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Automotive Dealership Information Form

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AUTOMOTIVE DEALERSHIP INFORMATION & SERVICES AGREEMENT

This Agreement is entered into effective as of by and between Dealership Name: (hereinafter "Dealer") and Service Provider Name: (hereinafter "Provider"). The Dealer and Provider are each a "Party" and collectively the "Parties."

RECITALS

WHEREAS, Dealer is engaged in the business of retail automotive sales and related services and operates the dealership identified in Section 1 below; and

WHEREAS, Provider offers goods and services to automotive dealerships, including but not limited to marketing, inventory services, parts support, financing facilitation, and software solutions; and

WHEREAS, the Parties desire to set forth Dealer's business and licensing information and to memorialize the terms under which Provider will provide the services described in this Agreement.

1. DEALERSHIP INFORMATION

Sole Proprietorship    Partnership    Corporation    Limited Liability Company (LLC)    Other:

2. BANKING, CREDIT AND INSURANCE

3. SCOPE OF WORK

Provider shall perform the services described below for Dealer in accordance with the terms of this Agreement. The services shall be performed in a professional manner consistent with industry standards.

4. PAYMENT TERMS

Dealer shall pay Provider the fees set forth below in consideration for services performed under this Agreement. All payments are due in accordance with the schedule stated herein. Unless otherwise agreed in writing, late payments shall incur the late fee described below.

5. TERM AND TERMINATION

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

Either Party may terminate this Agreement for material breach by the other Party if such breach remains uncured thirty (30) days after written notice. Provider may suspend services for nonpayment immediately upon written notice until payment is received.

6. CONFIDENTIALITY

Each Party shall maintain in strict confidence all non-public business, technical and financial information disclosed by the other Party ("Confidential Information"). Confidential Information shall not include information that: (a) is or becomes generally available to the public other than by a breach of this Agreement; (b) is rightfully received from a third party without restriction; or (c) is independently developed without use of the other Party's Confidential Information.

The receiving Party shall use Confidential Information solely to perform its obligations under this Agreement, shall limit disclosure to employees, agents or contractors with a need to know, and shall require those persons to be bound by confidentiality obligations no less protective than those set forth herein. Upon termination or upon request, Confidential Information and all copies shall be returned or destroyed. Remedies for breach include injunctive relief and recovery of damages.

7. GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflicts of law principles. Exclusive venue for disputes shall be the state or federal courts located in that State.

8. ENTIRE AGREEMENT

This Agreement, including any attachments and written amendments executed by authorized representatives of both Parties, constitutes the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior and contemporaneous understandings, agreements, representations and warranties, oral or written.

9. REPRESENTATIONS AND CERTIFICATIONS

Dealer certifies that it holds current and valid dealer licenses as required by law, maintains required insurance in force, and that the information provided in Section 1 is true, complete, and accurate. Dealer further warrants that there are no outstanding judgments that would impair its ability to perform under this Agreement.

Please confirm the following by checking the applicable boxes:

Dealer holds all required dealer licenses in good standing.
Required insurance coverage is in force as of the Effective Date.
No material judgments or insolvency proceedings are pending against Dealer.

10. MISCELLANEOUS PROVISIONS

Assignment: Neither Party may assign this Agreement without the prior written consent of the other Party, except that Provider may assign to an affiliate or a successor in interest in connection with a merger or sale of substantially all of Provider's assets.

Notices: Notices required under this Agreement shall be in writing and delivered to the primary contact information identified in Section 1 or to such other address as a Party designates in writing.

Severability: If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

CERTIFICATION

By signing below, the signatories represent and warrant that they are authorized to execute this Agreement on behalf of the Party for which they sign and certify that the information provided in this form is true and correct to the best of their knowledge and belief.

Dealer:

By:

Date:

Provider:

By:

Date:

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What the Automotive Dealership Information Form Is

The Automotive Dealership Information Form is a standardized record used to collect a dealership’s legal identity, licensing, tax identifiers, authorized signers, contact details, insurance and banking information needed by lenders, insurers, manufacturers and regulators. It centralizes key administrative and compliance data for title transfers, floorplan financing, warranty processing, and regulatory reporting. The form can be completed on paper or electronically; when e-signed and retained correctly it supports audit trails and digital delivery, reducing back-and-forth and supporting faster processing of vehicle transactions.

Why a Complete Dealership Information Form Matters

A properly completed form improves lender underwriting, speeds title transfers, helps maintain licensing compliance, and reduces errors during vehicle registration and insurance issuance. Having a single authoritative record minimizes repetitive requests for the same information and supports auditability.

Why a Complete Dealership Information Form Matters

Who Typically Completes and Uses This Form

Different stakeholders use the form at distinct stages: internal staff collect and update details, lenders and insurers request it for underwriting, and state agencies reference it for licensing or audits.

  • Dealership administrators and compliance officers responsible for licensing, titles, and vendor onboarding.
  • Floorplan lenders and finance partners who require verified licensing, FEIN, and authorized signer details.
  • Insurance brokers and underwriters needing VIN coverage confirmation, proof of insurance, and contact information.

Keep the form current and designate an internal owner to respond to external requests and manage periodic updates.

Typical Signer Roles and Their Needs

Dealer Principal

Owner or managing partner authorized to bind the dealership. Responsible for confirming license numbers, FEIN/TIN, corporate structure, and designating authorized signers for titles, finance agreements, and insurance policies.

Finance Manager

Day-to-day contact for lenders and insurers. Provides account details, banking information, floorplan lender contacts, and executes finance-related documents per dealer authorization.

Core Sections a Professional Form Should Include

A well-structured Automotive Dealership Information Form separates identity, licensing, tax, banking, insurance, and authorized signatory data to reduce ambiguity and speed verification by third parties.

Dealership Identity

Legal business name, DBA, business structure, and mailing address; critical for matching state licensing and tax records.

Dealer License

State-issued dealer license number, issuing state, and expiration date to verify authority to sell and transfer vehicles.

Tax Identifiers

Federal EIN or SSN for sole proprietors and state tax account numbers used for reporting and backup withholding triggers.

Banking Details

Bank name, routing and account numbers for payment processing, direct deposit, and escrow arrangements with lenders.

Insurance Information

Carrier name, policy number, coverage limits, and effective dates required for registration and warranty validation.

Authorized Signers

Names, titles, contact info, and specimen signatures of individuals authorized to sign titles, finance agreements, and legal documents.

Step-by-Step: Completing the Form

Follow these sequential steps to prepare, verify, and submit a complete Automotive Dealership Information Form for internal use and third-party requests.

  • 01
    Gather Documents: Collect license, EIN letter, insurance declarations, and banking verification.
  • 02
    Enter Core Data: Populate identity, license, tax, and address fields precisely.
  • 03
    Confirm Authorized Signers: Attach signature specimens and specify signing authority limits.
  • 04
    Sign and Save: Execute required signatures, date, and retain certified copy.

How to Configure the Form for Online Use

Set up validation, authentication, and routing to reduce errors and automate distribution when completing the form digitally.

Field Configuration
Authentication Method Email link or SMS code verification for signer identity
Conditional Fields Show lender or insurance fields only when applicable
Template Saving Save a reusable template for recurring dealer onboarding
Notification Settings Enable email alerts for completed or expiring items

Distribution and Signature Platform Considerations

Choose a platform that supports audit trails, common file formats, and your integration needs to streamline submission and retention.

  • File Formats: PDF, DOCX, HTML and Excel supported
  • Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
  • Authentication: Email links, SMS codes, or stronger MFA

Where to Send the Completed Form

After verification and signatures, route copies to internal records, financing partners, insurers, and any regulatory agencies that requested the information.

  • Lenders: Send to floorplan or wholesale lenders for underwriting and account setup
  • Insurance: Provide insurers to confirm coverage and endorse policies
  • State DMV: Submit required data for title and registration processing where requested
  • Internal Records: Archive signed copy in secure records for audits

How to Download and Archive the Form

Store signed copies in multiple formats and locations to satisfy internal policies and external retention requirements while preserving audit evidence.

PDF Certificate

Export a tamper-evident PDF with embedded audit trail showing signer identity, timestamps, and IP addresses for legal proof.

Editable Copy

Save a DOCX master template for future edits and template updates; retain a signed PDF for legal records.

Spreadsheet Export

Export contact and identifier fields as CSV or Excel for bulk uploads to finance and CRM systems.

Cloud Archive

Store encrypted backups in approved cloud storage with access controls and versioning enabled for audit retention.

Security and Compliance Controls to Require

Encryption: AES-256 at rest
Transport Security: TLS 1.2/1.3 in transit
Audit Trail: Detailed signer logs retained
SOC 2: SOC 2 Type II certified
HIPAA: BAA available when required
Access Controls: Role-based permissions enforced

Common Preparation Errors to Avoid

  • Entering a dealer name that differs from state registration, which creates verification mismatches and processing delays for titles and lender onboarding.
  • Providing an expired or incorrect dealer license number; third parties may reject transactions until the license is current or verified with the issuing agency.
  • Failing to attach proof of insurance or bank verification when requested, causing underwriting hold-ups or rejected title processing by insurers or lenders.
  • Using a P.O. box as primary physical address where a physical street address is required for legal notices and registration in many jurisdictions.

Key Penalties and Risks from Incorrect Data

1099 Filing Fines: Per-form $60–$330 (IRC §6721)
Backup Withholding: 24% withholding for incorrect TIN
Title Transfer Delays: Delays may incur fines or penalties
License Suspension: State action for noncompliance
Insurance Lapses: Coverage voided for missing data
Regulatory Audit Risk: Increased audit frequency and scrutiny

Real-World Examples of Digital Onboarding

These examples illustrate how a centralized dealership information process reduces backlogs and clarifies responsibilities when sharing data with external partners.

Optica Ventures (Brian Fitzgibbons)

We simplified onboarding for our partners with a single authoritative form

  • Centralized digital record for lenders and insurers
  • By standardizing data collection, validation time dropped and external requests decreased, improving transaction throughput and vendor satisfaction.

Martin Properties (Tim Martin)

We processed documents online with consistent audit capabilities

  • Mobile signing and offline access helped field staff
  • The ability to capture signatures with audit trails and preserve tamper-evident PDFs allowed faster completions and reliable compliance during audits.

Typical Deadlines and Submission Expectations

Timelines vary by recipient and filing type; use this list as a reference for common federal and reporting deadlines and note state-specific timing.

W-9 Requests:

Provide upon payer request; no fixed federal deadline

1099-NEC/1099-MISC:

Recipient and IRS copies due by January 31 for many forms

Individual Tax Return:

April 15 filing deadline (Form 1040)

Sales Tax Returns:

State schedules vary; monthly or quarterly depending on volume

Title Transfers:

State DMV deadlines vary; verify local requirements

eSignature Vendor Comparison for Dealership Forms

Compare starting price, trial availability, bulk-send capability, audit trail presence, HIPAA support, and envelope limits when selecting an eSignature provider.

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

Best Practices to Keep the Form Accurate and Useful

Adopt consistent data entry rules, periodic reviews, and template controls to reduce errors and maintain trust with external partners.

Standardize Data Entry Rules
Create a short internal guide for entering names, addresses, license numbers and TINs to prevent common mismatches and ensure consistency.
Schedule Periodic Reviews
Review and update critical fields such as license expiry, insurance effective dates, and authorized signers at least annually or on request.
Use Conditional Fields
Show lender- or insurer-specific questions only when relevant to reduce signer confusion and streamline completion.
Preserve Audit Evidence
Retain tamper-evident signed PDFs and separate audit logs with timestamps and authentication details for possible audits.

Frequently Asked Questions and Troubleshooting

Answers to common legal, technical, and operational questions about completing, signing, and storing the Automotive Dealership Information Form.


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