Is an electronic signature valid?

Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and retention are satisfied.

When is notarization required?

Notarization depends on contract terms and state law; certain deeds and real estate filings typically require notarization and may also require witnesses.

Can I use remote online notarization?

Many states permit RON with identity proofing and recording requirements; check state notary commission rules and preserve audio-video records where required.

What happens if the signer name mismatches?

A name mismatch can invalidate the attestation or trigger requests for clarification; include signer title and an authorization statement to reduce risk.

Are supporting attachments required?

Supporting measurement logs, photos, or vendor specifications are best practice and often required by auditors or contract administrators to substantiate the stated size.

How long must I keep the signed file?

Retain according to applicable standards: IRS three-year baseline (IRC §6501(a)), HIPAA six-year rule (45 CFR §164.530(j)), and any longer state or contract-specific period.

Electronic Signature
Templates
Miscellaneous
Acknowledgment of System Size

Acknowledgment of System Size

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Acknowledgment of System Size

Client Name: Contractor Name:

Recitals

WHEREAS, Client and Contractor entered into a separate agreement under which Contractor will design, supply and install a site energy system described herein (the "Agreement"); and

WHEREAS, design documents and permitting submittals set forth an estimated installed system nameplate capacity that may differ from the actual installed system capacity determined at commissioning; and

WHEREAS, the parties desire to document and mutually acknowledge the measured system size, the method of measurement, and the commercial consequences of any variance between estimated and measured capacity.

Acknowledgment of System Size

Site Address:

Measured Installed Capacity: kW Measurement Basis:

Measurement Date: Commissioning Date:

Equipment Make/Model and Serial Numbers (if applicable):

Tolerance: The parties agree that a tolerance of shall apply to the measured capacity. If the measured capacity differs from the estimated capacity by no more than the tolerance, the installed capacity shall conclusively be deemed compliant for purposes of payment and performance guarantees.

Adjustment Procedure: If measured capacity differs from the estimated capacity by more than the tolerance, the parties shall apply the following commercial adjustment:

Measurement Methodology: The measured capacity shall be determined by Contractor using industry-standard instrumentation and testing protocols at time of final commissioning or such other mutually agreed testing procedure. The parties may require a third-party verification; cost allocation for any third-party verification shall be:

Scope of Work

Scope Description:

Payment Terms

Total Agreed Payment Amount:

Payment Schedule / Milestones:

Late Payment Fee: If any payment is not made when due, a late fee of shall accrue on the outstanding balance until paid in full, to the extent permitted by applicable law.

Term and Termination

Agreement Start Date: Agreement End Date:

Either party may terminate for material breach that remains uncured for days after written notice to the other party. Termination shall not relieve the Client of payment obligations accrued through the effective date of termination, except as expressly provided in the Agreement.

Confidentiality

Each party shall treat as Confidential Information any non-public information disclosed by the other party in connection with this Acknowledgment, including measured capacity, equipment serial numbers, pricing and adjustment calculations. Confidential Information shall not be disclosed to third parties except as required by law, regulation, or to professional advisors bound to maintain confidentiality. The obligations in this section survive for a period of three (3) years following termination or expiration of this Acknowledgment.

Governing Law

This Acknowledgment shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of law principles.

Entire Agreement

This Acknowledgment, together with the referenced Agreement and any incorporated exhibits, constitutes the entire agreement of the parties with respect to the subject matter hereof and supersedes all prior oral and written understandings. Any amendment or modification to this Acknowledgment must be in writing and signed by authorized representatives of both parties.

Certifications and Acknowledgements

By signing below, each signatory certifies that they are authorized to bind their respective party, that the information provided in this Acknowledgment is true and accurate to the best of their knowledge, and that they accept the measurement, tolerance and adjustment mechanisms set forth herein as the exclusive method for determining installed capacity for commercial and payment purposes.

Client acknowledges:

Client:

By:

Date:

Contractor:

By:

Date:

What the Acknowledgment of System Size Is and when it is used

An Acknowledgment of System Size is a formal written statement that records and confirms the measured or reported scale of a technical, operational, or physical system for regulatory, contractual, procurement, or grant-related purposes. Typical uses include reporting system capacity for compliance filings, confirming equipment counts for procurement or warranty processes, documenting installation scope for contractors, and recording baseline metrics for performance or funding agreements. The document ties the stated measurements to a date, responsible party, and method used, so subsequent audits or disputes can verify who attested to the size and how it was determined.

Why a clear Acknowledgment of System Size matters

A precise acknowledgment reduces ambiguity in contracts, supports regulatory compliance, and creates an auditable record that links measurements to responsible signers and dates. It minimizes downstream disputes about scope, cost, and liability while enabling consistent tracking over time.

Who typically completes an Acknowledgment of System Size

Organizations use this form when a formal, signed record of system scale is required by a contract, regulator, funder, or internal control process.

Project managers and site engineers who oversee installation, testing, and acceptance of physical systems.
Procurement or contract officers certifying equipment counts for purchase orders, warranties, or deliveries.
Compliance officers and grant administrators submitting scale data to regulators or funding agencies.

The document should be completed by an authorized representative with direct knowledge of the system and access to measurement methods or source records.

Step-by-step: completing and signing the Acknowledgment of System Size

Follow these sequential steps to collect, confirm, and finalize an accurate acknowledgement that is legally defensible and audit-ready.

01

Collect data: Assemble inventory, drawings, or measurement reports for the system.
02

Verify accuracy: Cross-check measurements against source documentation and correct errors.
03

Identify authorized signer: Confirm the person who has authority to attest and sign the document.
04

Execute signature: Sign, date, and retain the record; include witness or notary if required.

Typical processing flow for an Acknowledgment of System Size

Documents usually move from measurement through verification to signing and distribution; capture timestamps and actor identities at each step for auditability.

Measurement: Field team records system counts or capacity with date and method.
Verification: Reviewer reconciles data against inventory or vendor records.
Authorization: Authorized representative confirms accuracy and signs.
Retention: Final document stored with audit trail for future review.

Essential components to include in a professional acknowledgement

A complete acknowledgment should clearly state the system, measurement details, responsible parties, method, and the legal attestation language that ties the signer to the stated facts.

Identification

System name, model, location, and unique identifiers such as serial numbers or site codes for unambiguous reference.

Quantified Size

Numeric quantity and units (e.g., units, kW, square feet) with decimal precision as applicable to the system.

Measurement Method

Describe whether counts came from inventory, physical inspection, vendor spec, or telemetry and note the date of measurement.

Attestation Language

A declaration that the signer affirms the accuracy of the measurements under penalty of applicable law or contract.

Signature Block

Full printed name, title, organization, signature, and date; include notary or witness fields if required by contract or state law.

Supporting Attachments

Attach measurement logs, photos, invoices, inventory exports, or calibration reports used to derive the stated size.

Security and compliance details to record with the acknowledgement

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamped logs of signer actions and IP

Certifications: SOC 2 Type II; ISO 27001; PCI DSS

HIPAA Handling: HIPAA-compliant workflows; BAA required

21 CFR Part 11: Supports electronic records for FDA-regulated use

Accessibility: WCAG 2.0 Level AA compatible

Immediate risks and penalties for incorrect or incomplete acknowledgments

Contract Dispute: Scope or payment disputes may arise

Regulatory Penalty: Fines or enforcement by agencies

Warranty Denial: Vendors may deny warranty claims

Audit Failure: Noncompliance findings on inspection

Tax Withholding: Incorrect counts may affect deductions

Liability Exposure: Potential personal or corporate liability

Common mistakes to avoid when preparing the acknowledgment

Using approximate numbers instead of verified counts or calibrated measurements.
Failing to record the measurement method or the date the measurement was taken.
Allowing an unauthorized individual to sign without proper delegation or power of attorney.
Omitting supporting documents that establish how the size was calculated.

Configuring a digital workflow for acknowledgments

A clear digital workflow assigns roles, enforces required fields, and captures an auditable trail of measurements, approvals, and signatures.

Field	Configuration
Required Fields	Enforce Effective Date, Quantity, Measurement Method
Signer Order	Set role-based sequential signing where needed
Authentication	Use email plus optional SMS or KBA for stronger ID
Attachments	Require upload of source measurement files

Platform considerations for digital completion and signature

Choose a platform that supports secure e-signatures, audit trails, and the authentication strength required by your contract or regulator.

File formats: PDF and DOCX support; exportable signed copies
Integrations: Connectors for ERP/CRM and cloud storage
Authentication: Email, SMS, KBA, or SSO per policy

Typical timing and deadlines tied to acknowledgments

Deadlines vary by contract, regulatory filing, or procurement schedule. Note the effective date, acceptance window, and any regulatory filing cutoffs that use the acknowledgement date as the trigger.

Effective Date:

Date entered determines when measurements apply

Contract Acceptance:

Often tied to delivery window or inspection period

Regulatory Filings:

Some filings require submission within X days of measurement (check agency rules)

Warranty Claims:

Claims must reference the signed acknowledgement date

Audit Requests:

Retain documents to satisfy potential audit windows

Key milestones from measurement to final retention

Follow these sequential milestones to maintain a defensible record across measurement, sign-off, and long-term storage.

01

On-site Measurement

Field team records quantities and captures supporting evidence.

02

Internal Verification

Second-party review reconciles counts with inventory or telemetry.

03

Authorized Attestation

Designated representative signs the acknowledgement and dates it.

04

Long-term Retention

Store signed record and attachments for required retention period.

Comparison: eSignature pricing and capabilities relevant to acknowledgments

This vendor comparison highlights starting price, trial availability, bulk-send support, audit trail presence, HIPAA capability, and envelope or document caps for common eSignature providers; signNow is listed first for parity.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Premium tier)	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA)	Yes (BAA)	Yes (BAA)	No	No

Frequently asked questions about the Acknowledgment of System Size

Answers to common questions about validity, signatures, notarization, and recordkeeping for system-size acknowledgments.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and retention are satisfied.
When is notarization required?
Notarization depends on contract terms and state law; certain deeds and real estate filings typically require notarization and may also require witnesses.
Can I use remote online notarization?
Many states permit RON with identity proofing and recording requirements; check state notary commission rules and preserve audio-video records where required.
What happens if the signer name mismatches?
A name mismatch can invalidate the attestation or trigger requests for clarification; include signer title and an authorization statement to reduce risk.
Are supporting attachments required?
Supporting measurement logs, photos, or vendor specifications are best practice and often required by auditors or contract administrators to substantiate the stated size.
How long must I keep the signed file?
Retain according to applicable standards: IRS three-year baseline (IRC §6501(a)), HIPAA six-year rule (45 CFR §164.530(j)), and any longer state or contract-specific period.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now