Can this be signed electronically?

Yes. Electronic signatures that demonstrate intent, consent, attribution, and retained records meet legal tests under ESIGN (15 U.S.C. §7001) and UETA where adopted.

When is notarization required?

Notarization is required only when a carrier or state law mandates it for the underlying authorization; check the carrier's requirements and applicable state rules before execution.

What authentication is sufficient?

Email + SMS code or SSO is typical; stronger methods (KBA, multi-factor) may be required for high-risk changes or to satisfy carrier identity-proofing.

How do I correct a signed request?

Execute an amendment or replacement document signed by the same authorized signatory and note the reason; retain both versions for audit purposes.

How long must I keep signed records?

Follow federal and industry retention rules: IRS minimums (IRC §6501(a)) and HIPAA 6-year rule (45 CFR §164.530(j)); state laws may require longer retention.

Who can approve a DID change?

An authorized corporate officer or designee with documented signing authority must approve; carriers may require an account owner or documented corporate resolution.

Electronic Signature
Templates
Miscellaneous
Business Document for Adding DIDs

Business Document for Adding DIDs

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

Business Document for Adding DIDs

Effective Date:

Service Provider Name: Client Name:

RECITALS

WHEREAS, Service Provider operates telecommunications and number provisioning services and maintains capacity to assign and activate Direct Inward Dialing numbers (DIDs) for enterprise customers; and

WHEREAS, Client desires to obtain the addition, activation and provisioning of specified DIDs on the terms and conditions set forth in this Agreement; and

WHEREAS, the parties intend that this Agreement establish the scope, fees, schedule and administrative procedures for adding the DIDs and associated services.

SCOPE OF WORK

Service Provider will procure, allocate and activate the DIDs listed below and will configure routing and related provisioning services as required by Client. Specific tasks include number assignment, routing configuration, testing, and cutover support.

List of DIDs to be Added (one per line): Scope Details / Technical Requirements: Implementation Lead Time (business days): Acceptance Criteria:

PAYMENT TERMS

Client will pay Service Provider the amounts described in this section for provisioning and ongoing use of DIDs. All fees are payable in U.S. dollars unless otherwise agreed in writing.

One-time Implementation Fee (if applicable): Recurring Fee (per billing period): Billing Schedule and Terms: Invoicing Contact / Billing Address:

Late payments shall bear interest at the lesser of the maximum rate permitted by law or % per month, compounded monthly, calculated from the date payment was due until paid in full. Client is responsible for any collection costs and reasonable attorneys' fees incurred by Service Provider in collecting overdue amounts.

TERM AND TERMINATION

This Agreement commences on the Start Date and continues until the End Date, unless earlier terminated in accordance with this section.

Start Date: End Date:

Renewal:

The Agreement will automatically renew for successive renewal terms of the same duration unless either party provides written notice of non-renewal at least days prior to the end of the then-current term.

Either party may terminate for material breach not cured within thirty (30) days after written notice specifying the breach. Service Provider may suspend provisioning or charge interim fees if Client fails to pay amounts when due.

CONFIDENTIALITY

Each party shall treat as Confidential Information all non-public business, technical and operational information disclosed by the other party in connection with this Agreement. Confidential Information shall not include information that is or becomes public through no fault of the receiving party or is independently developed without reference to the disclosing party's Confidential Information.

Confidentiality Duration (years):

The receiving party shall use Confidential Information solely to perform its obligations under this Agreement and shall take reasonable measures to protect such information from unauthorized disclosure.

LIMITATION OF LIABILITY AND INDEMNIFICATION

Except for breaches of confidentiality, willful misconduct or gross negligence, neither party shall be liable to the other for special, incidental, punitive or consequential damages, and aggregate liability under this Agreement shall be limited to the total amounts paid or payable by Client to Service Provider under this Agreement in the twelve (12) months preceding the event giving rise to liability.

Each party shall indemnify and hold harmless the other from claims arising out of the indemnifying party's gross negligence, willful misconduct or material breach of representations and warranties contained herein.

GOVERNING LAW; DISPUTE RESOLUTION

This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction specified below without regard to conflict of laws principles. Any disputes arising out of or relating to this Agreement shall first be addressed by escalation between executive representatives and, if unresolved, shall be resolved in the state or federal courts located in the agreed jurisdiction.

Governing Law / Jurisdiction:

ENTIRE AGREEMENT

This Agreement, including any schedules and attachments 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 and understandings, whether written or oral. No modification shall be effective unless in writing and signed by authorized representatives of both parties.

ADMINISTRATIVE DETAILS

Primary Technical Contact (Service Provider): Primary Technical Contact (Client): Special Conditions / Notes:

Service Provider:

By:

Date:

Client:

By:

Date:

What the Business Document for Adding DIDs Covers

The Business Document for Adding DIDs is a formal request and authorization record used by organizations to add Direct Inward Dial (DID) telephone numbers or equivalent direct routing identifiers to a company account, PBX, or cloud telephony service. It documents the requesting business, the specific numbers or quantity requested, routing instructions, billing account references, and authorization from an authorized signatory. The document creates an auditable trail needed by carriers, internal provisioning teams, and compliance functions to confirm identity, billing responsibility, and the requested technical configuration.

Why a Clear DID Add Request Matters

A well-prepared document reduces provisioning delays, prevents incorrect number assignment, and creates a verifiable record for billing and regulatory review. It clarifies authorization, routing, and handoff responsibilities while preserving an evidentiary trail for audits and dispute resolution.

Teams and Roles That Routinely Use This Document

The Business Document for Adding DIDs is typically completed or approved by technical, procurement, and compliance stakeholders before submission to a carrier or service provider.

IT / Telecom Administrators — Prepare technical routing details, SIP trunks, and inventory requirements for provisioning.
Procurement / Vendor Management — Confirm account numbers, billing responsibility, and contract terms with carriers.
Authorized Signatories / Finance — Approve charges and attest to authority to request and accept new numbers.

Including these stakeholders up front speeds approval and avoids rework during carrier provisioning and porting operations.

Stepwise Process to Complete and Submit the DID Request

Follow these steps to prepare a complete submission that carriers and providers can process without delay.

01

Assemble details: Collect account IDs, desired numbers, routing, and billing info.
02

Complete form: Fill every required field and attach authorization documents.
03

Obtain sign-off: Get approval from finance or authorized officer.
04

Send to provider: Submit via carrier portal, email, or certified upload method.

Suggested Online Workflow Settings for Efficient Processing

Configure the digital workflow to capture required fields, enforce approvals, and preserve an audit trail for each request.

Field	Configuration
Authentication	Email + SMS code or SSO enforced for submitter
Approval order	Sequential: IT -> Procurement -> Finance
Notifications	Auto-notify stakeholders on status changes
Archive	Save signed PDF to secure cloud folder

Technical Requirements and Supported Formats

Ensure your eSignature platform and storage meet provider requirements for formats, integrations, and authentication.

Integrations: Salesforce, NetSuite, Google Workspace supported
File formats: PDF, DOCX, and HTML accepted
Authentication: Email link, SMS code, or SSO options

Choose a platform that captures an audit trail, stores signed records securely, and integrates with your carrier or ITSM systems for smooth handoffs.

Typical Online Submission and Signing Flow

A standard digital process minimizes friction and records each step for compliance and troubleshooting.

Upload document: Attach the completed DID request form and attachments
Place fields: Add signature, date, and required checkboxes
Invite signers: Send secure signing links to approvers
Complete signing: Signers authenticate and apply signatures

Common Preparation Errors to Avoid

Mismatched names or account IDs cause carrier rejections and provisioning delays that can take multiple business days to resolve.
Incomplete routing instructions result in misrouted calls or wasted carrier time confirming technical details and lead to extra change orders.
Missing authorization signatures or inadequate corporate authorization letters force carriers to request additional proof of authority, delaying activation.
Using informal abbreviations for legal entity names or addresses can create billing disputes and difficulties reconciling invoices.

Security and Compliance Controls to Include

Encryption in transit: TLS 1.2 / 1.3

Encryption at rest: AES-256

Audit trail: Timestamps, IP, action log

Certifications: SOC 2 Type II, ISO 27001

HIPAA support: BAA required for PHI workflows

Accessibility: WCAG 2.0 Level AA

Risks and Consequences of an Incorrect Request

Service disruption: Extended downtime or wrong routing

Billing errors: Charges to incorrect account

Contract breaches: Vendor SLA violations possible

Unauthorized changes: Security and liability exposure

Regulatory fines: Noncompliance penalties for communications rules

Porting delays: Number transfer time increases

Typical Timelines and Processing Expectations

Timing varies by carrier, number availability, and whether porting or new assignment is involved; plan accordingly.

Pre-submission lead time:

Allow 1–3 business days to gather approvals

Provisioning window:

New DIDs often provision in 2–10 business days

Porting timeframe:

Number porting commonly requires 7–21 calendar days

RON/notary when needed:

Remote notarization may add 1–3 days

Retention after signing:

Store final record immediately for audit purposes

Key Milestones from Request to Activation

Track these milestone stages to monitor progress and communicate status to stakeholders.

01

Request Submitted

Document and attachments are sent to provider for intake review.

02

Authorization Approved

Finance or authorized officer signs and confirms billing responsibility.

03

Carrier Provisioning

Carrier assigns numbers and applies routing per instruction.

04

Operational Verification

IT validates call routing and completes final tests.

How a Standard Business Request Compares to a Carrier Authorization

Compare the typical document responsibilities and signature requirements to determine which form to use for provisioning or porting.

Criteria	Business Request	Carrier Authorization
Notarization		sometimes required
Signature type	electronic ok	provider may require wet or notarized
Processing time	faster	may require manual verification
Audit trail

eSignature Vendor Comparison for Completing DID Requests

Key vendor cost and compliance characteristics to consider when selecting a platform to sign and store DID addition documents; signNow is listed first per standard comparisons.

	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 trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Varies	Varies	Varies	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions About the DID Addition Document

Answers to frequent questions on e-signing, authentication, notarization, and correcting errors when adding DIDs.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures that demonstrate intent, consent, attribution, and retained records meet legal tests under ESIGN (15 U.S.C. §7001) and UETA where adopted.
When is notarization required?
Notarization is required only when a carrier or state law mandates it for the underlying authorization; check the carrier's requirements and applicable state rules before execution.
What authentication is sufficient?
Email + SMS code or SSO is typical; stronger methods (KBA, multi-factor) may be required for high-risk changes or to satisfy carrier identity-proofing.
How do I correct a signed request?
Execute an amendment or replacement document signed by the same authorized signatory and note the reason; retain both versions for audit purposes.
How long must I keep signed records?
Follow federal and industry retention rules: IRS minimums (IRC §6501(a)) and HIPAA 6-year rule (45 CFR §164.530(j)); state laws may require longer retention.
Who can approve a DID change?
An authorized corporate officer or designee with documented signing authority must approve; carriers may require an account owner or documented corporate resolution.

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