Client Contract Policy Example – Client and Customer Policies

Client Contract Policy Sample

In this article, we’ll look at the key elements that make up an example Client Contract Policy. We’ve included some starter/boilerplate information to help you get started writing this policy for your company. If you’re looking for help in setting up your policies & procedures or employee manual/handbook, our team can assist.

Client Contract Policy Template

The following are the main elements that should be included in your Client Contract Policy:

1. Title Page

• Policy Title: Client Contract Policy
• Company Name: The name of the organization implementing the policy.
• Policy Number (if applicable): For easy reference within the company’s policy structure.
• Version Control: Date of creation, last review, and version number.
• Effective Date: The date the policy becomes operational.
• Approval Authority: Name and title of the individual who approved the policy.

2. Purpose/Objective

• A brief statement explaining why the Client Contract Policy exists. This section outlines the policy’s purpose in relation to the company’s goals, regulatory requirements, or ethical standards.
• Describe what problem or issue the policy addresses.
• Example Purpose/Objective:

The purpose of the Client Contract Policy is to establish a clear framework for the creation, review, and signing of contracts between the company and its clients. It aims to ensure consistency, compliance, and legal integrity in all contractual agreements. By outlining specific procedures and responsibilities, the policy seeks to minimize risks and misunderstandings, fostering transparent and effective communication. It also serves to protect the interests of both the company and its clients, ensuring that all parties are fully informed and agreements are executed efficiently

3. Scope

• A description of who the Client Contract Policy applies to (e.g., employees, contractors, vendors).
• Specify any exceptions to the policy.
• Explain departments or roles affected, if necessary.
• Example Scope:

This policy outlines the procedures for creating, reviewing, and signing contracts between the company and its clients. It applies to all employees involved in the contract process, ensuring consistency and compliance with legal standards. The policy covers the necessary steps for drafting contracts, the review process to identify potential issues, and the approval hierarchy required before finalizing agreements. It aims to protect both the company and its clients by establishing clear guidelines and responsibilities. This policy is part of the broader Client and Customer Policies category, emphasizing the importance of maintaining professional and legal standards in client interactions

4. Definitions

• Clarify any key terms or jargon used within the Client Contract Policy to ensure understanding.
• Avoid assumptions about familiarity with industry-specific terminology.
• Example Definitions:

The Client Contract Policy outlines the procedures for creating, reviewing, and signing contracts between the company and its clients. It falls under the category of Client and Customer Policies. This policy ensures that all contractual agreements are handled consistently and in compliance with legal standards. It specifies the roles and responsibilities of involved parties, the necessary documentation, and the approval process. The policy aims to protect both the company and its clients by establishing clear guidelines and expectations for contractual engagements

5. Policy Statement

• A detailed outline of the Client Contract Policy itself, including all rules, expectations, and standards.
• It should be direct and clear so that it leaves no ambiguity about the company’s position or requirements.

6. Procedures

• Step-by-step instructions on how to implement or comply with the Client Contract Policy.
• Include any forms, tools, or systems that employees must use.
• Describe the responsibilities of different roles in ensuring adherence to the policy.
• Example Procedures:

Contracts must be drafted using the company’s standard templates and include all necessary terms and conditions. The legal team reviews all contracts for compliance and risk assessment. Once reviewed, contracts are sent to the relevant department heads for approval. After departmental approval, the contract is forwarded to the client for their review and signature. The final signed contract is then returned to the company and signed by an authorized company representative. All signed contracts are stored in the company’s contract management system for record-keeping and future reference

7. Roles and Responsibilities

• List the roles responsible for enforcing or overseeing the Client Contract Policy (e.g., managers, HR).
• Define who is accountable for reporting, monitoring, and updating the policy as needed.
• Example Roles and Responsibilities:

The Client Contract Policy outlines the roles and responsibilities for managing contracts with clients. Employees must ensure contracts are created, reviewed, and signed in compliance with company standards. The legal team is responsible for reviewing contract terms to mitigate risks and ensure legal compliance. Managers must oversee the contract process, ensuring timely execution and adherence to policy guidelines. The finance department verifies financial terms and conditions. All parties involved must maintain clear communication and document all stages of the contract lifecycle. Compliance with this policy is mandatory to protect company interests and foster client relationships

8. Compliance and Disciplinary Measures

• Outline how compliance will be monitored or enforced.
• Describe any consequences or disciplinary actions for failing to follow the policy, including the escalation process.

9. References and Related Documents

• Include links or references to any laws, regulations, or company guidelines that support the Client Contract Policy.
• Reference related company policies that connect or overlap with the document.

10. Review and Revision History

• State the review cycle (e.g., annually, biannually) and who is responsible for reviewing the Client Contract Policy.
• A history section that lists all revisions made to the document, including dates and reasons for changes.

11. Approval Signatures

• Signature lines for key decision-makers who have authorized the policy (CEO, department head, HR manager).

12. Appendices or Attachments (if needed)

• Additional information, FAQs, or case examples to provide more context or clarify how the Client Contract Policy applies in specific situations.
• Any relevant forms or templates employees need to complete.