Can this form be signed electronically?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, electronic signatures are generally legally equivalent to handwritten ones provided intent, consent, attribution, and reliable retention are met.

When is notarization required?

Notarization is required only when the underlying statute, contract, or court rule demands it. Check the governing rule or state notary guidance before relying on an unsigned electronic certification.

Are remote online notarizations (RON) acceptable?

RON is acceptable where the state permits it and the notary follows identity proofing, audio-video recording, and record retention requirements; verify state RON rules before use.

How should attachments be preserved?

Store attachments in a tamper-evident format (PDF/A preferred) with checksums or audit metadata. Preserve the full audit trail for evidentiary support.

What authentication strength is recommended?

Use email plus SMS verification for routine matters; use stronger methods (KBA, SSO, multi-factor) for high-risk or regulatory-sensitive matters.

Which platform features matter most?

Prioritize audit trails, secure storage (AES-256 at rest, TLS 1.2/1.3), configurable authentication, and integration with internal repositories for indexing and retrieval.

Electronic Signature
Templates
Miscellaneous
Business Diligent Effort Form

Business Diligent Effort Form

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

BUSINESS DILIGENT EFFORT FORM

Client Name: Client Contact Email:

Contractor/Firm Name: Primary Contact:

WHEREAS

WHEREAS, Client engages Contractor to undertake diligent, documented efforts to locate, contact or otherwise pursue specified business opportunities, as set forth in this Diligent Effort Form and any attachments executed contemporaneously; and

WHEREAS, Contractor represents that it will perform commercially reasonable and verifiable efforts, maintain contemporaneous records of contact attempts and outcomes, and notify Client of material developments in accordance with the terms below; and

WHEREAS, the parties desire to memorialize the scope of the engagement, payment terms, reporting obligations and other material provisions governing the diligent efforts to be undertaken.

SCOPE OF WORK

Detailed Description of Diligent Efforts

Target Business / Opportunity:

DILIGENT EFFORT LOG (DOCUMENTED CONTACT ATTEMPTS)

Provide a contemporaneous log of contact attempts. Add additional sheets as necessary and mark attachments accordingly.

Date

Method

Contact Name

Outcome

Follow-up By

Supplemental Notes (attach documentation if applicable)

PAYMENT TERMS

Compensation Amount:

Payment Schedule

Invoicing Frequency: Weekly Monthly Upon Completion

Late Payment Fee:

TERM AND TERMINATION

Engagement Start Date: Engagement End Date (if any):

Termination: Either party may terminate this engagement for material breach or convenience upon written notice. Notice period (days):

Effect of Termination: Upon termination Contractor shall deliver final logs, outstanding documentation and an itemized invoice for work performed through the effective termination date. Client shall pay undisputed amounts within thirty (30) days unless otherwise agreed.

CONFIDENTIALITY

Contractor acknowledges that in performing the services it may receive Confidential Information of Client. Contractor shall maintain such information in strict confidence, use it solely to perform obligations under this Form, restrict access to those with a need to know, and return or destroy Confidential Information upon termination or upon Client request. These obligations survive termination for a period of three (3) years.

CERTIFICATIONS AND REPRESENTATIONS

Contractor certifies, under penalty of misrepresentation, that the efforts logged herein were performed in good faith, are accurate and complete to the best of Contractor's knowledge, and were performed without knowingly misrepresenting contacts, outcomes or supporting documentation.

Conflict of Interest: Contractor declares no known conflict of interest exists with respect to the target business or related parties.

ATTACHMENTS AND DELIVERABLES

Attachments Submitted: Email copies Call logs/recordings Supporting documents

Additional Deliverables Description

GOVERNING LAW; ENTIRE AGREEMENT

Governing Law: This Form and any dispute arising out of or relating to it shall be governed by and construed in accordance with the laws of the state agreed by the parties at the time of execution. Specify governing jurisdiction:

Entire Agreement: This Form, together with any attachments and written amendments signed by both parties, constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior proposals, communications and agreements, whether written or oral.

REMEDIES; LIMITATIONS

Remedies: Except as otherwise provided herein, the parties' remedies for breach shall include injunctive relief and recovery of actual damages. Limitation of Liability: Neither party shall be liable to the other for consequential, incidental or punitive damages except for willful misconduct or gross negligence.

ACKNOWLEDGMENT

By signing below the undersigned individually and on behalf of the identified party certifies that the information contained in this form is true and correct, that the signatory has authority to bind the party, and that the party accepts the terms and conditions set forth herein.

Client Printed Name:

By:

Date:

Contractor Printed Name:

By:

Date:

What the Business Diligent Effort Form Documents

The Business Diligent Effort Form records a documented series of attempts to locate, contact, or verify a business, vendor, creditor, or counterparty when required by contract, regulation, or internal policy. It captures dates, methods used (phone, email, postal mail, in-person), parties contacted, results of each attempt, and any supporting evidence. Organizations use the form to demonstrate compliance with notice, service, or procurement rules and to create an auditable trail that can be produced for auditors, regulators, or courts if a question arises.

Why a Diligent Effort Record Matters

A clear, contemporaneous record reduces legal risk, supports regulatory compliance, and preserves business continuity by proving reasonable attempts to locate or notify a party under contract or statutory requirements.

Who Typically Prepares or Reviews This Form

Multiple teams may prepare, send, or review a diligent effort record depending on the use case.

Legal and Compliance teams documenting attempts to serve notices or meet statutory notification standards.
Accounts Payable and Collections tracking attempts to contact vendors or debtors before escalation.
Procurement and Contract Managers recording outreach to potential suppliers and proof of solicitation.

Maintain a single authoritative file per matter so reviewers can verify the timeline and source evidence efficiently.

Core Sections to Include in a Professional Form

A standardized form improves consistency and reduces omissions. Include identifiable parties, a summary of the reason for outreach, a dated log of each attempt with the method used, outcome, and a place for attachments or links to supporting documents.

Header

Business or entity legal name, unique matter or contract identifier, and the form creator's name and contact information for traceability.

Purpose

Brief description of why the diligent effort is being made (e.g., service of process, vendor onboarding follow-up, unclaimed property outreach) and any governing authority or clause.

Attempt Log

Chronological entries with date, time, method (phone, email, certified mail, in-person), person contacted, and a concise outcome statement for each attempt.

Evidence

Reference to attachments or stored files such as delivery receipts, email headers, call logs, screenshots, or certified mail tracking details.

Certification

A signer block where an authorized employee certifies the accuracy of entries, including printed name, title, signature, and date.

Next Steps

Instructions for escalation, additional search steps, or recommended disposition (e.g., publish notice, close matter, refer to counsel).

Step-by-Step: Completing the Business Diligent Effort Form

Follow a consistent sequence to preserve a reliable audit trail: identify the matter, perform standardized searches, document each outreach attempt immediately, attach supporting files, and obtain an authorized certification before closing.

01

Identify: Record the matter, party, and legal basis for the effort.
02

Search: Perform registry, database, and web searches per policy.
03

Contact: Make outreach attempts and log the exact method and result.
04

Certify: Have an authorized employee sign and date the completed form.

Configuring an Online Workflow for This Form

Map a digital workflow that minimizes manual steps and captures evidence automatically. Configure routing, required fields, and retention settings before launch.

Field	Configuration
Required Fields	Business Name \| Matter ID \| Date
Authentication	Email verification \| SMS code \| Optional KBA
Attachments	Require proof uploads for each attempt
Routing	Auto-route to Legal or AP based on matter type

Where to File or Send the Completed Form

Determine destination based on the use case: internal recordkeeping for audits, legal for potential litigation, or regulatory filing when required. Maintain a master copy with controlled access.

Internal Records: Store in the company document repository with version control.
Legal Department: Forward if litigation or formal service is anticipated.
Regulator: Submit when required by statute or agency order.
Third Parties: Share certified copies with vendors or recipients as evidence.

Technical Considerations for Digital Completion

Use a platform that supports secure uploads, tamper-evident audit trails, and configurable authentication to preserve evidentiary value.

File Formats: PDF, DOCX, or exported PDF/A are preferred for long-term preservation.
Authentication: Email plus SMS code is common; stronger KBA or SSO for high-risk matters.
Integrations: Connect to CRM, ERP, or document stores for linkage and indexing.

Ensure the chosen platform supports ESIGN/UETA compliance, secure storage (AES-256 at rest, TLS 1.2/1.3 in transit), and the ability to export complete certificate-of-completion records for audits and legal review.

Essential Data Points to Capture

Entity Name: Full legal name

Contact Info: Street, city, state, ZIP

Identifier: Contract or matter ID

Attempt Log: Date and method

Evidence Tag: Tracking or file reference

Certifier: Signer name and title

eSignature Vendor Pricing Snapshot for Forms Like This

Basic pricing and feature availability vary by vendor and plan. The table below shows starting prices and common feature differences relevant to secure, auditable diligent effort forms.

	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, no credit card	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
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies	Varies	Varies

Consequences of Incomplete or Incorrect Records

Regulatory Risk: Failure to document may breach regulatory notice requirements.

Legal Challenge: Courts may find insufficient proof of diligent effort.

Financial Penalty: Fines or sanctions may apply in regulated contexts.

Operational Delay: Missing evidence can delay transactions or enforcement.

Reputational Harm: Poor records undermine counterpart trust.

Data Exposure: Improper storage can create privacy violations.

Common Mistakes to Avoid

Failing to timestamp entries immediately, which creates uncertainty about sequence and reliability.
Omitting or failing to attach supporting evidence such as certified mail receipts or email headers.
Using inconsistent naming or matter IDs, which hinders search and auditability across systems.
Relying on oral summaries without a signed certification, leaving room for disputes.

Frequently Asked Questions About the Form

Answers address common execution, legal validity, and technical questions to help ensure the form is effective and admissible.

Need help? Contact support

Can this form be signed electronically?
Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, electronic signatures are generally legally equivalent to handwritten ones provided intent, consent, attribution, and reliable retention are met.
When is notarization required?
Notarization is required only when the underlying statute, contract, or court rule demands it. Check the governing rule or state notary guidance before relying on an unsigned electronic certification.
Are remote online notarizations (RON) acceptable?
RON is acceptable where the state permits it and the notary follows identity proofing, audio-video recording, and record retention requirements; verify state RON rules before use.
How should attachments be preserved?
Store attachments in a tamper-evident format (PDF/A preferred) with checksums or audit metadata. Preserve the full audit trail for evidentiary support.
What authentication strength is recommended?
Use email plus SMS verification for routine matters; use stronger methods (KBA, SSO, multi-factor) for high-risk or regulatory-sensitive matters.
Which platform features matter most?
Prioritize audit trails, secure storage (AES-256 at rest, TLS 1.2/1.3), configurable authentication, and integration with internal repositories for indexing and retrieval.

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