Template Letter of Engagement to send to a supplier with a copy of the Contract for
Services: Terms and Conditions.
[Letter must be sent on College/Service headed paper]
[Name of Supplier]
[Address of Supplier]
Dear [Name],
Re: Letter of Engagement
Dear [Name],
We are writing to you to set out the work which you [Supplier name] (Supplier) will do for the
[College/Service Name], University of Exeter (Univeristy) on a ‘contract for services’ basis.
This letter and the attached Contract for Services: Terms and Conditions sets out the terms
of the agreement between the Supplier and the University covering both the work the
Supplier will undertake and the level of payment.
The Services: The services will be performed by the Supplier in the course of the Supplier’s
appointment under this contract. The services are described below:

[enter description of the Services to be completed]
Dates of Work

Start date: [xxxx]

End date: [xxxx]
Remuneration: The University agrees to pay the sums set out below for providing these
services.
Fees
Out of pocket expenses
[Enter fee, hourly rate, number of days etc]
[If applicable, University of Exeter standard
rates apply. If not applicable enter n/a]
The Supplier will be expected to invoice the University for any fees and submit this to
invoices@exeter.ac.uk or post it to Box 1, Finance, Northcote House, University of Exeter,
Exeter, EX4 4QJ. The Supplier must include the PO number [xx] on any invoice otherwise it
will not be paid. The invoice should itemise the Services undertaken.
Payment will be made after the Services are completed. Payment will only be made for
Services completed to the standard required by the University and will only be made to the
account named on the Supplier’s invoice.
In the event that there are periods when there are no Services for the Supplier to perform,
the Supplier shall not be paid a retainer for these periods. The fee is payable only in respect
of Services actually provided.
Intellectual Property Rights
We shall own all intellectual property rights created by you in the course of delivering the
Services.
[The intellectual property created may subsequently be used by you for the following
purpose(s) only on a non-exclusive royalty free basis but not further or otherwise (save as
we expressly agree otherwise in writing):

Academic purposes

Non-commercial purposes

[Insert other purposes1] ]
We can withdraw this permission if you do anything which in our reasonable opinion
adversely impacts on the University.
Any [other] use of our intellectual property requires our express written permission (either
elsewhere in this agreement or in a document separate to this one).2
No licence to use our intellectual property rights is to be implied and no warranties are given
by us in relation to any intellectual property by us provided to you.
We will not unreasonably withhold permission for additional licences but we reserve the right
to charge for and place conditions on the use of our intellectual property at our entire
discretion.
Contract for Services
Whilst providing the services detailed in this letter you accept that you do so under the
University terms and conditions of the Contract for Services which are attached.
Yours sincerely
[Name and contact details]
Please sign below to confirm your acceptance of the terms and return one copy of this letter
to the above address.
Name:
Date:
1
You will need to think about this and it is a good idea to seek guidance from the University’s Knowledge Transfer Office in formulating
the defined purpose
2
There can be great commercial value in the licensing of IPR. Consultants may try and say that they expect to be able to use the IPR
created by delivering the Services the response to which is that for non commercial purposes that is fine but the IPR would not exist were
it not for the opportunity provided by the University.