Please note: This sample contract is provided for your information as a sample only. The Document Management Industries Association (DMIA) cannot guarantee the contract's value or effectiveness as a legal document. DMIA accepts no responsibility for any outcome arising from the use of this document in any business relationship. DMIA disclaims all warranties with regard to this contract, including any and all implied warranties of merchantability and fitness. In no event shall DMIA be liable for any special, indirect or consequential damages or any damages whatsoever resulting from loss of use, data or profits, arising out of or in connection with the use or performance of this document, or any document retrieved from DMIA's Web site. Be sure you consult your legal advisor(s) before creating any documents or other legal instruments you use with customers. Date Client address city state zip Dear Client, Thank you for talking with me last Wednesday. All of us at Distributor Company appreciate the opportunity to provide the Client Company with information for a custom document management program. We have a team of people and systems in place to supply you with: Computerized Document Management Services. Reports with our expert analysis. Online access to our Document Management System. Warehousing and order picking/fulfillment services. Financial savings through the efficient use of printing technologies. Superior quality through design services and cutting edge art production. Enclosed you will find several Document Management Reports. They include a usage report (Exhibit A) whereby our system gauges monthly form usage based on orders shipped. The usage information is then used to generate a financial report (Exhibit D) whereby annual budgets can be easily created. We have included a bin report (Exhibit B), which is a snapshot of your current inventory. The bin information is also available online. There is an inventory worksheet (Exhibit C) in case you would like to include site counts of inventory at the branch level. There is also a customer purchase history (Exhibit E) that can be accessed online. You will also find a forms master (Exhibit F), which is simply a list of your forms by number and by name. The nice thing about a form master is you have an easy cross-reference to identify an item by number when an end-user only knows the name. We then use the forms master and *.PDF files of your artwork to create a forms book/catalog. This book becomes the means to control form proliferation. Our web site has the capability to show a low resolution *.GIF image of forms as well so the form book/catalog can be viewed online as well. Finally, I have included pages from our web site user manual (Exhibit G) and some print screens from our remote access customer module (Exhibit H). Currently we handle online access through the remote access customer module, which is simply a dial-up modem connection to our mainframe. In approximately thirty days our web site with online, real time transaction capability will be available (Exhibit G). At this point I would like to invite you to come to visit us in City, State. We have the geography, the experience, the partnerships and the people to provide positively outrageous customer service to the Client Company. Please call me at 800-555-5555 if you have any questions, otherwise I will call you on Friday. Thank you again for the opportunity to submit this information. We pledge our utmost efforts to serve the Client Company. Sincerely, Vice President/Chief Operating Officer Document Management Proposal Objectives Distributor Company is committed to providing the Client Company with a custom document management program that will: offer financial savings: Efficient utilization of a wide range of printing technologies. Warehousing and order picking/fulfillment services. Additional savings as the result of improved paper flow through expert form analysis and redesign. Provide improved control: Computerized Document Management Reports will show departmental and branch usage of printed business products. Enable high quality print output: We provide typesetting and form design services for output to high-resolution laser printers and imagesetters. We offer output direct to negative, plate and digital print engines. All art used for reproduction is monitored to ensure high quality output. Testimonials We have gained a wealth of experience with several clients who use Distributor Company as their single source for printing. The attached testimonial letters from Client 1, Client 2 and Clinet 3 indicate how satisfied our clients are with the Document Management program we provide. Capabilities Distributor for forms manufacturing plants Distributor Company has been a distributor of business forms for the past 30 years. The manufacturers for whom we distribute utilize large rotary/web presses which transform huge rolls of paper into multi-part computer forms, laser compatible cut-sheet forms, envelopes, labels and other printed business products. These multi-million dollar presses provide the absolute best economies of scale when printing quantities of 2,500 or more. For thirty years we have been helping our clients save money on printing by utilizing these highly efficient presses. Print shop experience We have operated our own print shop for ten years, providing quick print services to our clients. Five years ago we added high speed photocopying and full service bindery to our shop. We also have typesetting equipment and computerized pre-press capabilities. We are a full service quick printer offering high quality output fast. Composition Department and Internet Access Distributor Company serves nationwide markets. To better serve remote customers we have developed our Internet e-mail and e-commerce capability. These services allow customers to send electronic files to us for higher quality output and faster delivery. Commitment to education Distributor Company is committed to educating ourselves and our customers as to developments in our industry. To that end we are actively involved with the Document Management Industries Association, The Society for Service Professionals in Printing, and Print Image International. Technological breakthroughs one of the most exciting technological developments is the advent of digital print engines such as the Xerox Docutech and the Indigo E-press. We have partnered with companies that offer on-demand printing of books and manuals using these digital presses. This technology allows you to order much smaller runs than in the past for substantial savings in cost and reduction of obsolescence. We are also value added resellers of Jetform electronic forms. Document Management Distributor Company has become a single source provider of printing and information management in response to the requests of our clients. As an experienced forms distributor who also owns and operates a quick print shop, we can place a job where it fits best for cost, quality and delivery. Distributor Company is uniquely able to provide document management services to the Client Company. Contacts at Distributor Company Corporate Officers and Management Director of Operations email address Vice President/Chief Operating Officer email address Printing Operations Manager email address President email address Available at: (800) 555-5555 - (555) 555-5555 Fax (555) 555-5555 Internet E-Mail (see above) VP's Home Number (555) 555-5555 Hours of Operation 7:00 a.m. - 5:00 p.m. Monday through Friday. Extra hours are authorized as needed. Physical and Mailing Addresses Back to Contracts