Who can be designated as an authorized person?

Any individual authorized by the organization’s governance rules may be designated; for corporate entities this is typically an officer or person named in a board resolution or corporate minutes confirming delegated authority.

Is notarization always required?

Not always. Some recipients require notarization or witness signatures; others accept signed forms with strong electronic authentication. Check the receiving organization’s requirements before submitting.

Can the form be completed electronically and signed online?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.

How do I revoke a previously authorized person?

Submit a signed revocation or new change form indicating termination of prior authority, include an effective date, and confirm receipt and processing with the recipient.

What supporting documents are commonly required?

Typical attachments include government-issued photo ID, corporate resolution or minutes, power of attorney if applicable, and notarization or RON evidence when required by the recipient.

How long does processing usually take?

Processing can range from immediate receipt confirmation to several business days for identity verification and system updates; bank and vendor updates commonly take 3–10 business days.

Electronic Signature
Templates
Miscellaneous
Authorized Person Change Form

Authorized Person Change Form

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

AUTHORIZED PERSON CHANGE FORM

Company/Organization Name:

Account/Reference Number: Effective Date:

RECITALS

WHEREAS, Company/Organization identified above (the "Company") maintains an account, service relationship, or other business arrangement identified by the Account/Reference Number; and

WHEREAS, the Company desires to add, remove or otherwise modify the individuals authorized to act on its behalf with respect to the account, services and related matters described herein (the "Authorized Persons"); and

WHEREAS, the Receiving Party named below will rely on the changes set forth in this Authorized Person Change Form until it has received written notice of a further change in accordance with the notice provisions below.

SCOPE OF AUTHORITY

The Company hereby appoints the individuals listed below as Authorized Persons with the scope of authority described. The authority granted may include, but is not limited to, executing documents, initiating or approving transactions, obtaining confidential information, and directing changes to account settings as specifically indicated for each individual.

Detailed description of the scope of authority:

AUTHORIZED PERSONS

List each Authorized Person. Indicate with checkboxes the specific authorities granted to each individual.

Authorized Person 1 — Full Name Title / Relationship Authorities Can execute/endorse documents Can approve transactions Can access confidential account information

Additional notes (limits, dollar caps, expiration):

Authorized Person 2 — Full Name Title / Relationship Authorities Can execute/endorse documents Can approve transactions Can access confidential account information

Additional notes (limits, dollar caps, expiration):

Optional Additional Authorized Persons (up to 2 more):

PAYMENT TERMS (PROCESSING FEES)

Processing Fee (if applicable): $

Payment schedule and method:

Late Fee: % per month after days past due.

TERM AND TERMINATION

Term Commencement Date: Term Expiration Date (if any):

Either party may terminate this authorization by delivering written notice to the other party at least days prior to the intended termination date. Notices must be sent in accordance with the notice provisions below.

Notice recipient and delivery instructions:

CONFIDENTIALITY

Each party acknowledges that in the course of administering the authorities granted herein, they may receive or have access to non-public, confidential, or proprietary information. Each party agrees to maintain such information in confidence and to use it solely for the purposes necessary to effectuate the authorized actions. This obligation survives termination to the extent permitted by law.

Acknowledgement of Confidentiality Obligation: Company acknowledges and agrees

GOVERNING LAW

This Authorized Person Change Form shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of law principles.

ENTIRE AGREEMENT

This form, together with any attachments or addenda executed contemporaneously, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, representations and understandings, whether written or oral, relating to the subject matter.

CERTIFICATIONS AND AUTHORITY

The undersigned certifies that they are duly authorized by the Company to execute this Authorized Person Change Form and to bind the Company to the authorities, limitations and certifications contained herein. The undersigned further certifies that all information provided is accurate and complete.

Certification by Authorized Officer: I certify I have authority to make these changes

Name and Title of Certifying Officer:

Company/Organization (Print Name):

By:

Date:

Receiving Party / Institution (Print Name):

By:

Date:

What the Authorized Person Change Form Is

The Authorized Person Change Form documents an official change of an individual who may act, sign, or make decisions on behalf of an organization, account, or registered entity. Commonly used by banks, vendors, utilities, and institutional accounts, the form records the outgoing authorized person, the incoming authorized person, the scope of authority, and an effective date. It creates a written record for operational, compliance, and audit purposes and often triggers internal verifications, identity checks, and, in some cases, notarization or additional supporting documents to validate the change.

Why an Authorized Person Change Form Matters

A clear, signed change form reduces operational errors, protects organizations from unauthorized transactions, and creates an audit trail for governance and regulatory compliance under ESIGN and UETA frameworks.

Who Typically Completes This Form

Organizations that manage accounts, contracts, or regulated records use this form to record who is permitted to act on their behalf.

Finance and treasury teams updating signatory authority for bank or payment accounts.
HR and operations managers assigning access for vendor or benefits accounts.
Legal or compliance officers recording delegated authority for contracts and filings.

Proper completion helps reduce liability, ensures correct routing of notices, and supports internal controls and audits.

Primary Signers and Reviewers

Authorized Officer

A named corporate officer (e.g., CEO, CFO) who must confirm and sign the change; typically responsible for certifying the accuracy of the new designee and verifying corporate authority for the update.

Compliance Manager

Internal compliance staff who review supporting documents, verify identity and authority, and ensure the change complies with internal policy and external regulatory obligations before entry into systems.

Core Sections to Include on a Professional Form

A well-crafted form balances clarity and verifiable data: include identifying information, scope of authority, required certifications, and signature and verification blocks so receiving parties can accept and process the change reliably.

Header

Form title, organization name, account or reference number, and document version to avoid confusion with older forms.

Current Authority

Full legal name and title of the outgoing authorized person plus identification used to confirm removal of authority.

New Authority

Full legal name, title, contact information, and scope of rights being granted (signing, approving payments, accessing data).

Effective Date

Clear MM/DD/YYYY effective date indicating when the new authority begins and when the prior authority ends.

Verification

Notary or witness lines if required, plus identity verification steps (ID details, RON options, audio/video logs if used).

Supporting Docs

Space to list attachments such as government ID, board resolution, corporate minutes, or power of attorney.

Step-by-Step: Completing the Form

Follow these steps in order to minimize processing delays when changing an authorized person.

01

Prepare Documentation: Collect ID, board resolution, and any supporting corporate minutes.
02

Complete Fields: Enter names, account numbers, titles, and effective date accurately.
03

Verify Identity: Use notarization or approved eID methods as required by the recipient.
04

Submit and Retain: Send to the recipient and keep a signed copy in your records.

Typical Processing Flow After Submission

After you submit the form, organizations generally follow standardized verification and system-update steps to finalize the change.

Receipt Acknowledgement: Receiving party confirms receipt and lists required supporting documents.
Identity Validation: Records team verifies ID, corporate authority, and notarization if required.
System Update: Accounts and access controls are updated in internal systems.
Confirmation: Formal confirmation is issued to relevant stakeholders and the new authorized person.

Setting Up a Digital Workflow for This Form

Configure a repeatable digital workflow to standardize submission, verification, and record retention across teams.

Field	Configuration
Authentication Method	Email link or SMS one-time code; consider stronger KBA or SSO for higher-risk accounts.
Conditional Fields	Show notary block only when recipient requires notarization; reduce unnecessary steps.
Template Use	Save as a reusable template to maintain consistent field placement and language.
Audit Trail	Capture timestamps, IP addresses, and signer attribution for compliance and dispute resolution.

Digital Delivery and Platform Requirements

Choose tools that support secure e-signing, identity verification, and exportable audit trails.

Integrations: Connect with CRM and ERP systems such as Salesforce, NetSuite, Microsoft 365, and Google Workspace for inline updates.
File Formats: Accept and export PDF and DOCX; maintain original format for records and redaction needs.
Authentication: Support email/SMS, SSO, or advanced signer authentication for higher assurance workflows.

Ensure the chosen platform preserves audit logs, supports conditional fields, and can export signed documents for secure retention.

Common Preparation Mistakes to Avoid

Entering abbreviated or trade names that don’t match official records, causing verification failures.
Missing effective date or using ambiguous phrasing that creates uncertainty about when authority changes take effect.
Failing to include required corporate authorizations such as board resolutions or minutes.
Submitting unsigned or partially signed forms that the recipient rejects or delays processing for.

Consequences of Incorrect or Incomplete Forms

Unauthorized Transactions: Financial loss or liability exposure if authority is not properly documented.

Bank Processing Delays: Updates can be delayed pending correct verification.

Tax Reporting Errors: May trigger backup withholding; backup withholding rate is 24%.

Contract Disputes: Signatures without authority can invalidate agreements or prompt litigation.

Notarization Failure: Missing or improper notary may make the form unacceptable to recipients.

Data Exposure: Improper handling of identity documents increases breach risk.

Timelines and Typical Processing Expectations

Processing times vary by receiving organization; plan for internal and external verification steps to avoid service disruption.

Effective Date Guidance:

Enter MM/DD/YYYY; the organization applies changes on or after this date.

Bank Account Updates:

Expect 3–10 business days for account and signatory changes to propagate.

Payroll and Vendor Cycles:

Submit before a payroll cycle or payment run to ensure proper payor recognition.

Identity Verification:

RON or in-person notarization timelines add 1–5 business days depending on availability.

Tax Reporting:

Notify payers promptly to avoid backup withholding or reporting inconsistencies.

Key Milestones from Request to Completion

Track these numbered stages to monitor progress and identify bottlenecks during the change process.

01

Request Submitted

Form and supporting documents are sent to the receiving organization for intake and review.

02

Identity Verified

Recipient validates IDs, corporate authorizations, and notarization if required.

03

Systems Updated

Account access and signer lists are updated in internal systems and ledgers.

04

Confirmation Issued

Final confirmation and any reference numbers are provided to stakeholders.

Real-World Examples of Authority Changes

Examples illustrate how organizations document and process authorized-person updates in practice.

Optica Ventures LLC — Operational Update

A venture firm needed a standard form to shift signing authority across portfolio accounts

They centralized the form in a template repository
The interface is simple and easy-to-use for staff and clients, reducing back-and-forth and producing a clear audit trail for each change.

Martin Properties — Remote Execution

A property manager updated authorized leasing officers during a growth phase

Team required remote notarization and identity checks
The process allowed mobile and offline signing while preserving compliance and security for property and escrow accounts.

eSignature Vendor Comparison for This Form

Select an eSignature provider that supports the authentication, audit trail, and compliance levels your organization requires; the table below summarizes common commercial options.

	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 free trial	Trial available	Trial available	Trial available	Trial available
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	No cap	No cap	No cap

Frequently Asked Questions

Answers to common questions about who can sign, notarization, e-signature acceptance, revocation, and documentation requirements.

Need help? Contact support

Who can be designated as an authorized person?
Any individual authorized by the organization’s governance rules may be designated; for corporate entities this is typically an officer or person named in a board resolution or corporate minutes confirming delegated authority.
Is notarization always required?
Not always. Some recipients require notarization or witness signatures; others accept signed forms with strong electronic authentication. Check the receiving organization’s requirements before submitting.
Can the form be completed electronically and signed online?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.
How do I revoke a previously authorized person?
Submit a signed revocation or new change form indicating termination of prior authority, include an effective date, and confirm receipt and processing with the recipient.
What supporting documents are commonly required?
Typical attachments include government-issued photo ID, corporate resolution or minutes, power of attorney if applicable, and notarization or RON evidence when required by the recipient.
How long does processing usually take?
Processing can range from immediate receipt confirmation to several business days for identity verification and system updates; bank and vendor updates commonly take 3–10 business days.

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