What if artwork is low resolution?

Low-resolution artwork should not be used for large-format printing; request a vector or 300 DPI raster file. Using low-quality files leads to pixelation, installer rejection, and additional costs for reprovisioning the correct files.

Who can legally sign?

An authorized company representative with delegated authority must sign; record the signer’s title and contact details. If verification is required, maintain authorization memos or board resolutions supporting the signer’s authority.

Is a notary needed for vendor approvals?

Notarization is not typically required for artwork approvals but may be required for contract amendments or certain permit applications. Check local permit rules and state notary guidelines before assuming notarization is unnecessary.

How do I fix a signed error?

If a document contains an error after signing, create a corrected version, route it for re-approval, and retain both the original and corrected records to preserve an audit trail. Note the reason for revision in the record metadata.

Can approvals be done remotely?

Yes; remote electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws where adopted. Ensure consent to electronic records and retention capability are satisfied for consumer-facing or regulated transactions.

How long should I keep these records?

Retain approvals for at least the active term plus three years; follow IRS (3 years), HIPAA (6 years) and any industry-specific retention rules applicable to your organization for longer periods.

Electronic Signature
Templates
Miscellaneous
Business Driving Image

Business Driving Image

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

BUSINESS DRIVING IMAGE AGREEMENT

This Business Driving Image Agreement (the "Agreement") is entered into as of between Client Name: ("Client") and Contractor Name: ("Contractor").

RECITALS

WHEREAS, Client operates a business that requires professional photographic and motion imaging of vehicles and operators in driving environments for advertising, training, and internal use; and

WHEREAS, Contractor is engaged in the business of producing photographic and video content and has the skill, personnel and equipment to create driving images in accordance with Client's specifications; and

WHEREAS, the parties desire to set forth the terms by which Contractor will produce, deliver and license such driving images to Client.

PROJECT IDENTIFICATION

Project Name Primary Location(s) of Production Vehicle Make / Model Driver Name (if applicable)

SCOPE OF WORK

Contractor shall perform professional photography, videography and related production services to capture images and motion sequences of vehicles and drivers in driving contexts (collectively, "Driving Images"), in accordance with the specifications below and any mutually agreed production schedule.

Detailed Scope of Work Deliverables and Technical Requirements

GRANT OF RIGHTS & MODEL RELEASE

Contractor hereby grants Client a license to use, reproduce, distribute, display, and create derivative works of the Deliverables for business, marketing, training and internal use in perpetuity. The parties acknowledge that payment and the license structure are governed by the Payment Terms below. Contractor represents that it has obtained all necessary consents, including any required model releases from drivers appearing in the Driving Images.

License Type (select all that apply) Exclusive license to Client Non-exclusive license to Client Worldwide territory If term-limited, specify duration (otherwise indicate 'perpetual')

PAYMENT TERMS

Client shall pay Contractor the total fee described below for all services and Deliverables rendered under this Agreement. Fees are exclusive of taxes unless otherwise stated.

Total Fee (USD) Deposit Amount (if any) Deposit Due Date Balance Due Date Late Fee Invoicing Contact (email or billing contact)

DELIVERY, ACCEPTANCE & WARRANTIES

Contractor will deliver the agreed Deliverables by the delivery dates and in the formats specified above. Client shall have a period of 10 business days from delivery to review and notify Contractor in writing of any material deficiencies. If Client fails to notify Contractor within that period, Deliverables will be deemed accepted.

Contractor warrants that it has the full right to grant the rights granted herein and that Deliverables will not infringe third-party rights. Client warrants it will obtain any necessary permissions for third-party identification or placement in promotional materials beyond the license granted.

TERM AND TERMINATION

This Agreement commences on Start Date: and, unless earlier terminated in accordance with this section, will end on End Date: .

Either party may terminate for convenience upon written notice delivered not less than days prior to the termination date. Either party may terminate immediately for material breach if such breach is not cured within 15 days following written notice.

Termination for Cause Procedure

CONFIDENTIALITY

Each party will keep confidential all non-public information disclosed by the other party in connection with this Agreement and will not disclose such information to third parties except as necessary to perform obligations hereunder or as required by law. Confidential information does not include information that is or becomes publicly available through no fault of the receiving party, or that is independently developed by the receiving party without reference to the disclosed information.

INDEMNIFICATION

Each party shall indemnify, defend and hold harmless the other party from and against any third-party claims arising from the indemnifying party's breach of representations, warranties, or obligations under this Agreement, including any claims relating to infringement or unauthorized use of third-party rights, except to the extent caused by the indemnitee's negligence or willful misconduct.

GOVERNING LAW

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

ENTIRE AGREEMENT

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

ADDITIONAL PROVISIONS

Special Instructions / Additional Terms

Client

Printed Name:

By:

Date:

Contractor

Printed Name:

By:

Date:

What the Business Driving Image is and when it’s used

The Business Driving Image is a standardized document and accompanying visual asset package used to record authorization, specifications, and sign-off for company vehicle branding and driver identification materials. It centralizes image files, placement diagrams, production notes, and the approvals needed from corporate marketing, fleet management, and the authorized signer. The package is designed to travel with procurement, vendor proofs, and installation orders so that all stakeholders reference the same artwork and permission record when applying logos, decals, wraps, or identifying marks to vehicles.

Why accurate Business Driving Images matter to operations

A clear, approved Business Driving Image reduces rework, ensures brand consistency, and documents legal authorization for vehicle signage. It helps fleet teams, marketing, and vendors coordinate production while providing a dated record for compliance and audit trails.

Typical users and stakeholders for the Business Driving Image

Different roles touch these files during design, approval, and installation; list reflects common participants.

Fleet managers who schedule installations and verify vehicle compatibility
Marketing or brand managers who approve artwork, colors, and placement
Vendors and installers who require final proofs and signed authorization before production

Assigning roles clearly reduces delays and prevents disputes about who approved final artwork and sign-off.

Representative signers and their responsibilities

Fleet Manager

A fleet manager or operations director typically confirms vehicle eligibility, installation windows, and assigns a local contact. They review technical fit and procurement costs and provide a sign-off that the installation can proceed.

Brand Manager

A brand or marketing manager validates logo usage, color matching, and layout. Their approval affirms that the artwork meets corporate identity standards and grants permission to produce and apply branded materials.

Essential components included in a professional package

A complete Business Driving Image package combines artwork files, technical notes, approval fields, and legal sign-offs so vendors and internal teams can proceed without ambiguity.

High-resolution files

Provide vector (EPS, SVG) and high-resolution raster (300 DPI PNG/TIFF) copies so printers use scalable artwork without loss of quality.

Placement diagrams

Include vehicle-specific diagrams that indicate exact placement, dimensions, and orientation for decals, wraps, and reflective elements.

Color specifications

List Pantone, CMYK, and RGB values plus acceptable tolerances to avoid mismatched branding across different materials.

Approval log

Record names, titles, dates, and signatures for each approver; capture role-based order when approvals must follow a sequence.

Vendor instructions

Add material recommendations, lamination, surface preparation, and install temperature ranges to reduce installation failures.

Legal authorization

Include signature blocks for authorized company representatives and any contractor acknowledgements required for liability or warranty.

Step-by-step: prepare, approve, and release the image

Follow these sequential steps to move from concept to installed vehicle with a clear audit trail and documented approvals.

01

Prepare artwork: Gather vector and raster files and create a vehicle-specific placement diagram.
02

Internal review: Route to marketing and fleet for comments and required edits.
03

Approval and sign-off: Collect authorized signatures in role order and date each approval.
04

Release to vendor: Send approved artwork, materials list, and installation windows to the installer.

Workflow overview for digital approvals and handoff

A concise digital workflow reduces finger‑pointing and ensures all required steps are tracked electronically from upload to installation.

Upload: Sender uploads artwork and placement files to the central record.
Place fields: Add sign, date, and approval fields on the approval record for each stakeholder.
Notify approvers: Send sign requests or links to approvers with context and deadlines.
Archive package: Store the signed package and proofs with the vendor agreement for future audits.

Typical configuration settings for online approval workflows

Configure the workflow to match your approval chain and required authentication strength for each signer.

Field	Configuration
Signer order	Sequential or parallel routing depending on required signatory sequence
Authentication	Email link, SMS code, or stronger ID verification based on risk
Document retention	Set retention period and export/archive policies
Notifications	Configure reminders and escalation intervals for overdue approvals

Technical formats and integrations that support the Business Driving Image

Use widely supported file types and integrations so multiple teams and vendors can access and process artwork without conversion errors.

File formats: PDF, EPS, SVG, TIFF, PNG accepted
Integrations: Connectors such as Google Workspace, Microsoft 365, and Box
Export options: Save signed records as PDF/A with certificate

Ensuring compatibility ahead of production avoids costly reprints and installation delays; keep master artwork and signed approvals archived together.

Typical timelines and deadline checkpoints

Set clear internal deadlines to sequence artwork approval, vendor production, and installation to avoid missed windows and extra charges.

Design submission deadline:

Submit final artwork at least 10 business days before production begins

Approval turnaround:

Allow 3–5 business days per reviewer for brand or technical approval

Vendor production lead time:

Production often requires 5–15 business days depending on material and volume

Installation window:

Schedule installation with at least 48–72 hours contingency time

Final verification:

Inspect and document completed installation within 24–72 hours after install

Common mistakes that delay production

Using low-resolution raster files for large-format prints, which causes pixelation and rework
Failing to specify exact color values, leading to mismatched branding across fleet vehicles
Not recording vehicle identifiers or model differences, which results in incorrect placement templates
Missing a required approver in the sign-off chain and having to repeat approvals after production

Operational and legal risks if the record is incorrect

Contract disputes: Unsigned approvals can void vendor contracts

Rework costs: Incorrect files can trigger expensive reprints

Brand noncompliance: Improper color or placement may breach brand guidelines

Liability exposure: Unauthorized exterior modifications can create liabilities

Installation delays: Missing sign-offs postpone fleet availability

Record retention failures: Poor retention can complicate audits or disputes

Common eSignature vendor pricing overview for approvals and sign-off

Many teams use an eSignature provider to capture approvals. The table below compares starting price and common feature availability; signNow is listed first per vendor ordering rules.

	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	Verify with vendor	Verify with vendor	Verify with vendor	Verify with vendor
Bulk Send	Yes	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-world examples of Business Driving Image use

These condensed examples show how organizations use the package to accelerate production while preserving accountability.

Optica Ventures (COO)

Optica standardized their artwork packages for fleet wraps to avoid vendor confusion and repeat prints.

The interface simplified internal review and external proofs.
The result was fewer production errors and a clearer approval trail that reduced installation delays and improved vendor coordination across multiple locations.

Martin Properties (Founder)

Martin Properties adopted signed digital packages for contractor installs and warranty records.

They processed and executed documents online with full compliance.
Using a structured image package allowed on‑site installers to access approved files on mobile devices and prevented mismatched branding between properties.

Practical tips for accurate and efficient completion

Follow these practices to keep approvals predictable and production schedules on track.

Centralize master artwork

Store a single canonical set of files and reference those filenames in the form to avoid multiple competing versions and printing errors.

Require role-based approvals

Define who must sign in what order to avoid missing an essential approver and having to re-run the workflow after production has started.

Use clear placement templates

Provide vehicle-specific diagrams with measured dimensions and anchor points so installers avoid scaling mistakes or misalignment.

Capture proof of installation

Require photos and installer sign-off upon completion to close the loop and maintain warranty and quality records.

Frequently asked questions and troubleshooting

Answers to common questions about completing, signing, and archiving the Business Driving Image package.

Need help? Contact support

What if artwork is low resolution?
Low-resolution artwork should not be used for large-format printing; request a vector or 300 DPI raster file. Using low-quality files leads to pixelation, installer rejection, and additional costs for reprovisioning the correct files.
Who can legally sign?
An authorized company representative with delegated authority must sign; record the signer’s title and contact details. If verification is required, maintain authorization memos or board resolutions supporting the signer’s authority.
Is a notary needed for vendor approvals?
Notarization is not typically required for artwork approvals but may be required for contract amendments or certain permit applications. Check local permit rules and state notary guidelines before assuming notarization is unnecessary.
How do I fix a signed error?
If a document contains an error after signing, create a corrected version, route it for re-approval, and retain both the original and corrected records to preserve an audit trail. Note the reason for revision in the record metadata.
Can approvals be done remotely?
Yes; remote electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws where adopted. Ensure consent to electronic records and retention capability are satisfied for consumer-facing or regulated transactions.
How long should I keep these records?
Retain approvals for at least the active term plus three years; follow IRS (3 years), HIPAA (6 years) and any industry-specific retention rules applicable to your organization for longer periods.

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