Cover Letter
One‑page letter summarizing contents, scope, responsible contacts, signature requirements, and the packet's effective date to orient reviewers.
A clear Business Glass Box reduces repetitive requests, standardizes evidence during diligence, and documents controls for regulators and partners while preserving a single source of truth for audit and governance.
The Business Glass Box is used by internal teams and external reviewers to streamline information exchange during audits and transactions.
Use the checklist below to identify the primary audience and tailor the level of technical detail accordingly.
The CFO typically signs financial attestations and representations regarding accuracy of financial summaries and material liabilities, with authority documented in corporate resolution or bylaws; external reviewers often accept signatures from this role for fiscal attestations.
An authorized officer (CEO, COO, General Counsel) may sign operational or legal attestations; signatory authority should be evidenced by board minutes or a corporate signature policy to avoid disputes about the signer's authority.
Optica provided a single packet with controls and audit evidence
Xerox attached system‑level screenshots and integration maps
Concise overview of business purpose, scope, and key contacts with plain‑language context for reviewers unfamiliar with technical details.
Summary of governance, security controls, incident response, and retention policies paired with referenced evidentiary documents or log extracts.
Clear listing of data categories, storage locations, cross‑border transfers, and responsible processors or subprocessors, including contractual status.
Signed attestations with timestamps, signer identity, and tamper‑evident audit records for future verification.
Complete document gathering and log exports before drafting.
Legal and compliance sign‑off on draft attestations.
Send packet to reviewers with clear response deadline.
Capture signatures and archive the executed packet.
Provide packet at least 10 business days before expected review completion.
Allow 5 business days for clarifying questions and document requests.
Request returned signed attestations within 10 business days of delivery.
Provide additional materials within 7 business days of request.
Confirm executed packet archived within 3 business days after signatures.
One‑page letter summarizing contents, scope, responsible contacts, signature requirements, and the packet's effective date to orient reviewers.
Verified copies of formation documents, current officers, certificates of good standing, and any delegated authority or signature resolutions.
High‑level financial figures, recent audited or reviewed statements, and description of contingent liabilities relevant to diligence.
Network, access, encryption, backup, and incident response summaries with links to supporting logs or attestations.
Data inventories, legal bases for processing, retention periods, and cross‑border transfer mechanisms and safeguards.
Key customer, vendor, or subprocessors agreements demonstrating allocation of responsibilities and data protections.
Ensure the chosen platform supports required formats, authentication, and integration points for downstream processing.
| 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 | Yes, 7-day trial | No | No | Yes, limited | Yes, limited |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |