Can the form be e-signed?

Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states provided intent, consent, attribution, and record retention requirements are met.

Is notarization always required?

Not always. Notarization depends on the recipient and state rules; some filings or banks require notarization or RON, while others accept a plain signed authorization.

How do I revoke the authorization?

Revoke in writing and deliver the revocation to the agent and to parties relying on the authority; include an effective revocation date and retain proof of delivery.

Who must sign for a corporation?

An authorized officer or person listed in governance documents should sign; attach a corporate resolution when required to demonstrate signing authority.

What happens if the agent uses the form incorrectly?

Actions outside the scope may be voidable; maintain limiting language and monitor agent activity to reduce exposure and quickly address unauthorized acts.

How long should records be kept?

Retain executed authorizations for the active term plus recommended post-termination periods (e.g., IRS 3 years, HIPAA 6 years), and follow any longer state-specific requirements.

Electronic Signature
Templates
Miscellaneous
Business Authorized Agent Form

Business Authorized Agent Form

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

Business Authorized Agent Form

Date:

Recitals

WHEREAS, Principal Company: , having its principal place of business at (the "Principal"),

WHEREAS, Authorized Agent: , having address at (the "Agent"),

WHEREAS, Principal desires to appoint Agent and Agent is willing to accept appointment as an authorized agent of Principal to perform the services and exercise the authorities set forth in this Agreement, subject to the terms and conditions herein.

Scope of Authority and Scope of Work

The Agent shall be authorized to act on behalf of the Principal as set forth below. The Agent's authority is limited to the express authorities checked and to those duties described in the Scope of Work. Any authority not expressly granted is reserved by the Principal.

Grant of Specific Authorities

Sign contracts and agreements on behalf of Principal within the limits set forth in the Scope of Work

Receive and respond to notices, demands, and communications

Manage specified banking transactions and collections as directed by Principal

Represent Principal before third parties and governmental or regulatory bodies only as expressly authorized in writing

Other Authorities (describe) Scope of Work

Payment Terms

Compensation Amount Payment Schedule Late Payment Fee

Invoices for services rendered shall be submitted by Agent to Principal and payment shall be due pursuant to the Payment Schedule. Principal shall not be obligated to pay for services beyond the Scope of Work except as agreed in writing. Late fees shall accrue at the rate stated above on unpaid balances until paid in full.

Term and Termination

Term Start Date: Term End Date:

Notice Period for Termination

This Agreement may be terminated by either party for convenience upon written notice to the other party given in accordance with the Notice Period above. Either party may terminate for uncured material breach if such breach is not remedied within thirty (30) days after written notice of the breach. Termination shall not relieve either party of obligations accrued prior to the effective date of termination.

Confidentiality

Each party agrees that, during the term of this Agreement and for a period of three (3) years thereafter, it shall hold in confidence and not disclose or use for any purpose other than performance of its obligations hereunder any Confidential Information of the other party. "Confidential Information" means non‑public information that a reasonable person would understand to be confidential given the nature of the information and the circumstances of disclosure, including but not limited to trade secrets, financial information, customer lists, pricing, and business strategies. The obligations in this paragraph do not apply to information that is (a) already known to the receiving party without restriction at the time of disclosure; (b) becomes publicly available through no fault of the receiving party; (c) is rightfully received from a third party without restriction; or (d) required to be disclosed by law, provided that the party required to disclose gives prompt written notice to the disclosing party to allow it to seek a protective order or other remedy.

Representations, Compliance and Indemnity

Each party represents that it has full power and authority to enter into this Agreement. Agent shall perform services in compliance with all applicable laws and shall not undertake any action on behalf of Principal in violation of law. Agent shall indemnify and hold harmless Principal from third-party claims arising from Agent's gross negligence, willful misconduct, or material breach of this Agreement.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles. The parties consent to the exclusive jurisdiction and venue of the state and federal courts located in that State for any dispute arising out of or relating to this Agreement.

Entire Agreement

This Agreement, including any exhibits or schedules executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations, and discussions, whether oral or written. Any amendment or modification must be in writing and signed by authorized representatives of both parties.

Notices

All notices required or permitted under this Agreement shall be in writing and shall be delivered to the addresses provided in the Recitals or to such other address as a party may designate by written notice to the other party.

Principal

Printed Name:

By:

Date:

Authorized Agent

Printed Name:

By:

Date:

What the Business Authorized Agent Form Is

A Business Authorized Agent Form is a written authorization that allows a designated individual or entity to act on behalf of a business for specified tasks such as tax filings, licensing, banking, or regulatory submissions. The form identifies the business, the authorized agent, the scope and duration of authority, and any conditions or limits. When executed properly it documents delegated authority for third parties (accountants, attorneys, registered agents) and can be executed electronically under federal ESIGN rules (15 U.S.C. ch. 96) and most states’ UETA statutes.

Why this form matters for compliance and clarity

The form creates an auditable record of delegation, reduces disputes over who may act for the business, and speeds administrative processes while preserving legal protections under ESIGN (15 U.S.C. ch. 96) and UETA where adopted.

Who typically completes a Business Authorized Agent Form

Organizations of all sizes use this form to name parties who can sign, submit, or receive official documents on the business’s behalf.

Small business owners delegating tax or banking tasks to accountants or preparers
Corporate officers authorizing registered agents for state filings and service of process
Legal counsel or third-party vendors granted narrow authority for specific filings

Use this form whenever responsibility or signature authority is transferred temporarily or permanently to ensure clear chain-of-authority.

Step-by-step: completing the Business Authorized Agent Form

Follow these steps to prepare, confirm, and finalize the authorization so it is accepted by third parties and regulators.

01

Prepare: Gather business formation and tax ID documents.
02

Identify agent: Confirm agent identity and scope in writing.
03

Attach supporting docs: Include ID, power details, and any corporate resolutions.
04

Sign and authenticate: Sign, notarize or e-sign per jurisdictional rules.

Digital signing and platform considerations

Choose a signing method that meets legal and recipient requirements, whether in-person notarization, RON, or a compliant eSignature platform.

File formats: PDF | DOCX | HTML
Integrations: Salesforce | NetSuite | Microsoft 365
Security: TLS 1.2/1.3; AES-256 at rest

Ensure the chosen platform supports required authentication and retention policies; integrate with business systems to maintain an auditable record.

Configuring an online workflow for agent authorization

Map the signing sequence, authentication, and retention rules before sending the form to avoid delays.

Field	Configuration
Authentication method	Email link, SMS code, or KBA
Notification settings	Reminders and automatic receipts
Conditional fields	Show scope only if 'Limited' selected
Retention policy	Save signed PDF + audit trail

Where to send or file the completed form

Different recipients accept the form depending on the purpose; route accordingly to prevent rejection.

State secretary: File if appointing a registered agent for state filings.
Tax payers / Payers: Provide to payers when agent files tax information returns.
Financial institutions: Deliver for bank account access or ACH setup.
Third-party vendors: Send to accountants, attorneys, or service providers.

Timing considerations and submission windows

Time your authorization so it is in effect before any filing or transaction deadlines to avoid late rejections or penalties.

Provide on request:

W-9 or agent info should be given when a payer requests it.

Before tax filings:

Ensure agent authority is effective before Jan 31 for 1099-NEC filing needs.

License renewals:

File ahead of renewal windows required by specific state agencies.

Notarization timing:

Complete notarization prior to submission when required.

Retention start:

Keep executed copy immediately after signatures are collected.

Key risks and legal consequences of errors

Invalid authority: Actions may be void if form is incomplete or mis-signed.

Tax penalties: Backup withholding 24% if TIN issues.

Filing rejection: State or payer may refuse filings without proper authorization.

I-9 violations: Documentation errors can trigger $281–$2,789 fines (8 CFR §274a.2).

Fraud exposure: Broad scopes increase risk of unauthorized activity.

Operational delay: Missing notarization or witness steps cause processing delays.

Common mistakes to avoid when preparing the form

Using an informal or abbreviated business name that does not match formation or tax records, which leads to non-acceptance by banks or state agencies.
Granting overly broad authority without limits on scope or duration, which can expose the business to unintended obligations or financial actions.
Failing to complete notarization or witness lines where required by state law, creating the need to re-execute or causing rejection.
Relying on weak signer authentication for remote signatures on sensitive authorizations instead of stronger methods such as SMS codes or identity proofing.

Essential elements of a professional Business Authorized Agent Form

A robust document precisely defines parties, scope, duration, and authentication methods so third parties can rely on it without further inquiry.

Agent identity

Full legal name and contact details for the authorized person or entity, plus any business DBA and a government ID reference if required for identity proofing.

Scope of authority

Clear, itemized list of actions the agent may perform (e.g., file tax returns, sign contracts, receive notices) to avoid implied or unintended authority.

Duration

A start and end date or condition-triggered termination clause; specifying automatic expiry reduces ongoing liability if the agent’s role is temporary.

Limiting clauses

Monetary caps, exclusions, or requirement for prior written consent for certain actions narrow authority and protect business interests.

Authentication section

Signature block, date, and any required notarization or witness attestations; include e-sign consent language when signed electronically.

Supporting attachments

Attach corporate resolutions, power-of-attorney excerpts, or ID documents that verify authority and assist recipients in acceptance.

How organizations commonly use this form

Real-world examples highlight how scope and authentication differ by situation and industry.

Real Estate Example

A property management company appoints an agent to sign leases and file county records

The scope limits authority to leasing and record filings only
The executed form included a corporate resolution and was notarized to satisfy county recorder requirements and bank acceptance.

Healthcare Example

A clinic authorizes an external billing vendor to file claims and receive notices

Authorization contained HIPAA addendum language
The vendor executed a BAA and the signed authorization was retained for six years to meet HIPAA retention rules.

Practical tips for accurate and efficient completion

Adopt these habits to reduce rework and ensure the authorization is relied upon by third parties.

Match official records

Verify that the business name, EIN, and officer names match formation and tax records to prevent rejection by banks and regulators.

Limit authority

Define narrow, task-specific powers with monetary or temporal limits to reduce risk and improve acceptability to third parties.

Use appropriate authentication

Choose notarization, RON, or robust eSignature authentication depending on recipient requirements and the sensitivity of the authority granted.

Keep an audit-ready copy

Store signed form, attachments, and an audit trail (timestamps, IP, signer authentication) for compliance and dispute resolution.

Comparing eSignature vendors for executing agent authorizations

Platform selection affects authentication, retention, and cost; this comparison shows starting pricing and key capability differences with signNow listed first.

	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	Varies	Varies	Varies
Bulk Send	Yes (Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about Business Authorized Agent Forms

Answers to common points of confusion that arise when drafting, signing, and submitting agent authorizations.

Need help? Contact support

Can the form be e-signed?
Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states provided intent, consent, attribution, and record retention requirements are met.
Is notarization always required?
Not always. Notarization depends on the recipient and state rules; some filings or banks require notarization or RON, while others accept a plain signed authorization.
How do I revoke the authorization?
Revoke in writing and deliver the revocation to the agent and to parties relying on the authority; include an effective revocation date and retain proof of delivery.
Who must sign for a corporation?
An authorized officer or person listed in governance documents should sign; attach a corporate resolution when required to demonstrate signing authority.
What happens if the agent uses the form incorrectly?
Actions outside the scope may be voidable; maintain limiting language and monitor agent activity to reduce exposure and quickly address unauthorized acts.
How long should records be kept?
Retain executed authorizations for the active term plus recommended post-termination periods (e.g., IRS 3 years, HIPAA 6 years), and follow any longer state-specific requirements.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now