Material Transfer Agreement
Dear [Recipient],
I am writing to request that you sign a Material Transfer Agreement (MTA) for the transfer of [tangible research material] from our laboratory at [Institution] to your laboratory at [Recipient Institution].
The [tangible research material] is being transferred for the purpose of [research purpose] and will be used only for this purpose. The MTA outlines the terms and conditions of the transfer and includes provisions for confidentiality, publication rights, and indemnification.
We have attached a copy of the MTA for your review and signature. Please let us know if you have any questions or concerns about the agreement. Once you have signed the MTA, please send a copy to our laboratory to confirm the transfer.
Thank you for your attention to this matter. We look forward to collaborating with you on this research project.
Sincerely,
[Your Name]
Academic Research Institution MTA Request
Subject: Material Transfer Agreement Request - [Material Name]
Dear [Recipient Name/Technology Transfer Office],
I am writing to request a Material Transfer Agreement for [specific material/research tool] to support our research project titled "[Project Title]" at [Institution Name].
Our research team, led by [Principal Investigator], is investigating [brief research description]. The requested material is essential for [specific use/application] and will be used exclusively for non-commercial research purposes under the supervision of qualified personnel.
We commit to using the material solely for the agreed research purposes, maintaining appropriate safety protocols, and providing acknowledgment in any resulting publications. We are prepared to execute a standard MTA or work with your institution's preferred terms.
Please let me know what documentation is required and the timeline for processing this request. I have attached our research proposal and institutional information for your review.
Thank you for your consideration.
Sincerely,
[Your Name]
[Title]
[Institution]
[Contact Information]
Commercial License Negotiation for MTA
Subject: Commercial Material Transfer Agreement - [Company Name]
Dear [Recipient],
[Company Name] is interested in obtaining [material/technology] under a Material Transfer Agreement for commercial evaluation and potential product development.
We understand that commercial use requires different terms than academic research. Our intended use includes [specific commercial applications] with potential market applications in [industry/field]. We are prepared to discuss appropriate compensation, milestone payments, and royalty structures.
Our team includes [relevant expertise] and we have successfully commercialized similar technologies in the past. We are committed to maintaining confidentiality and proper handling of proprietary materials.
We would appreciate scheduling a discussion to review terms and explore a mutually beneficial arrangement. Please let us know your availability for a call or meeting.
Best regards,
[Your Name]
[Title]
[Company]
International MTA with Export Control Considerations
Subject: International Material Transfer Agreement Request
Dear [Recipient],
We are writing to request a Material Transfer Agreement for the transfer of [material] from [Origin Country] to [Destination Country] for research collaboration between our institutions.
We acknowledge that international transfers may require additional compliance measures including export control regulations, import permits, and customs documentation. Our institution has experience with international material transfers and maintains appropriate licenses for handling [material type].
We have reviewed relevant regulations including [specific regulations] and confirm our ability to comply with all requirements. Our research project has been approved by our institutional review board and meets all safety and ethical standards.
Please advise on any additional documentation required for international transfer and expected processing timelines.
Respectfully,
[Your Name]
[Institution]
[Country]
Follow-up on Pending MTA Request
Subject: Follow-up: MTA Request for [Material] - [Reference Number]
Dear [Recipient],
I am following up on our Material Transfer Agreement request submitted on [date] for [material description]. Our reference number is [number] if applicable.
We understand that MTA processing requires careful review and coordination between multiple departments. We remain committed to this collaboration and are happy to provide any additional information or clarification needed.
Our research timeline has [specific deadlines/constraints], so we would appreciate any update on the status of our request. If there are any concerns or modifications needed to our proposed terms, we are open to discussion.
Thank you for your time and consideration.
Best regards,
[Your Name]
MTA Amendment Request
Subject: Amendment Request - MTA Agreement [Reference Number]
Dear [Recipient],
We are writing to request an amendment to our existing Material Transfer Agreement dated [date] for [material description].
The requested changes include [specific modifications such as extending term, adding research uses, including additional personnel, etc.]. These modifications are necessary due to [reason for changes].
We believe these amendments align with the original intent of the agreement while accommodating [changed circumstances]. We are prepared to execute an amendment document or revised agreement as preferred by your institution.
Please let us know the process for implementing these changes and any additional requirements.
Sincerely,
[Your Name]
MTA Termination Notice
Subject: Notice of MTA Termination - [Agreement Reference]
Dear [Recipient],
We are providing formal notice of our intent to terminate the Material Transfer Agreement dated [date] for [material description] effective [termination date].
[Reason for termination - project completion, change in research direction, etc.]
We confirm that all materials have been [returned/destroyed] in accordance with the agreement terms. We have ceased all research activities using the transferred material and have secured any derivatives or modifications as required.
We appreciate the collaboration and support provided under this agreement. Please confirm receipt of this notice and advise if any additional actions are required for proper closure.
Best regards,
[Your Name]
Urgent MTA Request for Time-Sensitive Research
Subject: URGENT: Expedited MTA Request for Time-Sensitive Research
Dear [Recipient],
We are requesting an expedited Material Transfer Agreement for [material] to support time-critical research related to [urgent research need/emergency response].
Due to [specific time constraints/emergency situation], we need to begin work with this material by [specific date]. We understand that expedited processing may require additional documentation or alternative arrangements.
We are prepared to execute a simple MTA with standard terms to facilitate rapid transfer, with the understanding that we can negotiate more detailed terms subsequently if needed. Our institution has pre-approved standard MTA terms for such situations.
Please contact me immediately at [phone number] to discuss options for expediting this request.
Urgently,
[Your Name]
[Emergency Contact Information]
Student/Trainee MTA Request
Subject: Material Transfer Request for Student Research Project
Dear [Recipient],
I am a [degree level] student at [Institution] working under the supervision of [Advisor Name] on a research project involving [research area].
We would like to request [material] under a Material Transfer Agreement for my [thesis/dissertation/research project]. The material will be used exclusively for educational purposes and non-commercial research under direct faculty supervision.
My advisor has approved this request and our institution's technology transfer office is prepared to execute the necessary agreements. We understand all safety and handling requirements and have appropriate training and facilities.
This research is part of my academic program and any results will be shared in academic publications with appropriate acknowledgment.
Thank you for considering our request.
Best regards,
[Student Name]
[Advisor Name]
[Institution]
What is a Material Transfer Agreement and Why is it Needed
A Material Transfer Agreement (MTA) is a legal contract that governs the transfer of research materials between institutions, companies, or researchers. MTAs are essential for protecting intellectual property rights, ensuring proper use of materials, and managing liability concerns.
The primary purposes include:
- Protecting the provider's intellectual property rights
- Defining permitted uses and restrictions on materials
- Establishing liability and indemnification terms
- Ensuring compliance with safety and regulatory requirements
- Facilitating collaborative research while managing risks
- Maintaining control over downstream applications and commercialization
Who Should Initiate Material Transfer Agreements
MTAs should be initiated by:
- Research scientists and principal investigators requesting materials
- Technology transfer offices managing institutional IP
- Legal departments overseeing contract negotiations
- Laboratory managers coordinating material exchanges
- Graduate students and postdocs under faculty supervision
- Industry researchers seeking academic collaborations
- Biotech and pharmaceutical companies accessing research tools
- Government researchers sharing materials with external partners
Who Receives and Reviews MTA Requests
MTA requests are typically addressed to:
- Technology transfer offices at academic institutions
- Legal departments at companies and organizations
- Principal investigators who developed or control the materials
- Laboratory directors or department heads
- Intellectual property managers
- Research administration offices
- Regulatory affairs departments
- International collaboration offices for cross-border transfers
When Material Transfer Agreements are Required
MTAs are necessary in these scenarios:
- Transferring biological materials between institutions
- Sharing research tools, reagents, or cell lines
- Providing access to proprietary databases or software
- Exchanging materials for collaborative research projects
- International transfers requiring export control compliance
- Commercial evaluation of academic research materials
- Student or postdoc exchanges involving material access
- Conference presentations requiring material demonstration
- Publishing research requiring material validation by peers
- Licensing negotiations involving material evaluation
Requirements and Prerequisites Before Requesting MTAs
Essential preparations include:
- Obtain institutional approval for the research project
- Verify appropriate safety training and certifications
- Ensure adequate laboratory facilities and equipment
- Secure necessary funding for material handling and storage
- Review institutional policies on material transfers
- Identify qualified personnel for material handling
- Prepare detailed research proposals and protocols
- Obtain ethics committee or IRB approval when required
- Verify compliance with local and international regulations
- Establish material tracking and inventory systems
How to Write and Process Material Transfer Agreements
The MTA process involves:
- Identify the specific materials needed and their intended use
- Contact the material provider's technology transfer office
- Complete institutional MTA request forms and documentation
- Provide detailed research descriptions and personnel qualifications
- Negotiate terms including permitted uses, publication rights, and liability
- Review and execute legal agreements through appropriate channels
- Arrange for material shipment and handling procedures
- Establish tracking systems for material use and disposition
- Maintain records for compliance and audit purposes
- Coordinate with multiple departments including legal, research, and administration
Elements and Structure of Material Transfer Agreements
Essential MTA components include:
- Material description and quantity specifications
- Permitted and prohibited uses of transferred materials
- Term duration and termination conditions
- Publication and intellectual property provisions
- Liability, indemnification, and insurance requirements
- Confidentiality and non-disclosure obligations
- Return or destruction requirements for materials
- Compliance with laws and regulations
- Contact information for all parties
- Dispute resolution and governing law clauses
- Signature blocks and execution requirements
- Attachments including safety data sheets and handling protocols
Formatting Guidelines for MTA Communications
Effective MTA correspondence should include:
- Clear, descriptive subject lines with reference numbers
- Professional tone appropriate for legal and business contexts
- Specific material descriptions and intended research applications
- Complete contact information and institutional affiliations
- Proper formatting with headers, paragraphs, and logical organization
- Attachment references for supporting documentation
- Reasonable response timeframes and follow-up schedules
- Length typically 1-2 pages for initial requests
- Email format for routine communications, formal letters for significant negotiations
- Consistent terminology and clear, unambiguous language
Common Mistakes to Avoid in MTA Processes
Frequent pitfalls include:
- Underestimating processing time and starting requests too late
- Providing incomplete or unclear material descriptions
- Failing to identify all intended uses and potential applications
- Ignoring institutional policies and approval requirements
- Inadequate safety and regulatory compliance planning
- Poor communication between research and administrative teams
- Accepting unfavorable terms without proper negotiation
- Insufficient documentation and record-keeping
- Neglecting international export control and import requirements
- Failing to plan for material return or destruction requirements
Follow-up Actions After MTA Execution
Post-agreement responsibilities include:
- Coordinate material shipment and receipt verification
- Implement proper storage and handling procedures
- Train personnel on agreement terms and restrictions
- Maintain detailed usage and inventory records
- Monitor compliance with permitted use restrictions
- Provide periodic progress reports if required
- Prepare for audits or compliance reviews
- Manage publication approval processes
- Plan for material return or destruction as specified
- Renew or extend agreements before expiration
- Report any incidents or breaches immediately
- Maintain ongoing communication with material providers
Tips and Best Practices for Successful MTAs
Effective strategies include:
- Start MTA processes early, allowing 3-6 months for complex agreements
- Build relationships with technology transfer professionals
- Maintain template agreements and standard terms for routine transfers
- Create internal checklists and approval workflows
- Use clear, specific language avoiding ambiguous terms
- Consider mutual benefit and reciprocity in negotiations
- Leverage institutional MTA expertise and legal resources
- Document all communications and decisions
- Plan for potential delays and have backup options
- Regular training for research staff on MTA requirements
- Establish clear internal roles and responsibilities
- Monitor industry trends and best practices
Comparing MTAs with Other Research Agreements
MTAs differ from other agreements in several ways:
- vs. Collaboration Agreements: MTAs focus on material transfer while collaborations involve shared research activities
- vs. Licensing Agreements: MTAs typically don't grant commercialization rights unlike licenses
- vs. Service Agreements: MTAs transfer materials rather than purchasing services
- vs. Confidentiality Agreements: MTAs include material-specific terms beyond just confidentiality
- vs. Sponsored Research: MTAs don't typically involve funding exchanges
- vs. Consortium Agreements: MTAs are usually bilateral rather than multi-party arrangements
Alternative approaches include direct purchase, commercial licensing, or developing internal capabilities rather than material transfer.
