Parties
Identify all parties with full legal names, roles, contact information, and corporate identifiers. Include authorized signers and alternates and specify the scope of each party's authority to act.
Use this Business Agency Checklist to ensure authority, documentation, and compliance are verified before agency actions proceed. It reduces operational risk, makes responsibility explicit, and creates an auditable record for internal controls and regulatory review.
Who completes this checklist depends on transaction size, agency role, and internal approval thresholds within the organization.
Smaller transactions may be completed by a single authorized representative; complex matters require multi-level signoffs and documented supporting evidence.
Identify all parties with full legal names, roles, contact information, and corporate identifiers. Include authorized signers and alternates and specify the scope of each party's authority to act.
Document evidence of authority such as corporate resolutions, power of attorney, or board minutes. Note expiration, limits, and any delegated signing authority and retain copies of original instruments.
List required supporting documents (IDs, licenses, W-9, insurance certificates, contracts). Specify acceptable formats, notarization needs, and whether originals, certified copies, or digitally-signed copies are required, plus retention instructions.
Specify signer roles, required signature types (electronic, wet, notarized), signing order, authentication strength, and any multi-factor or identity-proofing requirements needed to meet regulatory or internal policy.
Record key dates such as effective date, execution deadlines, filing windows, statutory notice periods, and any tax-reporting or regulatory deadlines that affect enforceability or penalties.
Maintain an audit trail capturing timestamps, IP addresses, and actions taken. For electronic signatures, ensure retention of metadata and signer authentication evidence for compliance and audit readiness.
Select a platform that supports PDF and DOCX, preserves an audit trail, and integrates with CRM and cloud storage systems.
| 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, no credit card | Varies by plan and region | Varies by plan and region | Varies by plan and region | Varies by plan and region |
| Bulk Send | Yes, on applicable paid plans | Yes, on applicable paid plans | Yes, on applicable paid plans | Yes, on applicable paid plans | No, not available for standard plans |
| Audit Trail | Yes, complete audit trail included | Yes, complete audit trail included | Yes, complete audit trail included | Yes, complete audit trail included | Yes, complete audit trail included |
| HIPAA Compliant | Yes, HIPAA compliant with BAA option | Yes, HIPAA compliant with BAA option | Yes, HIPAA compliant with BAA option | No, HIPAA support not available | No, HIPAA support not available |
| Envelope Cap | No envelope cap; usage depends on plan | Limited to 100 envelopes/user/year on some plans | Varies by plan and vendor | Varies by plan and vendor | Varies by plan and vendor |
Date when agency authority and obligations begin; affects statutes of limitation.
Deadline to obtain all required signatures to meet contract terms.
Dates to submit to public agencies or recording offices.
Provide supporting forms in time to satisfy IRS reporting rules.
Begin retention from execution date unless statute specifies otherwise.