Can this be signed electronically?

Yes in most cases. Electronic signatures are legally recognized under ESIGN and state e-signature laws when parties consent and records are retained. Confirm exceptions for documents that must be witnessed or notarized under state law.

Who may sign on behalf of an entity?

An authorized officer or someone with delegated authority should sign. For corporations, confirm board or shareholder approvals as required; attach a corporate resolution if third parties may demand proof.

Is notarization always required?

Not always. Notarization depends on state rules and the third party’s requirements. Use notarization when counterparties or recorders demand it, or where the state requires acknowledgement for related filings.

What if names don’t match records?

Mismatched names can delay acceptance. Correct legal names before signing or attach an affidavit that explains the discrepancy and provides supporting documentation.

How do I revoke the agent’s authority?

Use a written revocation delivered to the agent and relevant third parties. Document the revocation date and method of delivery; follow any contractual revocation clauses for notice periods.

How long should I retain executed agreements?

Retain for the active term plus a conservative post-termination period (commonly 3–7 years). For healthcare or tax-related matters, follow HIPAA and IRS guidance on longer retention timelines.

Electronic Signature
Templates
Miscellaneous
Agency Inclusion Agreement

Agency Inclusion Agreement

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

AGENCY INCLUSION AGREEMENT

Parties and Effective Date

This Agency Inclusion Agreement (the Agreement) is entered into as of Effective Date: by and between Client Name: and Agency Name: .

Client Address Agency Address

Recitals

WHEREAS, Client maintains an approved roster of contractors, vendors, and agencies and desires to include certain agencies on that roster for potential engagement on projects and assignments; and

WHEREAS, Agency represents that it is duly qualified and experienced to provide the services described in this Agreement and seeks inclusion on Client's roster to be considered for assignments on the terms set forth below; and

WHEREAS, the parties wish to set forth the terms and conditions governing the inclusion of Agency on Client's roster and the procedures by which Agency may be engaged to perform services.

Scope of Work

Agency shall provide services as requested by Client pursuant to work orders, purchase orders, statements of work, or other written engagement documents issued by Client referencing this Agreement (Engagement Documents). The specific services, deliverables, milestones and acceptance criteria for each engagement shall be set forth in the applicable Engagement Document.

Describe Scope (to be used in Engagement Documents)

Payment Terms

Except as otherwise set forth in an Engagement Document, Client shall pay Agency for services performed in accordance with the fee schedule below. Agency shall submit invoices in accordance with the invoice and payment procedure described herein.

Estimated or Agreed Fee Deposit or Retainer (if any) Payment Schedule and Invoicing Late Payment Fee

All amounts due are exclusive of applicable sales, use, value-added, or other taxes, which shall be paid by Client in addition to the fees. Agency's invoices shall itemize labor, expenses and any pre-approved third-party charges. Unless otherwise agreed, payment is due within the net terms set out in the Engagement Document or, if none specified, within 30 days of Agency's invoice date.

Term and Termination

This Agreement shall commence on Start Date: and shall continue until End Date: unless earlier terminated in accordance with this Section.

Either party may terminate this Agreement for convenience upon Notice Period: days' prior written notice to the other party. Either party may terminate immediately for material breach by the other that is not cured within 15 days after written notice specifying the breach, or immediately for insolvency, bankruptcy filing, or unlawful conduct that prevents performance.

Upon termination, Client shall pay Agency for all services performed and reimbursable expenses incurred through the effective date of termination, subject to any setoffs permitted by law or this Agreement. Termination shall not relieve either party of obligations that by their nature survive termination.

Confidentiality

For purposes of this Agreement, Confidential Information means non-public information disclosed by a party (Disclosing Party) to the other party (Recipient) that is marked confidential or which reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. Confidential Information includes, without limitation, business plans, pricing, proposals, technical data, and client lists.

Recipient shall (a) use Confidential Information solely to perform its obligations under this Agreement, (b) restrict disclosure to those employees, agents or subcontractors with a strict need to know and who are bound by confidentiality obligations at least as protective as those herein, and (c) protect Confidential Information with at least the same degree of care Recipient uses to protect its own confidential information, but in no event less than reasonable care. Confidential Information does not include information that (i) is or becomes public through no fault of Recipient, (ii) was rightfully known by Recipient prior to disclosure, (iii) is independently developed by Recipient without use of Disclosing Party's Confidential Information, or (iv) is required to be disclosed by applicable law, provided Recipient gives prompt notice to Disclosing Party to allow for protective measures.

Confidentiality Duration (years)

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to principles of conflicts of law. The parties submit to the exclusive jurisdiction of the courts located in that state for disputes arising under this Agreement.

Entire Agreement; Amendment

This Agreement, together with any Engagement Documents executed under it, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, representations, and agreements, whether written or oral. No amendment or modification of this Agreement shall be effective unless in writing and signed by authorized representatives of both parties.

Miscellaneous

Neither party may assign this Agreement without the other party's prior written consent, except that either party may assign to a successor in interest in connection with a merger, acquisition or sale of substantially all of its assets. If any provision of this Agreement is found unenforceable, the remaining provisions shall continue in full force and effect. The waiver of any breach shall not be deemed a waiver of any subsequent breach.

Primary Client Contact Primary Agency Contact Billing Email

Client:

By:

Date:

Agency:

By:

Date:

What an Agency Inclusion Agreement Is and When it’s Used

An Agency Inclusion Agreement documents the formal appointment of an agent or representative to act on behalf of a principal for specified matters or transactions. It defines the scope of authority, term, limitations, and any conditions under which the agent may bind the principal, and it can be narrowly tailored for a single transaction or broadly written for ongoing representation. Organizations use this agreement to clarify delegation, reduce disputes over authority, and document consent when third parties rely on the agent’s actions. The agreement can be signed on paper or electronically where permitted by law and by the parties.

Why the Agency Inclusion Agreement Matters

This agreement prevents ambiguity about who may act for a principal, protects third parties relying on agent authority, and records the limits and duration of delegated powers. Clear documentation reduces litigation risk and supports internal controls.

Who Typically Prepares and Signs This Agreement

Organizations and individuals appoint agents when they need others to act on their behalf for transactions, filings, or negotiations.

Businesses delegating contract negotiation or transactional authority for a project or region.
Healthcare providers appointing representatives for insurance or billing matters.
Property managers or owners naming agents for leasing-related administration.

The parties should ensure the signer has legal capacity and any required corporate or board approvals are documented prior to execution.

Step-by-Step: Completing an Agency Inclusion Agreement

Complete the form from top to bottom and verify each party’s authority before execution.

01

1. Identify parties: Enter legal names and contact details for principal and agent.
02

2. Define scope: Describe the exact powers granted and any limits or exclusions.
03

3. Set term: Specify effective date and termination conditions or fixed end date.
04

4. Sign and date: Have authorized signers execute and date the document in the required format.

Core Elements to Include in a Professional Agreement

A complete Agency Inclusion Agreement should contain clear, enforceable provisions that define relationships, responsibilities, and limits to reduce ambiguity and legal exposure.

Parties

Identify the Principal and Agent using legal names, entity types, and addresses so third parties can verify authority and service of process.

Scope of Authority

Set out specific actions the agent may undertake, whether transactional signing, filing documents, negotiating terms, or representing the principal before named agencies.

Limitations and Conditions

Describe restrictions on authority, monetary caps, required approvals, or actions expressly prohibited to avoid overreach.

Term and Termination

Provide an effective date, expiration date or event, and clear revocation procedure so parties and third parties know when authority ends.

Consideration and Compensation

If applicable, describe fees, reimbursement of costs, and how compensation is calculated to document the quid pro quo.

Signatures and Authentication

Specify required signer roles, whether notarization or witnesses are needed, and acceptable signature methods (electronic, in-person) for enforceability.

Security and Compliance Checklist

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

Regulatory Standards: ESIGN and UETA compliant

Healthcare Controls: HIPAA compliant (BAA required)

Audit Trail: Detailed signing history

Certifications: SOC 2 Type II; ISO 27001

Accessibility: WCAG 2.0 Level AA support

Key Risks of an Incorrect or Incomplete Agreement

Enforceability: Ambiguous terms may render agent actions void

Third-Party Liability: Third parties may face unexpected exposure

Tax Consequences: Incorrect authority can affect withholding or reporting

Operational Disruption: Business processes may stall while authority is clarified

Regulatory Noncompliance: Failure to meet industry rules or notification obligations

Revocation Disputes: Improper revocations can spark litigation

Common Preparation Pitfalls to Avoid

Using informal or incomplete names that differ from legal registrations, which leads to acceptance problems with banks or government agencies.
Granting overly broad authority without monetary limits or approval thresholds, increasing the risk of unauthorized commitments.
Failing to specify an effective date or termination method, which can create uncertainty about when the agent’s power begins or ends.
Omitting required corporate approvals, board resolutions, or notarization where an institution or counterparty will demand formal evidence of authorization.

Typical Processing Flow for an Agency Inclusion Agreement

Most workflows follow a clear sequence from drafting to execution and distribution; include verification steps for identity and approvals.

Draft: Prepare the agreement with precise scope and terms.
Review: Obtain legal and internal approvals as required.
Execute: Collect signatures and any notarizations or witness attestations.
Distribute: Provide executed copies to parties and relevant third parties.

Digital Setup Checklist for eSubmission and Signing

Configure your e-sign workflow to ensure correct signer order, authentication, and retention of the audit trail.

Field	Configuration
Signer Authentication	Email link, SMS code, or KBA as required
Signing Order	Sequential or parallel routing per approval matrix
Required Fields	Enforce mandatory name, date, and signature fields
Retention Settings	Enable audit trail and long-term storage

Technical Considerations for eSigning and Sharing

Choose a platform that supports secure eSignatures, audit trails, and the file formats you use most.

File Formats: PDF, DOCX, and HTML supported
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email, SMS, KBA, advanced options

Confirm the vendor meets required compliance standards for your industry and that records can be exported for legal or audit needs.

Typical Timelines and Expected Turnaround

Timelines vary by complexity and required approvals; allow buffer time for notarization, board review, or third-party acceptance.

Drafting Time:

Same day to several days depending on complexity

Internal Review:

Allow 3–10 business days for counsel and approvals

Notarization Scheduling:

Schedule 1–7 days if in-person or RON required

Third-Party Acceptance:

Banks or agencies may take 2–10 business days

Record Distribution:

Immediate after execution when using eSignature platforms

Key Milestones from Draft to Recordkeeping

A milestone view helps tracking: drafting, approval, signing, notarization, and archiving are distinct checkpoints.

01

Draft Completion

Finalize language and attachments before circulating for signature.

02

Authorization

Obtain corporate or delegated approvals required to bind the principal.

03

Execution

Collect signatures and any required witness or notary attestations.

04

Archival

Store executed agreement and audit trail in secure records.

How This Agreement Differs from Related Document Types

Compare the Agency Inclusion Agreement with commonly confused documents to pick the correct instrument for your purpose.

Criteria	Agency Inclusion Agreement	Power of Attorney
Primary Purpose	limited agency appointment	broad legal authority
Typical Formalities	signature, sometimes notarization	often notarization and witnesses
Duration	defined term or conditional	can be durable or indefinite
Revocation Ease	relatively straightforward	may require formal notice

eSignature Pricing and Feature Snapshot for Executing This Agreement

Basic pricing and feature availability can influence your choice of eSignature provider for executing and storing Agency Inclusion Agreements.

	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	Yes, 7-day trial	Varies	Varies	Varies	Varies
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

Practical Examples of When an Agency Inclusion Agreement Is Used

Two short scenarios illustrate common uses and the value of clear terms when delegating authority.

Leasing Transaction

A property owner authorizes a manager to sign standard residential leases on its behalf

The manager is limited to leases under $5,000 monthly rent
Clear scope avoided disputes with tenants and enabled remote notarization for faster occupancy.

Insurance Representation

A medical practice appoints an agent to file and negotiate insurance claims

The agent is restricted to claims handling and billing only
Defined term and HIPAA-compliant language ensured payer acceptance and protected patient privacy.

Frequently Asked Questions and Quick Resolutions

Answers to common execution and validity questions for Agency Inclusion Agreements, with practical troubleshooting steps you can apply immediately.

Need help? Contact support

Can this be signed electronically?
Yes in most cases. Electronic signatures are legally recognized under ESIGN and state e-signature laws when parties consent and records are retained. Confirm exceptions for documents that must be witnessed or notarized under state law.
Who may sign on behalf of an entity?
An authorized officer or someone with delegated authority should sign. For corporations, confirm board or shareholder approvals as required; attach a corporate resolution if third parties may demand proof.
Is notarization always required?
Not always. Notarization depends on state rules and the third party’s requirements. Use notarization when counterparties or recorders demand it, or where the state requires acknowledgement for related filings.
What if names don’t match records?
Mismatched names can delay acceptance. Correct legal names before signing or attach an affidavit that explains the discrepancy and provides supporting documentation.
How do I revoke the agent’s authority?
Use a written revocation delivered to the agent and relevant third parties. Document the revocation date and method of delivery; follow any contractual revocation clauses for notice periods.
How long should I retain executed agreements?
Retain for the active term plus a conservative post-termination period (commonly 3–7 years). For healthcare or tax-related matters, follow HIPAA and IRS guidance on longer retention timelines.

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