How to write your CD-ROM Replication Contract
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Use cases for this template
Saffron Needle Records races to press a debut album before tour launch
The Challenge
Indie label Saffron Needle Records needed cd replication for 5,000 discs with custom printing, matte finish, ring text, and eco packaging options, plus a short-run cd r for pre-release reviews, all at a great price and fast turnaround to sell music on tour, but artwork from Adobe Photoshop and Illustrator, proof approval, F.O.B. shipping cost, and possible overruns meant every decision could affect quality, price, and turn time.
The Solution
They finalized the vendor's legal contract for cd duplication and dvd duplication contingencies, then used Proposal Kit to create supporting documents: a production plan, artwork handoff guide, and a merchandising proposal with line-item quoting that compared bulk replication versus burn-on-demand, priority freight, and usb bundles, while the AI Writer produced a tour mailing schedule and a retail placement report aligned to the contract's acceptance and warranty terms.
The Implementation
The team ordered online, specified screen and offset label print as the following methods, selected laser-printed inserts, locked proof approvals, and set staged partial shipments; Proposal Kit's templates captured contacts, rights verifications, and SKUs, and the AI Writer drafted a QC checklist to ensure machines could run once without rework, while a risk memo flagged the fraction of units allowed as overrun and the platform-compatibility disclaimers for download codes inside each cd dvd.
The Outcome
Discs shipped on time in bulk with the highest quality, priority cartons arrived for opening night, the label balanced shipping cost against venue deadlines, and the band could sell immediately with clear contact lists, consistent documentation, and line-item transparency that kept creative changes from derailing schedule or budget.
VectorPilot LLC delivers a firmware kit to global OEMs on disc and USB
The Challenge
VectorPilot needed a reliable manufacturing process to create a mixed media kit-dvd duplication for installers, CD-R recovery media, and USB for field service, under export rules and confidentiality, with custom packaging options and the need to control price, turn time, and quality while planning for partial shipments and international taxes.
The Solution
They executed the vendor's replication agreement and used Proposal Kit to draft ancillary documents: a technical requirements report, a logistics and export plan, and a support-readiness proposal with line-item quoting that modeled shipping cost by region, priority options, and alternate print choices, while the AI Writer created a training plan and a risk assessment tied to proofing and acceptance steps.
The Implementation
Artwork and labels were prepped in Adobe Photoshop/Illustrator with matte faces and hub ring IDs, printing set to the following methods to balance durability and color, and media masters validated; Proposal Kit captured contact trees, service windows, and warranty alignment, and the AI Writer produced checklists for regional mailing waves, gift-in-box inserts, and exact burn/create instructions for field usb loads.
The Outcome
Kits met the spec on first pass, staged shipments minimized duty exposure, documentation eliminated rework, and the team maintained quality while holding price targets, reducing support calls because every stakeholder knew who to contact, what to submit, and when.
Bayview Conservatory launches an alumni showcase with archival discs
The Challenge
The conservatory planned a donor campaign featuring a curated music anthology on CD and DVD with a small DVD duplication run for events and a larger CD replication run for mailing, plus download links for younger audiences, but needed to manage artwork proofs, contact lists, shipping costs, and schedule without losing quality.
The Solution
They signed the vendor's media production agreement and used Proposal Kit to produce supplemental documents: a fundraising proposal, a content permissions study, and a fulfillment plan with line-item quoting to compare bulk versus staged lots, packaging options, and priority postage, while the AI Writer created a communications calendar, FAQ, and a donor impact report.
The Implementation
Designers finalized Illustrator templates with laser-safe colors, matte trays, and ring credits, the project charter specified the following methods for print and replication, and acceptance steps were baked in; Proposal Kit gathered all contact roles, submission deadlines, and SKU maps, while the AI Writer built a master checklist to ensure machines run once after final approval and to coordinate mailing drop dates.
The Outcome
The campaign shipped on time at a predictable price, recipients praised the highest quality presentation, the team handled a small fraction of overruns smoothly, and clear documentation meant fewer questions and faster responses as everyone knew whom to contact and how to proceed.
Abstract
This agreement governs professional CD replication services and related CD duplication and DVD duplication work for businesses that need physical media produced at scale. It covers the manufacturing process for CD-ROMs, DVD-ROMs, CD-R projects, and specialty items like business card discs, along with custom printing and packaging options. Customers supply Materials (masters, artwork, proofs) and grant a limited license so the vendor can replicate, print, and package.
Artwork may be prepared in Adobe Photoshop or Illustrator, with finishes such as matte, and label printing using screen or other laser-based methods; inner hub ring text is common. The contract explains that color shifts can occur between on-screen and printed pieces, so final proofs matter.
Orders are accepted only by authorized confirmation or shipment. Even if you order online for fast turnaround at a great price, acceptance remains at the vendor's discretion. Delivery and turn time are estimates; priority shipping may be requested.
Products ship F.O.B., so the risk of loss and shipping cost transfer to the customer when the goods leave the facility. Partial shipments are allowed. The company may produce and bill for overruns up to 10%; the job is complete when at least 90% shipments are complete, recognizing that a small fraction may vary in bulk manufacturing.
Payment terms are invoice on shipment (or on completion if the customer delays shipping), net 30, with taxes and duties paid by the customer. Late balances accrue 1. 5% per month.
The company may require deposits and hold a security interest in Products and Materials until paid in full. Credits expire after 12 months. Stored Materials may incur fees if not retrieved, and the company may return or dispose of them if unclaimed.
Quality is defined by the written Specifications for 30 days after shipment. The sole remedy is correction to those Specifications; the company does not warrant operation on all platforms and will not fix issues discovered after the customer approves the proof and the machines run. Customers warrant rights to all content and agree to indemnify against claims, which matters if you sell music, software, or data on CD or DVD. Export, confidentiality, and force majeure terms also apply.
Common use cases include retail music releases, software installers, training videos, trade show handouts, and mailing campaigns. Teams may choose CD-R for short runs they intend to burn and create quickly, or pressed replication for the highest quality in bulk. While some projects now ship on USB or via download, this agreement focuses on discs.
Proposal Kit helps organizations assemble agreements like this, produce automated line-item quoting, and use its AI Writer to build supporting documents. Its extensive template library and ease of use streamline scoping, pricing, and documentation for optical media projects.
Additional points in this contract matter to business buyers. Cancellations are not allowed once replication or manufacturing starts, so confirm proofs and quantities early. Claims about invoice errors must be sent in writing within five days, and invoices for services (not just discs) are billed on completion.
The company owns production tooling like glass masters and stampers, plus methods and software used to make your discs, even when you paid for the run. Governing law and venue are fixed, and each party's failure to enforce a term once does not waive future enforcement. Confidentiality applies only to information marked confidential, so label sensitive data clearly. Printing may use the following methods, such as screen or offset, selected to balance quality, turn time, and price. If you need special finishes or inserts, specify them with your packaging options before scheduling.
For planning, assume delivery windows are estimates and build in a buffer. Budget for shipping costs and taxes, and remember risk transfers at shipment. If you need priority handling or staged, partial shipments for a mailing schedule, state that in the order.
Proposal Kit helps teams assemble clear scopes that capture acceptance steps, overruns, tooling ownership, and F.O.B. terms, then align quantities and options through automated line-item quoting. Its AI Writer and template library help write consistent statements of work and instructions so stakeholders know whom to contact, what to submit, and when approvals are due, reducing miscommunication in CD replication and related media projects.
Further insights for decision-makers: Acceptance hinges on an authorized signature, written confirmation, or shipment, and the vendor may refuse any purchase order. The company may choose or switch facilities and carriers without notice, so specify preferred logistics if needed and budget for any shipping cost variance. Risk and title transfer at shipment; if the Products are held at your request, you bear the risk while they sit.
Artwork and master files must be delivered before work starts; provide press-ready files from Adobe Photoshop or Illustrator and note any special ring text, matte or gloss finishes, and packaging options. Content must not be obscene or objectionable, and you warrant the rights to everything you plan to sell or distribute. A one-year limit applies to claims, and the sole damages remedy is limited, reinforcing the value of careful final approval before machines run.
Tooling and process IP remain with the vendor, except for items developed specifically for you, covering the following methods used in replication. Stored Materials can accrue fees and may be returned or destroyed if unclaimed after notice. Export compliance applies if you ship internationally. Use cases beyond music include OEM inserts, regulatory submissions on CD or DVD, firmware updates, training kits, and archive sets where bulk CD-R or DVD duplication offers predictable price and turn time versus download or USB delivery.
Proposal Kit can assemble clear scopes, Exhibits for Specifications and pricing, and consistent acceptance and approval steps. Its automated line-item quoting captures options that drive quality, price, and fast turnaround. The AI Writer and template library help teams create instructions, packaging specs, and checklists so everyone knows what to submit, whom to contact, and when.
Writing the CD-ROM Replication Contract document - The Narrative
REPLICATION OF CD-ROM AND DIGITAL MEDIA
THIS AGREEMENT is made this Current Day day of Current Month, Current Year by and between Company Name ("Company") and Company Name ("Customer"). This Agreement contains the entire agreement concerning the production, packaging and delivery of CD-ROMs, Compact Disks, DVD-ROMS, CD-ROM Business Cards, Packaging, Printing, Cover Art and other media and materials ("Products") from items (including, without limitation, master media, proofs, film, photographs, artwork, label data and packaging materials) delivered to Company by or for Customer ("Materials"). This Agreement supersedes any and all prior agreements or understandings, written or oral, between the parties related to the subject matter hereof. No modification of this Agreement shall be valid unless made in writing and signed by all parties hereto and may not be amended except by a written document signed by Company.
Acceptance of Agreement
This Agreement will only be accepted By signator, authorized signature or signer. Written confirmation from an authorized representative of Company, or (b) shipment of goods in accordance with the terms set forth herein. Company reserves the right to refuse to accept any purchase order for any reason.
Customer agrees to be bound by all of the terms and conditions set out herein.
Compensation
Customer shall compensate Company, in cash, pursuant to the terms of Exhibit A attached hereto. Orders may not be cancelled by Customer after Company has begun replication, processing or manufacturing. All shipments of Products will be defined as F. ("Free on Board") as soon as Company ships the Product. Company reserves the right to make any choice of facility and shipping charges, or to switch shipping carriers without notice to Customer.
Risk of loss or any damage sustained in transit shall be Customer's sole responsibility. Shipment is by regular ground service unless otherwise specified by Customer. Company reserves the right to make partial shipments. Company reserves the right to produce and charge for production overruns up to 10% over Customer's order quantity.
Company will consider Customer's order complete upon shipment of 90% or more of the total quantity ordered.
Terms of Payment
Invoices will be issued upon shipment of Products, excepting any delay in the shipment by Customer whereas upon an invoice will be issued upon the completion of manufacturing of the Product. Invoices for services performed by Company hereunder will be issued upon completion of those services. Customer shall be responsible for all taxes, duties, excises and other charges associated with the production, sale or transportation of Products and performance of services hereunder (other than taxes on Company's net income).
Unless otherwise noted, payment of invoices is due within thirty (30) days of the invoice date. Claims for errors, omissions or adjustments in any amount due Company must be received in writing by Company within five (5) days from the date of invoice. Any outstanding monies owed to Company by Customer after the due date on the invoice shall accrue interest on a daily basis from the initial billing date at a rate of 1.5 % per month (18% per annum). Any available credit on Customer's account must be used or claimed within 12 months from the shipping date of the Products to which the credit relates.
Company may require part or full payment, security or a guarantee of payment in advance of any work or services to be performed or any shipment. Company shall have a security interest in all Products and Materials until all amounts due hereunder are paid in full and reserves the right to withhold or delay shipment of any order if payment has not been made in full or has not been received on any prior order. Customer agrees to pay all costs, fees, charges and expenses of every nature (including legal fees) incurred by Company in recovering any amounts owed to it by Customer.
License
Customer grants Company a non-transferable license to reproduce and distribute copies of all Materials to the extent necessary for Company to perform its obligations under this Agreement.
Delivery Times
All delivery times are considered to be estimates and all shipment dates are subject to change without notice unless otherwise agreed to by Company in writing.
Warranty, Disclaimer and Limitation of Liability
Company warrants that the Products will conform to the Specifications, or such other specifications as are agreed to in writing by Company, for a period of 30 days from the date of shipment by Company. If the Project does not conform to the Specifications, as Customer's sole remedy, Company shall be responsible to correct the Project without unreasonable delay, at the sole expense of Company and without charge to Customer, to bring the Project into conformance with the Specifications set forth in Exhibit B. This warranty shall be the exclusive warranty available to Customer.
Customer waives any other warranty, express or implied. Customer acknowledges that Company does not warrant that the Project will work on all platforms. Customer acknowledges that Company is not responsible for the results obtained by Customer on the Project. Customer acknowledges that Company is not responsible for fixing problems on the CD-ROM, once mass produced after Customer has tested, proofed and approved their Project.
Customer waives any claim for damages, direct or indirect, and agrees that its sole and exclusive remedy for damages (either in contract or tort) is the return of the consideration paid to Company as set forth in Exhibit A attached hereto. No action, regardless of form, arising out of any claimed breach of this Agreement or transactions under this Agreement may be brought by either party more than one (1) year after the cause of action has accrued.
Ownership Rights and Copyright
Customer shall retain title to all Materials and Content of such Materials provided to Company under the terms of this Agreement. Customer warrants that it rightfully owns all Materials or that it has the right and authority to reproduce the Materials and has the right to deliver all Materials to Company. Customer also warrants that it owns all copyright in the contents of the Materials (including without limitation any artwork, graphics, or computer code embedded therein) or has the unrestricted right to permit Company to perform the services requested hereunder.
Customer warrants that the Materials do not contain any obscene or objectionable matter. Customer agrees to indemnify, defend and hold Company harmless from and against any and all actions, suits, claims, liabilities, damages, losses and expenses and legal fees arising directly or indirectly out of or in connection with any claim that the services rendered or Products manufactured under this Agreement violate any law, rule or regulation or violate any rights of third parties (including without limitation any liability for slander, defamation, invasion of privacy, or infringement of any patent, copyright, trademark or other proprietary right of any third party). If Customer provides artwork in any format to Company in connection with the production of disc label printing, screening or packaging of discs hereunder, any artwork must be received by Company prior to the commencement of work by Company. Customer takes sole responsibility for all delivery of Materials to Company and will be responsible for retrieving all Materials from Company hereunder.
At Customer's request and sole risk, Company will store Materials as long as Company is providing services hereunder, at any place that Company deems appropriate. After a period of Days days from the date on this Agreement, a storage charge of Insert Storage Charge Fee Amount will be assessed until such time that Customer retrieves such Materials from Company. Customer is responsible for removal of all Materials within thirty (30) days of notification by Company.
If Customer fails to remove Materials, as requested, Company shall have the right to: (i) return the Materials, at Customer's sole expense, to Customer at the address indicated on the last order placed by Customer, or (ii) erase, destroy, or otherwise dispose of such Materials as Company sees fit without liability to Customer or any other person.
Specifications, Programs, Tools and Data
Company shall retain ownership to all production materials and tooling associated with the Product (including masters, glass masters, film, proofs, blueline or other artwork, prepress materials, stampers, and other tooling) produced by Company. Company shall also retain all rights to all methods, practices, sketches, specifications and computer programs used required for the performance of this Agreement excepting specifications or data that were developed by Company specifically for Customer's use.
Export
Customer agrees not to export any Product in violation of any export control laws, rules or regulations.
Risk of Loss
The Products shall remain the property of Company until shipment. Products held by Company at Customer's request shall be held at Customer's sole risk and responsibility.
Confidentiality
If Customer discloses confidential information to Company and clearly identifies such information in writing as "confidential", Company shall use reasonable care to ensure that such information is disclosed only to Company's employees or contractors requiring access to such information to render the services or manufacture Products requested by Customer. Nothing herein shall limit Company's right to use or disclose information that (a) becomes available to the public without fault of Company, (b) is lawfully acquired by Company from a third party, (c) is in the possession of Company at the time of disclosure by Customer, or (d) is developed by or on behalf of Company by persons who have not received Customer's confidential information.
Force Majeure
Company will not be responsible for failure to fulfill its obligations under this Agreement if such failure is caused by circumstances beyond the reasonable control of Company or its suppliers or contractors (including, but not limited to, acts of God, availability of materials, equipment failures, strikes or other labor disturbances).
Waiver
The waiver by either party of any breach or failure to enforce any of the terms and conditions of this Agreement at any time shall not in any way affect, limit, or waive such party's right thereafter to enforce and compel strict compliance with every term and condition of this Agreement.
Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the State of State. Exclusive jurisdiction and venue shall be in the County County, State Superior Court.
Cover Art
Customer agrees there may be differences in printed and screen proofs of artwork and screened artwork on final mass duplicated CD-ROMs.
Final Approval
A final proof will be provided to Customer prior to mass production or replication and/or release of any Digital Media and identified to Customer as such. Customer assumes full responsibility to make sure that the final proof is correct in all capacities, including, but not limited to: grammar, spelling, information, content, artwork, copyright and functionality. Company shall not be held responsible for errors and omissions.
Each party represents and warrants that, on the date first written above, they are authorized to enter into this Agreement in entirety and duly bind their respective principals by their signature below:

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4.7 stars, based on 848 reviewsAlternate Documents
- Replication Quote Order Form
 - CD-ROM Development Contract (US)
 - CD-ROM Development Contract (Canada)
 - CD-ROM Development Contract (Quebec)
 - CD-ROM Development Agreement (UK)
 - CD-ROM Development Agreement (Australia)
 - General Project Work Order (No Deposit)
 - General Project Work Order (With Deposit)
 - Project Development Short Form Contract
 
Related Documents
- Exhibit A (Payment Terms)
 - Exhibit B (Specifications)
 - Exhibit E (Additional Services)
 - Exhibit F (Project Change Form)
 - Project Change Request Form (During Maintenance)
 - Contract Change Form (During Development)
 - Contract Milestone Acceptance Signoff Form
 - Project Contract Acceptance Signoff Form
 - Project Contract Acceptance Signoff Form (Verbose)
 - Breach of Contract Notification Form
 - Contract Dissolution Agreement
 
How to Build a Legal Contract with Proposal Kit
This video illustrates how to create a legal contract using the Proposal Pack Wizard software. It also shows how to create a proposal with an invoice and contract at the same time.
Frequently Asked Questions
How do I customize this contract to fit my business needs?
Customizing this contract involves editing the document to include your business details, terms, and conditions. The templates are designed to be flexible, allowing you to insert your company's name, address, and other relevant information. You can modify clauses to reflect your unique business practices and legal requirements.
Is this contract compliant with laws and regulations?
The legal contract templates are written by legal professionals and designed to comply with current laws and regulations at the time of their writing. However, laws can vary by jurisdiction and change over time, so it's recommended to have your contract reviewed by a local attorney to ensure it meets all legal requirements specific to your region and industry. Templates are licensed as self-help information and not as legal advice.
Can I use the same contract for different clients or projects?
You can use the same contract for different clients or projects. The templates are versatile and easily adapted for various scenarios. You will need to update specific details such as client names, project descriptions, and any unique terms for each new agreement to ensure that each contract accurately reflects the particulars of the individual client or project.
What should I do if I encounter a clause or term I don't understand?
If you encounter a clause or term in the contract that you need help understanding, you can refer to guidance notes explaining each section's purpose and use. For more complex or unclear terms, it's advisable to consult with a legal professional who can explain the clause and help you determine if any modifications are necessary to suit your specific needs.
How do I ensure that the contract is legally binding and enforceable?
To ensure that the contract is legally binding and enforceable, follow these steps:
- Complete all relevant sections: Make sure all blanks are filled in with accurate information.
 - Include all necessary terms and conditions: Ensure that all essential elements, such as payment terms, deliverables, timelines, and responsibilities, are clearly defined.
 - Signatures: Both parties must sign the contract, and it is often recommended that the contract be witnessed or notarized, depending on the legal requirements in your jurisdiction.
 - Consult a legal professional: Before finalizing the contract, have it reviewed by an attorney to ensure it complies with applicable laws and protects your interests.
 
Ian Lauder has been helping businesses write their proposals and contracts for two decades. Ian is the owner and founder of Proposal Kit, one of the original sources of business proposal and contract software products started in 1997.By Ian Lauder
Published by Proposal Kit, Inc.Disclaimers
Proposal Kit, Inc. makes no warranty and accepts no responsibility for the suitability of any materials to the licensee's business. Proposal Kit, Inc. assumes no responsibility or liability for errors or inaccuracies. Licensee accepts all responsibility for the results obtained. The information included is not legal advice. Names in use cases have been fictionalized. Your use of the contract template and any purchased packages constitutes acceptance and understanding of these disclaimers and terms and conditions.


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