Who is authorized to sign?

Authorized signers are typically the Executive Director or an officer with board authorization. If a designee signs, include a board resolution or written delegation to confirm authority for the award and enforceability.

Can I submit electronically?

Most cycles accept electronic submission and eSignatures when the platform records consent and an audit trail. For applications involving protected health information or special legal conditions, verify additional consent and BAA requirements first.

How do I correct a submitted form?

Contact the foundation contact listed in the RFP immediately. Some funders allow resubmission before the deadline; post-deadline corrections are discretionary and may be disallowed.

What attachments are required?

Common attachments include IRS determination letter, audited financials, detailed budget, and letters of support. Omit extraneous files and follow naming conventions to speed reviewer access.

Is notarization ever required?

Notarization is rarely required for standard grant forms but may be necessary for legal agreements or when state law or the foundation’s policy requires an executed oath or attestation.

How long does review take?

Review timelines vary by program and volume; typical notification windows range from several weeks to a few months. Check the specific RFP for expected decision dates.

Electronic Signature
Templates
Legal
Aviva Foundation Form

Aviva Foundation Form

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

What the Aviva Foundation Form Is and who it serves

The Aviva Foundation Form is a standardized grant application and reporting template used by the Aviva Foundation to evaluate funding requests, capture organizational and project details, and document recipient commitments. It collects legal entity information, project descriptions, budgets, supporting certifications, and signature acknowledgements so reviewers can assess eligibility, compliance, and impact in a consistent format across applicants.

Why accurate completion matters for grant outcomes

Completing the Aviva Foundation Form clearly and accurately reduces review time, supports compliance, and improves the chances of receiving funding. A correctly prepared form also establishes a clear record for reporting and audit purposes.

Who typically completes and reviews this form

Grant applicants and foundation staff use this form to exchange application and compliance information in a structured way.

Nonprofit program directors preparing project proposals and budgets for submission.
Foundation grant officers and program reviewers assessing eligibility and impact.
Legal or finance teams verifying tax status, EIN, and reporting requirements.

Clear role assignment helps ensure required fields are completed, supporting timely review and avoiding disqualification for incomplete submissions.

Primary signers and responsible parties

Executive Director

Typically signs the agreement confirming organizational authority, fiscal responsibility, and acceptance of grant terms; often 2–3 sentence narrative explaining signature validity and delegation.

Grant Officer

Completes the application details and certifies budget items; may sign or countersign to confirm review and recordkeeping responsibilities in a short 2–3 sentence explanation.

Step-by-step process to fill and submit the form

Follow these sequential steps to complete the Aviva Foundation Form accurately and submit it for review.

01

Gather Documents: Collect EIN proof, IRS determination letter, budgets, and board resolution if required.
02

Enter Form Data: Complete organizational, project, and budget fields following format guidance above.
03

Attach Support: Upload required attachments as separate PDFs with clear filenames.
04

Sign & Submit: Sign using accepted method and send to the specified submission address or portal.

Configuring an online workflow for Aviva Foundation submissions

Recommended workflow settings help standardize intake, routing, and record retention when using an eSubmission platform.

Field	Configuration
Required Fields	Mark EIN, project summary, and budget as required to block incomplete submissions
Conditional Sections	Use conditional fields for multi-year budgets or affiliate entities to minimize clutter
Signer Authentication	Use email verification or SMS code for signer attribution based on risk
Retention Setting	Set automatic archive and export routines for long-term storage

Typical electronic submission and review flow

A clear flow reduces friction and provides traceability for both applicants and reviewers.

Upload: Applicant uploads completed form and attachments
Validation: Platform checks required fields and file formats
Routing: Form routes to grant officer and reviewer queue
Decision: Reviewer records approval, conditional award, or decline

Technical considerations for online filing and signatures

Choose a submission platform that supports required document formats, signer authentication, and audit logging for legal and audit purposes.

Integrations: Salesforce, NetSuite, Google Workspace, Microsoft 365
Formats: PDF, DOCX, XLSX supported for upload and export
Authentication: Email verification, SMS code, or SSO as available

Ensure the platform you select can export signed PDFs with audit trails and complies with any regulatory requirements relevant to the applicant or funder.

Security and compliance features to verify

In-transit encryption: TLS 1.2 / 1.3

At-rest encryption: AES-256

Audit trail: Timestamped action logs

HIPAA readiness: BAA available if needed

Regulatory certs: SOC 2 Type II, ISO 27001

Accessibility: WCAG 2.0 Level AA

Core components every professional Aviva Foundation Form should include

A well-structured form balances concise project description with sufficient fiscal detail and legal assurances for due diligence and award management.

Cover and Contact

Clear cover page with submitting organization, primary contact details, and application cycle information to enable quick triage and routing for reviewers.

Organizational Info

Legal entity name, EIN, year established, mission statement, and IRS determination letter reference so reviewers can verify tax-exempt status and organizational capacity.

Project Narrative

Succinct statement of need, objectives, activities, expected outcomes, and beneficiary population to allow impact assessment against foundation priorities.

Detailed Budget

Line-item expenses, funding requested, other committed or pending support, and budget narrative explaining cost allocation and any in-kind contributions.

Certifications & Compliance

Declarations such as conflict-of-interest statements, assurances about use of funds, and any required compliance attestations to protect both parties.

Attachments & Evidence

Supplemental documents including audited financial statements, letters of support, project schedule, and resumes that substantiate claims in the application.

Common deadlines and reporting expectations

Typical application and post-award timelines clarify obligations and help applicants plan reporting and compliance activities.

Application Deadline:

Specified in each RFP; late submissions are usually ineligible

Award Notification:

Communicated within the timeframe stated in the grant announcement

Grant Start Date:

Project may begin only after award acceptance and agreement execution

Interim Reports:

Progress reports due per grant schedule, often quarterly or semiannual

Final Report:

Final program and financial report due at project close or per agreement

Key milestones from submission to closeout

Track these numbered stages to monitor processing and compliance from application through final reporting.

01

1. Submission Received

Platform records timestamp and verifies required fields on receipt.

02

2. Eligibility Review

Staff confirm tax status and basic eligibility before full review.

03

3. Panel Review

Proposal is scored and scored items are documented for decision.

04

4. Award & Agreement

Award letters issue and grant agreement is executed by both parties.

Common mistakes applicants should avoid

Leaving required fields blank or using inconsistent names across documents delays verification and can result in disqualification.
Submitting incomplete or unsigned budgets that lack line-item detail often triggers requests for clarification and slows processing.
Uploading unsupported file types or extremely large attachments may cause upload failures or missing documentation during review.
Using an incorrect EIN or expired IRS determination evidence can block award execution until tax status is verified.

Consequences and risks of incorrect or incomplete submissions

Incorrect EIN: May trigger 24% backup withholding

Late Reporting: Can result in funding suspension

Misuse of Funds: Repayment and legal exposure possible

False Statements: Civil or criminal penalties may apply

Charitable Registration: Failure may lead to fines or solicitation bans

Audit Findings: May require corrective action and reimbursements

Real-world examples of form use and processing

These case summaries show how organizations and funders manage submissions and signature workflows in practice.

Martin Properties

Small nonprofit streamlined submissions with standardized forms and eSign

Reduced processing steps by consolidating attachments
As a result, reviewers could complete eligibility checks remotely and expedite award decisions while maintaining auditable records and compliance.

Fertility Centers of Illinois

Large health organization used integrated signature workflows for grants and contracts

Leveraged role-based approvals for finance and legal
This approach preserved HIPAA-aware handling of supporting health data and ensured timely sign-off from required departments before funds were released.

eSignature pricing and feature snapshot relevant to form submission

Compare basic plan pricing and select features that matter for high-volume grant intake and auditability; signNow is listed first per vendor comparison conventions.

	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	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about the Aviva Foundation Form

Answers to common questions about signatures, attachments, corrections, and processing to help applicants avoid delays.

Need help? Contact support

Who is authorized to sign?
Authorized signers are typically the Executive Director or an officer with board authorization. If a designee signs, include a board resolution or written delegation to confirm authority for the award and enforceability.
Can I submit electronically?
Most cycles accept electronic submission and eSignatures when the platform records consent and an audit trail. For applications involving protected health information or special legal conditions, verify additional consent and BAA requirements first.
How do I correct a submitted form?
Contact the foundation contact listed in the RFP immediately. Some funders allow resubmission before the deadline; post-deadline corrections are discretionary and may be disallowed.
What attachments are required?
Common attachments include IRS determination letter, audited financials, detailed budget, and letters of support. Omit extraneous files and follow naming conventions to speed reviewer access.
Is notarization ever required?
Notarization is rarely required for standard grant forms but may be necessary for legal agreements or when state law or the foundation’s policy requires an executed oath or attestation.
How long does review take?
Review timelines vary by program and volume; typical notification windows range from several weeks to a few months. Check the specific RFP for expected decision dates.

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