Who must sign the record?

The advisor or an authorized representative must sign. If the signer is not the named advisor, include written delegation or corporate authorization documenting the signer’s authority.

Is an electronic signature valid?

Yes. Electronic signatures meeting ESIGN (15 U.S.C. ch. 96) and UETA requirements are legally enforceable for most transactions; exceptions such as wills and certain court pleadings remain handwritten by statute.

When is notarization required?

Notarization depends on state law and document purpose. Use notarization when the organization or the jurisdiction requires it, or when the record grants durable authority requiring a notarized acknowledgment.

What supporting documents should be attached?

Attach government ID, license copies, entity formation documents, and any authorization letters. For healthcare, include signed HIPAA authorizations or a Business Associate Agreement if PHI is involved.

How do I update the record?

Submit an amended record with a new signature and date. Mark prior versions as superseded and retain them per the retention schedule for auditability.

How can the record be revoked?

Revocation requires a written notice signed by the advisor or authorized representative. Maintain the revocation with the original record to document termination of authority.

Electronic Signature
Templates
Miscellaneous
Advisor Information Record

Advisor Information Record

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

ADVISOR INFORMATION RECORD AND ADVISORY SERVICES AGREEMENT

Parties

Client Name: Advisor Name:

Effective Date: Advisor Title/Role:

Recitals

WHEREAS, Client desires to engage Advisor to provide professional advisory services, and Advisor represents that Advisor has the experience and qualifications to provide such services under the terms and conditions set forth in this record and agreement; and

WHEREAS, the parties intend this document to serve both as an information record for administrative and compliance purposes and as a binding agreement governing the provision of advisory services as described herein; and

WHEREAS, the parties agree that the specifics of the scope, compensation, confidentiality, term, and governing law are set forth below and constitute the full understanding between the parties regarding the advisor engagement.

Advisor Contact & Legal Information

Business / Legal Entity Name Entity Type (check one or more)

Individual Corporation LLC Partnership Other:

Primary Business Address Contact Phone Contact Email Tax Identification Number Professional Licenses / Certifications Emergency Contact (Name / Phone)

Scope of Work

Describe the advisory services to be provided. Include deliverables, milestones, method of engagement, and any exclusions.

Payment Terms

Compensation Amount (per agreement): $

Payment Schedule / Invoicing

Late Payment Fee: on overdue balances and collection costs recoverable by the receiving party.

Billing Contact

Term and Termination

Term Commencement Date: Term Expiration Date:

Either party may terminate this agreement for convenience upon providing written notice to the other party at least days prior to termination. Termination for cause may occur immediately upon written notice in the event of a material breach that is not cured within a commercially reasonable cure period.

Post-Termination Obligations

Confidentiality

Each party acknowledges that, in connection with the performance of this agreement, it may receive or develop confidential or proprietary information of the other party ("Confidential Information"). Each party agrees to: (a) hold Confidential Information in strict confidence; (b) not use Confidential Information except as necessary to perform obligations under this agreement; and (c) not disclose Confidential Information to any third party except with prior written consent or as required by law. Confidential Information does not include information that is or becomes publicly available through no fault of the receiving party, is independently developed without reference to Confidential Information, or is rightfully received from a third party without restriction.

Representations, Warranties & Compliance

Advisor represents and warrants that Advisor has the full right, power and authority to enter into this agreement and to perform the services described herein; that Advisor will perform services in a professional and workmanlike manner; and that Advisor will comply with all applicable laws, regulations and professional standards. Client represents that it has the authority to engage Advisor and will provide timely access to information reasonably required for Advisor to perform.

Conflicts of Interest

Disclose any potential or existing conflicts of interest, affiliations, or relationships that could reasonably be expected to impair Advisor's objectivity.

Governing Law

This agreement will be governed by and construed in accordance with the laws of the state of , without regard to conflict of laws principles. Venue for any dispute arising out of this agreement shall be in the state or federal courts located in that state.

Entire Agreement

This document, including any attachments and statements of work executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, negotiations and communications, whether written or oral. No amendment or waiver shall be effective unless in writing and signed by both parties.

Indemnity & Limitation of Liability

Each party agrees to indemnify and hold harmless the other party from and against third-party claims arising from the indemnifying party's negligent acts or willful misconduct in connection with this agreement. Except for breaches of confidentiality or claims arising from willful misconduct or gross negligence, neither party will be liable to the other for indirect, incidental, consequential or punitive damages, and the aggregate liability of either party for any claim related to this agreement will not exceed the total fees paid to Advisor under this agreement during the preceding twelve (12) month period.

Acknowledgment and Certification

By signing below, Advisor certifies that the information provided in this Advisor Information Record is true, complete and correct to the best of Advisor's knowledge, and that Advisor will promptly notify Client of any material changes to this information. Client acknowledges receipt of the information and confirms its authority to engage Advisor under the terms set forth.

Client Name:

By:

Date:

Advisor Name:

By:

Date:

What the Advisor Information Record Is

An Advisor Information Record is a standardized form used to document a financial or professional advisor's identifying and compliance details, service scope, licensing, and contact information. It centralizes credentials, regulatory disclosures, engagement terms, and conflict-of-interest statements so organizations can verify authority, maintain records, and route client or internal approvals efficiently. The form is often requested during client onboarding, vendor onboarding, regulatory reviews, or when an advisor assumes responsibility for accounts or fiduciary duties.

Why a Complete Record Matters

A completed Advisor Information Record reduces onboarding delays, supports regulatory compliance, and documents authority and disclosures required under ESIGN and UETA frameworks where applicable. Accurate records aid auditability, reduce misrouting, and clarify responsibilities between advisors and organizations.

Who Typically Completes or Receives This Record

This form is used by organizations to collect advisor identity, licensure, and engagement details during onboarding and periodic reviews.

Registered financial advisors and broker-dealers who must document licensing, supervisory contact, and client authorization details.
Human resources or vendor-management teams collecting advisor data for access, payment, or compliance screening.
Legal or compliance officers who need conflict disclosures, service limitations, and contract references for audits.

The record also supports external requests from counterparties, custodians, and regulators seeking consistent advisor information.

Core Sections of a Professional Advisor Information Record

A professional record groups identity, licensing, contact and business details, scope of services, disclosures, and signature blocks to ensure clarity and enforceability.

Advisor Identity

Full legal name, DBA (if any), business entity type, and government-issued ID numbers where required for verification and background checks.

Licensing & Registrations

State registrations, FINRA/SEC broker-dealer numbers, professional licenses, and expiry dates to confirm standing and regulatory scope.

Contact Details

Business address, mailing address, phone, email, and authorized representative names for routing and emergency contact.

Scope of Services

Clear description of services, fee schedules, authority limits, and any delegated signing or transactional permissions.

Disclosures & Conflicts

Conflict-of-interest statements, disciplinary history, material relationships, and regulatory disclosures required by industry rules.

Signature & Certification

Signature block with date and signer role, plus space for notarization or witness details when required by law or policy.

Required Data Elements at a Glance

Legal Name: Full name

Business Entity: Entity type

License IDs: Regulator numbers

Primary Contact: Phone and email

Service Scope: Authorized tasks

Signature Date: MM/DD/YYYY

Step-by-Step: Completing the Advisor Information Record

Follow these steps in order to complete the form correctly and move it into your compliance or HR workflow for verification.

01

Gather Documents: Collect ID, license, and entity formation documents.
02

Enter Identifiers: Fill legal name, license IDs, and contact details.
03

Define Authorities: Specify service scope and signing limits clearly.
04

Sign and Submit: Apply signature, date, and route to verifier.

Configuring an Online Completion Workflow

Set up the digital workflow to collect fields, enforce required entries, and route the record to verification and storage.

Field	Configuration
Required Fields	Mark name, license, and signature required
Conditional Logic	Show notarization field when required
Authentication	Use email or SMS code for signer
Storage	Save signed PDF with audit trail

Where to Send or File the Completed Record

After signing, route the record to the organization’s verification team, compliance repository, and any external counterparties as required.

Compliance Team: Primary verifier and record keeper
HR or Vendor Mgmt: For access and payment setup
Custodian or Broker: If linking accounts or granting custody
External Counterparty: Shared with counterparties upon request

Digital Signing and Submission Requirements

Choose an eSignature workflow that supports secure authentication, audit trails, and the output formats your compliance team requires.

Supported Formats: PDF, DOCX
Authentication: Email, SMS, or stronger
Audit Trail: IP, timestamp, events

Integrations with systems like CRM or document repositories reduce manual steps and preserve a tamper-evident audit record for future review.

Typical Timelines and Update Expectations

Organizations commonly set deadlines for initial submission and periodic updates; plan for verification and any regulatory review time.

Initial Submission:

At onboarding or prior to account access

Annual Update:

Most firms request yearly confirmation

Immediate Revision:

Within 30 days of material change

Verification Period:

Allow 3–10 business days for checks

Record Retention Start:

Retention begins on signature date

Key Milestones in Processing the Record

A straightforward milestone sequence helps track progress from submission through final approval and storage.

01

Submission Received

Record enters intake queue for review.

02

Identity Verification

ID and license checks are completed.

03

Compliance Review

Conflicts and disclosures are assessed.

04

Final Approval

Record is accepted and archived.

Common Mistakes to Avoid

Entering abbreviated or inconsistent legal names that fail identity checks and require re-submission.
Omitting license expiry dates, which can lead to automatic suspension of authority during compliance review.
Failing to declare material conflicts or outside relationships that trigger remediation steps.
Using informal signatures or initials where full signatures are explicitly required by policy.

Risks and Potential Consequences

Access Delays: Blocked account access

Regulatory Inquiry: Compliance investigation risk

Financial Exposure: Fee or reimbursement liabilities

Contract Voidance: Invalidated authorizations

Reputational Harm: Client trust erosion

Backup Withholding: Tax withholding if TIN missing

Real-World Examples of Use

These short examples illustrate how organizations apply the Advisor Information Record in practice.

Martin Properties

A mid-size brokerage centralized advisor info to accelerate lease signings and reduce in-person verification.

Saved administrative hours per transaction through digital routing and audit logs.
Tim Martin, Founder, said the system allowed remote execution with full compliance and faster turnaround while preserving a complete audit trail for each advisor engagement.

Fertility Centers of Illinois

A healthcare provider combined advisor records with HIPAA addenda to onboard consultants.

Required BAA and access controls for PHI handling.
John Butler, Founder, reported that integrating signature capture with compliance workflows simplified audits and ensured every adviser had documented authority and data-handling commitments.

Pricing and Feature Comparison for eSignature Solutions

Comparing vendor starting plans and key capabilities can help organizations choose an eSignature provider suited for secure Advisor Information Record workflows.

	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 trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions

Answers to common questions about completing, signing, and maintaining an Advisor Information Record.

Need help? Contact support

Who must sign the record?
The advisor or an authorized representative must sign. If the signer is not the named advisor, include written delegation or corporate authorization documenting the signer’s authority.
Is an electronic signature valid?
Yes. Electronic signatures meeting ESIGN (15 U.S.C. ch. 96) and UETA requirements are legally enforceable for most transactions; exceptions such as wills and certain court pleadings remain handwritten by statute.
When is notarization required?
Notarization depends on state law and document purpose. Use notarization when the organization or the jurisdiction requires it, or when the record grants durable authority requiring a notarized acknowledgment.
What supporting documents should be attached?
Attach government ID, license copies, entity formation documents, and any authorization letters. For healthcare, include signed HIPAA authorizations or a Business Associate Agreement if PHI is involved.
How do I update the record?
Submit an amended record with a new signature and date. Mark prior versions as superseded and retain them per the retention schedule for auditability.
How can the record be revoked?
Revocation requires a written notice signed by the advisor or authorized representative. Maintain the revocation with the original record to document termination of authority.

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