Delivery of copies: Overview, definition, and example
What is delivery of copies?
Delivery of copies refers to the process of providing one or more duplicate versions of a document, contract, report, or other material to relevant parties. This can be done physically (such as printed copies) or digitally (such as PDFs or electronic files) and is often specified in agreements to ensure all parties receive official records.
For example, when signing a business contract, both parties may be entitled to receive a signed copy for their records, ensuring transparency and accountability.
Why is delivery of copies important?
Delivery of copies is important because it ensures that all parties involved in a transaction, contract, or agreement have access to the same official documentation. This promotes transparency, prevents disputes, and provides a clear record of obligations and commitments.
For businesses, specifying how and when copies should be delivered helps streamline communication, maintain legal compliance, and ensure that records are properly managed.
Understanding delivery of copies through an example
Imagine a company enters into a service agreement with a vendor. The contract states that both parties must receive a signed copy within three business days after execution. The company emails a PDF copy to the vendor while also mailing a hard copy for their records, ensuring that both parties have identical versions of the contract.
In another scenario, an employee requests a copy of their signed employment contract for personal records. The HR department delivers a digital version via email and provides a printed copy upon request, ensuring the employee has access to the agreement in both formats.
An example of a delivery of copies clause
Here’s how a delivery of copies clause might appear in a contract:
“Upon execution of this Agreement, each Party shall receive a fully executed copy, which may be delivered in electronic or physical form. Electronic copies shall be deemed as valid as originals unless otherwise specified.”
Conclusion
Delivery of copies ensures that all relevant parties receive official versions of important documents, promoting clarity and preventing misunderstandings. By specifying delivery methods in contracts, businesses can maintain transparency, improve record-keeping, and ensure compliance with legal and operational requirements.
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.