Memorandum of understanding (MOU) template

When to use an MOU

Use one when two organizations are committing time and goodwill rather than buying something from each other. A food bank and a school agreeing on a weekend meal program, a clinic and a shelter setting up referrals, or two businesses co-hosting an event series all fit. Many grant funders ask for signed MOUs from partner organizations to show the partnership is real. When money changes hands for services, use a contract instead, such as a service agreement.

Is an MOU binding?

Usually it's written not to be, and this template says so: it describes intentions, not enforceable promises. But a title doesn't decide that. If an MOU has the hallmarks of a contract (a clear offer and acceptance, something of value exchanged, definite terms and wording showing the parties meant to be bound) a court can treat it as one. That's why the template keeps its commitments in the language of intent, and makes only confidentiality and the use of each other's names binding.

What the template covers

• Purpose: the shared goal in a sentence or two, and how you'll know it's working.
• Roles: what each organization will do, written as separate lists so nothing falls between them.
• Resources: staff time, space, equipment or materials each side contributes, and that each pays its own costs.
• Contacts and meetings: one named lead per organization and how often you'll check in.
• Names and logos: each side approves how the other uses its name and logo.
• Information sharing: what personal or client information may be shared, and how it's protected.
• Term and exit: a start date, a review date, and written notice to withdraw.

Mistakes that weaken partnerships

• A purpose so broad it means nothing. "Collaborate to support families" can't be measured; "run a weekend meal program at three schools" can.
• Roles written jointly. "The parties will promote the program" usually means nobody does.
• Sharing client information on a handshake. If records about people move between you, say what, why and how they're protected.
• Signed by someone without authority. Check who can sign for each organization, often an executive director or a board officer.
• No review date. Partnerships drift; a yearly review keeps the MOU current.

How to send it with SignMaster

1. 1

   Open it in SignMaster

   Choose Use this template. The MOU becomes a template in your account with two signers: the partner organization first, then yours.

2. 2

   Describe the partnership

   Fill the gray blanks with both organizations' names, the purpose, your role, their role, resources, the start and review dates and the notice period. Draft the roles together on a call first, then type what you agreed.

3. 3

   Send it to their authorized signer

   Enter the partner's executive director or other signer. They add their program lead's name and email and their signer's title, confirm they're authorized, and sign. Add their board chair as a CC if they want a copy.

4. 4

   Attach it to your grant

   Once both have signed, download the PDF and its certificate of completion and attach them to the funding application. The certificate shows who signed and when, which reviewers sometimes ask about.

The same MOU with many partners

Programs that run at many sites, like an after-school program in 20 schools or a referral network across a county, sign the same MOU with each partner every year. Bulk send takes a spreadsheet with one row per partner and columns named after the gray blanks (Partner organization, Site, Program dates) and creates one envelope each. The Responses tab then lists every partner's program lead and email in one table.