Vendor agreement template: free in Word, or sign it online
Reviewed in October 2026
A vendor agreement is the contract between a business and the company that supplies it with goods or services. It sets what is delivered, at what price, when and with what quality. It also covers invoices, warranties and how either side can end the relationship.
Ten documents free, no card. Signed by the business and the vendor.
Example filled in with sample data
The full vendor agreement
VENDOR AGREEMENT
This Vendor Agreement (the "Agreement") is made on [date] between [company name], a [state] [entity type] with address at [address] (the "Company"), and [vendor name], a [state] [entity type] with address at [address] (the "Vendor").
1. Products and Services
The Vendor will supply the goods and services described in Exhibit A (the "Products"). The Company will place orders by purchase order. Each purchase order is governed by this Agreement.
2. Prices
Prices are listed in Exhibit A and remain fixed until [date]. The Vendor may change prices with [number] days written notice. Changes do not apply to accepted purchase orders.
3. Delivery
The Vendor will deliver to [delivery address] within [number] days after each purchase order, [Incoterm or "freight prepaid"]. Title and risk of loss pass to the Company on delivery.
4. Inspection and Acceptance
The Company may inspect the Products within [number] days after delivery and reject any that do not conform. The Vendor will replace or credit rejected Products at its cost.
5. Invoices and Payment
The Vendor will invoice on delivery. The Company will pay undisputed amounts within [number] days of receiving a correct invoice. Late amounts accrue interest of [rate]% per month.
6. Warranty
The Vendor warrants that the Products are free from defects in materials and workmanship for [period], conform to Exhibit A, and comply with applicable laws.
7. Insurance and Indemnity
The Vendor will keep general liability insurance of at least USD [amount] per occurrence. The Vendor will indemnify the Company against third-party claims caused by defective Products or the Vendor's negligence.
8. Confidentiality
Each party will keep the other's non-public information confidential and use it only to perform this Agreement.
9. Term and Termination
This Agreement starts on [start date] and runs for [term], renewing for one-year periods unless either party gives [number] days notice. Either party may terminate for material breach not cured within 30 days of notice.
10. Independent Contractor
The Vendor is an independent contractor. Nothing in this Agreement creates a partnership, joint venture or employment relationship.
11. Governing Law and Signatures
This Agreement is governed by the laws of the State of [state]. The parties agree to sign it electronically.
Company
Name: [name]
Signature: ______________
Title: [title]
Date: [date]
Vendor
Name: [name]
Signature: ______________
Title: [title]
Date: [date]
What the template includes
Legal names of the company and the vendor
Products and services in an exhibit
Fixed prices and notice for changes
Delivery address, time and transfer of risk
Inspection period and rejected goods
Invoice, payment term and late interest
Product warranty
Insurance and indemnity
Confidentiality
Term, renewal and termination
Independent contractor status
What you fill in
Field
Example
Company
Harbor Street Bakery LLC
Vendor
Midwest Flour Supply Inc.
Products
Bread flour, 50 lb bags, per Exhibit A
Price
USD 31.40 per bag until March 31, 2027
Delivery time
5 business days after each order
Payment term
Net 30
Warranty period
90 days
Insurance
USD 1,000,000 per occurrence
State
Illinois
How it gets signed
1Choose «Use this template», fill in the fields and review the full vendor agreement.
2Send it by WhatsApp or email. The other party opens the link on their phone without an account.
3They tap the brown bar at the bottom that says «Sign as …» and draw their signature once.
4Everyone gets the signed PDF with its signature certificate. Anyone can check it at signsolu.com/verificar.
The signing screen tells each signer that signing means agreeing to sign electronically. It links to the electronic signature disclosure that the ESIGN Act asks for.
What you get once everyone signs
The signed PDF. The final vendor agreement with every drawn signature in place.
The signature certificate. It lists each signer and the date and time of each signature.
A record you can check. The folio on the certificate opens the document history at signsolu.com/verificar.
Reminders. Turn them on and SignSolú reminds every signer who has not signed yet.
Your first ten documents are free and need no card.
What the law says
A vendor agreement for goods falls under Article 2 of the Uniform Commercial Code in your state. Article 2 fills in gaps on delivery, inspection and warranties when the contract says nothing.
Goods sold for USD 500 or more need a signed writing to be enforced. A signed vendor agreement plus written purchase orders covers that rule.
The ESIGN Act, 15 U.S.C. 7001 gives an electronic signature the same legal effect as one on paper. A contract cannot be denied effect only because it was signed electronically.
The ESIGN exceptions in 15 U.S.C. 7003 leave out most of the UCC, but they keep Articles 2 and 2A. A contract for the sale of goods can be signed electronically.
When to use a vendor agreement
Use it with any supplier you buy from more than once. One master agreement saves you from negotiating terms on every order.
Restaurants with produce, meat and beverage suppliers.
Retail stores that buy inventory from wholesalers.
Offices with cleaning, IT support or catering vendors.
Events that hire vendors for tents, sound or food stalls.
Master agreement and purchase orders
The vendor agreement sets the rules once. Each purchase order only says what, how many and when.
Clause 1 makes every purchase order follow this agreement. That stops the vendor's invoice terms from overriding yours.
Keep Exhibit A short and easy to update. When prices change, sign a one-page amendment instead of a new contract.
Clauses worth negotiating
Price lock. Ask for fixed prices for six to twelve months. Vendors usually agree in exchange for a volume estimate.
Payment term. Net 30 is standard. Some vendors offer a 2% discount for payment within 10 days.
Rejection window. Perishable goods need a short window, often 24 to 48 hours. Equipment can take longer.
Insurance. Ask for a certificate of insurance before the first delivery. Name your company as additional insured.
Event vendor agreements
Markets and fairs use a different kind of vendor agreement. There the organizer rents a space to the vendor.
Adapt clause 1 to the booth, the dates and the fee. Add rules on setup times, permits and cleanup.
How to onboard a new vendor
A good vendor file has four documents. Collect them before the first purchase order goes out.
1The signed vendor agreement with Exhibit A attached.
2A W-9 form, so you can issue a 1099 if the vendor is not a corporation.
3A certificate of insurance that names your company.
4Bank details for payment, confirmed by a phone call to a known number.
Confirm bank details by phone every time they change. Fake change requests by email are a common fraud against small businesses.
Review each vendor once a year. Check prices, late deliveries and rejected goods before the agreement renews.
Keep the signed agreement where your team can find it. SignSolú stores each signed document with its certificate, searchable by vendor name.
Ending the relationship
Clause 9 gives two ways out. You can let the term expire with notice, or end it for a breach that is not fixed.
Send the notice in writing and keep proof of delivery. Pay undisputed invoices and settle open purchase orders before the last day.
Before you sign
Read every clause of the vendor agreement with the other party before anyone signs. Change what does not fit your deal.
