Sample C&F Agent Agreement Format


Free Template / Example for Clearing & Forwarding Agent (C&F) Contract Deed in word / doc / pdf for India with C&FA Appointment Form

In supersession of all previous agreements this agreement is made on this …………………………………………….. BETWEEN ROCKET SALES LTD, a company incorporated under the Companies Act, 1956 having its registered office at Kusumi, Nabarangpur, Orissa and Head Office  at Nirmal Building 16th Floor,15/11 Nariman Point Mumbai 412 215. (hereinafter referred to as `THE COMPANY')  of the   ONE PART  and   M/s. ................................ ................................ incorporated / registered / formed under …………………………………….......... whose details are given in the Annexure Marked ‘A’ which forms on integral part of this agreement (hereinafter referred to as `THE CONSIGNING & FORWARDING AGENT or C&FA of the OTHER PART.


WHEREAS  M/s. ......................................... ........................... have offered for working as  consigning and forwarding Agent  for and on behalf of the Company AND WHEREAS  the  Company has  agreed  to appoint M/s. ...........................................  to be  their consigning and forwarding Agent upon certain terms and conditions mutually agreed  to  and reduced in writing as hereinafter stated.

NOW  THIS  AGREEMENT  WITNESSETH  and it  is  hereby  agreed  and declared between the parties hereto as follows :-

1.   The  C&FA shall work as the Company's  Consigning and Forwarding Agent for the area/territory allotted to them and described in the First schedule for receiving, warehousing, safe storage, selling, despatching and discharging other functions mentioned herein below in respect of  the products & marketing       by the Company viz.  HR COILS (hereinafter referred to as the "said goods").

2.   The  C&FA shall operate on behalf of the  Company in the said zone and shall not transgress the same. 

3.   i) The  C&FA shall arrange to keep and maintain to the satisfaction of the Company first class constructed one or more godowns of required measurement for storage of the Company's said goods at such place or places as may be approved by the Company.  The godown(s) shall be free from dampness and water leakage and shall be fitted with proper electricity wiring in conduit pipes and be equipped with adequate fire extinguishers.  No inflammable materials shall be stored inside the godown(s) or outside within a radius of twenty yards.  The godown(s) shall conform to all the requirements as per Statutory or other rules and regulations that may be applicable for the time being.

ii)           Unless otherwise agreed in writing, the said goods will be kept in independent godown(s) and shall not be mixed up with other goods.

iii)          The C&FA shall arrange for and have an office at a suitable place with telephone facility and provide for at least two tables there for the authorised  representatives of the Company.

iv)          The  C&FA shall keep and maintain  required number  of  staff  and labour at  their  own  cost  and accounts to properly discharge their obligations herein to the satisfaction of the Company.

v)           The C&FA  shall keep and maintain in proper state  and  condition all  the  registers,  books   of accounts,   challans,  vouchers,   receipts, advices, invoices/bills  and  all  other  records,  papers   and documents  as     may be required for properly  and efficiently transacting the Company's said business in terms of the agreement and maintaining proper record of the same.  The C&FA shall  follow  the Company's instructions/ advice in this respect.         

4.       Despatches, Storage, Insurance and Claims:  
         
          (i)   The  Company  may from time to time despatch  the  said goods  in such lots or numbers to the C&FA as  it may deem fit and proper at its  sole discretion for  the purpose of storing in the said  godown(s)  and dealing with  the  same  strictly  as   per  written instructions of the Company save as otherwise stated in these present.

        (ii)      The C&FA shall receive the said goods from the carriers after proper instruction, checking and verification.   If any loss, shortage,   damage or deterioration of the said goods is found or detected by them they shall take delivery of the said goods only after obtaining required certificate from the carriers and inform the Company in the matter forthwith.

          (iii)    If  the said goods or any part thereof  are  destroyed,  damaged or deteriorated due to any mishap, accident  or other  reason  while  the  same  are  stored  in  their godown(s), the C&FA shall forthwith  inform the  Company and the Insurer concerned about the  event by  means  of  telephone and/or telegram  followed  by confirmatory letter.

          (iv)    The necessary insurance in respect of the said goods will be undertaken by the Company at  its   sole  discretion.

          (v)   The  C&FA shall be fully  responsible  for proper  and safe handling,      carrying and storage of  the said  goods and shall keep safe custody of the same  on behalf  of the Company till the period the  said  goods   remain  under their charge.

5.       a)      The C&FA shall as and when required speedily arrange for delivery and for despatch of the said goods or any part thereof to the parties concerned strictly as per and in accordance with written instructions of the Company.

       b)      Without prejudice to what is stated in these presents, the C&FA shall undertake despatches and/or effect deliveries of the said goods as per and in accordance with the procedural guidelines that may be issued in writing by the Company from time to time.

        c)        The C&FA shall also arrange for transport and receive at their godown unserviceable goods which may be returned by the customer/dealers as per instructions of the Company's authorised representatives. The Company will duly reimburse transportation cost that may be incurred by the C&FA in this connection.

d)      In case of upcountry despatches outside the Municipal area of the city in which the office/godown of C&FA is situated, the Company will reimburse the C&FA at the rates applicable for such transportation.  The said goods shall be booked showing the C&FA as “Consignor” and the “Consignee” acting on behalf of the Company. 

6.     a)        For all goods delivered/despatched as above, C&FA shall prepare required  delivery/despatch  challans, sale invoices, advices for and on behalf of the Company  and send   the  same to  the dealers/parties  concerned  alongwith other required documents either directly  or through  Company's authorised  representative   and/or Banks for collection and will take all necessary steps in that connection. The C&FA shall print on the delivery challans/sale invoices as follows :-
                                               ROCKET SALES LTD.
                                      AGENT “C&FA name and address”

          b)      The C&FA will take special care to see that required  Sales tax, Octroi and other levies, if  any, are duly charged in every sale invoices in all cases of registered  and/or  unregistered  dealers/parties and arrange  to  obtain necessary  sales  tax  declarations simultaneously  with  the payment or latest  within  25 days.

c)       The C&FA may ordinarily receive and accept payments in cheques, bank drafts and pay  orders.  The Company may supply list of dealers/parties from whom payments in cheques may be accepted and delivery of the goods be effected. In other cases if payment is made by cheques, delivery shall not be affected untill payment against cheques is received and credited to the Company account.

        d)       All  payments  by Bank Drafts/or Pay  Orders  shall  be received in the name of the Company and the same  shall be  deposited in the account of the Company with the bank/s concerned at the earliest and latest within the next working day of the Bank.

e)      In  case  of  any  delay/negligence  on  the  part   of C&FA in  depositing  sale  proceeds   and/or negotiable  instruments  as stated above,  the        Company shall  be entitled, to charge interest @ 24% per  annum on the amount in question for the period of such  delay and it will be without prejudice to the other rights of the Company.

7.       Other obligations and Governing Factors
         
          i)    The C&FA shall not make any commitment or admit any claim on behalf of the Company.  All claims and/or disputes in relation to the Company's said goods will be investigated and decided upon by the accredited officers /representatives of the Company.

ii)     The  Staff  and  labour  employed  or  engaged  by  the C&FA  for  the said  work  shall  for  all material purposes be the employees of C&FA and in no circumstances shall the Company be liable for  them.  The C&FA hereby agrees to indemnify and hold the Company harmless against any dispute or claim of their employees.

       (iii)   (a) The  C&FA shall follow all  and  every instructions/ advices  that       may         be given to them by the  Company  directly or  through  its  authorised representatives  in connection with or relating to this agreement.

(b)  The C&FA  shall keep and  maintain  utmost secrecy  of the Company's           said business  and  shall promptly  disclose  to the Company  all  and every material  information  and particulars relating  to the said business to keep the Company well  posted about the event and/or dealings.

          (iv)   The C&FA shall be fully responsible and liable  to  compensate  the Company  for  any  loss and/or damages that the Company may suffer or incur      for and on account of any negligence or failure  on the part of C&FA in complying with  the legal   requirements  and/or  provisions  of   this agreement or any part thereof and keep the  Company saved and harmless in that respect.

          (v)   (a)       The  C&FA  shall put  up  and  display proper signboards as per requirement of the Company and  publicly display on a board the following :-

"GOODS STORED IN THIS GODOWN ARE THE PROPERTY OF M/S                 ROCKET SALES LTD., Nirmal Building 16th Floor,15/11 Nariman Point Mumbai 412 215. “
  
                   (b)     The C&FA shall obtain such licenses and Sales Tax Registration Certificate number in  their names, Sales Tax permits, declaration certificates in  Form  "F"  etc.  and  comply  with  all   such regulations, rules or laws in the matter as may  be legally  required  to  be  observed and  performed either by the Company or by themselves.

                   (c)     The C&FA shall maintain all necessary books of accounts, records, papers and documents required for Sales Tax purposes and  will  prepare and file regular Sales Tax, returns with receipted challans of  Tax get the assessment  completed  and follow instructions of the Company in this regard.  However, in case of their failure to submit Sales Tax returns and in case any amount remaining due to the Sales Tax authorities, the Company will deduct the same from C&FA's account and pay the dues to the Sales Tax authorities.

          (vi)    (a)     The C&FA shall maintain proper and upto date  account  and other records of  goods  as  per instructions of the Company and send to the Company such  periodical or other statements  of  stocks, sales, accounts, payments, funds, cash, etc. as may be specified by the Company from time to time.

                   (b)     The C&FA shall promptly forward to the Company all  documents,       papers,  orders,  notices, etc. addressed to the Company when received by them at their office godown/ warehouse, unless  otherwise instructed in writing by the Company.

(vii) The Company shall in its absolute right be free to sell and  deliver/ despatch  the said goods  to  the  parties concerned  in  the  zone  of  C&FA either directly by itself or through  other agents/ representatives.


8.       The property in the said goods which are entrusted to the C&FA shall vest and continue to be vested in the Company until the same are sold and delivered to the parties/dealers concerned.  The C&FA shall have no lien or other rights over the said goods on any count or account whatsoever and save as stated under these presents shall have no right whatsoever to sell, transfer, pledge, hypothecate or otherwise dispose of the same or create any other encumbrance thereon.

9.       The  C&FA shall keep the accounts and records  of the  said  business open for inspection by the officers and authorised  representatives/uditors  of  the  Company,   who shall,  if so warranted, be entitled to enter the  godown  or godowns  where  the  said goods are/may  be  stored,  inspect conditions  thereof, take inventory thereof, take  charge  of  and remove the said goods and/or the account books and  other records and documents or any part thereof without any let  or hindrance from the C&FA and if so required by the Company the C&FA shall remain bound to handover immediately the charge of the godown(s), account books and other records and take other necessary steps  to  safeguard said goods  and  protect  the Company's interest.

10.     (i)   In consideration of the services to be rendered by the C&FA, the  Company will pay   to   the C&FA commission @ 1% on the merchandise value (which will remain sale price of the said goods inclusive of excise duty but exclusive of Sales Tax, other local levies and credit notes issued for discount of the said goods) sold/piloted through C&FA's godown(s) beside reimbursement of expenses on actual (duly certified by the Branch Head).

          (ii)  The C&FA shall submit their bills for commission along with the details of the amount to be reimbursed by the Company. After scrutiny is completed payment will be made by the Company to the C&FA by cheque, bank drafts, etc. within four weeks of receipt of the documents.

11.     i)       The C&FA shall deposit a sum of Rs. _______ Lacs with the Company by way of security deposit with the execution of this agreement and shall continue to keep the same deposited during the tenure of the agreement.  The Company shall pay to the C&FA at the end of every financial year interest @ 10% per annum on the Security Deposit.

          ii)       If  required  Company shall have  unfettered  right  to adjust any amount due from C&FA out of  the said security deposit.

12.     (i)   This  agreement will be deemed to have  commenced  from …………….  and shall remain in force for a  period of One year and be binding on both the parties, unless and  until determined earlier by either of the  parties by giving in the other party 25 days advance notice  in writing without necessarily  assigning  any  reason whatsoever.

          (ii)  Notwithstanding  what is stated in clause (i),  if  the C&FA's working is found prejudicial to  the interest of the Company (of which the Company shall  be the  sole  judge)  or if the  present  constitution  of  C&FA is changed, the Company shall have the right  to  terminate this agreement  forthwith  without notice and without assigning any reason for the same.

          (iii)    In  the  event of expiry or prior termination  of  this agreement, all the said goods in the custody or  charge of  the  C&FA shall be handed  over by  C&FA to the authorized representatives  of the  Company along with all moneys in hand or due from C&FA, account books,  registers,  records, files  and all other goods and materials whatever  held by C&FA on account of the Company. If there be any shortage or deficiency, C&FA shall fully compensate and/or make good the same and keep the Company saved and harmless.

(iv)  In the event of the failure of the C&FA to make  good  and/or  compensate  for  such  shortage  or deficiency as aforesaid within a period of 7 days  from the  date of termination or expiry of  this  agreement,  the  Company  reserves  the right to  adjust  the  same against  any  money  payable  by  the  Company  to  the C&FA including security deposit and also to realise the same through other legal means.

13.     Dispute,  if any, arising out of or in connection  with  this agreement  shall  be referred  to  arbitration  by  a  sole  arbitrator  to  be nominated by the  Company  whose  decision shall be final and binding on the parties hereto.

14.     Subject to and after exhausting the above remedy as  provided in  clause  13  hereof, if any matter or  dispute  is  to  be referred to the Court, all such disputes shall be subject  to the  exclusive  jurisdiction of courts at Kolkata  in  which city this agreement shall be deemed to have been executed.

15.     The  responsibility and obligations of the  C&FA and  the Company as specified hereinabove shall be deemed  to be valid and in force till the period this agreement  remains valid   and   may  be  altered  only  by   specific written arrangement/agreement, save and except that procedural    instructions          may be given by the Company's  authorised representatives in writing from time to time.
  

      IN WITNESS WHEREOF  the  parties hereto have hereunto duly signed and executed these presents the day, month and year first above written.


Signed by                                                    Signed by


For and on behalf of the Company                For and on behalf of the
                                                                   C&FA in the presence of




_____________________________           ________________________
          Signature                                                    Signature
Name and Address of Witness                    Name & address of Witness


The First Schedule
----------------------

The  C&FA shall work as the Company's Consigning & Forwarding Agent at ________ and its area of operations shall cover the entire area of _____________.


 ANNEXURE-A

1.    Name of Establishment : …………………………………………………………………………

2.    Name of Prop./ Partners / Managing  Director / Executive Director / Director : ……………
……………………………………………………………………………………………………….

T. L. No. : ……………………………………. S. T. No. : …………………………………….…

C.S.T. No. : …………………………………… PAN : …………………………………………..
CIN (IN CASE OF COMPANY INCORPORATED UNDER THE COMPANIES ACT 1956)

3.    (A) State : ……………………….. (B) Your Establishment town: ……………………………..

4.    Date of Establishment  / Incorporation : ..……………………………………………………..

5.    Constitution of the entity :  Prop./Partnership / Pvt. Ltd. / Public Ltd.


Prop.


Partnership


Pvt. Ltd.


Public Ltd.


6.    i)   Office Address with Pin Code : …………………………………………………………………..

……………………………………………………………………………………………………….

State : ………………………………………….. Pin Code : …………………………………….

ii)     Address of the Godown : …………………………………………………………………….
            …………………………………………………………………………………………………..

7.    (a)  Residential Address of the Partners / Proprietor (in case of Partnership Firm / Proprietorship firm) with Pin Code :
……………………………………………………………………………………………………….

State : ………………………………………….. Pin Code : …………………………………….

b)    Phone No. : ( O ) ………………………………… ( R ) ..…………………………………..

Fax No. : ……………………………………………………………………………………….

            E-mail :         
             …………………………………………………………………………………………

      Website : ………………………………………………………………………………………

8.    Details of Staff :
i)              Sales Staff : …………………………………………………………………………………..

ii)             Office Staff : …………………………………………………………………………………..

9.    Name and Address of your Bankers : …………………………………………………….…….

10.  Person to be contacted in your absence (in case of partnership firm/sole proprietorship) :

Name : ……………………………………………………………………………………………..

Address : …………………………………………………………………………………………..

…………………………………………………… Tel. No. ………………………………………

State : ……………………………………… Pin Code : ………………………………………..

Post : ………………………………………………………………………………………………

Father’s/Husband’s name : ……………………………………………………………………..

Relation with the Applicant : …………………………………………………………………….




(Signature of the Other Recommended Person)



Place : …………………………… Name : ………………….………………………………………

Date : …………………………….





Seal                                                                                         (Signature of C & F Agent)



9.    Name and Address of your Bankers : …………………………………………………….…….

10.  Person to be contacted in your absence (in case of partnership firm/sole proprietorship) :

Name : ……………………………………………………………………………………………..

Address : …………………………………………………………………………………………..

…………………………………………………… Tel. No. ………………………………………

State : ……………………………………… Pin Code : ………………………………………..

Post : ………………………………………………………………………………………………

Father’s/Husband’s name : ……………………………………………………………………..

Relation with the Applicant : …………………………………………………………………….





(Signature of the Other Recommended Person)




Place : …………………………… Name : ………………….………………………………………

Date : …………………………….





Seal                                                                                         (Signature of Distributor)


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