Can these documents be signed electronically?

Yes. Electronic signatures meet federal and most state legal standards under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Exceptions include wills, certain court filings, and some family law orders. Follow the four-part validity test: intent, consent, attribution, and retention.

When is notarization or witnesses required?

Notarization and witness requirements depend on document type and state law. Deeds, some powers of attorney, and certain corporate filings commonly require notarization; Florida and South Carolina require two witnesses in specific cases. Verify state rules and RON availability with the state notary commission.

What happens if an incorrect signer is listed?

If an unauthorized person signs, third parties may reject transactions and the company could incur liability for unauthorized obligations. Remedy often requires a corrective resolution, indemnity provisions, and re-execution by an authorized signer; notify banks and vendors promptly to limit exposure.

How long must I keep these records?

Retention depends on regulator and document. IRS tax records must be kept at least three years from filing (IRC §6501(a)); HIPAA-related records require six years from creation or last effective date (45 CFR §164.530(j)). Consider seven years for corporate records.

Can remote online notarization be used?

Many states permit permanent RON; requirements include identity proofing, audio-video recording retention, and tamper-evident technology. Rules vary — confirm with the state notary commission. RON may expedite notarization for remote signers when allowed.

How do I update or revoke authority?

To revoke, draft a revocation document signed by authorized officers, notify banks and vendors in writing, retrieve and archive prior authorizations, and consider notarization if the original required it. Keep proof of notice to limit continuing obligations.

Electronic Signature
Templates
Miscellaneous
Business Authority Series

Business Authority Series

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

BUSINESS AUTHORITY SERIES

This Business Authority Series Agreement (the Agreement) is entered into as of Effective Date: by and between Company Name: and Agent Name: .

RECITALS

WHEREAS, Company Name: is duly organized and in good standing and desires to establish a series of delegated authorities (the Series) for efficient execution of recurring business activities; and

WHEREAS, Agent Name: possesses the experience and capacity to perform the duties described below and is willing to accept the delegated authority subject to the terms and limitations set forth in this Agreement.

WHEREAS, the parties intend that the Series model used hereunder will permit recurring authorizations for specified transaction categories without the need for separate approvals for each individual transaction, subject to the restrictions herein.

APPOINTMENT AND AUTHORITY

Company hereby appoints Agent, and Agent accepts, to act on behalf of Company within the scope of authority set forth in this Agreement. The Agent is authorized to take actions in relation to the Series described below and to sign, execute, deliver and perform instruments, documents and agreements necessary to effect such actions, subject to the limitations in this Agreement.

Authorized Transaction Categories (check to grant)

Enter and execute commercial contracts Authorize financial disbursements and banking instruments

Negotiate and sign leases or property agreements Employ, terminate or otherwise manage personnel

Other (specify in Scope of Work)

SCOPE OF WORK

Description of Series Authority and Tasks

PAYMENT TERMS

As compensation for services performed under this Agreement, Company shall pay Agent the amounts and on the schedule set forth below. Compensation is the full and exclusive monetary remedy for services unless otherwise expressly provided in a separate written instrument.

Fee Amount Payment Schedule Late Payment Fee

Late payments will incur a fee of % per month or a flat fee of , whichever is greater. Interest and fees shall accrue from the date payment was due until paid in full.

TERM AND TERMINATION

This Agreement commences on Start Date: and continues until End Date: unless earlier terminated in accordance with this section.

Notice Period for Termination days' written notice required for termination without cause.

Either party may terminate for cause upon material breach by the other party that remains uncured for a period of 15 days after written notice specifying the breach. Termination shall not relieve either party of obligations accrued prior to termination.

CONFIDENTIALITY

Each party shall hold in strict confidence all Confidential Information disclosed by the other party in connection with this Agreement. "Confidential Information" includes non-public business, technical and financial information and all Series-related documents, whether disclosed orally, in writing or by inspection. Confidential Information shall not include information that: (i) is or becomes generally available to the public other than by breach of this Agreement; (ii) was known to the receiving party prior to disclosure; or (iii) is rightfully received from a third party without duty of confidentiality.

The receiving party shall use Confidential Information only for the purposes of performing under this Agreement, shall limit access to employees and contractors with a need to know, and shall return or destroy Confidential Information upon termination or upon written request.

REPRESENTATIONS, INDEMNITY AND LIMITATION OF LIABILITY

Each party represents and warrants that it has the authority to enter into this Agreement and perform its obligations. Agent represents that its performance will comply with applicable law and with the standards of care customary in the industry.

Company shall indemnify, defend and hold harmless Agent from and against any losses, liabilities, claims, damages and expenses arising out of Company-provided information or instructions, except to the extent caused by Agent's gross negligence or willful misconduct. Agent shall indemnify Company for Agent's gross negligence or willful misconduct in the performance of its duties.

Except for indemnification obligations and willful misconduct, neither party shall be liable to the other for lost profits, incidental or consequential damages, punitive damages or exemplary damages.

NOTICES

Company Address for Notices Agent Address for Notices

Notices shall be in writing and delivered by hand, certified mail (return receipt requested) or nationally recognized courier, and are effective upon receipt.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to its conflicts of law principles. Exclusive venue for disputes shall be the state or federal courts located within that state.

ENTIRE AGREEMENT; AMENDMENT

This Agreement, together with any schedules or exhibits attached hereto and any series authorizations issued in accordance with this Agreement, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements and understandings. No amendment shall be effective unless in writing and signed by authorized representatives of both parties.

SEVERABILITY

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect and shall be construed so as to give effect to the original intent to the greatest extent permitted by law.

EXECUTION

The parties may execute this Agreement in counterparts, each of which shall be deemed an original and which together shall constitute one and the same instrument. Electronic signatures and transmitted copies of signed counterparts shall be effective as originals for all purposes.

Company:

By:

Date:

Agent:

By:

Date:

What the Business Authority Series Covers

The Business Authority Series is a set of standardized documents used to establish, document, and communicate who may act or sign on behalf of a business entity. Typical items include corporate resolutions, banking authorization forms, limited powers of attorney, signature authority cards, and officer consent recordings. These documents define scope, duration, and limits of authority, and they are often required by banks, vendors, regulators, and counterparties to confirm signatory powers. The series can be executed electronically when legal requirements are met, or in person when notarization or witnesses are required.

Why a Formal Authority Series Matters

Use the Business Authority Series to create a clear, auditable record of who may bind the company. Properly completed forms reduce transaction delays, satisfy bank and vendor requirements, support compliance with ESIGN and UETA, and provide evidence of authority in disputes.

Who Typically Prepares and Uses These Documents

Typical users include company officers, corporate secretaries, bank administrators, and legal counsel preparing or approving authority documentation.

C-suite officers authorizing signatures on contracts and banking documents across departments.
Corporate secretaries maintaining minutes, resolutions, and official authorization records for compliance.
Bank compliance teams verifying acceptable signers and required notarizations or corporate seals.

Smaller businesses and third-party administrators may also use the series to document temporary or project-specific authorities.

Core Elements Found in a Professional Authority Package

The Business Authority Series typically contains standard elements to document scope, duration, limitations, and authentication steps to establish signer legitimacy and recordkeeping.

Resolution

Formal corporate resolution stating the authorized positions or named individuals, the extent of their signing powers, and any conditions or expirations tied to specific transactions or dollar limits.

Bank Authorization

Bank signature card or officer certification including EIN, authorized signers, specimen signatures, and instructions for check signing, wire transfers, and account authority changes, and ACH authorizations.

Power of Attorney

Limited power of attorney authorizing specific acts (e.g., contract execution, tax filings) with clear start and end dates and any revocation conditions and signature verification requirements.

Delegation Log

Record of delegated authorities tracking who received authority, when assignments were made, and links to supporting documents such as minutes or board consents and expiration dates.

Authentication

Authentication provisions specifying required signer verification methods: ID check, notarization, remote online notarization (if permitted), multi-factor identity checks, and retention of audit trails.

Recordkeeping

Instructions for storing executed documents, retention periods, version control, access controls, and how to produce electronic copies that meet ESIGN and UETA record reproduction standards.

Step-by-Step: Preparing and Executing the Series

Follow these steps to prepare and execute the Business Authority Series accurately and in lawful form.

01

Gather Documents: Collect formation documents, bylaws, EIN confirmation, and prior resolutions.
02

Draft Authority: Specify actors, scope, limits, and effective dates.
03

Authenticate: Notarize or include witness signatures when required.
04

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

Setting Up an Online Workflow for the Series

Configure an online workflow to collect signatures, enforce authentication, and route completed documents to stakeholders.

Field name and expected configuration	Configuration setting or value used in online workflow
Preferred signer authentication method options	Email link for guests; SMS code for added verification
Order and routing of signer sequence	Set sequential routing; allow parallel where appropriate
Conditional fields and display logic	Show fields when signer role or previous answers require them
Document storage location and retention	Auto-save executed files to cloud storage with version control
Notification and completion recipients list	Send final copies to listed recipients and archive

Technical and Integration Considerations

For digital execution, ensure the chosen platform supports required authentication, integrations, and file formats used by your organization.

Supported Formats: PDF, DOCX, HTML, Excel
Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
Auth Options: Email, SMS, KBA, SSO/SAML

Common Destinations for Executed Documents

This section summarizes common destinations and routing for executed Business Authority Series documents used by banks, vendors, and regulators.

Banks: Provide certified copies and officer certifications for account access.
Vendors: Send signed authorization pages to vendor onboarding teams for billing changes.
Regulators: File resolutions when required by licensing authorities or regulatory filings.
Internal Records: Store originals in governance folder and update access logs.

Timelines, Turnaround, and Processing Expectations

Typical timelines for execution, submission, and processing of the Business Authority Series depend on recipients and required authentication.

Bank account updates and vendor onboarding:

Processing often takes three to ten business days.

Notary and RON verification timelines:

RON sessions immediate; record review may add several days.

Internal governance and board approvals:

Board consent cycles usually require one to two weeks.

State filing or registry updates:

Clerks typically process filings within five to thirty business days.

Urgent and expedited handling options:

Expedited notary or courier reduces elapsed time to 24–48 hours.

Common Risks and Consequences of Errors

Invalid Authorization: Third parties may refuse transactions

Financial Liability: Company may be liable for unauthorized acts

Bank Restrictions: Banks can freeze accounts pending verification

Tax Consequences: Incorrect TIN triggers 24% backup withholding

Regulatory Penalties: Licenses or filings could face sanctions

Evidence Gaps: Lack of notarization weakens enforceability

Security and Compliance Controls to Consider

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Certifications: SOC 2 Type II; ISO 27001; PCI DSS

Privacy Laws: GDPR compliance; CCPA support

Healthcare: HIPAA compliant — BAA required

Regulatory: ESIGN and UETA legal alignment

Audit Trail: Tamper-evident logs, timestamps, signer metadata

Real-World Examples of the Business Authority Series in Use

These examples show practical Business Authority Series use across organizations of different sizes and operational needs.

Martin Properties — Tim Martin

Martin Properties transitioned lease and signing processes to an electronic series to centralize officer authorization and speed closings.

Reduced paper delays during remote closings.
The firm documented officer signers with corporate resolutions and banking cards, kept notarized copies where required, and provided consistent templates to local agents which simplified verifications and reduced lender hold requests.

Fertility Centers of Illinois — John Butler

A healthcare provider used the series to control who could sign consent and billing authorizations while meeting HIPAA and organizational policy.

Ensured authorized staff executed patient-facing forms.
They attached BAAs to applicable forms, maintained six-year retention, and required identity verification for billing authorizations, and improved workflow logs for audit trails and payer compliance checks.

eSignature Pricing and Feature Comparison for Executing the Series

Compare common eSignature plan features relevant to the Business Authority Series, including pricing, bulk send, audit trail, HIPAA compliance, and envelope limits.

	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 credit card required	Varies by plan and billing cycle	Varies by plan and billing cycle	Varies by plan and edition	Varies by plan and usage limits
Bulk Send	Yes — available on Business Premium and higher	Yes — available on select plans	Yes — available on select plans	Yes — available	No — limited or not available
Audit Trail	Yes — timestamped audit trail and metadata included	Yes — audit trail included	Yes — audit trail included	Yes — audit log provided	Yes — audit data available
HIPAA Compliant	Yes — BAA available	Yes — BAA available	Yes — BAA available	No — not HIPAA focused	No — not HIPAA focused

Frequently Asked Questions About the Business Authority Series

Answers to common operational and legal questions about preparing, signing, and storing the Business Authority Series electronically and in person.

Need help? Contact support

Can these documents be signed electronically?
Yes. Electronic signatures meet federal and most state legal standards under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Exceptions include wills, certain court filings, and some family law orders. Follow the four-part validity test: intent, consent, attribution, and retention.
When is notarization or witnesses required?
Notarization and witness requirements depend on document type and state law. Deeds, some powers of attorney, and certain corporate filings commonly require notarization; Florida and South Carolina require two witnesses in specific cases. Verify state rules and RON availability with the state notary commission.
What happens if an incorrect signer is listed?
If an unauthorized person signs, third parties may reject transactions and the company could incur liability for unauthorized obligations. Remedy often requires a corrective resolution, indemnity provisions, and re-execution by an authorized signer; notify banks and vendors promptly to limit exposure.
How long must I keep these records?
Retention depends on regulator and document. IRS tax records must be kept at least three years from filing (IRC §6501(a)); HIPAA-related records require six years from creation or last effective date (45 CFR §164.530(j)). Consider seven years for corporate records.
Can remote online notarization be used?
Many states permit permanent RON; requirements include identity proofing, audio-video recording retention, and tamper-evident technology. Rules vary — confirm with the state notary commission. RON may expedite notarization for remote signers when allowed.
How do I update or revoke authority?
To revoke, draft a revocation document signed by authorized officers, notify banks and vendors in writing, retrieve and archive prior authorizations, and consider notarization if the original required it. Keep proof of notice to limit continuing obligations.

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