Can this be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, most business records and signatures are legally valid in electronic form when intent and consent are documented.

When is notarization required?

Notarization depends on the document and state law; real-estate transfer documents and some powers of attorney commonly require notarization or witnesses.

What if the EIN is incorrect?

An incorrect EIN can trigger backup withholding (24%) and delay payments; provide corrected documentation promptly to avoid penalties.

Is a W-9 required with this form?

Many payers request a W-9 for tax reporting; include a completed W-9 when the vendor will receive reportable payments.

How should supporting docs be formatted?

Use legible PDF or DOCX files for attachments; scans should show full document edges and be free of image distortion or missing pages.

Who must sign the form?

The authorized signatory named on the document should sign; if the signer is not on file, provide a resolution or power of attorney proving authority.

Electronic Signature
Templates
Miscellaneous
Business Information Document

Business Information Document

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

BUSINESS INFORMATION DOCUMENT

THIS BUSINESS INFORMATION DOCUMENT (the "Document") is made between Business Entity: and Recipient Entity: .

WHEREAS, Business Entity possesses certain operational, organizational and financial information, and provides goods and/or services as set forth herein; and

WHEREAS, Recipient Entity requires specified business information in order to evaluate, procure, document, or otherwise transact for goods or services from Business Entity; and

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows:

1. Business Information

Business Legal Name Entity Type (select applicable)

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

Principal Place of Business Mailing Address (if different) State of Formation Date of Formation Federal Tax Identification Number (EIN) Primary Contact

2. Scope of Work

Business Entity shall provide the following information, deliverables, and services to Recipient Entity. This Scope of Work describes the nature, extent, and intended use of the business information and any ancillary services:

3. Payment Terms

Recipient Entity shall pay Business Entity in accordance with the terms below. All amounts are stated in lawful currency.

Total Fee or Estimated Amount Payment Schedule Invoice Due Terms

Late payments shall incur a late fee equal to % per month and/or a minimum late charge of $ . Invoices not contested in writing within days shall be deemed accepted. Recipient shall pay all reasonable collection costs, including attorneys' fees, for delinquent amounts.

4. Term and Termination

This Document commences on Start Date: and shall continue until End Date: unless earlier terminated in accordance with this section.

Either party may terminate for convenience upon furnishing written notice at least days prior to the effective termination date. Either party may terminate for material breach if the breaching party fails to cure within thirty (30) days after receipt of written notice specifying the breach. Termination shall not relieve Recipient of liability for obligations incurred prior to termination.

5. Confidentiality

Each party acknowledges that, in connection with the performance of this Document, it may receive Confidential Information. "Confidential Information" means non-public business, technical, financial, or proprietary information disclosed in any form. The receiving party shall (i) hold Confidential Information in strict confidence, (ii) not disclose it except to employees, agents or advisors who have a need to know and who are bound by confidentiality obligations at least as protective as those set forth herein, and (iii) use Confidential Information solely to evaluate or perform its obligations under this Document. This obligation shall continue for a period of years from the date of disclosure, except with respect to trade secrets which shall be protected so long as they remain trade secrets under applicable law.

6. Governing Law

This Document shall be governed by and construed in accordance with the laws of the State of without regard to conflicts of law principles. The parties submit to the exclusive jurisdiction of the state and federal courts located in that State for disputes arising out of this Document.

7. Representations, Warranties and Compliance

Each party represents and warrants that it has full power and authority to enter into and perform this Document, that the individuals executing this Document on its behalf are authorized to do so, and that performance will comply with applicable laws and regulations. Business Entity warrants that the information provided is true, accurate, and complete to the best of its knowledge as of the date delivered, and that no material fact has been omitted that would render the disclosed information misleading.

8. Entire Agreement

This Document constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior and contemporaneous agreements, representations, and understandings, whether written or oral. Any modification of this Document must be in writing and signed by authorized representatives of both parties.

9. Notices

All notices required or permitted under this Document shall be in writing and delivered to the addresses set forth below or to such other address as the receiving party designates by written notice. Notices shall be deemed given when personally delivered, sent by nationally recognized overnight courier, or three (3) business days after deposit in the U.S. mail, postage prepaid.

Business Notice Address Recipient Notice Address

10. Certification

The undersigned certifies, under penalty of perjury and to the best of the undersigned's knowledge, that the information provided in this Document is true, accurate and complete. The undersigned further acknowledges that intentional misrepresentation may result in civil or criminal liability under applicable law.

Business Entity — Printed Name:

By (Authorized Signature):

Date:

Recipient Entity — Printed Name:

By (Authorized Signature):

Date:

What the Business Information Document Is and when to use it

A Business Information Document collects the key legal, tax, and contact details an organization needs to set up a vendor, customer, or partner relationship. Typical items include legal entity name, tax identifier (EIN/TIN), business structure, authorized signatory details, and banking or payment routing information. This document standardizes onboarding, supports compliance checks, and reduces follow-up requests by centralizing information that organizations routinely need to verify before contracting, invoicing, or making payments.

Why a clear Business Information Document matters

A complete Business Information Document speeds onboarding, reduces payment delays, and lowers compliance risk by providing a single authoritative record of legal and tax details.

Who typically completes or requests this document

Typical requesters and completers include accounts payable, procurement, vendor management, and new business teams who must verify tax and legal details.

Accounts payable teams verify EINs, remittance addresses, and banking for payments.
Procurement and vendor management use the document to confirm contractual and insurance details.
Contractors and vendors provide certified tax and contact information for onboarding.

The form is also used by external vendors, contractors, independent sales agents, and subsidiary companies when onboarding to a corporate system.

Step-by-step: completing and returning the Business Information Document

Follow these steps to complete the form accurately and ensure timely processing by the requesting organization.

01

Download or open: Open the latest template provided by the requester and review required fields.
02

Fill in details: Enter legal name, EIN, addresses, signatory, and banking fields exactly as legal records show.
03

Attach documents: Upload supporting files such as formation certificate, W-9, voided check, or insurance certificates.
04

Sign and submit: Sign electronically or in ink per instructions and return by the requested channel.

Configuring an online workflow for this form

Set up field validation, signer order, and storage rules to automate onboarding and reduce manual checks.

Field	Configuration
Required fields	Mark EIN, Legal Name, and Authorized Signer as required
Authentication	Use email plus SMS code or KBA for high-risk vendors
Conditional fields	Show banking fields only for payment-enabled vendors
Storage	Route completed forms to secure document repository

Delivery formats and platform integrations to support e-submission

Choose platforms and file formats that preserve data accuracy and auditability when collecting information electronically.

File formats: PDF, DOCX, and structured PDF recommended
Common integrations: Salesforce, NetSuite, Google Workspace supported
Authentication needs: SMS code, SSO, or KBA as required

Typical submission and approval flow

A predictable flow reduces reviewer questions and shortens vendor setup time.

Sender prepares: Requester uploads the document and sets required fields.
Signer completes: Vendor fills fields and attaches supporting documents.
Verifier reviews: Procurement or AP reviews and requests clarifications.
Finalize and store: Approved records are signed and saved in the repository.

Essential components to include in a professional Business Information Document

A complete document collects legal, tax, contact, and financial data plus evidence attachments and signature authority to support onboarding and payments.

Legal Name

Full registered entity name exactly as shown on formation and tax records to match vendor databases and IRS records.

Tax Identifier

Employer Identification Number (EIN) or TIN in correct numeric format for tax reporting and backup withholding checks.

Entity Type

Business structure (corporation, LLC, partnership, sole proprietor) to determine applicable contract clauses and tax forms.

Authorized Signatory

Name and title of person authorized to bind the company; provide resolution or proof if required by the requester.

Payment Details

Bank routing and account (or alternate payment instructions) with a voided check or bank letter when direct deposit is required.

Attachments

Supporting files such as W-9, formation documents, insurance certificates, or voided checks to substantiate the entries.

Security and compliance items to document

Encryption: TLS 1.2/1.3 in transit

Data at rest: AES-256 encryption

Audit trail: Timestamped action log

Access control: Role-based permissions

HIPAA BAA: BAA required for PHI

Retention policy: Documented retention schedule

Common mistakes to avoid when preparing the document

Submitting nicknames or trade names instead of the registered legal entity name causes mismatches with tax records and bank accounts.
Providing an incorrect or missing EIN/TIN can trigger backup withholding or delay payments while the payer requests corrected information.
Omitting proof of signing authority (corporate resolution, letter of authorization) leads to rejected contracts or delayed onboarding.
Uploading low-quality scans or mismatched supporting documents increases verification time and may require resubmission.

Potential penalties and operational risks from incorrect information

Backup withholding: 24% withholding rate

1099 penalties: $60–$330 per incorrect/late form

Payment delays: Invoices held pending verification

Contract invalidation: Unauthorized signer risks enforceability

Regulatory exposure: Failure to retain records

Reputational harm: Customer or supplier trust loss

Timelines and processing expectations for common deliverables

Know the external filing dates and set internal SLAs so the Business Information Document supports timely tax reporting and vendor payments.

W-9 timing:

Provide upon payer request; no fixed IRS submission deadline

1099-NEC deadlines:

Recipient and IRS deadline is Jan 31 for NEC reporting

Internal SLA:

Request processed within 3–5 business days if documentation is complete

Bank verification:

May take 3–7 business days for micro-deposit validation

Notary/RON sessions:

Schedule within requester timeframe; session fees may apply

Key milestones from request to active vendor status

Track these sequential stages to show where delays occur and to measure time-to-pay after onboarding.

01

Request Issued

Organization sends the completed template and instructions to the vendor.

02

Documentation Returned

Vendor submits form, attachments, and signature for review.

03

Verification

AP or vendor management verifies EIN, signatory, and banking details.

04

Activation

Vendor is approved, added to ERP, and payments enabled.

eSignature pricing and capability comparison relevant to this document

Cost and feature differences matter for high-volume onboarding and sensitive data handling; signNow is listed first for comparison across common vendor plans.

	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 plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes — available on Business Premium	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-world examples of how organizations use the form

Two brief examples illustrate common uses for the Business Information Document across different company sizes and sectors.

Optica Ventures LLC

Optica used the form to centralize vendor onboarding and reduce follow-up questions.

Resulted in faster acceptance and fewer data errors.
Brian Fitzgibbons, COO, said: "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 document with added privacy controls for PHI.

Helped ensure BAA and HIPAA controls were recorded.
John Butler, Founder, said: "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 and quick troubleshooting

Answers to common questions about validity, signatures, attachments, and processing to resolve typical issues quickly.

Need help? Contact support

Can this be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, most business records and signatures are legally valid in electronic form when intent and consent are documented.
When is notarization required?
Notarization depends on the document and state law; real-estate transfer documents and some powers of attorney commonly require notarization or witnesses.
What if the EIN is incorrect?
An incorrect EIN can trigger backup withholding (24%) and delay payments; provide corrected documentation promptly to avoid penalties.
Is a W-9 required with this form?
Many payers request a W-9 for tax reporting; include a completed W-9 when the vendor will receive reportable payments.
How should supporting docs be formatted?
Use legible PDF or DOCX files for attachments; scans should show full document edges and be free of image distortion or missing pages.
Who must sign the form?
The authorized signatory named on the document should sign; if the signer is not on file, provide a resolution or power of attorney proving authority.

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