What is a dental lab services agreement?
A practice and its lab work together on every crown, bridge and denture, but the working rules are often unwritten: what a prescription must include, how long a Case takes, what the lab tells the dentist about materials and outsourcing, which remakes are free and how patient information is handled. Writing them down avoids the usual friction over late cases and remake bills.
This template lists the products and how cases are sent, by scan or impression. It requires a dentist's prescription for every Case, keeps clinical decisions with the dentist, and requires the lab to ask before changing design or material. It sets turnaround from receipt of a complete Case, materials disclosure with manufacturer, product, lot and any outsourcing laboratory, fees by schedule or listed, price change notice and payment terms, shipping and risk, free remake periods for fixed and removable work with clear exclusions, patient data minimisation and confidentiality with a data processing or business associate agreement where required, and ending on notice with no minimum volume.
- Best for
- Dental laboratories and the dental practices they serve
- Signed by
- The lab and the practice's principal dentist or owner
- Remakes
- Free remake periods you set for fixed and removable work
- Length
- 3 pages, initialled on every page, signatures on the last page
When to use a dental lab services agreement
- A crown and bridge lab taking on a new practice client
- A denture lab working with a group of practices
- A digital lab receiving intraoral scans only
- Formalising remake and shipping terms with a long-standing lab
- A practice requiring materials and outsourcing disclosure from its lab
What you fill in
19 blanks, then the name and email of each person who signs: dental lab, practice.
1 The parties
- Start date*
- Dental lab (your business)*
- Lab registration or certification (optional)
- Your phone or email*
- Dental practice*
- Practice phone or email*
2 The work
- Products and services*
- How cases are sent* digital scans and physical impressions both accepted · digital intraoral scans only · physical impressions and models only
- Standard turnaround*
3 Fees and shipping
- Fees* the Lab's fee schedule attached or shared with the Practice · the fees listed below
- Fees listed here (optional)
- Currency*
- Notice of price changes (days)*
- Payment terms* monthly statement, payable within 30 days · invoice with each case, payable within 14 days · card on file charged with each case
- Shipping and pick-up*
4 Remakes and terms
- Free remake period for fixed work (months)*
- Free adjustment or remake period for removable work (months)*
- Notice to end (days)*
- Governing law*
5 Who signs
- Dental lab signature and date, job title, initials on every page · The dental laboratory.
- Practice signature and date, job title, initials on every page · The dental practice — usually signed by the principal dentist or practice owner.
What the dental lab services agreement covers
- Products and prescriptions
- Turnaround
- Materials disclosure
- Fees and payment
- Shipping
- Remakes and adjustments
- Patient data confidentiality
- Term and general
Using the dental lab services agreement, step by step
1 List products and submission
Enter the restorations and appliances you make and choose whether you accept scans, impressions or both.
2 Set turnaround and fees
Enter standard turnaround for each product and rush terms, choose a fee schedule or list fees, and set price change notice and payment terms.
3 Describe shipping
Explain pick-up, courier and shipping costs in each direction.
4 Remakes and send
Set the free remake periods for fixed and removable work, the notice period and governing law, then send it to the practice.
Tips before you send it
- Ask practices to identify patients by case number or initials. The agreement asks for the minimum patient data.
- Where health privacy law requires a data processing or business associate agreement, sign one too. This agreement says it applies alongside.
- Record materials and lot numbers with every Case. It makes the disclosure the agreement requires quick to give.
- Some places register dental labs or custom-made dental devices. Check the rules where you operate and add your details.
Sign it online in minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date and initials box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Dental lab services agreement: frequently asked questions
Who is responsible for the clinical result?
The dentist is responsible for diagnosis, treatment, fitting and adjustment. The lab follows the prescription and asks before changing design or material, and does not guarantee clinical outcomes.
When is a remake free?
When a fixed restoration fails because of the lab's workmanship or materials within the months you set, or a removable appliance doesn't fit because of the lab's work. Remakes from poor impressions, shade changes or patient misuse are charged.
Does the lab have to say where a crown was made?
Yes. With each Case the lab states the materials and, if any part was made by another laboratory, its name and country. It cannot outsource without telling the practice first.
Does the practice have to send a minimum number of cases?
No. The practice may use other labs and there is no minimum volume. Either side can end the agreement on notice.
Can it be signed electronically?
Yes. E-signatures are generally valid for business supply agreements like this in the US, UK, EU and Canada. FileIt keeps an audit trail with the signed PDF.