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How to write your Email Hosting (Shared Server) Contract

We include this 4 page template with IT/Software/Hardware Contract Pack and the Proposal Kit Professional. You will get more content and software automation for data merging, managing client documents, and creating proposals with line item quoting with a Contract Pack or the Professional.

The Email Hosting (Shared Server) contract is used for offering email services to your customers. Covers issues such as excessive use and charges, antivirus warranty, no black list warranty, shared server disclaimers, and more.
Document Length: 4 Pages
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1. Get IT/Software/Hardware Contract Pack or the single template that includes this business contract document.

We include this Email Hosting (Shared Server) Contract in editable Word format that can be customized using your office software.

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Email Hosting (Shared Server) Contract

Writing the Email Hosting (Shared Server) Contract document


THIS AGREEMENT is made this Current Day day of Current Month, Current Year by and between Company Name ("Company") and Company Name ("Customer"). The purpose of this Agreement (hereafter referred to as the "Agreement") is to set forth a contract arrangement under which Company will provide Email Hosting services ("Shared Email Hosting Services") on behalf of Customer.

In consideration of the mutual covenants set forth in this Agreement, Company and Customer hereby agree as follows:


Subject to the terms and conditions of this Agreement, Company will provide Shared Email Hosting Services for Customer subject to the following terms:

Length of Service

Customer agrees to an initial six (6) month or twelve (12) month contractual term of service ("Term"). The length of contract required is based on the type of service desired by Customer and shall be determined solely by Company.

Service Start Date

The first payment plus setup charges, if any, shall be due in advance of any service provided. Service shall begin upon Company receipt of payment for such first term of service or upon a mutually agreed upon alternate date.

Renewal by Customer

This Agreement will automatically renew for successive six (6) or twelve (12) month terms unless canceled in writing by Customer at least 30 days prior to the end of term renewal date. Renewal prices are subject to change. Renewal of services by Customer indicates agreement to any contract revisions and price changes.

Renewal fees for the following term will be automatically invoiced to Customer's account.

Type of Service

This service agreement provides a shared email server using Insert Mail Server Type Description, and includes Web Mail (email accounts are accessible through a web browser) as well as POP, SMTP, or IMAP protocols for sending and receiving email from a desktop email client. Customer will share server space with other domains and not have an exclusive right or reservation of the resources and or disk space that the server may have available to it.

Limitations of Service

Company is not responsible for training Customer or Customer's employees on the use of their respective email clients. Company is not responsible for troubleshooting email problems not directly related to the Shared Email Hosting Services and the Company's equipment, facilities, or servers. Company is not responsible for maintaining and renewing Customer's domain name MX records or other DNS-related functions if Customer's domain name is not hosted by the Company.

Company is not responsible for Customer's domain being listed on any third-party blacklist or suppression list not under Company's direct control. Company is not responsible for troubleshooting or correcting any problem with Customer being able to send or receive email to or from a third party due to blacklists, suppression lists, third party software or firewalls, network security settings or any other factor not directly under Company's control. End-User Pricing and Shared Email Hosting Services Compensation.

End-user pricing and Shared Email Hosting Services compensation is outlined on Exhibit A, attached, and is subject to change at the sole discretion of Company.

1 Excessive Use of Services

Company may impose an additional charge or a restriction of services at any time that Customer's use of the Shared Email Hosting Services imposes a considerable effect on Company resources or system performance. Company shall have sole discretion as to what constitutes excessive use and what activity is considered a violation of either the Company Acceptable Use Policy, or level of service that the Customer is currently using. Company is responsible for monitoring such excessive use for the account as a whole, and has no responsibility to identify a Customer's individual end-user, employee, or other agent who may or may not be responsible for the excessive use of services.

Terms of Payment

Terms of payment are C.O.D. unless credit approval has been granted by Company. If credit approval has been granted, credit terms are net 10 days upon receipt of invoice. We reserve the right to revoke any credit extended if payment is in arrears for more than 30 days.

Proprietary Information

Proprietary information exchanged here under shall be treated as such by Customer. This information shall include, but not be limited to, the provisions of this Agreement, product and services information and pricing. Customer further agrees to not decompose, disassemble, decode, or reverse engineer any Company program, code, or technology delivered to Customer or any portion thereof.


Company will exercise no control whatsoever over the content of the information passing through the network, email, or web site.


Company makes no warranties or representations of any kind, whether expressed or implied for the service it is providing. Company also disclaims any warranty of merchantability or fitness for any particular purpose and will not be responsible for any damages that may be suffered by Customer, including loss of data resulting from delays, non-deliveries or service interruptions by any cause or errors or omissions of Customer. Use of any information obtained by way of Company is at Customer's own risk, and Company specifically denies any responsibility for the accuracy or quality of information obtained through its services. Connection speed represents the speed of an end-to-end connection.

Company does not represent guarantees of speed or availability of end-to-end connections. Company expressly limits its damages to Customer for any non-accessibility time or other down time to the pro-rata monthly charge during the system unavailability. Company specifically denies any responsibilities for any damages arising as a consequence of such unavailability.

1 Shared Email Hosting Services Disclaimer

Company is not responsible for the actions of other Customers it may place on the Shared Email Hosting Services server or any other resource that the Customer may use. Company will make every effort to ensure that all Customers abide by the Company Acceptable Use Policy ("AUP") and will periodically review Customer activity in order to ensure compliancy with the AUP.

2 Antivirus, Trojan, and Malicious Code Disclaimer

Company email servers make use of enterprise class antivirus software in order to protect the server and detect virus-infected email messages. Infected email messages will be handled per Company policy and preferences prior to the customer receiving the messages. Additional antivirus options are available and the Customer may configure these options for inbound and outbound email antivirus scanning in their Shared Email Hosting Services control panel. Due to the nature of virus, trojan, and other malicious code dangers, Company makes no warranty that these features will detect, delete, or otherwise protect Customer from these dangers.

Customer is responsible for implementing their own internal policies and procedures for opening potentially dangerous attachments, and is encouraged to install antivirus software on all access points or computers using Company Shared Email Hosting Services.

Trademarks and Copyrighted Material

Customer warrants that it has the right to use any applicable trademarks or copyrighted material used in connection with this service.

Transfer of Agreement

Customer may not assign or transfer this Agreement, in whole or in part without the prior written consent of Company. In the event that Customer contemplates whole or partial sale of its business, ownership change, or change in jurisdiction, Customer shall notify Company by mail, facsimile or email no less than 60 days prior to the effective date of the event.


Company may terminate this Agreement at its sole discretion upon the occurrence of one or more of the following events: 1) failure to comply with any provisions of this Agreement or the "Acceptable Use Policy" upon receipt of written notice from Company of said failure, 2) appointment of receiver or upon the filing of any application by Customer seeking relief from creditors, 3) upon mutual agreement in writing of Company and Customer.

Account Deactivation, Termination, or Cancellation

Upon account deactivation, termination, or deletion, all stored files, logs, email messages, attachments, address book entries, mailing lists or other data stored on Company servers will be immediately deleted immediately. Company has no obligation or responsibility to store Customer's data after Customer's account has been deactivated or terminated.


If legal proceedings are commenced to resolve a dispute arising out of, or relating to, this Agreement, the prevailing party shall be entitled to recover all costs, legal fees, and expert witness fees as well as any costs or legal fees in connection with any appeals.


Customer shall indemnify and hold Company harmless from and against any and all claims, judgments, awards, costs, expenses, damages and liabilities (including reasonable attorney fees) of whatsoever kind and nature that may be asserted, granted, or imposed against Company directly or indirectly arising from or in connection with Customer's marketing or support services of the product or services or the unauthorized representation of the product and services or any breach of this Agreement by Customer.


If any provision of this Agreement is held to be unenforceable, the enforceability of the remaining provisions shall in no way be affected or impaired thereby. 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.

A failure by any party to exercise or delay in exercising a right or power conferred upon it in this Agreement shall not operate as a waiver of any such right or power. The parties represent and warrant that, on the date first written above, they are authorized to enter into this Agreement in its entirety, and duly bind their respective principals by their signature below.

The complete Email Hosting (Shared Server) Contract - with the actual formatting and layout - is available as a single template or as part of a library of related templates in a Contract Pack or the Professional Bundle.
Email Hosting (Shared Server) Contract

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Alternate documents are those which may be used instead of this document depending on your situation. Alternate documents may be better suited for projects of different sizes, more specialized projects, and variations on rights.

Alternate Documents

Key Takeaways

  • The Email Hosting (Shared Server) Contract is available as a ready-to-edit template.
  • The Contract Packs and Professional Bundle include many related agreements and documents.
  • You can automate financials and data merging into contracts using a Contract Pack or Professional Bundle.
  • You can also create business proposals and integrate your contracts using the Professional Bundle.
  • There are no ongoing subscription fees. You get lifetime unlimited use.

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 the Email Hosting (Shared Server) Contract to fit my business needs?

Customizing the Email Hosting (Shared Server) 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 the Email Hosting (Shared Server) 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 Email Hosting (Shared Server) Contract for different clients or projects?

You can use the same Email Hosting (Shared Server) 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 Email Hosting (Shared Server) 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 Email Hosting (Shared Server) Contract is legally binding and enforceable?

To ensure that the Email Hosting (Shared Server) 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 Email Hosting (Shared Server) Contract, have it reviewed by an attorney to ensure it complies with applicable laws and protects your interests.

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