SayPro Contract Review Checklist Template

Start Date: Confirm the exact commencement date of the contract. Ensure that it aligns with the desired timeline and internal planning.
- Is the start date clearly defined?
- Does the start date consider any preconditions (e.g., initial deliveries, approvals)?
End Date: Confirm the contract’s expiration or completion date.
- Is the end date mentioned explicitly?
- Is there any provision for extension, and if so, how is this handled?
- Does the end date account for all deliverables, milestones, or services?
Transition Period: Does the contract provide for a transition period upon expiration or termination to ensure a smooth handover or continuation of services?

Key Performance Indicators (KPIs): Ensure that specific, measurable KPIs are outlined.
- What metrics are being used to measure vendor performance? (e.g., quality of service, delivery timelines, customer satisfaction)
- Are the KPIs reasonable and aligned with the company’s goals?
- Is there a process for measuring and reporting on these KPIs?
Compliance Requirements: Confirm that all compliance obligations are clearly defined.
- Are there any industry standards, regulations, or certifications that must be adhered to?
- What are the penalties for non-compliance, and how are they enforced?
Service Level Agreements (SLAs): Are SLAs properly outlined and measurable?
- Does the contract specify response times, uptime, support hours, or other critical factors?
- How are SLA violations addressed?

Automatic Renewal Clauses: Check if the contract has an automatic renewal clause.
- How are renewals initiated (automatic, manual, or based on mutual agreement)?
- What is the notice period for either party to opt out of renewal?
- Does the renewal process require renegotiation of terms or a fixed cost increase?
Notice of Intent to Renew/Non-Renew: Are both parties required to notify each other of their intention to renew or terminate?
- What is the time frame for sending out renewal notices?
- Does the notice allow adequate time to review and negotiate changes to the contract?

Frequency of Reviews: Determine how often vendor performance will be reviewed.
- Is there a formal schedule for performance evaluations?
- How are the evaluations conducted (e.g., quarterly, annually)?
Review Criteria: Ensure the contract specifies the criteria for evaluating vendor performance.
- What specific aspects will be reviewed (e.g., product quality, service reliability, customer support)?
- Is there a formal process for addressing performance issues, such as corrective action plans or penalties?
Escalation Procedures: Identify the escalation process if performance does not meet expectations.
- What happens if performance issues are identified during reviews?
- How are conflicts or unresolved issues escalated to higher management or legal teams?

Expiration Date Review: Make sure all expiration dates are clearly identified.
- Are deadlines for notification of expiration outlined?
- Do both parties have sufficient time to discuss extensions, renewals, or new terms before expiration?
Grace Periods: Check if the contract allows any grace periods or contingencies.
- Is there a buffer period in case of delays in negotiation or renewal?
- Are there provisions for extension or late renegotiation?
Post-Expiration Actions: Ensure that actions are specified after the contract ends.
- What steps need to be taken after expiration, such as returning intellectual property, ceasing services, or completing pending deliveries?
- Are there any penalties or consequences for failing to meet deadlines?

Total Contract Value: Review the total cost of the contract.
- Is the total price explicitly stated, and does it account for all expected fees and charges (e.g., one-time fees, recurring fees, maintenance)?
Cost Breakdown: Ensure a detailed breakdown of costs is provided.
- Does the contract specify payment schedules, milestones, and any other fees associated with the project?
- Are there conditions under which costs could increase, and are these conditions clearly defined (e.g., inflation, exchange rates, additional services)?
Payment Terms: Confirm that payment terms are clearly outlined.
- Are payment milestones tied to deliverables or specific dates?
- Is there a late payment penalty clause?
- Are any discounts for early payment specified?
Budget Flexibility: Check for clauses allowing for budget adjustments.
- Can the contract’s cost structure be altered if additional work is required or if there are unforeseen circumstances?
- Are there predefined procedures for budget adjustments and approvals?

Ensure that all sections above are clearly and comprehensively addressed in the contract.
Double-check for any ambiguities or vague language that could lead to disputes.
Evaluate if the terms meet the organization’s legal, financial, and operational requirements.
Consider legal or financial counsel for clarification or adjustments.

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