Supporting documentation clause: Copy, customize, and use instantly
Introduction
A supporting documentation clause outlines the requirement for one party to provide additional documents or evidence necessary to verify or substantiate claims, actions, or deliverables outlined in the Agreement. This clause ensures that both parties maintain transparency and accountability, facilitating smooth operations and compliance throughout the contract term.
Below are templates for supporting documentation clauses tailored to different scenarios. Copy, customize, and insert them into your agreement.
Standard supporting documentation clause
This version includes basic provisions for supporting documentation.
Upon request, [Party B] agrees to provide [Party A] with all necessary supporting documentation to verify compliance with the terms of this Agreement. This may include invoices, receipts, contracts, reports, or any other records required to substantiate the deliverables and actions taken under the Agreement. [Party B] will provide such documentation within [X] days of the request.
Supporting documentation clause with provision for timely submission
This version applies to timely submission.
[Party B] will submit all supporting documentation related to the deliverables or services provided under this Agreement within [X] days of completion or upon [Party A]'s request. The documentation must clearly demonstrate that all obligations have been fulfilled and that the deliverables comply with the terms of this Agreement.
Supporting documentation clause with provision for electronic records
This version applies to electronic records.
All supporting documentation may be submitted in electronic format, including scanned copies or digital records. [Party A] agrees to accept electronic versions of documentation unless hard copies are specifically required for verification or legal purposes. Both parties will agree on secure methods for document exchange.
Supporting documentation clause with provision for confidentiality
This version applies to confidentiality.
Any supporting documentation provided by [Party B] will be treated as confidential and will only be shared with individuals within [Party A] who require access for review purposes. Both parties agree to handle the documentation in accordance with the confidentiality provisions set forth in this Agreement.
Supporting documentation clause with provision for third-party verification
This version applies to third-party verification.
[Party B] agrees to provide supporting documentation and cooperate with any third-party verification process requested by [Party A]. If necessary, [Party A] may appoint an independent third-party to verify the provided documentation, and [Party B] will cover the costs of such verification if discrepancies are found.
Supporting documentation clause with provision for format requirements
This version applies to format requirements.
All supporting documentation must be provided in the following format:Invoices: Should be in PDF format, including itemized details.Contracts: Should be in a digitally signed or scanned PDF format.Reports: Should be submitted as Word or PDF documents.
Any deviation from the specified formats may delay processing and acceptance of the documentation.
Supporting documentation clause with provision for audit rights
This version applies to audit rights.
[Party A] has the right to audit any supporting documentation provided by [Party B] to ensure compliance with the terms of this Agreement. [Party B] agrees to fully cooperate with any audit request and will provide access to relevant records and documentation as needed.
Supporting documentation clause with provision for records retention
This version applies to records retention.
[Party B] agrees to retain all supporting documentation related to this Agreement for a period of [X] years after the termination or completion of the Agreement. [Party A] may request access to these records during this period to verify compliance with contractual obligations.
Supporting documentation clause with provision for verification of expenses
This version applies to verification of expenses.
[Party B] will provide supporting documentation for any expenses incurred under this Agreement, including receipts, invoices, or proof of payment. These documents will be submitted to [Party A] for verification before any reimbursement or payment is processed.
Supporting documentation clause with provision for government-required documents
This version applies to government-required documents.
If applicable, [Party B] will provide all supporting documentation required by governmental authorities for the performance of this Agreement. This may include tax forms, regulatory filings, or other government-required documents. All such documentation must be submitted promptly to avoid delays.
Supporting documentation clause with provision for dispute resolution
This version applies to dispute resolution.
In the event of a dispute regarding the performance of the Agreement or any deliverables, both parties agree to submit relevant supporting documentation to facilitate resolution. [Party A] and [Party B] will mutually agree on the scope and timing of document submission, with both parties bearing their own costs unless otherwise specified.
Supporting documentation clause with provision for language requirements
This version applies to language requirements.
Any supporting documentation provided must be submitted in English or accompanied by an official translation. [Party A] reserves the right to request translated versions of documentation in case any non-English documents are submitted.
Supporting documentation clause with provision for review and approval
This version applies to review and approval.
Upon receipt of supporting documentation from [Party B], [Party A] will review the documents for compliance with the terms of this Agreement. [Party A] will provide written feedback or approval within [X] days of receiving the documentation. If additional information or revisions are required, [Party B] will promptly provide the requested documentation.
Supporting documentation clause with provision for additional document requests
This version applies to additional document requests.
[Party A] may request additional supporting documentation beyond what is initially submitted. If further documentation is deemed necessary to verify compliance or substantiate claims made under this Agreement, [Party B] agrees to provide such documents within [X] days of receiving the request.
Supporting documentation clause with provision for contractual audit after termination
This version applies to audit after termination.
After the termination of this Agreement, [Party A] has the right to request supporting documentation from [Party B] to verify any outstanding obligations. [Party B] agrees to cooperate fully with the audit and provide all relevant records for review.
Supporting documentation clause with provision for document format flexibility
This version applies to document format flexibility.
While [Party A] prefers supporting documentation to be submitted in PDF format, [Party B] may submit the documents in alternative formats, such as Word or Excel, upon prior approval. The primary requirement is that the documentation be legible and verifiable.
Supporting documentation clause with provision for substantiating claims
This version applies to substantiating claims.
[Party B] will provide supporting documentation to substantiate any claims for reimbursement or payment, including but not limited to proof of expenses, work performed, or deliveries made. Such documentation must align with the milestones or deliverables outlined in this Agreement.
Supporting documentation clause with provision for compliance with contract amendments
This version applies to compliance with amendments.
If the terms of this Agreement are amended during the contract term, [Party B] will provide updated supporting documentation reflecting compliance with the new terms. This documentation will be submitted for review and approval by [Party A] before any amended terms are considered final.
Supporting documentation clause with provision for reimbursement documentation
This version applies to reimbursement documentation.
[Party B] will submit supporting documentation for any expenses incurred that are subject to reimbursement under this Agreement. Documentation may include invoices, receipts, or proof of payment. Reimbursement will be processed only after review and approval of the documentation by [Party A].
Supporting documentation clause with provision for submission of digital copies
This version applies to digital copies.
[Party B] agrees to submit digital copies of all supporting documentation via email or an online portal specified by [Party A]. If physical copies are required, [Party A] will notify [Party B], and the documentation will be submitted by mail or courier.
Supporting documentation clause with provision for accurate and complete records
This version applies to accurate and complete records.
[Party B] agrees to maintain accurate and complete records of all actions, transactions, and deliverables under this Agreement. These records will serve as supporting documentation and will be available for review upon request by [Party A] to verify compliance with the terms and conditions outlined in this Agreement.
Supporting documentation clause with provision for submission of compliance certifications
This version applies to compliance certifications.
[Party B] agrees to submit certifications of compliance with applicable laws, regulations, and industry standards. These certifications will be provided as supporting documentation to verify that the deliverables and actions meet the legal and regulatory requirements.
Supporting documentation clause with provision for itemized receipts
This version applies to itemized receipts.
[Party B] will submit itemized receipts or equivalent documents for all expenses incurred under this Agreement. These receipts will serve as supporting documentation and must clearly indicate the nature of the expense, the date, and the amount. Failure to provide itemized receipts may result in delays in payment processing.
Supporting documentation clause with provision for compliance with environmental laws
This version applies to environmental laws.
[Party B] agrees to provide supporting documentation to confirm compliance with all applicable environmental laws and regulations. Documentation may include permits, certificates, and inspection reports to ensure that all work performed under this Agreement adheres to environmental standards.
Supporting documentation clause with provision for subcontractor documentation
This version applies to subcontractor documentation.
[Party B] will provide supporting documentation from any subcontractors engaged in performing the work under this Agreement. This documentation will confirm that the subcontractors also comply with the terms of this Agreement and applicable laws. [Party A] may request verification of compliance from subcontractors directly.
Supporting documentation clause with provision for specific document types
This version applies to specific document types.
[Party B] will submit the following types of supporting documentation upon completion of each milestone or deliverable:Proof of payment or invoices related to expenses.Signed contracts or agreements with subcontractors.Project progress reports or performance reviews. These documents must be submitted within [X] days of each milestone or deliverable.
Supporting documentation clause with provision for proof of performance
This version applies to proof of performance.
[Party B] agrees to provide supporting documentation that demonstrates the successful completion of each deliverable or project phase. This documentation may include test results, certification of work completed, or approval forms signed by [Party A] confirming the deliverable meets agreed specifications.
Supporting documentation clause with provision for government filings
This version applies to government filings.
[Party B] will provide copies of any government filings required under applicable laws, including tax filings, regulatory submissions, and any other documentation required by local, state, or federal authorities. Such filings will be submitted as supporting documentation to demonstrate compliance.
Supporting documentation clause with provision for shipping or delivery confirmations
This version applies to shipping or delivery confirmations.
For any goods or deliverables that require shipping or physical delivery, [Party B] will submit shipping or delivery confirmations as supporting documentation. These confirmations will include tracking numbers, proof of delivery, or signed receipts from the recipient.
Supporting documentation clause with provision for audit trail
This version applies to an audit trail.
[Party B] will maintain an audit trail of all communications, transactions, and actions taken under this Agreement. This trail will include emails, contracts, agreements, and other relevant documents. [Party A] may request access to this audit trail to verify compliance and ensure transparency throughout the contract term.
Supporting documentation clause with provision for digital and hard copies
This version applies to digital and hard copies.
[Party B] will provide both digital and hard copies of supporting documentation when requested by [Party A]. Digital copies must be provided in [specified format], while hard copies should be submitted via mail or courier service. All documentation must be legible and complete for verification purposes.
Supporting documentation clause with provision for insurance verification
This version applies to insurance verification.
[Party B] will provide supporting documentation confirming the appropriate insurance coverage for the duration of the Agreement. This includes general liability, workers' compensation, and any other insurance as required by the contract. Proof of coverage will be submitted within [X] days of the start of the Agreement and upon request thereafter.
Supporting documentation clause with provision for verification of intellectual property rights
This version applies to intellectual property rights.
[Party B] will provide supporting documentation to verify ownership or licensing of any intellectual property used or delivered under this Agreement. This documentation will include licenses, patents, or trademarks that substantiate [Party B]’s rights to use the intellectual property in question.
Supporting documentation clause with provision for regulatory audits
This version applies to regulatory audits.
[Party B] agrees to provide any supporting documentation requested by regulatory bodies conducting audits or investigations related to the performance of this Agreement. [Party B] will cooperate fully with any regulatory audits and submit all necessary documentation to ensure compliance with applicable laws.
Supporting documentation clause with provision for quality control reports
This version applies to quality control reports.
[Party B] will submit quality control reports as supporting documentation for each phase of the project. These reports will detail testing procedures, quality checks, and results of inspections performed to ensure that deliverables meet the agreed standards. Reports must be submitted to [Party A] within [X] days of completion.
Supporting documentation clause with provision for performance guarantees
This version applies to performance guarantees.
[Party B] agrees to provide performance guarantees in the form of supporting documentation, such as bonds, insurance policies, or written assurances, to ensure the timely and satisfactory completion of all deliverables under this Agreement. These guarantees will be submitted before the start of the project and upon request thereafter.
Supporting documentation clause with provision for legal compliance documents
This version applies to legal compliance documents.
[Party B] will provide all supporting documentation necessary to verify compliance with legal requirements, including business licenses, tax identification numbers, and regulatory compliance certificates. [Party A] may request these documents at any time during the term of the Agreement.
Supporting documentation clause with provision for background checks
This version applies to background checks.
[Party B] agrees to provide supporting documentation confirming that all employees or subcontractors involved in the project have undergone appropriate background checks, as required by law or this Agreement. Documentation will include background check results or certifications proving compliance.
Supporting documentation clause with provision for financial verification
This version applies to financial verification.
[Party B] agrees to submit supporting documentation for financial verification, including audited financial statements, tax returns, or bank statements. [Party A] may request this documentation to verify the financial health and capability of [Party B] to perform the Agreement.
This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.