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Body Corporate Statement

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BODY CORPORATE STATEMENT

Date of Statement:

1. Property Identification

Property Address:

Unit / Lot Number:    Plan / Scheme Number:

2. Body Corporate / Owners Corporation Details

Contact Phone:

Contact Email:

3. Financial Summary

Current Ordinary Levy (per annum):    Levy Period: From to

Next Levy Due Date:    Amount Outstanding Against Lot:

Special Levy Approved:

4. Insurance

Policy Number:

Sum Insured:

Policy Excess:    Claims Pending:

5. Notices, Litigation and Compliance

Any pending litigation or dispute affecting common property or the lot:

Any compliance orders, notices, or unresolved bylaw breaches affecting the lot:

6. Bylaws, Restrictions and Common Property

Special bylaws or restrictions applicable to the lot:

7. Additional Administrative Information

8. Certification and Legal Attestation

The undersigned certifies that, to the best of the undersigned's knowledge after reasonable inquiry, the information contained in this Body Corporate Statement is true and correct as at the date indicated above. This statement is made for the purpose of disclosure to a prospective purchaser or their authorized representative and may be relied upon for that purpose.

The body corporate acknowledges that any material misstatement or omission in this statement may give rise to legal remedies available to a purchaser, including claims for damages. The body corporate does not warrant future events beyond the statement date and recommends that the purchaser obtain independent enquiries where appropriate. The recipient of this statement agrees that reliance on information provided is at the recipient's own risk and the body corporate shall not be responsible for incidental losses arising from changes after the statement date.

Signature

Name of Officer:

Office Held:

Contact Phone:

Body Corporate / Owners Corporation:

By:

Date:

Enter text✕
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What a Body Corporate Statement Is and when it’s used

A Body Corporate Statement is a formal written declaration issued by a corporate body or association that verifies organizational details, authority to act, and specified facts relevant to a transaction or regulatory filing. Typical uses include confirming board resolutions, identifying authorized signatories for contracts or property matters, and supplying verified corporate data to banks, title companies, or government agencies. In many transactions the statement supports due diligence, establishes chain-of-authority, and accompanies contracts, deeds, or closing documents to reduce execution and verification friction.

Why a clear, accurate Body Corporate Statement matters

A precise statement reduces verification delays, clarifies who may sign, and helps counterparties and regulators rely on corporate representations. Accurate statements lower administrative friction at closings and can prevent costly re-execution or re-notarization.

Why a clear, accurate Body Corporate Statement matters

Who prepares and who receives a Body Corporate Statement

Typical preparers include corporate secretaries, registered agents, property managers, and in-house legal teams.

  • Lenders and title companies — verify authority for mortgages, closings, and insurance requirements.
  • Counterparties and counterpart counsel — confirm signatory authority before contract execution or settlement.
  • Regulatory agencies and registrars — accept statements as part of corporate filings or licensing records.

Ensure the preparer references corporate minutes or a board resolution to tie the statement to formal corporate authority.

Step-by-step: preparing a compliant Body Corporate Statement

Follow these steps to draft, verify, and deliver a valid statement that counterparties and filing authorities can accept.

  • 01
    Draft core facts: List corporate name, jurisdiction, EIN, and registered agent.
  • 02
    Attach authority: Reference board resolution or meeting minutes authorizing signers.
  • 03
    Authenticate signatures: Obtain signatures, notary acknowledgment, or RON session as required.
  • 04
    Deliver and retain: Send to requestor and archive per retention rules.

Core elements to include in a professional statement

A complete statement combines factual identification, documentary support, and authenticated signatures so recipients can rely on it without extra steps.

Entity Info

Full legal name, formation state, and EIN. These identifiers let recipients match the statement to public formation records quickly and accurately.

Authority Source

Reference to a board resolution, bylaws citation, or officer certification. This ties the signatory’s power to formal corporate action and reduces follow-up.

Statement of Facts

Clear, numbered factual assertions (for example: authorized signatory, term of office, restrictions). Avoid ambiguous language that invites interpretation.

Signature Block

Printed name, corporate title, signature line, and date. If an individual signs on behalf of the entity, include the capacity line (e.g., CEO, Corporate Secretary).

Notary or Acknowledgment

Notary acknowledgment or RON session details where required by state law or counterparty practice; include notarial certificate text if applicable.

Attachments

Attach the authorizing resolution, officer roster, or certificate of formation as supporting exhibits to avoid later requests for evidence.

Security and record elements to include

Encryption: TLS 1.2/1.3 and AES-256
Audit Trail: Timestamped signing events
Access Controls: Role-based permissions
Document Hash: Tamper-evidence verification
BAA Option: HIPAA BAA available
Retention: Exportable, printable records

Consequences and legal risks of incorrect statements

Tax Penalties: IRC §6721 — per-form fines
Contract Delays: Execution or closing postponement
Re-execution Costs: Additional notary or legal fees
Regulatory Risk: Agency rejection or inquiry
Liability Exposure: Officer personal liability risk
Reputational Harm: Loss of counterparty trust

Common preparation mistakes to avoid

  • Using an informal or ambiguous signatory title rather than the exact corporate title recorded in minutes, which leads to acceptance delays.
  • Omitting the board resolution citation or failing to attach the resolution itself, prompting requests for supplemental documentation.
  • Submitting mismatched party names or EINs that do not match state formation records, triggering additional identity checks.
  • Failing to notarize or execute via an accepted remote online notarization (RON) process when the recipient requires notarized acknowledgment.

Where and how a completed statement is typically sent

Delivery depends on the recipient: banks and title companies often require notarized originals, while many counterparties accept authenticated electronic copies with audit trails.

  • Title Company: Often requests notarized copy or certified electronic record.
  • Lender: Usually requires resolution and signed statement before funding.
  • Counterparty: Accepts authenticated eCopies with audit trail.
  • Regulatory Filing: Follow specific agency submission rules.

Delivering and sharing statements electronically

Choose delivery methods that meet recipient authentication and notarization expectations before sending.

  • Email / PDF: Common but ensure secure attachments
  • eSignature Platform: Provides audit trail and access controls
  • RON Session: Meets notarization and recording requirements

Platforms with integrations (for example: Salesforce, NetSuite, Google Workspace, Box, Procore) simplify routing and storage while keeping an audit trail and supporting secure long-term retention.

Compare common eSignature platforms for completing and delivering statements

Platform selection affects cost, compliance, and delivery workflow. The table compares starting prices and key capabilities relevant to corporate statements and notarization workflows.

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 No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year Varies Varies Varies

Frequently asked questions about Body Corporate Statements

Answers to common execution, notarization, and eSigning questions to help prevent delays and rework.


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