What if names do not match?

If the declarant’s name differs from identification or corporate records, expect verification requests. Correct mismatches before signing or attach proof of name variation to avoid rejection.

Is electronic signing legally valid?

Yes in most U.S. contexts under ESIGN (15 U.S.C. ch. 96) and UETA, provided intent, consent, attribution, and retention requirements are satisfied for the transaction.

When is notarization required?

Notarization depends on recipient or statutory requirements. Some courts and agencies require a notary acknowledgement or self-proving affidavit; confirm with the receiving party.

Can I use Remote Online Notarization?

Many states permit RON with identity proofing and audio-video recording; verify state notary rules and retain required recordings per state law.

How long should I retain the form?

Follow the longest applicable retention rule: at least 3 years for tax-related matters, 6 years for HIPAA-related records, and longer where state law requires it.

What if a signature is disputed?

Provide audit trail evidence (timestamp, IP, authentication method) and any identity documents. Consider notarization or additional authentication for higher-risk filings.

Electronic Signature
Templates
Miscellaneous
Authenticity Declaration Form

Authenticity Declaration Form

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

Authenticity Declaration Form

This Authenticity Declaration Form ("Declaration") is made effective as of by and between the parties listed below.

Declarant Name: Declarant Address: Recipient Name: Recipient Address:

WHEREAS

WHEREAS, Declarant is the owner, creator, custodian or authorized representative of certain tangible or intangible items, works, materials or documentation (collectively, "Materials") described in Section 1 below; and

WHEREAS, Recipient requires a formal, written certification regarding the provenance, originality, and authenticity of the Materials for the purpose of acquisition, licensing, sale, exhibition, or archival record; and

WHEREAS, Declarant is willing to declare and warrant the authenticity of the Materials under the terms and conditions set forth in this Declaration.

1. DESCRIPTION OF MATERIALS

Declarant hereby certifies that the Materials subject to this Declaration are described as follows (include identifying details such as title, date of creation, medium, dimensions, serial numbers, accession numbers, provenance summary):

Materials Description:

2. SCOPE OF WORK

Declarant shall provide the authenticity services and supporting materials described below, including any inspection, provenance research, reports, certificates, photography, and delivery of original or certified copies as needed to substantiate the authenticity statement.

Scope of Work (services to be performed):

3. PAYMENT TERMS

As consideration for the services and certification set forth in this Declaration, Recipient agrees to pay Declarant in accordance with the following terms.

Total Payment Amount: Payment Schedule/Terms: Late Fee or Interest on Overdue Amounts:

4. TERM AND TERMINATION

This Declaration shall commence on the Start Date and shall remain in effect until the obligations hereunder are fully performed or earlier terminated as provided below.

Start Date: End Date:

Notice Period for Termination (days):

Either party may terminate this Declaration for material breach by the other party if such breach remains uncured for the notice period specified above, or immediately upon written notice for fraud or willful misrepresentation.

5. AUTHENTICITY CERTIFICATION

Declarant certifies, represents and warrants that to the best of Declarant's knowledge and based on Declarant's review and the procedures performed: (a) the Materials described in Section 1 are genuine and original as represented by Declarant; (b) any provenance, chain of custody, titles, invoices, or documentary evidence provided to Recipient are accurate and not knowingly misleading; and (c) Declarant has the authority to make the representations and grant any associated certificates of authenticity.

Provenance and Supporting Documentation (list documents, dates, and custodial history):

Declarant acknowledges that any material misrepresentation or omission relating to authenticity is a breach of this Declaration and may give rise to remedies including rescission, indemnification, correction of records, and recovery of fees and costs.

6. CONFIDENTIALITY

All non-public information and documentation exchanged between the parties in connection with this Declaration shall be held in confidence and shall not be disclosed to third parties except as required by law or with the prior written consent of the disclosing party. Confidential information does not include information that is or becomes publicly available through no fault of the receiving party.

7. REPRESENTATIONS, INDEMNITY AND REMEDIES

Declarant's representations and warranties are limited to those expressly set forth herein. Declarant shall indemnify and hold harmless Recipient from and against any third-party claims arising from a knowing material misrepresentation of authenticity, subject to Recipient providing prompt written notice and reasonable cooperation in the defense of any claim.

8. GOVERNING LAW

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

9. ENTIRE AGREEMENT

This Declaration, together with any schedules or exhibits attached hereto, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements and understandings, whether written or oral.

10. MISCELLANEOUS

Any amendments or modifications to this Declaration must be in writing and signed by both parties. If any provision is held invalid, the remainder shall continue in full force and effect.

Declarant - Print Name:

By:

Date:

Recipient - Print Name:

By:

Date:

What an Authenticity Declaration Form Is

An Authenticity Declaration Form is a signed statement by an individual or organization certifying that a document, copy, photograph, or other evidence is genuine and unaltered. It records the declarant's identity, the item being authenticated, the factual basis for the declaration, and a signature block for notarization or witness verification when required. These forms are used with affidavits, supporting exhibits, licensing materials, and administrative filings where a receiving party needs a concise, signed attestation of authenticity.

Why a Clear Authenticity Declaration Matters

Using a formal Authenticity Declaration clarifies provenance, reduces disputes, and creates an auditable record that supports downstream decisions.

Who Typically Completes an Authenticity Declaration

The form is used by individuals, corporate officers, legal representatives, and authorized agents who can attest to an item’s origin or integrity.

Individual declarants who certify personal records, images, or copies for submission to agencies or courts.
Corporate officers certifying company documents, reports, or internal records for compliance or third-party review.
Attorneys and authorized agents completing attestations for filings, exhibits, or evidence submitted in litigation or administrative proceedings.

Ensure the signer listed has authority and that any required notarization or witness steps are documented before submission.

Core Parts of a Professional Authenticity Declaration

A complete form combines identity details, a clear authenticity statement, date and location, signature and notarization provisions, supporting attachments, and a retention note for recordkeeping.

Declarant Identity

Full legal name, job title or capacity, organization name and contact details to connect the statement to a real person or entity.

Subject Description

Concise description of the document or item being declared authentic, including titles, dates, and identifying numbers where applicable.

Statement of Authenticity

A short sworn or attested sentence stating the basis for belief that the item is genuine and unaltered.

Signature Block

Signed name, printed name, date, and, when required, a designation of role or authority (e.g., officer, custodian).

Notary / Witness

Notary acknowledgement or witness signature lines when statutes, courts, or recipients require formal notarization or witnessing.

Attachments

List of supporting exhibits, document copies, or chain-of-custody notes appended to the declaration for reviewer verification.

Required Form Metadata and Security Notes

Encryption: TLS 1.2/1.3 in transit

Data at rest: AES-256 encryption

Audit trail: Timestamps and IP logs

HIPAA support: BAA available

Regulatory: ESIGN and UETA compliant

Certifications: SOC 2 Type II, ISO 27001

Step-by-Step: Filling Out an Authenticity Declaration

Follow these steps in order to create a complete and reviewable declaration suitable for e-submission or notarization.

01

Gather identifiers: Collect titles, dates, and reference numbers for the item.
02

Write statement: Draft a concise authenticity sentence with factual basis.
03

Add signatory info: Enter declarant name, role, and contact details.
04

Sign and authenticate: Sign, notarize if required, then save and send.

Configuring an Online Workflow for the Declaration

Set up fields and authentication to match legal needs; adjust retention and notification settings for reviewers and custodians.

Field	Configuration
Signer Order	Sequential or parallel signers supported
Authentication	Email, SMS code, or advanced methods
Notary	Enable RON or mark for in-person notarization
Retention	Export PDF/A and store per policy

How Electronic Submission Typically Works

Electronic workflows follow a simple path from preparation to archival; include authentication and certificate capture for legal validity.

Upload Document: Import PDF or DOCX into the eSignature system
Place Fields: Add signature, date, and text fields as required
Authenticate Signer: Use email, SMS, or stronger methods
Capture Certificate: System stores audit trail and signed PDF

Technical Requirements for eSubmission and Storage

Confirm supported file types, signer authentication, and integration needs before sending the declaration electronically.

File formats: PDF, DOCX, HTML, XLSX supported
Integrations: Salesforce, NetSuite, Google Workspace supported
Authentication: Email, SMS, KBA, SSO options

Ensure retention exports (PDF/A) and audit logs are enabled to meet legal and internal records requirements.

Typical Timelines and Processing Expectations

Processing times depend on notarization, recipient review, and whether the form requires agency filing; plan for verification steps.

Immediate Effective Date:

Form is effective on the signer’s dated signature

Notary Scheduling:

Allow several days for in-person or RON appointment

Recipient Review:

Expect 7–30 business days for administrative review

Agency Filing:

If required, follow the agency’s separate deadlines

Record Export:

Export and archive within 30 days after signing

Common Preparation Mistakes to Avoid

Using informal descriptions that fail to identify the exact document or exhibit being authenticated.
Entering inconsistent names between the declaration and supporting ID or corporate records, causing identity queries.
Skipping notarization or witness lines when the receiving party or statute requires them for legal effect.
Failing to attach referenced exhibits or chain-of-custody evidence, leaving the declaration unsupported.

Potential Consequences of an Incorrect Declaration

Invalidation: Document may be rejected

Civil Liability: Exposure to damages claims

Criminal Risk: Perjury or fraud charges possible

Administrative Delay: Processing halted for verification

Contract Risk: Agreement enforcement impaired

Reputational Harm: Trust and credibility reduced

Real-World Examples of Authenticity Declarations

Below are short, practical examples showing how organizations and individuals use authenticity declarations to support document acceptance and processing.

Optica Ventures LLC — Brian Fitzgibbons

A startup custodian certified investor pitch documents as originals

Declarant stated chain-of-custody
The signed declaration allowed counterparties to accept exhibits without separate forensic review, speeding due diligence and closing processes.

Martin Properties — Tim Martin

A property manager authenticated scanned lease copies for remote closings

Notarization completed via RON
The declaration and attached notarized copies satisfied title company requirements and avoided re-execution at closing.

eSignature Pricing and Feature Comparison for Authentication Workflows

Compare baseline pricing and core features relevant to authenticity declarations; signNow appears first for parity with plan and capability rows used across vendors.

	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 credit card	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions and Troubleshooting

Answers to common issues when preparing, signing, or submitting an Authenticity Declaration Form, including authentication, notarization, and storage concerns.

Need help? Contact support

What if names do not match?
If the declarant’s name differs from identification or corporate records, expect verification requests. Correct mismatches before signing or attach proof of name variation to avoid rejection.
Is electronic signing legally valid?
Yes in most U.S. contexts under ESIGN (15 U.S.C. ch. 96) and UETA, provided intent, consent, attribution, and retention requirements are satisfied for the transaction.
When is notarization required?
Notarization depends on recipient or statutory requirements. Some courts and agencies require a notary acknowledgement or self-proving affidavit; confirm with the receiving party.
Can I use Remote Online Notarization?
Many states permit RON with identity proofing and audio-video recording; verify state notary rules and retain required recordings per state law.
How long should I retain the form?
Follow the longest applicable retention rule: at least 3 years for tax-related matters, 6 years for HIPAA-related records, and longer where state law requires it.
What if a signature is disputed?
Provide audit trail evidence (timestamp, IP, authentication method) and any identity documents. Consider notarization or additional authentication for higher-risk filings.

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