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Business AAI Checklist

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BUSINESS AAI CHECKLIST

Parties

Recitals

WHEREAS, Service Provider: provides technical and operational services relating to account access integration, data aggregation, and associated administrative integration (collectively, "AAI Services");

WHEREAS, Client: requires AAI Services and desires to document the required controls, tasks, deliverables and acceptance criteria using this checklist and agreement;

WHEREAS, the parties intend for this Business AAI Checklist to set forth the scope, deliverables, payment terms, confidentiality obligations and other material terms governing the provision of AAI Services between the parties effective as of the Effective Date:

Scope of Work

The Service Provider shall perform the AAI Services described below. The description identifies required tasks, configuration items, testing, acceptance criteria and responsibilities:

AAI Checklist Items (Complete/Confirm)

For each item below, check to confirm completion and provide notes where applicable.

Completed
Completed
Completed
Completed
Completed
Completed
Completed

Payment Terms

Total Fee: $

Late Fee:   Grace Period (days):

Invoices shall reference the applicable milestone or deliverable and be payable within days of receipt unless otherwise set forth in the Payment Schedule.

Term and Termination

Term Commencement Date: — Term Expiration Date:

Either party may terminate this Agreement for material breach by the other party if such breach remains uncured for days after written notice. Either party may terminate for convenience upon days' prior written notice.

Upon termination, Service Provider shall deliver a final status report of outstanding AAI items, return or securely delete Client data as directed, and invoice for all earned but unpaid fees through the effective termination date.

Confidentiality

Each party (the "Receiving Party") shall hold confidential and not disclose to any third party any Confidential Information of the other party (the "Disclosing Party") except as required for performance of this Agreement. "Confidential Information" includes all non-public business, technical and security information related to the AAI Services, system configurations, credentials, specifications and personal data. Confidentiality obligations will survive termination for a period of three (3) years, except that trade secrets will be protected for as long as they remain trade secrets under applicable law.

Exceptions: Confidential Information does not include information that is (i) publicly known through no breach by the Receiving Party; (ii) lawfully received from a third party without restriction; or (iii) independently developed by the Receiving Party without use of the Disclosing Party's Confidential Information.

The undersigned acknowledge and agree to the Confidentiality obligations in this Checklist.

Governing Law; Entire Agreement

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to choice-of-law principles. Venue for any dispute shall be in the state or federal courts located within that state.

Entire Agreement: This Business AAI Checklist, together with any referenced appendices or statements of work, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior proposals, negotiations and agreements, whether written or oral, relating thereto. No modification will be binding unless executed in writing and signed by authorized representatives of both parties.

Representations; Compliance

Each party represents that it has the full corporate power and authority to enter into this Agreement, and that in performing its obligations it will comply with all applicable laws, regulations and industry standards, including data protection and security obligations applicable to AAI Services.

Acceptance

Deliverables or milestones will be deemed accepted when Client provides written notice of acceptance or fails to provide a written rejection with specific, reasonable deficiencies within business days after delivery.

Service Provider (Party A) - Printed Name:

By:

Date:

Client (Party B) - Printed Name:

By:

Date:

Enter text✕

What the Business AAI Checklist Is and when it’s used

A Business AAI Checklist is a structured internal form used to gather authority, authentication, and identity details needed to complete commercial agreements, regulatory filings, or compliance reviews. It centralizes signatory authorization, identification documents, effective dates, and supporting exhibits so reviewers can confirm who may bind the company and which records must be retained. Organizations use the checklist during onboarding, contract execution, corporate filings, vendor setup, and audits to reduce missing information, speed approvals, and document the chain of authority and verification steps for later review.

Why this checklist matters for compliance and enforceability

Using a Business AAI Checklist reduces execution errors, documents intent and attribution for signatures, and supports legal validity under the ESIGN Act (15 U.S.C. ch. 96) and UETA where applicable. It also clarifies whether consumer disclosures or additional consent are required and helps meet record-retention obligations, minimizing regulatory and commercial risk.

Why this checklist matters for compliance and enforceability

Teams and roles that commonly complete the checklist

The checklist is used across departments when proof of authority and identity is required before signing or filing.

  • Real Estate teams handling lease or closing packages with tenant/seller identity checks and recorded acknowledgements.
  • Healthcare administrative staff collecting HIPAA-compliant authorizations and verifying authorized representatives.
  • Finance and accounts payable teams confirming vendor authority, W-9/TIN details, and payment-approval signatories.

Primary signers and requestors

Compliance Officer

A compliance officer reviews the AAI Checklist to confirm signatory authority, required attachments, and regulatory disclosures; they escalate anomalies and request corrective documentation when names or credentials do not match corporate records.

Operations Manager

An operations manager collects form data, uploads supporting IDs and W-9/TINs, and routes the checklist for signatures and notarization; they ensure deadlines are met and archival copies are stored according to retention policy.

Essential components to include in the checklist

A professional Business AAI Checklist groups required elements so reviewers can quickly confirm authority, identity, and document provenance before execution or filing.

Signatory Authorization

State the signer’s title, corporate role, and basis of authority (by bylaws, board resolution, or delegated authority), and attach the authorizing resolution if needed.

Identification Verification

List the ID type provided (driver’s license, passport) and include ID number, issuing state/country, and a scanned copy for verification.

Effective Date

Record the contract effective date in MM/DD/YYYY format and note whether the date is execution date or commencement date for obligations.

Supporting Documents

Attach W-9/TIN, corporate formation documents, board resolutions, power of attorney, and any required consent or consumer disclosures.

Signature Method

Specify electronic signature method used (email link, SMS code, RON, or in-person notarization) and record the authentication level applied.

Retention & Filing

Indicate final storage location, retention period, and whether documents are filed with a government agency or recorded publicly.

Simple step-by-step completion flow

Follow these steps to collect, verify, and finalize AAI checklist items before execution.

  • 01
    Gather documents: Collect IDs, W-9, corporate resolutions.
  • 02
    Verify authority: Confirm signer’s corporate role and delegation.
  • 03
    Complete fields: Enter data precisely and attach files.
  • 04
    Sign and file: Execute via chosen method and archive.

Typical e-sign and review workflow

This is a common online workflow for completing the checklist and obtaining legally valid signatures.

  • Upload: Sender uploads checklist and attachments.
  • Place fields: Add signature, date, and initial fields.
  • Authenticate: Apply email, SMS, or KBA authentication.
  • Certificate: Signed copy plus audit trail delivered.

Recommended online setup for digital completion

Configure form fields and authentication to match required legal standards and internal audit needs.

Field Configuration
Authentication Method Email link + optional SMS code; use KBA for higher assurance
Field Validation Require MM/DD/YYYY for dates; set TIN pattern validation
Auto-Reminders Enable reminders at 3 and 7 days for pending signers
Retention Export Export signed PDF with embedded audit trail and metadata

Technical considerations for eSubmission and integrations

Ensure your eSignature platform supports required integrations, authentication, and export formats for compliance and archiving.

  • Integrations: Salesforce, NetSuite, Google Workspace support
  • File formats: PDF, DOCX, and XML export available
  • Authentication: SMS, email link, KBA, and RON support

Match platform settings to your retention and audit requirements; record export should include an immutable audit trail and signer metadata.

Common timing expectations and external filing deadlines

Track internal deadlines for completion plus any external filing windows that depend on the checklist data.

Provide W-9 on request:

No federal filing deadline; supply payer promptly to avoid backup withholding.

1099-NEC recipient deadline:

Issue to recipient by Jan 31 for tax reporting.

1099-MISC paper to IRS:

Paper filings due Feb 28; electronic Mar 31 per IRS rules.

Internal review period:

Allow 5 business days for compliance review and correction.

Signature return window:

Aim to obtain required signatures within 7–14 calendar days.

Key processing milestones from request to filing

A sequential milestone view helps teams coordinate collection, verification, signing, and archival steps.

01

Initiation

Requester submits checklist with attachments for processing.

02

Verification

Compliance verifies identity, authority, and required documents.

03

Execution

Signers authenticate and execute via chosen method.

04

Filing & Archival

Store signed records and export audit metadata for retention.

Common mistakes that delay approval

  • Using a signer’s common or DBA name instead of the legal name causes mismatches with formation documents and TIN records, triggering requests for corrected paperwork.
  • Submitting unsigned or partially completed attachments (missing board resolution, blank signature pages) requires additional collection and extends processing time.
  • Failing to document the authority basis (resolution or power of attorney) often prevents acceptance of the signature for binding contracts or filings.
  • Choosing an inadequate authentication method for a high-risk transaction (email-only for large-value agreements) can raise legal questions about attribution and intent.

Penalties and legal risks from incorrect checklists

1099 Penalties: $60–$330 per form
I-9 Violations: $281–$2,789 per violation
Intentional Disregard: $660+ per form
Backup Withholding: 24% withholding rate
Breach Liability: HIPAA violations can trigger multi-year penalties
Contract Disputes: Invalid authority can void agreements

Security and compliance controls to document

In-transit Encryption: TLS 1.2/1.3 enforced
At-rest Encryption: AES-256 encryption
Certifications: SOC 2 Type II available
HIPAA Support: BAA required
Audit Trail: Timestamped signer actions
Standards: ISO 27001 and 21 CFR capability

Pricing snapshot for common eSignature providers

Compare starter pricing and key capabilities across vendors; signNow is listed first per vendor ordering guidance and pricing reflects typical annual-billed starting rates.

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 Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes (Business Premium) 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 by plan Varies by plan Varies by plan

Frequently asked questions about the checklist and e-signing

Answers to common questions on authority verification, e-sign validity, notarization, recordkeeping, and revocation to help prevent execution delays.


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