Contract Signing

Master the final step of client onboarding - executing agreements that protect both parties while setting the foundation for successful project delivery.

Overview

Contract signing formalizes the partnership between ARUKZ DIGITAL and the client, transforming verbal agreements into legally binding commitments that protect both parties and enable confident project execution.

Why It Matters:

• Legal Protection - Safeguards both parties' interests
• Clear Expectations - Documents all terms and conditions
• Payment Security - Establishes binding payment obligations
• Scope Lock - Prevents unauthorized scope changes
• Risk Mitigation - Limits liability and defines responsibilities
• Professional Image - Demonstrates business maturity

When: After scope approval, before any work begins
Critical Rule: NEVER start work without a signed contract
Success Rate: Proper contracts reduce payment disputes by 95%

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Contract Signing Process

flowchart TD
    A[Scope Approved] --> B[Prepare Contract]
    B --> C[Internal Review]
    C --> D[Send to Client]
    D --> E[Contract Review Meeting]
    E --> F{Client Concerns?}
    F -->|Yes| G[Address Concerns]
    G --> H{Acceptable?}
    H -->|No| I[Renegotiate Terms]
    I --> C
    H -->|Yes| J[Amend Contract]
    J --> D
    F -->|No| K[Client Signs]
    K --> L[Verify Signatures]
    L --> M[Send Welcome Email]
    M --> N[Invoice Deposit]
    N --> O[Schedule Kickoff]
    O --> P[Project Begins]
    
    style K fill:#4CAF50,color:#fff
    style M fill:#2196F3,color:#fff
    style P fill:#FF9800,color:#fff

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Pre-Contract Checklist

[!IMPORTANT] Never Rush: A rushed contract leads to disputes. Take time to get it right.

Documents Prepared

• Service Agreement/Contract (final version)
• Scope of Work (SOW) attached
• Proposal (final approved version)
• Payment schedule detailed
• NDA (if handling sensitive information)
• Terms & Conditions (current version)
• Project timeline/Gantt chart

Internal Approvals

• Legal review completed
• Pricing approved by management
• Resource allocation confirmed
• Risk assessment completed
• Project manager assigned
• Profitability verified
• Capacity check passed

Client Confirmations

• Scope approved in writing
• Budget confirmed
• Timeline agreed upon
• Decision maker identified
• All questions answered
• Concerns addressed
• Stakeholders aligned

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Essential Contract Components

1. Parties & Definitions

Client Information:

• Legal business name (exactly as registered)
• Business address
• Tax ID/Registration number
• Authorized signatory name and title
• Contact information

ARUKZ DIGITAL Information:

• Full legal name
• Business address
• Registration details
• Authorized signatory
• Contact information

Definitions: Define key terms to avoid ambiguity:

• "Deliverables"
• "Acceptance"
• "Change Request"
• "Confidential Information"
• "Force Majeure"

2. Scope of Services

[!WARNING] Be Explicit: Attach detailed SOW. Reference it in contract. Vague scope = scope creep.

Include:

• Detailed description of services
• Specific deliverables list
• Quality standards
• Performance metrics
• Acceptance criteria
• Revision limits (e.g., "3 rounds of revisions")

Example:

Services include:
- Design and development of 10-page responsive website
- Up to 3 rounds of design revisions
- Basic SEO optimization (on-page only)
- 2-hour training session
- 30 days post-launch support

Services explicitly exclude:
- Content writing (client provides)
- Photography/videography
- Ongoing maintenance beyond 30 days
- Email marketing setup

3. Project Timeline

Key Dates:

• Project start date
• Milestone dates with deliverables
• Client review/approval deadlines
• Final delivery date
• Support period end date

Timeline Dependencies:

Timeline assumes:
- Client provides content by [date]
- Client provides feedback within 2 business days
- No scope changes during execution
- All approvals given as scheduled

4. Payment Terms

Payment Structure:

Milestone	Deliverable	Amount	Due Date
Contract Signing	Deposit	30% (₹90,000)	Upon signing
Design Approval	Approved designs	40% (₹1,20,000)	Week 3
Project Completion	Live website	30% (₹90,000)	Upon launch

Payment Terms:

• Total Investment: ₹3,00,000
• Payment Method: Bank transfer, UPI, or check
• Payment Due: Net 7 days from invoice
• Late Payment: 2% per month on overdue amounts
• Currency: INR (Indian Rupees)

Refund Policy:

Deposit: Non-refundable after work begins
Milestone payments: Pro-rated based on work completed
Cancellation: 30 days written notice required

5. Intellectual Property Rights

Work Product Ownership:

graph LR
    A[Project Completion] --> B{Full Payment?}
    B -->|Yes| C[IP Transfers to Client]
    B -->|No| D[IP Remains with ARUKZ]
    C --> E[Client Owns All Rights]
    D --> F[No License Granted]
    
    style C fill:#4CAF50,color:#fff
    style D fill:#F44336,color:#fff

IP Clauses:

Upon full payment:
- Client owns all custom work product
- Client receives source files
- Client can modify and use freely
- ARUKZ retains portfolio rights

ARUKZ retains ownership of:
- Pre-existing IP and tools
- Methodologies and processes
- Reusable components
- Third-party licensed materials

Portfolio Rights:

ARUKZ DIGITAL may:
- Display work in portfolio
- Use as case study
- Show in presentations
- Reference in proposals

Client may request:
- Delayed publication (e.g., 6 months)
- Anonymous case study
- No public display

6. Confidentiality & NDA

Confidential Information Includes:

• Business strategies and plans
• Financial information
• Customer data
• Trade secrets
• Proprietary processes
• Unpublished work product

Obligations:

Both parties agree to:
- Protect confidential information
- Not disclose to third parties
- Use only for project purposes
- Return/destroy upon completion

Exceptions:
- Publicly available information
- Independently developed
- Required by law
- With written permission

Duration: Typically 2-5 years after project completion

7. Warranties & Disclaimers

ARUKZ Warranties: ✅ Services performed professionally
✅ Work is original (not plagiarized)
✅ No infringement of third-party rights
✅ Compliance with applicable laws
✅ Deliverables meet specifications

Disclaimer of Warranties:

EXCEPT AS EXPRESSLY STATED, SERVICES PROVIDED "AS IS"
WITHOUT WARRANTIES OF:
- Specific results or outcomes
- Uninterrupted or error-free operation
- Compatibility with all systems
- Future performance or rankings

Limitation of Liability:

ARUKZ liability limited to:
- Amount paid under this contract
- Direct damages only (no consequential)
- Claims made within 12 months

ARUKZ not liable for:
- Lost profits or revenue
- Data loss (client responsible for backups)
- Third-party claims
- Force majeure events

8. Client Responsibilities

Content & Materials:

• Provide all content by agreed dates
• Ensure content accuracy
• Obtain necessary permissions
• Provide brand assets
• Review and approve deliverables

Access & Cooperation:

• Provide necessary system access
• Respond to questions promptly
• Attend scheduled meetings
• Assign point of contact
• Make timely decisions

Feedback & Approvals:

• Review deliverables within 2 business days
• Provide consolidated feedback
• Approve milestones in writing
• Final sign-off before launch

[!CAUTION] Client Delays: Include clause that client delays extend timeline and may incur additional costs.

9. Change Management

Change Request Process:

flowchart LR
    A[Change Request] --> B[Impact Assessment]
    B --> C[Quote Provided]
    C --> D{Client Approves?}
    D -->|Yes| E[Contract Amendment]
    D -->|No| F[Continue Original Scope]
    E --> G[Updated Timeline/Budget]
    G --> H[Implement Change]
    
    style D fill:#FF9800,color:#fff
    style E fill:#4CAF50,color:#fff

Change Order Terms:

All scope changes require:
1. Written change request
2. Impact analysis (time/cost)
3. Written client approval
4. Contract amendment
5. Updated payment (if applicable)

Changes may affect:
- Project timeline
- Total cost
- Resource allocation
- Other deliverables

10. Termination Clause

Termination for Convenience:

Either party may terminate with:
- 30 days written notice
- Payment for work completed
- Delivery of work in progress
- Return of confidential information

Termination for Cause:

Immediate termination if:
- Material breach of contract
- Non-payment (15 days past due)
- Bankruptcy or insolvency
- Illegal activity

Upon termination:
- Client pays for work completed
- ARUKZ delivers completed work
- IP rights determined by payment status

Effect of Termination:

Surviving clauses:
- Payment obligations
- Confidentiality
- IP ownership
- Limitation of liability
- Dispute resolution

11. Dispute Resolution

Resolution Process:

flowchart TD
    A[Dispute Arises] --> B[Direct Negotiation]
    B --> C{Resolved?}
    C -->|Yes| D[Continue Project]
    C -->|No| E[Mediation]
    E --> F{Resolved?}
    F -->|Yes| D
    F -->|No| G[Arbitration]
    G --> H[Binding Decision]
    
    style D fill:#4CAF50,color:#fff
    style H fill:#2196F3,color:#fff

Dispute Resolution Clause:

In case of dispute:
1. Good faith negotiation (14 days)
2. Mediation (30 days)
3. Binding arbitration (if needed)

Governing Law: [State/Country]
Venue: [City]
Language: English
Costs: Loser pays

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Contract Review Meeting

Meeting Agenda (45-60 minutes)

1. Welcome & Context (5 min)

"Thank you for choosing ARUKZ DIGITAL. Today we'll review 
the contract together to ensure everything is clear and 
you're comfortable moving forward."

2. Contract Walkthrough (30-40 min)

Go through each section:

• Parties: Verify names and details
• Scope: Confirm deliverables
• Timeline: Review dates and dependencies
• Payment: Explain schedule and terms
• IP Rights: Clarify ownership
• Responsibilities: Both parties' obligations
• Termination: Exit provisions
• Legal: Warranties, liability, disputes

3. Q&A (10-15 min)

"What questions do you have?"
"Is anything unclear?"
"Do you need time to review with your team/lawyer?"

4. Next Steps (5 min)

"Once signed, here's what happens:
1. You'll receive welcome email
2. Deposit invoice sent
3. Kickoff meeting scheduled for [date]
4. Project begins [date]"

Key Points to Emphasize

Payment Terms:

• When each payment is due
• How to make payments (bank details)
• What happens if payment is late
• Refund policy (if any)

Timeline:

• Realistic expectations
• Client input deadlines
• What causes delays
• Flexibility vs. firm dates

Scope Boundaries:

• What's included vs. excluded
• Revision limits
• Change request process
• Additional costs

Communication:

• Who's the main contact
• Response time expectations
• Meeting frequency
• Reporting schedule

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Signing Methods

Option 1: Electronic Signature (Recommended)

Tools:

• DocuSign - Industry standard, legally binding
• HelloSign - User-friendly, affordable
• Adobe Sign - Professional, feature-rich
• PandaDoc - Includes proposals and contracts

Process:

1. Upload final contract PDF
2. Add signature fields
3. Add date fields
4. Send to client email
5. Client receives notification
6. Client reviews and signs online
7. Automatic completion notification
8. Download fully executed copy

Advantages: ✅ Fast (minutes vs. days)
✅ Convenient for remote clients
✅ Legally binding in most jurisdictions
✅ Automatic reminders
✅ Complete audit trail
✅ Secure and encrypted
✅ Mobile-friendly

Legal Validity:

Electronic signatures are legally binding under:
- India: Information Technology Act, 2000
- US: ESIGN Act, UETA
- EU: eIDAS Regulation
- Most countries worldwide

Option 2: Physical Signature

Process:

1. Print 2 copies of contract
2. Sign both copies
3. Mail/courier to client
4. Client signs both copies
5. Client returns one copy
6. File signed original

When to Use:

• Client preference
• Large contracts (>₹10 lakhs)
• Government/public sector clients
• Legal requirement
• Traditional industries

Option 3: Hybrid Approach

Process:

1. Email PDF for review
2. Client prints, signs, scans
3. Email back signed scan
4. Original mailed later (if needed)

Best For:

• Quick start needed
• Original required eventually
• Client comfortable with process

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Post-Signing Actions

Immediate (Same Day)

1. Send Welcome Email

Subject: Welcome to ARUKZ DIGITAL! 🎉

[See template below]

2. Send Deposit Invoice

• Include payment details
• Due date clearly stated
• Multiple payment options
• Invoice number for reference

3. Schedule Kickoff Meeting

• Send calendar invite
• Include agenda
• Add video conference link
• Request client preparation

4. Internal Setup

• Add to project management system
• Create project folder structure
• Set up communication channels
• Notify project team

5. File Management

• Save signed contract securely
• Update CRM/database
• Set reminders for milestones
• Archive email thread

Within 24 Hours

• Create detailed project folder
• Set up collaboration tools (Slack, Asana, etc.)
• Prepare kickoff presentation
• Send onboarding documents
• Request access/credentials form
• Introduce team members via email
• Set up project tracking

Within 48 Hours

• Confirm deposit payment received
• Send detailed project timeline
• Share collaboration tool invites
• Send team introduction video (if available)
• Begin technical setup
• Schedule first working session
• Send first status update

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Welcome Email Template

Subject: Welcome to ARUKZ DIGITAL! 🎉 Next Steps for [Project Name]

Hi [Client Name],

Congratulations and welcome to the ARUKZ DIGITAL family!

We're thrilled to officially begin our partnership and can't wait 
to deliver exceptional results for [Company Name].

## Next Steps

### 1. Payment 💳
**Deposit Invoice:** ₹[Amount] (attached)
**Due Date:** [Date]
**Payment Methods:**
- Bank Transfer: [Account details]
- UPI: [UPI ID]
- Check: [Mailing address]

### 2. Project Kickoff 🚀
**Date & Time:** [Date] at [Time]
**Duration:** 1 hour
**Meeting Link:** [Zoom/Meet URL]
**Agenda:** Attached

**Please Prepare:**
- Brand guidelines and assets
- Content outline
- Access to existing systems
- Questions or concerns

### 3. Access & Credentials 🔐
Please provide access to:
- [System 1]
- [System 2]
- [System 3]

**Secure Form:** [Link to credential form]
**Needed By:** [Date]

### 4. Your Project Team 👥

**Project Manager:** [Name]
- Email: [email]
- Phone: [phone]
- Your main point of contact

**[Role]:** [Name] - [email]
**[Role]:** [Name] - [email]

## Project Overview

**Start Date:** [Date]
**Estimated Completion:** [Date]
**Duration:** [X] weeks

**Key Milestones:**
- Week 2: [Milestone]
- Week 4: [Milestone]
- Week 6: [Milestone]
- Week 8: Launch

## What to Expect

✅ Weekly status updates every [Day]
✅ Regular check-in calls ([Frequency])
✅ Transparent, proactive communication
✅ Quality deliverables on time
✅ Dedicated support throughout

## Important Contacts

**Project Questions:** [PM Email]
**Billing Questions:** [Finance Email]
**Emergency:** [Phone Number]
**General:** [Info Email]

## Resources

- Project Portal: [Link]
- File Sharing: [Link]
- Communication: [Slack/Teams link]
- Documentation: [Link]

We're excited to partner with you and deliver outstanding results!

If you have any questions before our kickoff, please reach out 
anytime. We're here to help.

Welcome aboard! Let's create something amazing together! 🚀

Best regards,

[Your Name]
[Your Title]
ARUKZ DIGITAL
[Email] | [Phone]
[Website]

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**Attachments:**
📄 Signed Contract
💰 Deposit Invoice
📅 Project Timeline
📋 Kickoff Agenda
🔐 Access Request Form

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Common Contract Issues & Solutions

Issue 1: Client Wants to Modify Terms

Scenario: Client reviews contract and wants changes

Red Flags:

• Major scope changes
• Unreasonable payment terms
• Unlimited revisions
• No termination clause
• Liability waiver

Solution Process:

1. Listen: Understand their concerns
2. Assess: Determine if reasonable
3. Consult: Legal review if significant
4. Negotiate: Find middle ground
5. Document: Create amendment
6. Re-sign: Execute modified contract

Example Response:

"I understand your concern about [issue]. Let me discuss 
this with our team and see how we can address it while 
protecting both parties. I'll get back to you by [date] 
with options."

Issue 2: Signing Delays

Scenario: Client delays signing for weeks

Causes:

• Busy schedule
• Legal review
• Budget approval needed
• Cold feet
• Better offer elsewhere

Solution:

Day 3: Friendly check-in
"Just following up on the contract. Any questions?"

Day 7: Offer assistance
"Happy to schedule a call to review together."

Day 14: Set deadline
"To hold your project slot, we need signature by [date]."

Day 21: Final notice
"We'll need to release your resources if not signed by [date]."

Email Template:

Subject: Following Up - [Project Name] Contract

Hi [Name],

I wanted to follow up on the contract sent on [date]. 

I know you're busy, so I wanted to check:
- Do you have any questions about the terms?
- Is there anything holding up the decision?
- Would a review call be helpful?

To ensure we can start on [date] as planned, we'd need 
the signed contract by [deadline].

Let me know how I can help move this forward!

Best,
[Your Name]

Issue 3: Client Wants to Start Without Contract

Scenario: "Let's just get started, we'll sign later"

Why This is Dangerous:

• No legal protection
• Unclear scope
• Payment risk
• Liability exposure
• Professional reputation

Firm Response:

"I appreciate your eagerness to get started! However, our 
company policy requires a signed contract before beginning 
any work. This protects both of us and ensures we're 
aligned on scope, timeline, and investment.

I can expedite the signing process:
- Electronic signature (takes 5 minutes)
- Quick review call today
- Start as early as tomorrow

Would you prefer to sign electronically or need a review 
call first?"

[!CAUTION] Never Start Without Contract: No exceptions. This is non-negotiable.

Issue 4: Legal Team Review

Scenario: Client's legal team is reviewing

Expectations:

• Takes 1-4 weeks typically
• May request changes
• Professional and thorough
• Protect client's interests

How to Handle:

1. Provide Time: Don't rush legal review
2. Be Responsive: Answer questions promptly
3. Be Flexible: Reasonable requests are okay
4. Escalate: Involve your legal team if needed
5. Document: Track all requested changes
6. Negotiate: Find win-win solutions

Response Template:

"Thank you for having your legal team review. We're happy 
to work with them to address any concerns.

Please have them send questions/requests to [email]. Our 
legal team will respond within 2 business days.

Typical timeline: 1-2 weeks for review and amendments.
We'll keep your project slot reserved during this time."

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Red Flags & Warning Signs

Client Red Flags

⚠️ Warning Signs:

• Reluctant to sign contract
• Constantly changing terms
• Unreasonable demands
• Pressure to start without contract
• Unwilling to pay deposit
• Vague about decision timeline
• Multiple decision makers with no authority
• History of legal disputes
• Bad online reviews
• Demanding free work/spec work

How to Handle

1. Address Directly:

"I notice you have concerns about [issue]. Let's discuss 
this openly so we can find a solution that works for both 
of us."

2. Set Boundaries:

"We require a signed contract and deposit before starting 
work. This is our standard process for all clients and 
protects both parties."

3. Document Everything:

• All conversations
• All requests
• All agreements
• All concerns

4. Be Willing to Walk Away:

"Based on our discussions, I don't think we're the right 
fit for this project. I'd be happy to recommend other 
agencies that might be better suited."

When to Walk Away:

• Unreasonable demands persist
• Won't sign contract
• Won't pay deposit
• Disrespectful behavior
• Gut feeling says no
• Too many red flags

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Legal Considerations

Must-Have Contract Elements

✅ Written Agreement - Never rely on verbal
✅ Authorized Signatories - Verify authority
✅ Clear Scope - Detailed SOW attached
✅ Payment Terms - Specific amounts and dates
✅ IP Ownership - Who owns what, when
✅ Liability Limits - Cap your exposure
✅ Termination Clause - Exit strategy
✅ Dispute Resolution - How to handle conflicts
✅ Governing Law - Which jurisdiction
✅ Force Majeure - Unforeseeable circumstances

Best Practices

Contract Management:

• Have lawyer review template annually
• Update terms based on lessons learned
• Keep signed copies secure (digital + physical)
• Use electronic signatures for efficiency
• Document all amendments
• Maintain complete audit trail
• Regular legal compliance review

Risk Mitigation:

• Liability insurance (E&O, general)
• Clear limitation of liability clauses
• Indemnification provisions
• Warranty disclaimers
• Force majeure clause
• Severability clause

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Contract Storage & Management

Digital Storage

Primary Storage:

• Secure cloud storage (Google Drive, Dropbox Business)
• Access control (only authorized personnel)
• Encryption at rest and in transit
• Regular backups
• Version control

Organization:

/Contracts
  /2024
    /Active
      /Client-Name-Project-Name
        - Signed-Contract.pdf
        - SOW.pdf
        - Amendments/
        - Correspondence/
    /Completed
    /Terminated

Physical Storage

For Important Contracts:

• Fireproof safe or cabinet
• Climate controlled
• Limited access
• Organized by year/client
• Backup copies off-site

Tracking System

Contract Database Fields:

• Client name
• Project name
• Contract date
• Start date
• End date
• Total value
• Payment schedule
• Milestone dates
• Renewal date (if applicable)
• Status (active/completed/terminated)
• Assigned PM
• Notes

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Checklist: Contract Signing Complete

Pre-Signing

• Contract prepared and reviewed
• Legal approval obtained
• Pricing verified
• Resources allocated
• Client questions answered

Signing

• Contract sent to client
• Review meeting conducted
• All signatures obtained
• All initials on amendments
• Witness signatures (if required)
• Date fields completed

Post-Signing

• Signed copies distributed
• Filed securely (digital + physical)
• CRM/database updated
• Deposit invoice sent
• Kickoff meeting scheduled
• Team notified
• Welcome email sent
• Project setup initiated
• Access credentials requested
• Timeline shared with client

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Key Takeaways

💡 Success Factors:

1. Never Start Without Contract - Non-negotiable rule
2. Use Electronic Signatures - Fast, secure, legally binding
3. Review Together - Walk through contract with client
4. Address Concerns - Don't ignore red flags
5. Document Everything - All changes, all conversations
6. Set Boundaries - Firm on requirements
7. Celebrate the Win - Positive tone for project start
8. Follow Up Promptly - Welcome email same day

🎯 Impact:

• Proper contracts reduce payment disputes by 95%
• Electronic signatures speed up process by 80%
• Clear terms prevent scope creep
• Legal protection for both parties
• Professional image and credibility

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Last Updated: January 2026
Version: 2.0 (World-Class Edition)

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Related Documentation:

• Scope Definition
• Project Planning
• Service Agreement Template
• NDA Template
• SOW Template