Can this be e-signed?

Yes in most cases. Under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws, electronic signatures are legally valid for most commercial documents unless a statutory exception applies.

When is a notary required?

Notarization depends on the document and state. Deeds, some affidavits, and state-specific acknowledgements commonly require a notary; verify the Secretary of State or local recording office rules first.

Are witness signatures needed?

Witness requirements vary by state and document type. Certain acknowledgements and probate-related instruments often require one or two witnesses; consult state law for specifics.

What if a name differs?

Mismatched names between filings, bank accounts, and tax records create delays and potential rejection. Correct or amend records promptly and retain proof of the authorized name used.

How long to retain signed records?

Retention depends on regulatory obligations; keep tax-related documentation at least three years (IRC §6501(a)), and HIPAA-covered records for six years (45 CFR §164.530(j)).

How to authenticate signers

Use multi-factor authentication, ID credential checks, or knowledge-based questions for higher assurance. Preserve the audit trail showing intent, attribution, and timestamp to support enforceability.

Electronic Signature
Templates
Miscellaneous
Business Entities Document

Business Entities Document

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

BUSINESS ENTITIES AGREEMENT

This Business Entities Agreement (the Agreement) is made effective as of by and between the following parties.

Party A Name: Party A Entity Type (select applicable):

Corporation LLC Partnership Sole Proprietor Other:

Party A Principal Place of Business: Party B Name: Party B Entity Type (select applicable):

Corporation LLC Partnership Sole Proprietor Other:

Party B Principal Place of Business:

WHEREAS

WHEREAS, Party A is engaged in the business of and possesses expertise, personnel, and resources relevant to the Agreement; and

WHEREAS, Party B desires to retain Party A, and Party A is willing to perform certain services on the terms and conditions set forth herein, and the parties desire to set forth the terms of their relationship in writing.

SCOPE OF WORK

Party A shall perform the services, deliverables, and obligations described below in a timely, professional, and workmanlike manner:

PAYMENT TERMS

Compensation: Party B shall pay Party A a total fee of (USD) for the services described in this Agreement, subject to the schedule below.

Payment Schedule and Milestones:

Invoices shall be submitted by Party A and are due and payable within days of receipt. Late payments shall incur a late fee equal to % per month on the outstanding balance, and any collection costs, including reasonable attorneys' fees, shall be borne by the delinquent party.

TERM AND TERMINATION

Term: This Agreement shall commence on and shall continue until unless earlier terminated in accordance with this Agreement.

Either party may terminate this Agreement without cause by providing the other party with days' prior written notice. Either party may terminate for cause effective immediately upon written notice if the other party materially breaches this Agreement and fails to cure such breach within days after receipt of written notice describing the breach.

Upon termination, Party A shall deliver to Party B all work in progress and any deliverables for which Party A has been paid. Termination shall not relieve either party of obligations accrued prior to termination.

CONFIDENTIALITY

Definition: "Confidential Information" means non-public information disclosed by one party (Discloser) to the other party (Recipient) in any form that is identified as confidential or that, given the nature of the information, reasonably should be considered confidential.

Obligations: Recipient shall (a) maintain the confidentiality of Confidential Information with at least the same degree of care it uses to protect its own confidential information but no less than reasonable care; (b) use Confidential Information solely to perform its obligations under this Agreement; and (c) not disclose Confidential Information to any third party except as expressly permitted by this Agreement or with the Discloser's prior written consent.

Exceptions: Confidential Information does not include information that: (i) is or becomes generally available to the public other than through a breach of this Agreement; (ii) was already in Recipient's possession without restriction prior to disclosure; or (iii) is independently developed by Recipient without reference to the Discloser's Confidential Information.

Duration: The obligations of confidentiality set forth in this section shall survive termination of this Agreement for a period of years, provided that trade secrets shall remain protected for as long as they qualify as trade secrets under applicable law.

GOVERNING LAW; DISPUTE RESOLUTION

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.

Dispute Resolution: The parties shall first attempt to resolve any dispute arising under or relating to this Agreement through good faith negotiations between senior representatives. If the parties are unable to resolve the dispute within 30 days, either party may pursue any remedy available at law or in equity.

ENTIRE AGREEMENT; MISCELLANEOUS

Entire Agreement: This Agreement, including any exhibits and statements of work executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous negotiations, understandings, and agreements, whether written or oral.

Amendments and Waiver: No amendment or waiver of any provision of this Agreement shall be effective unless in writing and signed by authorized representatives of both parties. No waiver by either party of any breach shall be deemed a waiver of any subsequent breach.

Independent Contractors: The parties are independent contractors and nothing in this Agreement shall create an employment, agency, joint venture, or partnership relationship between them.

Indemnification: Each party agrees to indemnify, defend, and hold harmless the other party from and against any third-party claims, liabilities, losses, damages, and expenses (including reasonable attorneys' fees) arising from the indemnifying party's negligence, willful misconduct, or material breach of this Agreement.

Party A Printed Name:

By:

Date:

Party B Printed Name:

By:

Date:

What a Business Entities Document Covers

A Business Entities Document collects and records the legal and organizational details that identify a commercial entity and govern its operations. Typical items include formation filings (articles of organization or incorporation), the entity type (LLC, corporation, partnership), ownership percentages, management or officer roles, registered agent information, and tax classifications. These documents support opening bank accounts, obtaining licenses, entering contracts, and meeting tax and regulatory obligations. In the U.S., many formation filings are submitted to state Secretaries of State; electronic submission and signatures are generally accepted under ESIGN and state UETA statutes, except where specific exceptions apply.

Why this document matters for compliance and operations

A complete Business Entities Document creates clear legal identity and authority for the entity, reduces onboarding friction with banks and vendors, and establishes the basis for tax reporting and regulatory filings under state law.

Who typically prepares and relies on these documents

Businesses, their legal counsel, accountants, and state filing agents are the primary preparers of these documents.

Business owners and founders who form or change an entity and need documented ownership, governance, or capital contributions.
Attorneys and corporate paralegals who draft operating agreements, bylaws, and amendments for legal compliance and transaction readiness.
Finance and compliance teams who use the documents for bank onboarding, vendor contracts, tax reporting, and audits.

Maintain current copies for operational use and store executed originals where they can be reproduced for audits and regulatory requests.

Step-by-step: completing a Business Entities Document

Follow these steps to prepare, verify, and execute formation or entity record documents accurately.

01

Gather information: Collect legal names, addresses, EIN, and ownership percentages before drafting.
02

Draft or select form: Use state-approved templates or attorney-drafted agreements aligned with entity type.
03

Verify signatory authority: Confirm who may sign per bylaws, operating agreement, or board resolution.
04

Execute and file: Sign, notarize if required, and submit to the relevant state filing office.

Digital workflow settings for e-filing and execution

Recommended configuration options when assembling a Business Entities Document for electronic completion and submission.

Field	Configuration
Signature block	Require signer name, title, and date fields; set as required.
Authentication	Enable email plus SMS code or ID verification for high-assurance filings.
Conditional clauses	Use conditional fields to show bylaws or exhibits only when applicable.
Audit trail	Capture IP, timestamp, and action history for all signers.

How e-submission typically flows

A standard online execution workflow reduces in-person steps and preserves legal evidence of signing events.

Prepare document: Upload PDF or DOCX and place fillable fields.
Assign signers: Add signer emails and set signing order if needed.
Authenticate signer: Use email link, SMS code, or ID verification.
Complete signing: Signer reviews, signs, and receives completed copy and audit record.

Technical considerations for digital signing and filing

Verify integrations and file formats before sending the document for signature to ensure compatibility with state portals and internal systems.

File formats: Support PDF and Word DOCX for editable templates and long-term preservation.
Integrations: Connectors for Google Workspace, Microsoft 365, NetSuite, and Salesforce simplify routing and storage.
Security: Use TLS and AES encryption and preserve an auditable event history for compliance.

Ensure the chosen platform supports any required notarization workflow (in-person or RON) and can export signed records in ISO-compatible PDF for filing and retention.

Essential components to include in a professional Business Entities Document

A thorough document anticipates operational needs, regulatory requirements, owner rights, and dispute resolution. Include these key components for clarity and enforceability.

Formation details

State of formation, filing number, and date establish the legal birth of the entity and determine which state statutes apply to governance and annual filing obligations.

Ownership and capital

Specify ownership percentages, members or shareholders, capital contributions, and procedures for additional contributions or transfers to avoid ambiguity in financial and tax reporting.

Management structure

Define manager or board roles, decision thresholds, voting rights, and officer powers so everyday authority and escalation paths are clear to third parties and internal teams.

Signatory authority

Document who can bind the business contractually, including dollar thresholds, delegated authority, and required approvals for significant commitments or bank access.

Tax and accounting provisions

State the entity's tax classification (e.g., S-corp election), fiscal year, and accounting basis to guide reporting and avoid later IRS disputes.

Amendment procedures

Include a clear amendment process and notice requirements so changes to governance or ownership are enforceable and traceable over time.

Security and compliance checklist

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

Audit trail: Signed event history retained

Compliance: ESIGN and UETA aligned

Certifications: SOC 2 Type II and ISO 27001

Privacy: GDPR and CCPA controls

Healthcare: HIPAA support with BAA available

Key penalties and legal risks to watch

Incorrect filings: Late fees and rejection

Missing signatures: Contract unenforceability risk

Wrong tax ID: Backup withholding triggered

I-9 errors: Civil penalties per DHS

Undisclosed owners: Regulatory and tax audits

Unauthorized signers: Voidable contracts

Common preparation pitfalls to avoid

Using a trade name instead of the registered legal name, which can prevent bank acceptance, tax matching, and state registration.
Failing to confirm who has signing authority under bylaws or operating agreements, causing executed documents to be challenged.
Omitting the registered agent or using a P.O. box where a physical address is required for service, delaying legal notices.
Skipping notarization or witness requirements for filings that explicitly demand them, which can make the record noncompliant.

Typical timelines and recurring filing deadlines

Timelines vary by filing type and state; below are common dates and periods to track for entity maintenance and reporting.

Initial filing:

File formation documents when starting; timing affects effective date.

Annual report:

Due annually in most states; date depends on formation anniversary.

Tax filings:

Corporate and pass-through returns follow IRS deadlines (e.g., 1040/1120 schedules).

EIN application:

Apply to IRS before opening bank accounts or hiring employees.

Record retention:

Retain executed originals per applicable retention rules.

Key processing milestones from drafting to filing

Track these sequential milestones when preparing entity documents to ensure timely execution and state acceptance.

01

Draft approval

Internal review and stakeholder sign-off before execution.

02

Notarization / Witnessing

Complete notarizations or witness attestations required by state law.

03

State filing

Submit to Secretary of State with appropriate fee and cover sheet.

04

Post-filing updates

Distribute stamped copies, update bank records, and schedule annual reports.

eSignature vendor comparison for Business Entities Document workflows

Cost and capability comparisons help choose an eSignature provider that supports notarization, audit trails, and compliance needs; signNow is listed first per platform guidance.

	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 (Business Premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

FAQs and troubleshooting for Business Entities Documents

Answers to common questions about execution, e-signature validity, notarization, and recordkeeping for entity documents.

Need help? Contact support

Can this be e-signed?
Yes in most cases. Under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws, electronic signatures are legally valid for most commercial documents unless a statutory exception applies.
When is a notary required?
Notarization depends on the document and state. Deeds, some affidavits, and state-specific acknowledgements commonly require a notary; verify the Secretary of State or local recording office rules first.
Are witness signatures needed?
Witness requirements vary by state and document type. Certain acknowledgements and probate-related instruments often require one or two witnesses; consult state law for specifics.
What if a name differs?
Mismatched names between filings, bank accounts, and tax records create delays and potential rejection. Correct or amend records promptly and retain proof of the authorized name used.
How long to retain signed records?
Retention depends on regulatory obligations; keep tax-related documentation at least three years (IRC §6501(a)), and HIPAA-covered records for six years (45 CFR §164.530(j)).
How to authenticate signers
Use multi-factor authentication, ID credential checks, or knowledge-based questions for higher assurance. Preserve the audit trail showing intent, attribution, and timestamp to support enforceability.

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