RFC 3161 timestamp, and QR verification code. Download the sealed PDF anytime — reference it for delivery disputes, warranty claims, and quality enforcement.
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View templateDisclaimer: This template is provided for informational purposes only and does not constitute legal advice. Laws vary by jurisdiction. Consult a qualified legal professional before using this document for any binding agreement. ContractClaw Sign is not a law firm and does not provide legal services.
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