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Affidavit of Completion

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Affidavit of Completion - Corporation

Prepared by, recording requested by and return to:

Name:

Company:

Address:

City: State: Zip:

Phone:

Fax:

------Above this Line for Official Use Only----------

NOTICE OF CONFIDENTIALITY RIGHTS: IF YOU ARE A NATURAL PERSON, YOU MAY REMOVE OR STRIKE ANY OF THE FOLLOWING INFORMATION FROM THIS INSTRUMENT BEFORE IT IS FILED FOR RECORD IN THE PUBLIC RECORDS: YOUR SOCIAL SECURITY NUMBER OR YOUR DRIVER'S LICENSE NUMBER.

AFFIDAVIT OF COMPLETION--CORPORATION

STATE OF

COUNTY OF

1. I/We

am/are the owner(s) of the improved real property and reside at

in the City of State of

2. was the original contractor

for the improvements and his/their address is

3. The improved property is located at:

in the City of Texas. The legal

description of the real property is: [Insert or attach as Exhibit A]

4. Under the original contract, the following improvements have been completed:

5. The improvements under the original contract were completed on the day

of

6. NOTICE: A CLAIMANT MAY NOT HAVE A LIEN ON RETAINED FUNDS UNLESS THE CLAIMANT FILES THE AFFIDAVIT CLAIMING A LIEN NOT LATER THAN THE 30TH DAY AFTER THE DATE OF COMPLETION.

Subscribed and sworn to this day of , at

Signature and Acknowledgment of Corporation

By:

Print Name:

Its:

Title:

Attest:

Corporate Secretary

Print Name:

STATE OF TEXAS

COUNTY OF

This instrument was acknowledged before me on (date) by

(name of officer) (title of officer) of (name

of corporation acknowledging) a corporation,

on behalf of said corporation.

Notary Public

Printed Name

My Commission Expires:

Certificate of Delivery

I, hereby certify that I have

delivered this day a true and correct copy of the foregoing to by:

Hand Delivery

Mailing a true and correct copy of same by U.S. mail postage prepaid to

, at his/her usual place of business

located at

So certified this the day of ,

Signature

TX Code § 53.106

Enter text

What an Affidavit of Completion Is and when it’s used

An Affidavit of Completion is a sworn written statement used to confirm that specified work, tasks, or contract milestones have been finished in accordance with the relevant agreement or scope of work. Typically signed by a contractor, project manager, or authorized representative, the affidavit records completion dates, scope details, and any outstanding items. It is often notarized to add evidentiary weight and may be required for final payments, lien releases, permit closeouts, or contractual acceptance. Use precise language and include attachments that corroborate completion.

Why an Affidavit of Completion matters for closeout and payment

Affidavits of Completion provide a clear, contemporaneous record that work was finished to contract terms, supporting final payment, lien releases, and dispute resolution. They reduce ambiguity in acceptance and create a notarized chain of evidence for owners, lenders, and regulators.

Why an Affidavit of Completion matters for closeout and payment

Who typically completes and relies on this affidavit

Common users include project managers, general contractors, subcontractors, owners, and contract administrators who need a formal record of finished work.

  • General contractors: certify subcontractor performance for timely payment and closeout.
  • Subcontractors: document completed scopes to trigger final invoices and releases.
  • Owners/clients: accept completed work, validate milestones, and authorize final payments.

Representative roles who sign or approve the affidavit

John Martin, PM

As a project manager at a regional general contractor, John prepares affidavits to confirm punch-list completion and secure final draws from lenders. He attaches inspection reports and invoices so owners, title companies, and insurers can verify completion without iterative requests.

Sara Lopez, Owner

As a property owner and contract approver, Sara requires notarized affidavits before releasing final payment and signing lien waivers. Accurate affidavits streamline lender approvals and reduce the risk of later claims or disputed closeout items.

Essential data points that should appear on the affidavit

Signature Authentication: Email, SMS, or MFA evidence
Notarization Status: Notary seal and jurisdiction noted
Completion Date: MM/DD/YYYY format required
Scope Description: Brief, itemized completed tasks
Attached Evidence: Photos, permits, inspection reports
Audit Trail: Timestamp, IP, and signer identity

Key risks if the affidavit is incorrect or incomplete

Payment Delays: Final payment withheld
Lien Risk: Unresolved work triggers liens
Contract Disputes: Increased litigation exposure
Invalid Affidavit: Errors may void affidavit
Regulatory Noncompliance: Permit closeout denied
Perjury Exposure: False statements may be prosecuted

Common preparation and acceptance problems to avoid

  • Incomplete scope descriptions that omit key tasks or change orders, creating ambiguity about what 'completion' really means and inviting disputes.
  • Missing notarization or incorrect notary details, which can render the affidavit less persuasive or unacceptable to lenders and public agencies.
  • Mismatched signer names and corporate registrations that prevent payment or trigger identity verification delays with owners and title companies.
  • Supporting documents not attached or poorly labeled, causing reviewers to request resubmission and delaying final closeout or lien release.

Step-by-step: how to complete an Affidavit of Completion

Follow these steps to complete an Affidavit of Completion accurately and ensure acceptance by stakeholders.

  • 01
    Prepare Document: Gather contract, change orders, and completion evidence.
  • 02
    Describe Work: List completed tasks and remaining punch items.
  • 03
    Sign & Notarize: Authorized representative signs; obtain notary where required.
  • 04
    Distribute: Send to owner, lender, and retain copies.

Typical routing and approval flow for the affidavit

Typical routing for an Affidavit of Completion moves from preparer to approver, then to notary and final recipients for payment and recordkeeping.

  • Draft: Preparer completes affidavit fields and attachments.
  • Review: Owner or manager confirms completion details.
  • Notarize: Notary verifies identity and adds seal.
  • Archive: File executed affidavit with project records.

Core elements to include for a professional affidavit

Essential elements that make an Affidavit of Completion enforceable and useful for final payment, lien releases, and dispute avoidance. Include each item below.

Signed Statement

A clear sworn statement by an authorized representative confirming that specified work was completed on stated dates; signature should match corporate records when applicable.

Scope Detail

An itemized description of completed tasks or phases, referencing contract sections and change orders so reviewers can verify the work against contractual obligations and invoices.

Completion Date

Exact dates of substantial and final completion in MM/DD/YYYY format; these dates determine payment milestones, warranty start dates, and statutory limitations.

Supporting Evidence

Attach photographs, inspection reports, test results, permits, or invoices that corroborate completion and provide documentary proof for lenders and contract administrators.

Notary Certificate

A notary acknowledgment or jurat confirming signer identity and oath; notarization strengthens evidentiary weight and may be required by contract or statute.

References

Reference contract number, purchase order, project address, and contact information for the person who can verify completion or supply additional documentation.

Typical eSubmission settings for online completion

Common eSubmission settings when preparing an online Affidavit of Completion for electronic signing and notarization.

Field Configuration
Authentication Email link or SMS 2FA for signer verification
Notary Option Enable remote online notarization if jurisdiction allows
Attachments Require mandatory uploaded evidence files before signing
Retention Set automatic archival and export to PDF/A format
Notifications Send final executed copy to all parties automatically

Technical considerations for digital signing and storage

Technical and integration considerations for preparing, signing, and storing an Affidavit of Completion electronically.

  • File Formats: PDF, Word (DOCX), PDF/A supported
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Storage: Box, Egnyte, AWS S3 options

Vendor comparison for executing Affidavits of Completion

Comparison of common eSignature vendors for executing Affidavits of Completion; signNow is listed first per vendor alignment guidance.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Real examples showing practical affidavit use

These examples show how electronic affidavits and supporting evidence speed closeouts and reduce administrative friction.

Optica Ventures

Optica Ventures used an electronic affidavit workflow to certify property renovations across multiple tenant units, consolidating evidence and approvals.

  • Resulted in faster tenant turnover and clearer acceptance records.
  • COO Brian Fitzgibbons said, "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Martin Properties

A small property management firm standardized affidavits to streamline vendor closeouts across several buildings in the same city.

  • Reduced back-and-forth with subcontractors during billing.
  • Founder Tim Martin explained, "I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Practical tips to ensure a valid and useful affidavit

Actions that reduce risk and speed approval when preparing an Affidavit of Completion.

Use clear, contract-referenced language
Reference the contract section or change order numbers and describe completed tasks precisely so reviewers can match affidavit statements to contractual obligations without ambiguity.
Include corroborating attachments and exhibits
Attach dated photos, inspection reports, invoices, permits, and sign-off checklists. Label exhibits and reference them in the affidavit so evidence is easily located and verified.
Confirm signer authority and notarization
Verify the signer's title and authorization to bind the entity. If the contract or lender requires notarization, obtain an appropriate acknowledgment or jurat per local notary rules.
Keep an auditable electronic record
Maintain a tamper-evident copy, an audit trail of signature events, and secure backups. Electronic retention supports reproducibility and satisfies ESIGN and UETA record retention expectations.

Frequently asked questions and answers

Answers to frequent questions about preparing, signing, and validating an Affidavit of Completion in U.S. workflows.


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