How to Write a Solid Contract: A Practical Guide

How to Write a Solid Contract: A Practical Guide

Picture this: you have spent weeks negotiating a project with a new client. Expectations have been discussed, the price is agreed upon, and you shake hands. Three months later, the client expects a completely different result from what you delivered. Or worse: the payment never arrives and you have nothing in writing.

This scenario happens more often than you think. Research shows that most business disputes arise from unclear or missing contracts. A good contract is not a bureaucratic formality — it is the foundation of every professional collaboration.

In this guide, you will learn step by step how to write a solid contract, which mistakes to avoid, and how digital signing simplifies the entire process.

What exactly is a contract?

A contract is a legally binding agreement between two or more parties. Under Dutch and EU law, a contract is valid when there is:

• Offer and acceptance: one party makes a proposal and the other agrees
• Mutual consent: both parties understand and accept the terms
• Determinability: the performance to be delivered is sufficiently clear

The good news: in the Netherlands, a contract does not necessarily have to be on paper. A verbal agreement or a digitally signed document is also legally valid. But a written (or digital) contract is always better, because it prevents disputes afterwards. In case of a conflict, you need evidence — and that is exactly what a well-drafted contract provides.

The 7 essential elements of a good contract

1. Details of the parties

Always start with the full name, address, and chamber of commerce number (or equivalent) of all involved parties. For a limited company: also state who is authorised to sign. Ambiguity about who the contracting party is will inevitably lead to problems later.

2. Description of the services or deliverables

What exactly is being delivered or done? This is the heart of your contract. Be as specific as possible:

• Vague: "We will provide marketing services"
• Better: "We will deliver 4 blog articles per month of at least 800 words each, including SEO optimisation and two rounds of revisions"

The more specific the description, the less room for discussion.

3. Payment terms

Specify:

• The total amount or fee structure


• When payment is due (e.g., within 30 days of the invoice date)


• What happens in case of late payment (interest, collection costs)


• Any advance payments or instalments

4. Duration and notice period

When does the contract start? When does it end? Is there automatic renewal? What is the notice period? These elements prevent you from being unintentionally locked into an agreement.

5. Liability and warranties

Limit your liability where possible and specify:

• Maximum compensation


• Exclusion of consequential damages


• Warranty periods for delivered products or services

6. Dispute resolution

What happens if a conflict arises? You can choose:

• Mediation: a neutral mediator seeks a resolution


• Arbitration: an independent arbitrator makes a binding decision


• Court: the ordinary court decides

Also specify which law applies (important for international agreements).

7. Signatures

A contract without a signature is like a door without a lock. Make sure that:

• All parties sign


• The date of signing is recorded


• The signature comes from an authorised person


• A digital signature is used for a complete audit trail

Common mistakes when drafting contracts

Even experienced business owners fall into these traps:

Vague language
Words like "reasonable", "timely", and "best effort" sound professional but are legally worthless. Use concrete numbers, dates, and specifications.

Missing clauses
Do not forget to address force majeure, confidentiality (NDA), and intellectual property. It is precisely the situations you do not think of that cause the biggest problems.

No date mentioned
A contract without a date is difficult to enforce. When did it take effect? When does it expire? Document it.

Making verbal agreements
"We trust each other" is not a legal basis. Even in good relationships: put agreements in writing. It not only prevents conflicts but protects both parties.

Copying without customising
Taking a template from the internet without adapting it to your specific situation is a recipe for trouble. Every contract should be tailored.

Digital vs. paper: the future of contracts

The days of printing contracts, sending them by post, and waiting weeks for a signature are over. Digital contracts offer concrete advantages:

• Speed: a contract is signed within minutes, not weeks
• Accessibility: sign from any location, on any device
• Security: digital signatures are more fraud-resistant than wet signatures
• Audit trail: every moment in the signing process is recorded
• Environmentally friendly: no paper, no printer, no courier

Legal validity under eIDAS

Do not worry about legal validity. The European eIDAS regulation (Electronic Identification, Authentication and Trust Services) recognises digital signatures as legally binding in all EU member states. There are three levels:

1. Simple electronic signature — e.g., a typed name at the bottom of an email
2. Advanced electronic signature — uniquely linked to the signer, with identity verification
3. Qualified electronic signature — the highest level, equivalent to a wet signature

For most business contracts, an advanced electronic signature is sufficient. Want to learn more about legislation around digital signing?

Best practices for drafting contracts

Ready to get started? Follow these guidelines:

• Use templates as a starting point, but always adapt them to the specific situation
• Have contracts above a certain value reviewed by a legal professional
• Store all contracts centrally with version control and a clear folder structure
• Set up a standard signing workflow with designated signatories and an escalation path
• Include a dispute resolution clause — it is better to arrange this while the relationship is still good
• Always use a digital signature for a legally complete audit trail

How ValidSign helps with contract management

At ValidSign, we understand that a good contract is more than just the right words on paper. It is about the entire process: from drafting to signing, from storage to compliance.

Digital signing with legal certainty
ValidSign offers advanced electronic signatures that comply with the eIDAS regulation. Every signature comes with a certificate, timestamp, and complete audit trail.

Smart workflows
Set the signing order, add multiple signatories, and receive automatic reminders. No more contracts gathering dust on someone's desk.

Identity verification
Always know who is signing. ValidSign supports multiple forms of identity verification, from SMS codes to biometric verification.

Integrations with your existing software
ValidSign integrates seamlessly with platforms like SharePoint, Salesforce, and dozens of other applications. Sign contracts without leaving your workflow.

Audit trail and compliance
A proof document is automatically generated for every signature. Ideal for audits, compliance, and disputes.

Curious how it works? Watch a demo or compare our plans and pricing.

Conclusion

Writing a good contract is not rocket science, but it does require attention and care. By including the essential elements, avoiding common mistakes, and using digital signing, you protect yourself and your business relationships.

The era of paper contracts and endless waiting for signatures is over. With ValidSign, you sign contracts quickly, securely, and legally — wherever you are.

Ready to modernise your contract process? Try ValidSign for free and experience the difference.