Are eSignatures legally valid?

Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states provided there is intent, consent, attribution, and records can be retained and reproduced.

When is notarization required?

Notarization is required when the recipient or state law requests it (for example, certain deeds or power-of-attorney delegations); check recipient policy and state rules before execution.

How do I revoke an authority card?

Revoke in writing, notify banks and vendors directly, and update corporate records. Keep proof of revocation delivery and the effective revocation date for liability protection.

What authentication is acceptable for eSigning?

Acceptable methods include email verification, SMS codes, knowledge-based authentication, or stronger identity proofing depending on recipient requirements and industry regulation.

How long should I keep the recorded card?

Retain executed cards for the active term plus at least three years; for tax or healthcare records follow IRS and HIPAA retention requirements respectively.

Who can sign the card for the business?

Signatories should be officers or persons authorized by board resolution or bylaws; document the authorization source to defend against challenges.

Electronic Signature
Templates
Miscellaneous
Business Authority Card

Business Authority Card

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

BUSINESS AUTHORITY CARD

This Business Authority Card (the "Card") certifies the delegation of authority by the business entity named below to an authorized representative to act on the entity's behalf within the scope and limitations expressly set forth herein.

RECITALS

WHEREAS, the business named below requires a designated individual to execute ordinary and specified extraordinary business activities on its behalf; and

WHEREAS, the Issuing Officer has authority under the entity's governing documents to delegate limited powers to a representative in writing; and

WHEREAS, the parties desire to document the scope, duration, and conditions of the authority granted.

ENTITY INFORMATION

Company Name Business Address Entity Type (select all that apply)

Corporation LLC Partnership Sole Proprietorship

Business Registration Number / EIN

AUTHORIZED REPRESENTATIVE

Representative Name Representative Title / Position Representative Contact

SCOPE OF AUTHORITY

The Authorized Representative is granted the authority described below. Authority granted is limited to the specific activities expressly listed and does not include any authority not explicitly provided.

Scope of Authority (describe permitted acts, powers, and limitations) Limitations and Exclusions

PAYMENT TERMS (IF APPLICABLE)

If this Card is issued in connection with services or fees related to the Representative's actions, the following payment terms apply.

Payment Amount Payment Schedule Late Fee

TERM AND TERMINATION

This Card is effective as of the Effective Date and continues as specified below unless earlier revoked in accordance with the terms herein.

Effective Date Expiration Date (if any) Notice Period for Revocation

The Issuing Officer may revoke this Card at any time for cause or without cause by providing written notice to the Authorized Representative in accordance with the notice provisions above. Revocation shall be effective as provided in the notice or immediately if required to protect the Company from material harm.

CONFIDENTIALITY

The Authorized Representative shall keep confidential all non-public information obtained in the performance of delegated duties, and shall not disclose such information except as required to perform the authorized acts or as compelled by law. Confidential information does not include information that is or becomes generally known through lawful means or that is independently developed without use of confidential information.

GOVERNING LAW

This Card shall be governed by and construed in accordance with the laws of the state identified below, without regard to its conflicts of law principles.

Governing Law State

ENTIRE AGREEMENT

This Card, together with any schedules or written attachments signed by the Issuing Officer, constitutes the entire understanding between the parties regarding the subject matter hereof and supersedes all prior oral or written agreements. Any amendment must be in writing and signed by both the Issuing Officer and an authorized representative of the Company.

CERTIFICATION

The undersigned Issuing Officer certifies that the information provided is true and that the Issuing Officer is authorized to grant the authority set forth in this Card on behalf of the Company. The Authorized Representative acknowledges acceptance of the duties and limitations described.

Authorized Representative Name:

By:

Date:

Issuing Officer Name:

By:

Date:

What a Business Authority Card Is and when it’s used

A Business Authority Card is a short, signed form that records an individual’s delegated corporate authority to act on behalf of a business for specific tasks such as banking, contract execution, or vendor management. The card typically names the authorized person, their title, the scope of authority, an effective date, and any expiration or limits. Organizations use this record to verify signatory authority during transactions, update financial institutions, and maintain an auditable trail of who may legally bind the company.

Why a Business Authority Card matters for compliance and operations

A clear authority card reduces operational friction, prevents unauthorized commitments, and creates an auditable record for banks, counterparties, and regulators. When combined with retained records and signature evidence, it supports legal enforceability under ESIGN (15 U.S.C. ch. 96) and UETA where applicable.

Who typically completes and relies on a Business Authority Card

Organizations use authority cards at account opening, when delegating contract signers, and when a corporate officer changes role or leaves the company.

Corporate officers and board officers — used to document officially delegated authority, often after a board resolution or corporate minutes.
Banking and treasury teams — present authority cards to banks when opening or updating business accounts to verify signers.
HR and legal departments — keep authority records to control vendor contracting, tax forms, and regulatory certifications.

The card becomes part of internal records and may be shared with banks, vendors, and legal counsel to confirm signing authority.

Core elements to include on a professional Business Authority Card

A complete card combines identification, scope, time limits, signature evidence, verification, and contact details so recipients can accept it with minimal follow-up.

Authorized Person

Full legal name and job title of the person granted authority; must match government ID and corporate records to avoid rejection.

Granting Entity

Legal business name and entity type (LLC, Corporation, Partnership). Use the name on formation documents and tax filings for clarity.

Scope of Authority

Clear description of permitted acts (e.g., execute contracts up to $X, open bank accounts, endorse checks). Avoid vague language to reduce disputes.

Effective Period

Start and end dates or an event-based termination. Include MM/DD/YYYY formatting so recipients interpret timing consistently.

Signature and Date

Signed by authorized corporate officer and dated; include printed name and role. Electronic signatures are acceptable if compliant with ESIGN/UETA.

Verification Block

Notary acknowledgment or witness lines when required by the recipient or state law; note any required identity-proofing method.

Step-by-step: fill and record a Business Authority Card

Follow these essential steps to create a legally useful authority card and reduce follow-up with banks or counterparties.

01

Draft: Complete entity and signer details accurately.
02

Limit Scope: Specify actions and dollar limits where applicable.
03

Authenticate: Sign in presence of a notary or use compliant eSignature authentication.
04

Distribute: Provide copies to banks, vendors, and internal records custodians.

Typical routing and submission destinations for the completed card

Once executed, the card should be routed to all parties who rely on it and stored in a secure, auditable location.

Banking: Submitted to bank or credit union for account signer updates.
Vendor Management: Sent to major vendors to authorize contract signatures.
Corporate Records: Filed with corporate minutes or secretary’s office.
Legal Counsel: Provided to legal for retention and dispute defense.

How to configure an online workflow for Business Authority Cards

A standard digital workflow reduces processing time and ensures consistent authentication and retention.

Upload Template	Store a master Business Authority Card template in PDF or DOCX format.
Place Fields	Add name, title, scope, date, and signature fields.
Set Authentication	Require email verification or SMS code for signer identity.
Add Notary Step	Include remote notary or acknowledgment where required.
Retention Rules	Configure automatic archival and export to corporate storage.

Technical and integration requirements for secure eSubmission

Use a platform that supports secure transmission, audit trails, and the authentication methods your recipients require.

File Formats: PDF, DOCX supported
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email, SMS, KBA options

Ensure the provider supports archival export, audit logs with timestamps and IP addresses, and any necessary BAA or 21 CFR Part 11 controls for regulated industries.

Comparing eSignature vendors for Business Authority Card workflows

Vendor pricing and capabilities vary; choose a provider based on authentication needs, volume, and compliance requirements rather than price alone.

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

Key risks and penalties from incorrect or incomplete authority cards

Rejected by bank: Account access delay

Contract voidance: Potential unenforceability

Civil liability: Claims for unauthorized acts

Criminal risk: Fraud exposure

Backup withholding: 24% potential tax withholding

Operational delay: Stalled transactions or funding

Common mistakes to avoid when preparing a Business Authority Card

Using informal or abbreviated names that do not match government IDs, causing identity verification failures and bank denials.
Failing to specify the scope or dollar limits clearly, which leads to vendor refusal or internal disputes about authority.
Skipping notarization or required witness signatures when recipient policy or state law requires them, preventing acceptance.
Not updating records when a signer leaves or changes role, creating stale authority that can expose the company to liability.

Essential data elements to capture on the card

Full Legal Name: Must match ID

Entity Name: Exact registered name

Title / Role: Official corporate title

Scope Details: Actions and limits

Effective Dates: MM/DD/YYYY range

Signature Evidence: Signed and dated

Real-world examples of authority card use

The following real examples illustrate practical uses and how organizations limit risk when delegating authority.

Martin Properties

A property management firm needed remote signing for leasing agents

used remote eSigning and notarization
"I can process and execute all of these documents online with 100% compliance and built-in security," enabling faster closings and fewer in-person meetings.

Fertility Centers of Illinois

A healthcare provider authorized clinic managers to sign vendor contracts

paired authority cards with HIPAA BAA language
"The airSlate SignNow team has been exceptional, responsive, the API has been great," supporting compliant, auditable execution.

Who typically has signature authority and how to document it

President

Document the president’s authority when corporate bylaws vest executive signing power; include supporting board resolution and tie the card to minutiae of the delegation for indemnity purposes.

Chief Financial Officer

Record the CFO’s authority for banking and payment approvals; capture delegated dollar limits and required dual-approval workflows for treasury controls.

Timing expectations and common submission windows

Understand recipient turnaround and internal timing to ensure the authority is effective when needed.

Effective Immediately:

If stated, authority begins on execution date.

Bank Update Timeline:

Banks typically process updates within 3–10 business days after verification.

Vendor Acceptance:

Vendors may require 7–14 days to accept and configure new signers.

Internal Filing:

File with corporate records within 7 days of execution.

Notify Third Parties:

Inform partners promptly to avoid operational gaps.

Key milestones from drafting to active authority

Track milestone completion to confirm authority is usable and documented correctly.

01

Draft Approval

Internal review and board or officer sign-off completed.

02

Execution

Authorized officer and any witnesses or notary execute the card.

03

Recipient Verification

Bank or vendor verifies identity and scope.

04

Active Use

Authorized person begins performing approved actions.

Frequently asked questions about Business Authority Cards

Answers to common questions about validity, eSigning, notarization, revocation, and recordkeeping for authority cards.

Need help? Contact support

Are eSignatures legally valid?
Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states provided there is intent, consent, attribution, and records can be retained and reproduced.
When is notarization required?
Notarization is required when the recipient or state law requests it (for example, certain deeds or power-of-attorney delegations); check recipient policy and state rules before execution.
How do I revoke an authority card?
Revoke in writing, notify banks and vendors directly, and update corporate records. Keep proof of revocation delivery and the effective revocation date for liability protection.
What authentication is acceptable for eSigning?
Acceptable methods include email verification, SMS codes, knowledge-based authentication, or stronger identity proofing depending on recipient requirements and industry regulation.
How long should I keep the recorded card?
Retain executed cards for the active term plus at least three years; for tax or healthcare records follow IRS and HIPAA retention requirements respectively.
Who can sign the card for the business?
Signatories should be officers or persons authorized by board resolution or bylaws; document the authorization source to defend against challenges.

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