How to Write a Simple Service Agreement for Your Errand Running Business

An errand running service agreement is a short, plain-language document — usually one page — that spells out your rates, cancellation policy, mileage charges, and who's responsible if a purchased item is wrong or damaged. It protects you from disputes and unpaid time, and it takes most operators under an hour to put together.

Most errand runners skip this step entirely. They quote a job over text, run the errand, and hope for the best. That works fine until a client claims you bought the wrong prescription refill, disputes a charge because you sat in traffic for 40 minutes, or cancels five minutes before pickup and expects a full refund. A simple written agreement — even a half-page one you text as a PDF — settles all of that before it becomes an argument.

What should an errand running service agreement include?

A working errand running service agreement doesn't need a lawyer to draft. At minimum, it should cover:

• Scope of work — what errands you'll run (grocery pickup, prescription drop-off, waiting in line, courier drops) and what you won't (no pet transport, no cash handling over a set limit, no hazardous items)
• Rate structure — hourly rate, flat per-errand rate, or a combination, matching however you price your errand running services
• Mileage charges — a per-mile rate for driving beyond a set radius
• Payment terms — when payment is due (before, at completion, or on delivery) and accepted methods
• Cancellation policy — how much notice is required and what happens if the client cancels late
• Liability for purchased items — who eats the cost if something's wrong, damaged, or out of stock
• No-refund terms — what's non-refundable once the errand is completed
• Client responsibilities — accurate lists, correct addresses, funds provided upfront for purchases

Keep the language plain. A contract full of legal jargon just makes clients nervous. One clear sentence per clause is enough.

How do you write a cancellation policy for errand jobs?

A cancellation policy for an errand running business should require a minimum notice window — commonly 1–2 hours for same-day errands or 24 hours for scheduled runs — and state what portion of the fee is owed if the client cancels late or the runner arrives and can't complete the job.

A simple version reads something like: "Cancellations made less than 2 hours before the scheduled pickup time will be billed a $15–$25 cancellation fee to cover time already committed." If you've already left for the errand or made a purchase, many operators charge the full rate plus reimbursement for anything already bought.

Also cover the flip side — what happens if you, the runner, can't complete the job (car trouble, store closed, item unavailable). Most operators state they'll reschedule at no charge or refund any unspent portion of a prepaid amount.

Who's liable if a purchased item is wrong, damaged, or over budget?

For purchase-based errands, the client is typically responsible for the cost of the item itself, while the runner is responsible only for gross negligence — like dropping a bag of purchased items or delivering to the wrong address after being given the correct one.

This is the clause clients push back on most, so state it clearly: "Client is responsible for the cost of all purchased goods. Runner is not liable for price differences due to substitutions, out-of-stock items, or store price changes, unless the client provides a strict budget in writing beforehand." If a client wants substitutions handled a specific way (buy nothing vs. buy closest match), get that instruction in writing before the errand starts, not after.

For damage claims, spell out that the runner carries reasonable care but isn't liable for manufacturer defects, spoilage from third-party delays (like a slow pharmacy line), or damage that happens after handoff. If you carry general liability insurance, note that briefly — but don't overstate your coverage, since policies and state requirements vary. Check with your insurance provider or your state's small business resources before making liability claims in writing.

How should you charge and document mileage?

Mileage should be billed as a flat rate per mile beyond a set free radius — commonly $0.50–$1.00 per mile in most markets, though this varies by region and fuel costs — and the agreement should state clearly whether mileage is calculated round-trip or one-way.

A clean mileage clause looks like: "Errands within a 5-mile radius of [base location] include mileage in the flat rate. Errands beyond that radius are billed at $0.65 per mile, round-trip, calculated from base location to final drop-off and back." Track actual miles driven for every job so you can back up your invoice if a client questions it — a simple mileage log or an app that logs mileage automatically is worth the habit. See how DoorstepHQ's expense and mileage tracking can log miles per job so your invoice numbers are never a guess.

Why do you need a no-refund clause?

A no-refund clause protects an errand runner from being asked to reimburse time and gas after an errand is successfully completed as requested, even if the client later changes their mind about the item or outcome.

Without this clause, you're exposed to situations like: you pick up the exact prescription the client asked for, and afterward they decide they wanted a different pharmacy and want their fee back. A simple line covers it: "Once an errand is completed as specified by the client, fees are non-refundable. This includes situations where the client changes their mind after pickup or delivery." If you want to offer goodwill credit toward a future errand in genuine mix-up cases, that's a business choice you can make case by case — but the contract shouldn't obligate you to it.

What other clauses protect a solo errand operator?

Beyond cancellation, liability, mileage, and refunds, a few smaller clauses round out a solid agreement:

• Payment timing — state whether you require prepayment for purchases (recommended for any errand over $50–$75) or reimbursement immediately upon delivery
• Communication expectations — how you'll update the client if something changes mid-errand (text, call, app message)
• Photo confirmation — a line noting you may send a photo of receipts or completed drop-offs as proof of service
• Governing terms — a note that the agreement can be updated with notice, so you're not locked into old terms forever

Send the agreement along with your quote so it's agreed to before the job starts, not after. Tools like DoorstepHQ's quotes feature let you attach terms to a quote so the client approves both the price and the policy in one step.

How do you actually get clients to sign it?

The easiest way to get an errand running service agreement signed is to bundle it into your normal booking flow — attach it to your quote or first invoice — rather than presenting it as a separate, formal document that feels like a big ask.

Repeat clients only need to sign once; note in your records that the standing agreement covers future bookings unless updated. New clients should see it the first time they book, ideally alongside your rates, so there's no surprise later. If you're still building your client base, pairing a clear agreement with a professional booking process also builds trust — something that matters when you're getting your first errand clients without any reviews yet to lean on. For a look at how another service-based operator structures protective contract language, the approach in this photography contract guide covers similar ground on liability and cancellation terms, even though the trade is different.

Frequently asked questions

Q: Does an errand running service agreement need to be notarized or legally reviewed?

A: No — a basic one-page agreement doesn't require notarization, and most solo operators write their own. If your errand volume grows or you're handling high-value purchases regularly, it's worth having a local attorney review your template once, since contract enforceability can vary by state.

Q: Can I use the same service agreement for every client?

A: Yes, a standard template works for most clients as long as you fill in job-specific details like rate, mileage radius, and scope each time. Keep one master version and adjust the specifics per booking.

Q: What if a client refuses to sign the agreement?

A: Most operators simply decline the job or require at least a text or email confirmation of the key terms (rate, cancellation policy, liability) before proceeding, since verbal-only agreements are much harder to enforce if a dispute comes up.

Q: How much should I charge for mileage on top of my errand rate?

A: Typical rates run $0.50–$1.00 per mile beyond a free radius of 3–5 miles, though this varies by region, vehicle costs, and local fuel prices — check the IRS standard mileage rate as a reference point when setting yours.

Q: Should I require payment upfront for purchase errands?

A: Many operators require prepayment or a deposit for any errand involving a purchase over $50–$75 to avoid being out of pocket if a client cancels or disputes the charge afterward.

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