Can this manual be electronically signed?

Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention can be demonstrated.

When is notarization required?

Notarization is required only where state law or a counterpart agreement mandates it; check the state-specific rules for deeds, affidavits, or attestation language.

What if signatory names do not match records?

Mismatch delays verification and may trigger backup withholding or rejection; correct names to match formation or tax documents before execution.

How long must I retain executed manuals?

Follow the highest applicable retention rule: IRS 3 years minimum (IRC §6501(a)), HIPAA 6 years (45 CFR §164.530(j)), or longer if state law requires it.

Are remote online notarizations acceptable?

RON is permitted in many states with identity proofing and recording requirements; verify RON status and technical rules with the state notary authority.

Which authentication strength should I use?

Use at least email-plus-code for routine attestations; consider KBA, SMS, or enterprise SSO for high-risk or regulated documents.

Electronic Signature
Templates
Miscellaneous
Business Available Manual

Business Available Manual

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

BUSINESS AVAILABLE MANUAL

This Business Available Manual (the "Manual") is made and entered into as of Effective Date: by and between:

Provider Name: Provider Address: Client Name: Client Address:

RECITALS

WHEREAS, Provider conducts business in developing, documenting, and making available operational procedures, manuals, training aids, and related business continuity documentation (the "Services"); and

WHEREAS, Client desires to obtain and maintain a Business Available Manual describing the Services, processes, personnel responsibilities, and conditions under which the business may be made available for operation, transfer, or sale; and

WHEREAS, the parties wish to set forth the terms and conditions under which Provider will prepare, maintain, and deliver the Manual and related deliverables to Client.

SCOPE OF WORK

Provider shall prepare a comprehensive Business Available Manual that documents operational procedures, key personnel roles, vendor relationships, critical systems, financial summaries, transition checklists, and contingency plans. Provider shall deliver drafts, incorporate Client comments, and provide a final Manual in both electronic and printed format as specified below.

Detailed Scope (describe tasks, deliverables, and milestones): Deliverables and Format:

PAYMENT TERMS

Client shall pay Provider the fees set forth below in exchange for the Services and Deliverables described in the Scope of Work. All amounts are in U.S. dollars unless otherwise stated.

Total Compensation Amount: Payment Schedule:

Deposit due upon execution (specify amount in Scope)
Monthly installments
Balance due upon final delivery

Net Payment Due (days after invoice): Late Fee:

Any late payment shall accrue interest at the lesser of the maximum rate permitted by law or per month on the outstanding balance, plus reasonable collection costs.

TERM AND TERMINATION

The term of this Agreement shall commence on Start Date: and shall continue until End Date: unless earlier terminated as provided herein.

Either party may terminate this Agreement for convenience upon providing written notice to the other party no fewer than days prior to the effective termination date. Provider may terminate immediately for material breach by Client following ten (10) days' written notice and opportunity to cure.

CONFIDENTIALITY

Each party acknowledges that in connection with the Services it may receive Confidential Information of the other party. "Confidential Information" includes nonpublic business information, trade secrets, financial data, contact lists, operational procedures, and the contents of the Manual. Each party shall: (a) hold Confidential Information in strict confidence; (b) not use Confidential Information except to perform obligations under this Agreement; and (c) not disclose Confidential Information to third parties except to employees, contractors, or advisors who have a need to know and who are bound by confidentiality obligations at least as protective as those herein. Confidentiality obligations shall remain in effect for years after termination or expiration of this Agreement, except for trade secrets which shall be protected for as long as they remain trade secrets under applicable law.

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 doctrines. The parties submit to the exclusive jurisdiction of the state and federal courts located within that State for any action arising out of or relating to this Agreement.

ENTIRE AGREEMENT

This Agreement, together with any exhibits or attachments expressly incorporated herein, constitutes the entire agreement between the parties regarding the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, and communications, whether written or oral. No amendment or modification shall be binding unless in writing and signed by authorized representatives of both parties.

MISCELLANEOUS PROVISIONS

Assignment: Neither party may assign or transfer its rights or obligations under this Agreement without the prior written consent of the other party, except that Provider may assign to an affiliate or in connection with a sale of substantially all of its business assets.

Severability: If any provision of this Agreement is held to be invalid or unenforceable, the remainder of this Agreement shall remain in full force and effect and the parties shall negotiate in good faith to replace the invalid provision with a valid provision that achieves the original intent.

Provider Printed Name:

Provider Signature:

Date:

Client Printed Name:

Client Signature:

Date:

What the Business Available Manual Is and When It Applies

The Business Available Manual is a structured document used to record a business's operational availability, points of contact, responsible signatories, and the procedures that govern availability reporting and updates. It centralizes operational details such as business hours, alternate contacts, escalation steps, and statutory or regulatory references relevant to continuity or access. Organizations use it to demonstrate controlled availability for audits, internal governance, vendor coordination, or regulatory inspection. Where electronic execution is used, ESIGN (15 U.S.C. ch. 96) and applicable state UETA statutes govern enforceability for interstate and intrastate transactions.

Why a Clear Business Available Manual Matters

A concise manual reduces ambiguity about who is authorized to confirm availability, standardizes response procedures for stakeholders, and supports compliance with sector-specific rules such as HIPAA or state business continuity requirements. Clear documentation also streamlines audits and third-party reviews by consolidating contact, retention, and escalation information in one place.

Who Typically Completes and Uses This Manual

Organizations across public and private sectors prepare this manual to document operational availability and signatory authority before audits, vendor onboarding, or regulatory review.

Compliance and legal teams verifying retention, audit points, and authorized signers for regulatory filings and third-party attestations.
Operations and facilities managers maintaining current hours, backup contacts, and escalation procedures for service continuity.
Finance or HR teams supplying official contact and signature authority details when a vendor or regulator requests proof of availability.

Step-by-Step: Completing the Business Available Manual

Follow these sequential steps to complete the manual accurately and prepare it for submission or electronic signing.

01

Gather Documents: Collect formation, signatory resolutions, and contact lists.
02

Enter Core Fields: Populate legal name, contacts, hours, and effective date.
03

Confirm Signers: Verify authority and identity of each signer.
04

Finalize and Archive: Execute, retain record, and distribute copies to stakeholders.

Typical Workflow for Review, Approval, and Distribution

A predictable workflow reduces delays and ensures the manual is available to auditors, vendors, or regulators when requested.

Drafting: Operations completes initial draft with required fields.
Internal Review: Legal and compliance validate authority language and retention.
Execution: Authorized signers sign physically or electronically.
Distribution: Store master copy and share certified copies to relevant parties.

Configuring an Electronic Workflow for This Manual

When implementing an eSubmission process, configure these workflow settings to maintain auditability and regulatory compliance.

Field	Configuration
Signature Order	Set sequential or parallel signing per internal policy.
Authentication	Use email or SMS; consider stronger KBA for high-risk signers.
Audit Trail	Enable IP, timestamp, and action logging for each signer.
Retention	Auto-archive final PDF and metadata in the records repository.

Technical Requirements for Electronic Execution and Storage

Select platforms that support tamper-evident PDFs, audit trails, and exportable metadata to satisfy regulatory review.

Supported Formats: PDF, DOCX, and flattened archival PDF/A for long-term storage.
Integrations: CRM, ERP, and cloud storage connectors streamline routing and archival.
Authentication Options: Email link, SMS code, KBA, or enterprise SSO where required.

Ensure chosen tools meet applicable compliance frameworks (ESIGN/UETA) and preserve the full transaction history for retrieval and audit.

Timelines and Typical Deadlines to Track

Maintain a schedule for updates, renewals, and document retention to avoid missed obligations or audit findings.

Annual Review:

Update contacts and hours at least once per year.

Signatory Verification:

Reconfirm signer authority after any executive changes or reorganizations.

Retention Start:

Retention periods begin on the Effective Date or execution date.

Audit Availability:

Provide requested copies within the timeframes specified in contracts or regulator notices.

Notarization Windows:

Schedule notarization or RON sessions before planned signatory travel or terminations.

Frequent Preparation Errors to Avoid

Using informal or abbreviated legal names that do not match formation or tax records, causing verification delays and potential withholding.
Failing to include time zone or seasonal exceptions in business hours, which creates confusion for external vendors and auditors.
Not documenting signer authority or attaching corporate resolution, resulting in rejected attestations during third-party reviews.
Relying on image-only signatures without a recorded audit trail when the recipient requires proof of intent and attribution.

Consequences of Inaccurate or Incomplete Manuals

Contractual Risk: Delayed vendor onboarding or breach claims if availability commitments are misrepresented.

Regulatory Exposure: Possible findings or fines where sector rules mandate retained records (e.g., HIPAA auditing for healthcare).

Tax Withholding: Incorrect payer information can trigger backup withholding under IRS rules at a 24% rate.

Audit Delays: Inadequate retention or missing signatures extend audit timelines and increase costs.

Operational Disruption: Unclear escalation paths can lead to missed incident responses and service-level breaches.

Reputational Harm: Repeated document errors can harm trust with customers, partners, and regulators.

Essential Data Elements and Security Considerations

Legal Entity: Full registered name

Signer Identity: Name and role matching official ID

Contact Details: Phone, email, physical address

Access Controls: Permissions and version history

Audit Trail: IP, timestamp, action log

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

eSignature Pricing and Feature Comparison for Executing This Manual

Pricing and feature availability affect the cost and compliance posture of e-signing workflows; signNow is listed first for vendor comparison per the platform data.

	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	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Common Questions and Troubleshooting When Preparing the Manual

Answers to frequent issues encountered when completing, signing, or maintaining the manual.

Need help? Contact support

Can this manual be electronically signed?
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention can be demonstrated.
When is notarization required?
Notarization is required only where state law or a counterpart agreement mandates it; check the state-specific rules for deeds, affidavits, or attestation language.
What if signatory names do not match records?
Mismatch delays verification and may trigger backup withholding or rejection; correct names to match formation or tax documents before execution.
How long must I retain executed manuals?
Follow the highest applicable retention rule: IRS 3 years minimum (IRC §6501(a)), HIPAA 6 years (45 CFR §164.530(j)), or longer if state law requires it.
Are remote online notarizations acceptable?
RON is permitted in many states with identity proofing and recording requirements; verify RON status and technical rules with the state notary authority.
Which authentication strength should I use?
Use at least email-plus-code for routine attestations; consider KBA, SMS, or enterprise SSO for high-risk or regulated documents.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now