Can this be signed electronically?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes, electronic signatures are generally valid provided the parties demonstrate intent, consent, attribution, and retention capacity.

Is notarization required?

Not always. Notarization depends on recipient requirements and state rules; some states or recipients ask for notarized or witnessed authorizations for certain filings.

How do I revoke the authorization?

Execute a written revocation, deliver it to the authorized filer and any recipients who rely on the prior authorization, and retain proof of delivery.

What if the filer uses the wrong EIN?

Incorrect EINs can trigger IRS penalties under IRC §6721 or backup withholding; correct errors promptly and refile information returns if needed.

Are witness signatures required?

Witness requirements vary by state and document type; consult the state-specific rules where the filing occurs and include witness lines if required.

How long should I keep executed copies?

Retain executed authorizations at least three years after the end of the authorization; longer retention may apply for tax, SEC, or HIPAA-related records.

Electronic Signature
Templates
Miscellaneous
Business Authorized Filer Template

Business Authorized Filer Template

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

BUSINESS AUTHORIZED FILER AGREEMENT

Parties

This Business Authorized Filer Agreement (the Agreement) is made effective as of by and between:

Principal (Business) — Legal Name Employer Identification Number (EIN) Business Address

Entity Type (select one or more that apply) Corporation Limited Liability Company (LLC) Partnership Sole Proprietorship

Authorized Filer (Agent) — Name Authorized Filer — Company / Firm (if applicable) Authorized Filer Address

Filer Phone

Filer Email

Recitals

WHEREAS, Business Name: (the Principal) requires a qualified agent to prepare and submit filings and related documentation on its behalf; and

WHEREAS, Authorized Filer: (the Agent) represents that it has the experience, qualifications and authority to act as authorized filer under the terms set forth herein; and

NOW, THEREFORE, in consideration of the mutual covenants contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows:

Scope of Work

Description of Authorized Services

The Agent shall have authority only to perform the tasks expressly described in the Scope of Work and shall not bind the Principal to obligations beyond those tasks without prior written consent from the Principal. The Agent shall act in accordance with applicable law and shall prepare filings in good faith and with reasonable skill.

Payment Terms

Fee Amount Payment Schedule / Milestones Late Payment Fee Invoicing and Payment Instructions

The Principal shall pay undisputed invoices in accordance with the Payment Schedule. Late payments shall accrue interest or fees as set forth above and the Agent may suspend services if payments are delinquent for more than the notice period provided in Term and Termination.

Term and Termination

This Agreement commences on and continues until unless earlier terminated as provided herein.

Notice Period for Termination

Either party may terminate this Agreement for material breach by the other party if the breaching party fails to cure the breach within the notice period specified above. Termination shall not relieve either party of obligations accrued prior to termination, including payment for services performed.

Confidentiality

The Agent shall treat as Confidential Information all non-public business, financial, employee and operational information provided by the Principal and shall not disclose such information except as necessary to perform the authorized services or as required by law. The Agent shall use at least the same degree of care to protect Confidential Information as it uses to protect its own confidential information, but in no event less than reasonable care.

Additional Confidentiality Terms (if any)

Representations; Indemnification

Each party represents that it has full authority to enter into this Agreement. The Agent represents that it is qualified and will perform services in a competent, professional manner. The Agent shall indemnify and hold harmless the Principal from and against claims, losses or liabilities arising solely from the Agent's gross negligence or willful misconduct in performing the authorized services. The Principal shall indemnify and hold harmless the Agent from claims arising from the Principal's failure to provide accurate information or from the Principal's directions outside the Scope of Work.

Compliance with Law

The Agent shall comply with all applicable statutes, rules and regulations in performing services under this Agreement. The Agent shall obtain and maintain any licenses or registrations required to act as an authorized filer when applicable.

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.

Entire Agreement

This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings and communications, whether written or oral. Any amendment or modification must be in writing and signed by both parties.

Miscellaneous Provisions

Additional Provisions

Notices required under this Agreement shall be in writing and delivered to the addresses listed above or to such other address as a party may designate in writing. Any provision that is held invalid shall be severed without affecting the remaining provisions.

Acknowledgement and Certification by Authorized Filer

The Authorized Filer certifies that they are authorized to accept appointment as agent for the Principal for the tasks described herein, will maintain appropriate records of filings performed, and will furnish copies of submitted filings and supporting documentation to the Principal upon request.

Principal (Business):

By:

Date:

Authorized Filer (Agent):

By:

Date:

What the Business Authorized Filer Template Is

The Business Authorized Filer Template is a formal written authorization that a company uses to designate an individual or third party to prepare, sign, and submit specified filings on its behalf to government agencies, payers, or third-party platforms. Typical uses include tax reporting, employment forms, state filings, licensing applications, and regulatory submissions. The template defines the scope of authority, applicable filing types, effective dates, and any limitations. When executed properly, it documents intent, attribution, and consent required for reliable e-signature and paper workflows under U.S. law.

Why Organizations Use a Business Authorized Filer Template

A standardized authorization clarifies who may act for the company, reduces processing delays, and creates an auditable record of delegated authority under ESIGN and UETA.

Who Typically Completes a Business Authorized Filer Template

Organizations use this template when delegating filing authority internally or to external agents; the form aligns expectations and reduces downstream disputes.

Internal finance and payroll teams responsible for tax and wage reporting
External CPAs, payroll providers, or registered agents handling state filings
Legal or compliance teams delegating regulatory or licensing submissions

Use the template as part of onboarding for external service providers or when changing internal responsibilities to preserve a clear chain of authority.

Essential Parts of a Professional Business Authorized Filer Template

A complete template balances clarity and legal formality: identify parties, define scope and duration, list permitted document types, set authentication rules, require signature and date, and specify records retention and revocation procedures.

Parties Identified

Full legal name of the business and the authorized filer, including business entity type and tax ID when applicable.

Scope of Authority

Precise description of filings and actions the filer may perform, limited by document type, jurisdiction, or dollar threshold.

Effective Period

Clear start and end dates or condition-based termination language for the authorization.

Authentication

Required signer authentication level (email, SMS code, ID credentialing) and whether notarization or witness is required.

Signature Block

Designated signatory line with printed name, title, date, and capacity (e.g., officer, manager) for the business.

Revocation & Retention

Instructions for revoking authority, recordkeeping periods, and where executed copies are retained.

Required Information to Complete the Template

Business Name: Legal entity name

Business Identifier: EIN or tax ID

Authorized Filer: Full legal name and title

Scope Description: Permitted filing types

Effective Dates: Start and end dates

Signature Details: Signer name, title, date

Step-by-Step: Filling Out the Business Authorized Filer Template

Follow these steps in order to ensure the authorization is complete, attributed, and enforceable.

01

Identify Parties: Enter business and filer legal names exactly as on official records.
02

Define Scope: List permitted filings, jurisdictions, and any monetary or subject-matter limits.
03

Set Dates: Use MM/DD/YYYY for effective and termination dates.
04

Sign and Authenticate: Obtain required signatures and apply chosen authentication or notarization.

How to Configure an Online Filing Workflow

Set these workflow options when preparing the template for e-submission to ensure correct routing and authentication.

Field	Configuration
Signer Order	Sequential or parallel routing
Authentication	Email link, SMS code, or ID verification
Notifications	Enable remind and completion emails
Audit Trail	Capture IP, timestamp, and action log

Where to Send or File After Execution

After the authorization is signed, follow the routing steps below to complete filings and preserve records.

Internal Records: Store the executed copy in the company’s compliance repository.
External Service Provider: Provide the executed authorization to the CPA, payroll vendor, or registered agent.
Government Filing: Submit with the specific filing (state SOS, IRS, licensing board) as required.
Third-Party Platforms: Attach the authorization to the vendor portal or e-filing system when requested.

Distribution Channels and eSubmission Options

Choose distribution channels that preserve the execution record and meet the recipient’s acceptance policies.

Email Delivery: Send PDF attachments with audit metadata
Secure Upload: Vendor portal or state e-file system
eSignature Platform: Use an electronic signature provider supporting audit logs

Timing and Typical Deadlines

Certain filings tied to an authorization are time-sensitive; meet these common deadlines to avoid penalties.

Tax Form Requests:

Provide W-9 on request; follow payer deadlines

Annual Reports:

Follow state Secretary of State due dates

Payroll Reporting:

W-2 and 1099-NEC to recipients by Jan 31

IRS Returns:

Individual returns due April 15 (extensions apply)

Revocation Notice:

Deliver revocation promptly to both agent and filing recipients

Common Preparation Mistakes to Avoid

Using an informal email authorization without clear scope or signature
Entering mismatched business names or incorrect EINs that trigger rejections
Failing to specify effective and termination dates, creating open-ended authority
Neglecting to document revocation procedures and delivery to affected parties

Consequences of Incorrect or Incomplete Authorization

Filing Rejection: Returned submissions

Tax Penalties: IRC §6721 fines for incorrect info returns

Liability Exposure: Unauthorized acts may bind the company

Contract Disputes: Enforceability challenges in court

Backup Withholding: 24% withholding for missing/incorrect TIN

I-9 Violations: 8 CFR §274a.2 paperwork penalties

How to Update or Revoke an Existing Authorization

Follow a controlled amendment or revocation process to ensure downstream systems and recipients receive notice.

01

Prepare Amendment:

Draft clear modification language and identify affected filings

02

Authorize Signatures:

Require the same signatory standard used in the original authorization

03

Notify Recipients:

Send executed amendment to vendors and agencies

04

Update Systems:

Change access rights in vendor portals and internal records

05

Record Retention:

Keep copies of amendment and proof of delivery

06

Revocation:

Use explicit language and confirm receipt by impacted parties

Download Formats, Supporting Documents, and Storage

Maintain executable copies in industry-standard formats and attach supporting records to reduce disputes and enable e-submission.

Supported Formats

PDF/A, DOCX, and printable PDF copies retaining audit metadata for long-term storage and e-filing compatibility.

Supporting Documents

Attach corporate resolution, certificate of incumbency, EIN confirmation, and identity documents for the authorized filer when requested.

Export Options

Download signed copies with an audit trail and timestamps for legal proof of execution.

Secure Storage

Store originals in a records management system with access controls and encrypted backups.

eSignature Pricing Overview for Filling and Signing the Template

Compare basic pricing and key capabilities when selecting an eSignature provider for executing and distributing the authorization form.

	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	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions About the Business Authorized Filer Template

Answers to common questions about execution, e-signing, notarization, revocation, and recordkeeping for the authorization.

Need help? Contact support

Can this be signed electronically?
Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes, electronic signatures are generally valid provided the parties demonstrate intent, consent, attribution, and retention capacity.
Is notarization required?
Not always. Notarization depends on recipient requirements and state rules; some states or recipients ask for notarized or witnessed authorizations for certain filings.
How do I revoke the authorization?
Execute a written revocation, deliver it to the authorized filer and any recipients who rely on the prior authorization, and retain proof of delivery.
What if the filer uses the wrong EIN?
Incorrect EINs can trigger IRS penalties under IRC §6721 or backup withholding; correct errors promptly and refile information returns if needed.
Are witness signatures required?
Witness requirements vary by state and document type; consult the state-specific rules where the filing occurs and include witness lines if required.
How long should I keep executed copies?
Retain executed authorizations at least three years after the end of the authorization; longer retention may apply for tax, SEC, or HIPAA-related records.

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