Can the update be signed electronically?

Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure the recipient accepts electronic records and include any consumer disclosures required for consumer-facing transactions.

Is notarization required for every update?

Not always. Some recipients accept a signed update without notarization, while others—especially for title, deed, or trustee changes—require notarized signatures or witness affidavits. Verify recipient requirements before submitting.

How do I correct a submitted update?

Submit a signed corrective update referencing the original submission and attach any revised supporting documents. Note the correction date and retain both versions for audit purposes.

Who can sign the update on behalf of the business?

An authorized officer or an individual with delegated authority may sign. Attach a board resolution, corporate minutes, or power of attorney to demonstrate the signer’s authority when requested.

Can remote online notarization be used?

RON acceptance varies by state. Where permitted, RON may reduce turnaround time; comply with identity-proofing and audio-video recording retention requirements under the state's RON rules.

What happens if a recipient rejects the update?

Recipients typically provide a reason such as missing attachments or mismatched entity names. Correct the issue, attach required proofs, and resubmit with a cover note explaining the remediation steps.

Business EP Update

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

Business EP Update Agreement

This Business EP Update Agreement (the "Agreement") is entered into as of Effective Date: by and between Business Name: (the "Business") and Service Provider Name: (the "Provider"). Business and Provider may be referred to individually as a "Party" and collectively as the "Parties."

WHEREAS

WHEREAS, the Business maintains an existing Emergency/Operational Plan ("EP") and requires updates to reflect changes in operations, personnel, or regulatory expectations; and

WHEREAS, the Provider has expertise in preparing, updating and validating business continuity, emergency operations and related procedural documentation; and

WHEREAS, the Parties desire to set forth the terms and conditions under which the Provider will prepare and deliver the Business EP Update described herein.

SCOPE OF WORK

The Provider shall perform the services set forth below in a professional manner consistent with industry standards. The scope of the update shall include assessment, revision, and delivery of updated EP documents and supporting materials.

Detailed Description of Update Reference to Existing EP Document

PAYMENT TERMS

The Business shall pay the Provider for services rendered as set forth below. All payments shall be made in U.S. dollars unless otherwise agreed in writing.

Total Fee Payment Schedule Advance Payment (if any) Payment Due (net) Late Fee

If any undisputed payment is not received when due, interest shall accrue at the rate set forth above and the Provider may suspend performance until payments are current. The Business shall also reimburse Provider's reasonable collection costs, including attorneys' fees.

TERM AND TERMINATION

This Agreement commences on Start Date: and, unless earlier terminated in accordance with this Agreement, shall terminate on End Date: .

Either Party may terminate this Agreement for convenience upon written notice to the other Party not less than days prior to the effective termination date. Either Party may terminate immediately for material breach by the other Party that remains uncured for a period of 15 days following written notice.

Upon termination, the Provider shall deliver all work in progress and shall be paid for services performed and reasonable costs incurred through the effective date of termination.

CONFIDENTIALITY

The Parties acknowledge that in the course of performance one Party may disclose Confidential Information to the other. "Confidential Information" means nonpublic information that is identified as confidential at disclosure or that, by its nature, a reasonable person would consider confidential.

The receiving Party shall (a) use Confidential Information solely for performance under this Agreement; (b) restrict disclosure to those employees, agents or subcontractors who have a need to know and are bound by confidentiality obligations at least as protective as those herein; and (c) take reasonable measures to protect such Confidential Information from unauthorized disclosure. Confidential Information shall not include information that is publicly known through no fault of the receiving Party, independently developed without use of the disclosing Party's Confidential Information, or rightfully received from a third party without breach of any obligation of confidentiality.

Acknowledgment of Confidentiality Obligations: I acknowledge and agree to the confidentiality terms above

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. The Parties consent to exclusive jurisdiction and venue in the state and federal courts located within that State for any action arising out of or relating to this Agreement.

ENTIRE AGREEMENT

This Agreement, together with any exhibits or attachments expressly incorporated herein, constitutes the entire agreement between the Parties with respect to the subject matter and supersedes all prior and contemporaneous agreements, proposals, negotiations and communications, whether oral or written. Any amendment or modification of this Agreement must be in writing and signed by authorized representatives of both Parties.

ADDITIONAL BUSINESS EP UPDATE DETAILS

Update Summary Primary Contact for This Update Contact Email Contact Phone Business Address

Business Representative:

By:

Date:

Provider Representative:

By:

Date:

What the Business EP Update Is and when it’s used

The Business EP Update is a standardized record used to notify counterparties, regulators, or service providers of changes to a company's entity profile, authorized signatories, or contact and tax information. Typical uses include updates to mailing or principal office addresses, changes in officers or managers, updates to tax identification or banking contacts, and corrections to legal entity names. The form consolidates essential identity, authority, and contact fields so recipients can validate the change, route approvals, and update downstream systems with a single signed record.

Why completing a Business EP Update matters

Maintaining an accurate entity profile prevents misdirected notices, helps avoid tax or banking delays, and preserves contractual continuity. A properly completed update reduces administrative friction when vendors, banks, or government agencies need current entity and signing authority information.

Who typically prepares and reviews this update

Distribute the completed update to all internal stakeholders and external recipients listed on the form to ensure systems and third parties reflect the change.

Corporate secretary or legal counsel responsible for governance and filings.
Finance or treasury staff who manage banking and tax reporting.
External service providers (registered agent, payroll, or benefits administrators).

How the Business EP Update is structured

A concise form groups identity, contact, authority, effective date, supporting documents, and signature blocks so recipients can verify and apply new information quickly.

Entity Identity

Legal entity name and formation details used to match the update to corporate records and government filings.

Contact Details

Primary mailing and physical addresses, phone, and corporate email for official correspondence and notices.

Authorized Signers

Names, titles, and signature authority limits for persons permitted to sign on behalf of the entity.

Effective Date

The date the change takes effect; many systems and legal obligations use this date as the trigger for updates.

Supporting Documents

Attachments such as board resolutions, amended articles, or power of attorney that prove authority for the change.

Signature Block

Mandated signature, printed name, title, and signature date for each authorized signer to establish attribution.

Essential data fields required on the update

Entity Name: Full legal entity as filed

EIN / TIN: Tax identification number

Principal Address: Street, city, state, ZIP

Authorized Signer: Name and corporate title

Effective Date: MM/DD/YYYY format

Supporting Documents: List of attached proofs

Step-by-step: complete and submit the update

Follow these steps in order to assemble, authorize, and send a compliant Business EP Update.

01

Prepare Documents: Collect formation docs, resolutions, and ID for signers.
02

Complete Form: Fill all required fields carefully using MM/DD/YYYY.
03

Obtain Authorization: Have authorized signer sign and date the form.
04

Distribute Copies: Send to internal stakeholders and external recipients listed.

Configuring an online workflow for the update

Design your digital workflow to capture approvals, attach supporting documents, and produce an auditable record.

Upload Method	PDF or DOCX upload accepted
Signer Sequence	Sequential or parallel routing available
Authentication	Email link, SMS code, or KBA
Attachments	Require PDFs for proofs
Retention	Enable audit trail and export PDF/A

Where to send the completed Business EP Update

Route the signed update to each recipient named on the form and retain copies in your corporate records to ensure compliance and traceability.

Registered Agent: File if state records require an address update.
Banking Contacts: Send certified copy for account change requests.
Tax Authorities: Provide updated TIN or address to IRS or state agencies as needed.
Internal Records: Store copy in corporate minute book and document management system.

Digital delivery and eSubmission considerations

Choose a platform that supports attachments, secure storage, and the level of signer authentication required by recipients or regulatory frameworks.

File Formats: PDF, DOCX supported
Authentication: Email or SMS verification
Audit Trail: IP, timestamp, and action log

Timelines and processing expectations

Timelines may vary by recipient and state; plan for internal approvals and external processing when you set the effective date.

Internal Approval Window:

Allow 3–10 business days for board or executive sign-off

Bank Processing Time:

Banks typically require 5–15 business days to update accounts

State Agency Update:

Secretary of State processing can take 2–6 weeks depending on method

IRS Address Updates:

Expect mailing-based updates to take several weeks

Record Retention Start:

Effective date begins obligations and triggers retention schedules

Key milestones from submission to confirmation

Track these sequential milestones to monitor progress and follow up at predictable intervals.

01

Submission

Sender files the signed update with all attachments.

02

Verification

Recipient confirms identity and supporting documentation.

03

Processing

Systems are updated and registries amended as required.

04

Confirmation

Recipient issues written confirmation or updated account details.

Common mistakes to avoid

Using an informal or trade name that does not match formation documents, causing reconciliation failures with official records.
Omitting supporting proof of authority such as board resolutions or amended articles when a new signer is added.
Entering the wrong effective date or using inconsistent date formats that create disputes about when changes take effect.
Failing to send the update to all affected parties, resulting in service interruptions or missed notices.

Potential consequences of incorrect or late updates

Tax Notices: Delayed or misdirected tax notices

Bank Holds: Account access restrictions

Contractual Risk: Disputed authorizations

Regulatory Fines: State or agency penalties

Operational Delays: Service or payment interruptions

Record Inconsistency: Audit exposure

eSignature vendor comparison relevant to completing a Business EP Update

Compare basic pricing and compliance attributes across common eSignature vendors when selecting a platform for collecting signatures and retaining audit records.

	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 (Business Premium)	Varies	Varies	Varies	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-world examples of Business EP Update use

These concise examples show how organizations use a standardized update to streamline changes and maintain compliance.

Optica Ventures

Optica consolidated entity changes in a single update to vendors and banks to reduce reconciliation.

The form carried attachments proving board action.
Brian Fitzgibbons, COO: The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Fertility Centers of Illinois

A healthcare provider used the update to change billing contacts and authorize new signers.

HIPAA considerations required a BAA attached.
John Butler, Founder: The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company.

Frequently asked questions about the Business EP Update

Answers to common practical questions about signing, authentication, notarization, and correcting submitted updates.

Need help? Contact support

Can the update be signed electronically?
Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure the recipient accepts electronic records and include any consumer disclosures required for consumer-facing transactions.
Is notarization required for every update?
Not always. Some recipients accept a signed update without notarization, while others—especially for title, deed, or trustee changes—require notarized signatures or witness affidavits. Verify recipient requirements before submitting.
How do I correct a submitted update?
Submit a signed corrective update referencing the original submission and attach any revised supporting documents. Note the correction date and retain both versions for audit purposes.
Who can sign the update on behalf of the business?
An authorized officer or an individual with delegated authority may sign. Attach a board resolution, corporate minutes, or power of attorney to demonstrate the signer’s authority when requested.
Can remote online notarization be used?
RON acceptance varies by state. Where permitted, RON may reduce turnaround time; comply with identity-proofing and audio-video recording retention requirements under the state's RON rules.
What happens if a recipient rejects the update?
Recipients typically provide a reason such as missing attachments or mismatched entity names. Correct the issue, attach required proofs, and resubmit with a cover note explaining the remediation steps.

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