Is an electronic signature valid?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in adopting states, provided intent, consent, attribution, and record retention requirements are satisfied.

How should I verify an authorized signer?

Confirm the signer against corporate records, formation documents, or a corporate resolution. For higher assurance, use identity proofing such as government ID checks or multi-factor authentication.

Can the form be notarized online?

Remote Online Notarization (RON) is allowed in most states with specific identity-proofing and recording rules. Verify the state's notary rules and the notary’s retention requirements before relying on RON.

What happens if the EIN is wrong?

An incorrect EIN can trigger backup withholding at 24% and IRS mismatch notices; timely correction and resubmission are required to avoid penalties under IRC §6721.

How long must I keep signed forms?

Retain records per applicable federal rules — e.g., IRS generally requires 3 years from filing (IRC §6501(a)) — and longer where industry rules apply, such as HIPAA's six-year rule (45 CFR §164.530(j)).

How do I update or revoke a submitted form?

Submit a revised form to the requestor identifying the effective date. To revoke authority, provide written notice to affected parties and retain the revocation for the record; check contract terms for any additional steps.

Electronic Signature
Templates
Miscellaneous
Business Identification Form

Business Identification Form

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

BUSINESS IDENTIFICATION FORM AND SERVICES AGREEMENT

This Business Identification Form and Services Agreement (the Agreement) is entered into between the following parties on the date of signature below:

Business Name:

Requesting Party Name:

RECITALS

WHEREAS, Business Name represents that it is duly organized and in good standing under the laws of its jurisdiction of formation and has provided the identification, ownership and contact information required by the Requesting Party; and

WHEREAS, the parties desire to record and verify the Business identification details and to set forth terms under which certain services may be provided by the Requesting Party to the Business or vice versa as further defined in this Agreement; and

WHEREAS, the parties intend that the identification information supplied in this form be relied upon for contractual, compliance and administrative purposes.

BUSINESS IDENTIFICATION

Doing Business As (DBA) Entity Type (select applicable)

Sole Proprietorship Partnership Limited Liability Company (LLC) Corporation Nonprofit Other:

Tax Identification Number / Employer Identification Number (EIN) State or Jurisdiction of Formation

Date of Formation: Month Day Year

Principal Business Address Mailing Address (if different)

Primary Contact Name:

Title:

Phone:

Contact Email

BENEFICIAL OWNERS (UP TO THREE)

Owner 1

Title:

Ownership %:

Owner 2

Title:

Ownership %:

Owner 3

Title:

Ownership %:

BUSINESS PURPOSE

Primary Business Activity / Purpose

SCOPE OF WORK

The Requesting Party may provide or coordinate the following services to the Business as requested and agreed in writing: description of deliverables, timelines, and responsibilities. The scope below summarizes initial expectations and will be binding only to the extent expressly incorporated into a written work order or statement of work.

Scope of Work (describe services, deliverables, milestones)

PAYMENT TERMS

The parties agree that compensation for services (if any) will be as set forth below. All fees are exclusive of applicable taxes unless otherwise stated. Payment is due in accordance with the schedule below and late payments shall accrue fees as specified.

Total Agreed Amount Payment Schedule Late Fee

TERM AND TERMINATION

This Agreement commences on the Effective Date and shall continue until the Completion Date or until terminated in accordance with this section.

Effective Date: Month Day Year

Completion/End Date: Month Day Year

Termination Notice Period

CONFIDENTIALITY

Each party agrees that all non-public business information, trade secrets, financial data, customer lists and other information disclosed in connection with this Agreement that is designated confidential or that reasonably should be understood to be confidential (Confidential Information) will be held in strict confidence and used solely for performance of this Agreement. Confidential Information shall not include information that is or becomes publicly available through no fault of the receiving party, is rightfully received from a third party without restriction, or is independently developed by the receiving party.

The receiving party will take reasonable measures to protect confidentiality, at least as protective as those it uses to protect its own similar information, and will limit disclosure to employees and contractors with a need to know who are bound to confidentiality obligations no less restrictive than set forth herein.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction specified by the Requesting Party below, without regard to conflict of law principles.

Governing Law Jurisdiction

ENTIRE AGREEMENT

This Agreement, together with any executed statements of work, exhibits or schedules expressly incorporated herein, constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior and contemporaneous agreements, proposals or representations, whether written or oral. Any amendment or modification must be made in writing and signed by authorized representatives of both parties.

CERTIFICATION

The undersigned certifies that the information provided in this Business Identification Form is complete and accurate to the best of their knowledge, that the undersigned is authorized to provide the information on behalf of the Business, and that the Business will promptly notify the Requesting Party in writing of any material change to the information provided.

I certify under penalty of perjury that the information provided herein is true, correct and complete.

ADDITIONAL INFORMATION

Additional Notes or Special Instructions

Business (Printed Name):

By:

Date:

Requesting Party (Printed Name):

By:

Date:

What the Business Identification Form Is and when it's used

The Business Identification Form collects core corporate identity and authority information — legal business name, taxpayer identification (EIN), entity type, principal officer, business address, and authorized signer details. Organizations use it to verify payee identity, meet vendor onboarding requirements, complete tax reporting, and satisfy know-your-customer (KYC) checks. The form is typically requested by payers, financial institutions, or contracting parties and may be combined with a W-9, vendor setup, or compliance packet when onboarding a new business.

Why maintaining an accurate Business Identification Form matters

A complete, consistent Business Identification Form reduces tax withholding risk, supports correct 1099 reporting under IRC §6721, and documents authorized signers for contracts. It also creates an auditable record for internal controls and external audits, and it supports electronic execution when ESIGN (15 U.S.C. §7001) or an adopting state’s UETA applies.

Who typically completes and relies on the Business Identification Form

Maintain a current copy for audit readiness, vendor management, and timely tax reporting; update whenever ownership, EIN, or authorized signers change.

Accounts payable teams setting up vendors for payment and tax reporting
Financial institutions and lenders verifying corporate identity during onboarding
Contract managers and procurement teams validating signatory authority and business details

Step-by-step: completing the Business Identification Form

Use this sequential checklist to prepare, verify, and submit an accurate Business Identification Form.

01

Collect documents: Gather formation docs, EIN letter, and officer ID.
02

Fill core fields: Enter legal name, EIN, entity type, and address.
03

Verify signer: Confirm authorized signer matches corporate records.
04

Submit and store: Send to requester and retain a signed copy securely.

How electronic completion and routing typically work

Digital workflows streamline completion, verification, and archiving while capturing an audit trail for compliance and future review.

Upload: Originator uploads PDF or DOCX to the signing platform.
Place fields: Add signature, date, and conditional fields where required.
Authenticate signer: Choose email link, SMS code, or stronger KBA authentication.
Complete and archive: Signed file and audit trail are stored securely.

Common configuration settings for digital completion

Typical workflow settings used when sending a Business Identification Form electronically.

Field	Configuration
Signature Type	Electronic signature with audit trail
Authentication	Email link or SMS two-factor
Retention	Encrypted storage, retention policy applied
Notifications	Automatic reminders and completion alerts

Technical considerations for eSubmission and compatibility

When choosing an electronic method, verify HIPAA, FERPA, or industry-specific requirements, and confirm the platform produces a tamper-evident audit trail.

File formats: PDF, DOCX, and fillable forms supported
Integrations: Works with Salesforce, NetSuite, Microsoft 365, Google Workspace
Security: TLS in transit; AES-256 at rest

Essential components to include on a professional Business Identification Form

A complete form should collect identity, authority, and contact details, and include fields that support legal and tax compliance.

Entity Identifiers

Legal business name, DBA, and EIN recorded exactly as on official documents to prevent tax or payout errors and to match payer records.

Entity Type

Clear selection of corporate form (LLC, S corp, C corp, partnership) so payers apply correct reporting and withholding rules.

Authorized Signer

Name, title, and a signature block that links authority to corporate minutes or resolution confirming signing rights.

Contact Information

Primary business address, phone, and email for notices and remittance; avoid P.O. boxes when legal service or identity proofing is required.

Supporting Attachments

Space to attach EIN letter (CP 575), articles of organization, or corporate resolution to evidence authority and identity.

Retention & Audit

Date-stamped signature blocks and space for recorder/notary details to support an auditable lifecycle and possible notarization.

Security and compliance controls to meet when storing signed forms

Encryption: AES-256 at rest

In-transit: TLS 1.2/1.3

Audit Trail: Detailed signer activity logs

Certifications: SOC 2 Type II

Healthcare: HIPAA (BAA required)

Regulated Records: 21 CFR Part 11 support

Key penalties and legal risks from errors or omissions

Incorrect EIN: Backup withholding triggers

Bad 1099: IRC §6721 penalties apply

Unauthorized signer: Contract unenforceability risk

Missing notarization: Rejection for recorded documents

Data breach: HIPAA/CCPA fines possible

Intentional falsification: Criminal or civil exposure

Common mistakes to avoid when preparing the form

Using trade names instead of the legal entity name, which misaligns records and can block ACH or tax processing.
Entering an incorrect or transposed EIN, which can lead to backup withholding and IRS mismatch notices.
Failing to confirm the authorized signer's authority or using a signature without corporate resolution, risking enforceability.
Not retaining a signed copy or audit trail; lack of retention complicates audits, disputes, and regulatory compliance.

Timing: when to provide, update, and retain the form

Understand when the form must be provided to payers and how long records should be retained to satisfy tax and audit obligations.

Provide on request:

W-9 or equivalent form is provided when requested by a payer for tax reporting.

Update on change:

Submit a revised form when EIN, legal name, or authorized signer changes.

I-9 related:

Retain I-9 per 8 CFR §274a.2 — separate retention rules apply for employment records.

Tax reporting:

Retain records to support 1099 filings and IRS inquiries.

Audit readiness:

Keep signed copies accessible for at least the federal minimum retention period.

Representative eSignature vendor comparison relevant to the Business Identification Form

Comparing vendor pricing and capability basics can inform selection for high-volume or compliance-sensitive processing; signNow is listed first per vendor comparison convention.

	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 card	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-world examples of the form in use

Short examples show how organizations use the Business Identification Form to streamline onboarding and maintain compliance.

Optica Ventures — Vendor setup

Optica used a standardized Business Identification Form to collect EINs and signer authority quickly

Form fed directly into accounts-payable templates to automate vendor creation
The result reduced manual intake errors and sped vendor activation while preserving an auditable record for future tax reporting.

Martin Properties — Remote closings

Martin Properties combined the form with electronic notarization during remote lease signings

Identity proofing and a notarized signature were captured online
This allowed the firm to close agreements without in-person meetings while keeping notarization and audit records for compliance.

Frequently asked questions about completing and submitting the Business Identification Form

Answers to common questions about validity, identity verification, notarization, retention, and updating the Business Identification Form.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in adopting states, provided intent, consent, attribution, and record retention requirements are satisfied.
How should I verify an authorized signer?
Confirm the signer against corporate records, formation documents, or a corporate resolution. For higher assurance, use identity proofing such as government ID checks or multi-factor authentication.
Can the form be notarized online?
Remote Online Notarization (RON) is allowed in most states with specific identity-proofing and recording rules. Verify the state's notary rules and the notary’s retention requirements before relying on RON.
What happens if the EIN is wrong?
An incorrect EIN can trigger backup withholding at 24% and IRS mismatch notices; timely correction and resubmission are required to avoid penalties under IRC §6721.
How long must I keep signed forms?
Retain records per applicable federal rules — e.g., IRS generally requires 3 years from filing (IRC §6501(a)) — and longer where industry rules apply, such as HIPAA's six-year rule (45 CFR §164.530(j)).
How do I update or revoke a submitted form?
Submit a revised form to the requestor identifying the effective date. To revoke authority, provide written notice to affected parties and retain the revocation for the record; check contract terms for any additional steps.

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