Can the form be signed electronically?

Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws in most jurisdictions; ensure the platform captures intent, consent, attribution, and retention.

Do I need a notary for a listing?

Most simple directory listings do not require notarization. If a directory requests a notarized attestation or legal change, follow the state's notary rules or use an approved remote notarization service where available.

What if my business info changes?

Submit an updated form with the effective date in MM/DD/YYYY format and retain the prior version. Maintain an approval record showing who authorized the change.

How is personal data protected?

Limit published personal data to business contacts and use platforms with strong encryption, role-based access, and documented data retention policies to reduce privacy risk.

Can a third party submit on our behalf?

Yes, with written authorization. Keep a signed authorization document and require the agent to provide verifiable contact details for auditing.

What causes a submission to be rejected?

Common reasons include mismatched legal names, missing primary contact verification, incomplete addresses, and files that exceed format or size limits; correct these and resubmit.

Electronic Signature
Templates
Miscellaneous
Business Directory Form

Business Directory Form

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

BUSINESS DIRECTORY FORM AND SERVICE AGREEMENT

Parties and Recitals

This Business Directory Form and Service Agreement (the Agreement) is entered into effective as of between Directory Operator Name: and Business Name: .

WHEREAS, Directory Operator maintains and publishes a regional business directory (the Directory) and offers listing, categorization, and promotional services to participating businesses; and

WHEREAS, Business desires to submit its listing information and engage Directory Operator to provide listing and ancillary services upon the terms and conditions set forth herein.

WHEREAS, the parties intend that the Business's listing shall be governed by the Scope of Work, Payment Terms, Term and Termination, Confidentiality, and other provisions below.

Business Information (to appear in Directory)

Business Legal Name DBA / Trade Name Primary Address Mailing Address (if different) Primary Contact Name Contact Phone Contact Email Business Phone (public) Business Description Categories (select all that apply)

Retail Food & Beverage Professional Services Health & Wellness

Scope of Work

Directory Operator will publish, maintain and, if selected, promote the Business listing in accordance with the chosen Listing Type and ancillary services described below. Publication may include Business name, contact details, address, supplied description and categories, subject to the Business's permissions and Directory Operator's content standards.

Detailed Scope (services to be provided) Listing Type

Free (basic listing) Paid (enhanced listing) Premium (featured placement)

Payment Terms

If Business selects a paid service, Business agrees to pay Directory Operator the fees described below in accordance with this Payment Terms section. All fees are due in U.S. dollars unless otherwise agreed in writing.

Total Fee Amount Payment Schedule Late Fee Billing Contact

Term and Termination

This Agreement shall commence on the Effective Date set forth above and shall continue in effect until the End Date specified below, unless earlier terminated in accordance with this section.

Start Date End Date (if applicable) Notice Period for Termination

Either party may terminate this Agreement for material breach if the breaching party fails to cure such breach within the notice period specified above following delivery of written notice of breach.

Confidentiality

Each party acknowledges that during the term of this Agreement it may receive or have access to certain confidential or proprietary information of the other party. Such information shall be used solely for the purposes of performing obligations under this Agreement and shall not be disclosed to any third party except with prior written consent or as required by law. Information that is publicly available or independently developed by the receiving party shall not be treated as Confidential Information.

Business acknowledges that directory listings (name, published contact details, description and categories) are intended for public display unless otherwise designated. Business may mark specified items as confidential by identifying them below and providing a factual basis for confidentiality.

Designated Confidential Items (if any)

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the state specified below without regard to its conflict of law principles.

Governing State

Entire Agreement

This Agreement, including any exhibits and the submitted listing information, 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 to this Agreement must be in writing and signed by duly authorized representatives of both parties.

Representations and Authorizations

By signing below, Business certifies that the information provided is true and accurate to the best of its knowledge and that the signer is authorized to bind the Business to the terms of this Agreement. Directory Operator represents that it has authority to publish and provide the Directory services described herein.

Business expressly grants Directory Operator a non-exclusive, royalty-free license to reproduce and display Business's submitted listing information in connection with the Directory for the Term of this Agreement, subject to any confidentiality designations made above.

Consent to Publish Contact Information

I consent to the publication of the Business contact information as submitted.

Authorization to Enter Agreement

I certify that I am an authorized representative of the Business and have authority to enter into this Agreement on behalf of the Business.

Directory Operator (Print Name):

By:

Date:

Business (Print Name):

By:

Date:

What the Business Directory Form Is and when it's used

The Business Directory Form collects a company's public listing details for inclusion in an online or printed directory. Typical fields include the legal business name, trade name (DBA), physical and mailing addresses, primary contact information, industry category, hours of operation, and a short business description. Organizations use this form to standardize directory records, support search and filtering, and provide consistent contact details for customers, partners, and regulators. Information accuracy matters because directory entries are often redistributed to third-party platforms and used in customer-facing contexts.

Why a standard Business Directory Form matters

A consistent form reduces listing errors, improves discoverability, and creates a reliable record of core business information for display and verification purposes.

Who typically completes and maintains directory entries

The form is completed by business owners, marketing or operations staff, and third-party listing managers before a listing goes live.

Small and local businesses managing public contact and hours for customers.
Chambers of commerce and business associations administering member directories.
Digital marketing and listing management agencies handling multiple client listings.

Responsibility for updates is usually assigned to a named contact so listings stay current and compliant with any publication cycles.

Essential sections every professional Business Directory Form should include

A complete form groups identity, contact, classification, descriptive, legal, and media elements so editors and automated systems can validate and publish entries consistently.

Business Identity

Legal name, DBA/trade name, and Employer Identification Number or state registration number to uniquely identify the business and avoid duplicate listings.

Primary Contact

Name, role, phone, and email for the person authorized to approve changes and respond to verification inquiries or corrections.

Service Address

Street address (not P.O. box when physical presence matters), city, state, ZIP, and country for mapping and jurisdictional purposes.

Classification

Primary industry category, secondary categories, and core keywords used to improve search relevance and directory taxonomy mapping.

Business Description

Concise 50–150 character description of products or services, plus optional long-form text for expanded listings or SEO fields.

Media & Links

Website URL, social profiles, and logo file specifications (format, recommended pixel sizes) for consistent presentation across listings.

Step-by-step: filling and submitting the Business Directory Form

Follow these four practical steps to prepare, verify, and submit an accurate directory listing with minimal rework.

01

Gather documents: Collect registration, EIN, and contact verification files before you start.
02

Complete fields: Enter data exactly as verified; use MM/DD/YYYY dates and USPS state codes.
03

Verify details: Confirm phone and email by test call or message to avoid publication delays.
04

Submit for review: Send to directory administrator and retain a copy of the completed form.

Suggested online workflow settings for automated listings management

Configure the form and verification workflow so submissions trigger checks, confirmations, and a publish queue without manual handoffs where possible.

Field	Configuration
Automatic verification	Enable email confirmation on primary contact submission.
Duplicate detection	Match on EIN and address to flag duplicates automatically.
Approval queue	Require one reviewer sign-off for first-time listings.
Publish schedule	Set nightly or weekly publication windows to batch updates.

Where to send completed Business Directory Forms

Submit completed forms to the directory operator or listing portal following the verification and publishing workflow defined by the directory owner.

Directory Portal: Upload to the directory's secure submission portal for automated processing.
Email Submission: Send to the listings team address when portal upload is unavailable.
Third-party Managers: Provide to authorized listing managers or agencies with written consent.
Internal Records: Retain a signed copy in company records for audit and update tracking.

Technical and eSubmission requirements for online completion

Ensure the platform you use accepts common file formats and integrates with verification systems to reduce manual steps.

File formats: PDF, DOCX, JPG supported
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email or SMS verification

Security and compliance features to protect listing data

Encryption: TLS 1.2/1.3, AES-256

Audit Trail: Tamper-evident signing history

Access Controls: Role-based permissions

HIPAA Support: BAA available where needed

Regulatory Compliance: ESIGN and UETA adherence

Certifications: SOC 2 Type II, ISO 27001

Representative eSignature pricing and capability comparison

The table summarizes starting prices and a few key capabilities for common eSignature vendors; confirm plan details with each vendor when making procurement choices.

	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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Premium tier)	Yes	Yes	Yes	Limited
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	Varies	Varies
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Real-world examples of online form use and verification

These examples illustrate how organizations collect and publish directory data while maintaining compliance and speed.

Martin Properties — Local listings

Martin Properties centralized listings with online forms to avoid in-person updates.

The team validated contacts by phone.
They achieved consistent publication and faster corrections while maintaining an auditable record of who approved each update.

Optica Ventures — Member directory

Optica Ventures used a standardized form for member onboarding to reduce errors.

The approach automated duplicate detection.
This reduced manual review time and improved directory accuracy for prospective customers and partners.

Common mistakes to avoid when preparing Business Directory Forms

Submitting inconsistent business names across forms, which creates duplicate or fragmented listings and confuses verification systems.
Using personal email or mobile numbers for public listings that change frequently and lead to out-of-date contact details.
Failing to confirm physical address details or using only a P.O. box when a storefront location is required for maps.
Not designating an authorized approver, which causes delays when the directory operator requests verification.

Risks and negative outcomes from incorrect or incomplete listings

Reputational Harm: Incorrect listings mislead customers

Lost Revenue: Broken contacts reduce customer leads

Regulatory Exposure: Incorrect legal information may affect compliance

Data Privacy: Publishing personal data without consent risks complaints

Duplicate Records: Multiple entries fragment online presence

Verification Delays: Incomplete forms trigger manual review

Who can legally sign or approve a directory listing

Owner / Officer

The business owner or an officer (CEO, President) may sign to attest to the accuracy of the listing and to authorize publication in official directories.

Authorized Representative

A named employee or third-party agent with written authorization may sign on behalf of the business; retain proof of authorization for audit purposes.

Typical timelines and publication expectations

Understand directory publication and verification cycles so you can plan updates and legal changes around the operator's schedule.

Submission Window:

Allow 1–7 business days for verification before scheduled publication

Annual Verification:

Many directories request yearly confirmation to keep entries current

Immediate Changes:

Legal name or address changes often require supporting documentation and may take longer

Publication Lag:

Updates may appear after the next publication cycle or batch process

Retention Review:

Review archived submissions annually to remove obsolete records

Frequently asked questions about the Business Directory Form

Answers address common completion, legal, and technical concerns encountered when preparing and submitting listings.

Need help? Contact support

Can the form be signed electronically?
Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws in most jurisdictions; ensure the platform captures intent, consent, attribution, and retention.
Do I need a notary for a listing?
Most simple directory listings do not require notarization. If a directory requests a notarized attestation or legal change, follow the state's notary rules or use an approved remote notarization service where available.
What if my business info changes?
Submit an updated form with the effective date in MM/DD/YYYY format and retain the prior version. Maintain an approval record showing who authorized the change.
How is personal data protected?
Limit published personal data to business contacts and use platforms with strong encryption, role-based access, and documented data retention policies to reduce privacy risk.
Can a third party submit on our behalf?
Yes, with written authorization. Keep a signed authorization document and require the agent to provide verifiable contact details for auditing.
What causes a submission to be rejected?
Common reasons include mismatched legal names, missing primary contact verification, incomplete addresses, and files that exceed format or size limits; correct these and resubmit.

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