Is an electronic statement legally binding?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and reliable retention are documented.

When is notarization required?

Notarization is rarely mandatory for ordinary attestations but may be required by a contracting authority or specific state law. Check the solicitation or local rules before assuming notarization is optional.

Do I need witnesses for this statement?

Witnesses are uncommon for Business Integrity Statements. If a jurisdiction or contract requires witness testimony, follow the stated witness count and notarization rules in the solicitation.

How long must I keep the signed statement?

Retain the statement for the contract term plus minimum federal or industry retention periods; consult IRS (IRC §6501(a)) and HIPAA (45 CFR §164.530(j)) rules where applicable.

What if information changes after signing?

Submit an updated statement or amendment promptly. Many contracts require disclosure of material changes; failing to update can lead to contract remedies or administrative sanctions.

How do electronic and digital signatures differ?

Electronic signatures are a broad legal category. Digital signatures use cryptographic PKI certificates for stronger non-repudiation; choose the level of authentication appropriate to risk and regulatory requirements.

Electronic Signature
Templates
Miscellaneous
Business Integrity Statement

Business Integrity Statement

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

BUSINESS INTEGRITY STATEMENT

RECITALS

This Business Integrity Statement (the "Statement") is entered into by and between Client Name: and Vendor Name: .

WHEREAS, Client and Vendor contemplate a business relationship under which Vendor will perform goods and/or services described below; and

WHEREAS, Client requires a written statement from Vendor confirming Vendor's adherence to applicable laws, anti-corruption controls, and ethical business practices as a condition to entering or continuing the business relationship.

SCOPE OF WORK

Describe the goods and/or services to be provided

BUSINESS INTEGRITY CERTIFICATIONS

Vendor certifies, represents and warrants that, as of the date of this Statement and throughout the Term of any resulting agreement:

1. Compliance with Law: Vendor and its officers, employees and agents will comply with all applicable anti-corruption, anti-bribery, trade sanctions, export control, employment and tax laws and regulations.

2. No Improper Payments: Vendor has not and will not, directly or indirectly, offer, promise, give, authorize or make any payment or transfer of anything of value to any public official, political party, candidate, intermediary or any third party to influence any act or decision for the purpose of obtaining or retaining business or securing any improper advantage.

3. Conflicts and Debarment: Vendor is not debarred, suspended or otherwise excluded from participating in public contracts, and to Vendor's knowledge there are no facts or circumstances that would reasonably be expected to result in such debarment or suspension.

INTEGRITY REPRESENTATIONS (CHECK ALL THAT APPLY)

Vendor has no actual or potential conflict of interest in performing the Scope of Work.

Vendor has not engaged in any bribery, kickbacks, or other corrupt practices in connection with the award or performance of any contract with Client.

Vendor is not debarred, suspended, listed or otherwise ineligible from participation in contracts by any governmental or quasi-governmental authority.

NOTIFICATION AND COOPERATION

If, at any time during the Term, Vendor becomes aware of any breach of the foregoing certifications or any conduct that might reasonably be expected to be a violation of applicable law or Client policy, Vendor shall promptly notify Client in writing and cooperate fully with any investigation.

PAYMENT TERMS

Total Contract Amount Payment Schedule / Milestones Late Payment Fee

TERM AND TERMINATION

This Statement and any associated Statement of Work shall commence on Start Date: and shall continue until End Date: unless terminated earlier in accordance with this Section.

Either party may terminate for convenience upon giving written notice No. of Days Notice: days to the other party. Termination for material breach by Vendor may be immediate if the breach involves a violation of law, anti-corruption obligations, or material misrepresentation in this Statement.

CONFIDENTIALITY

Each party shall keep confidential and shall not disclose to any third party any proprietary or confidential information of the other party received in connection with the Scope of Work, except as required by law. Confidential information shall not include information that is or becomes publicly available through no fault of the receiving party or is independently developed by the receiving party without use of the disclosing party's confidential information.

AUDIT AND RECORDS

Vendor shall maintain complete and accurate records relating to performance of the Scope of Work and compliance with this Statement for a period of at least five (5) years following final payment or such longer period as required by applicable law. Client reserves the right to inspect and audit such records upon reasonable notice and during normal business hours.

GOVERNING LAW

Governing Jurisdiction

ENTIRE AGREEMENT

This Statement, together with any attachments or referenced statements of work, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written. No amendment shall be effective unless in writing and signed by authorized representatives of both parties.

ADDITIONAL INFORMATION

Vendor Primary Address Contact Person Contact Email

Client Printed Name:

By:

Date:

Vendor Printed Name:

By:

Date:

What a Business Integrity Statement Is and When it Applies

A Business Integrity Statement is a formal declaration by a company or its authorized representative describing ethical practices, conflicts of interest, compliance with applicable laws, and certifications of accuracy for submitted information. Organizations use it to confirm policies on bribery, political contributions, compliance programs, and truthfulness of documents submitted for procurement, contracting, licensing, or grant applications. The statement can be standalone or appended to proposals, vendor registrations, bids, and internal compliance records. It documents intent and attribution, and creates an auditable record for regulatory or contractual review.

Why the Business Integrity Statement Matters

A clear statement reduces legal and reputational risk, evidences due diligence, and clarifies obligations for procurement and contracting. It helps reviewers assess vendor suitability and supports internal compliance controls without replacing underlying legal documents.

Who typically completes a Business Integrity Statement

Organizations and individuals submit these statements when responding to requests for proposals, registering as vendors, or certifying compliance for regulatory or contractual purposes.

Compliance officers and legal teams who prepare or review certifications for bids and vendor onboarding.
C-suite and authorized signatories who certify company-level policies and attestations on behalf of the business.
Procurement teams and project managers who include the statement with contract documents and vendor evaluations.

Identify an authorized signer before completing the form and attach supporting evidence for any affirmative answers to reduce follow-up requests.

Core elements to include in a professional Business Integrity Statement

A complete statement follows a consistent structure and contains clauses that are verifiable and tailored to the transaction type.

Declarant identity

Full legal name of the entity and the authorized representative, including business type and taxpayer identification where required for verification and recordkeeping.

Scope of statement

Clear description of the transaction, solicitation, or contract to which the attestation applies, with reference numbers or project identifiers when available.

Conflicts of interest

A concise disclosure section listing material relationships, financial interests, or family ties that could reasonably be seen as conflicts in the transaction context.

Compliance attestations

Affirmations that the declarant complies with applicable laws and policies (anti-bribery, sanctions, export controls) and will notify the recipient of material changes.

Supporting evidence

A place to list or attach documents such as policies, training records, sanctions checks, or certifications that substantiate the attestations.

Signature block

Authorized signer name, title, date, and witness or notarization fields when required to validate authority and attribution of the declaration.

Step-by-step: completing and submitting the statement

Follow these ordered steps to ensure a valid, auditable Business Integrity Statement for procurement or internal records.

01

Prepare supporting documents: Gather policies, sanctions checks, and certifications.
02

Complete core fields: Enter entity details, scope, and disclosures accurately.
03

Authorize signature: Have an authorized representative sign and date.
04

Route and archive: Send to recipient and retain a secure copy with audit trail.

How to configure an online workflow for this statement

Set up a standard electronic workflow to collect, verify, and archive signed statements consistently across projects.

Field	Configuration
Effective Date	Require MM/DD/YYYY format and validation
Authorized Signer	Require name, title, and email for attribution
Attachments	Allow PDF uploads; enforce required supporting docs
Audit Trail	Enable timestamps, IP logging, and completion certificate

Where to send or file the completed statement

Decide routing based on the statement purpose: procurement, compliance review, or contract file retention.

Procurement Office: Attach to bid or proposal submission package.
Contract File: Store alongside executed contract and amendments.
Compliance Team: Forward for policy review and risk scoring.
Vendor Profile: Add to vendor master record for future reference.

Preparing the document for secure digital signing

Use a platform that supports legal e-signature standards, audit trails, and secure storage to preserve attribution and retention capabilities.

Authentication: Email, SMS, or stronger methods for signer identity
Audit Trail: Timestamps, IP, and action log required
Export Formats: PDF/A with certificate support

Common timing and processing expectations

Timelines vary by process; set internal SLAs and monitor recipient review periods to avoid late submissions or compliance gaps.

Submission with bid:

Typically required at time of proposal submission

Contract award follow-up:

May require updated statement prior to award execution

Annual renewal:

Many organizations request yearly re-attestation

Post-award changes:

Material changes must be reported promptly

Internal review SLA:

Allow 5–10 business days for compliance review

Key milestones in the statement lifecycle

Track these sequential milestones from preparation through retention to ensure completeness and auditability.

01

Draft Preparation

Populate fields and attach supporting materials before review.

02

Internal Approval

Legal or compliance signs off on disclosures and wording.

03

Execution

Authorized signer executes and dates the statement.

04

Archival

Store signed document with audit trail for retention period.

Common mistakes to avoid when preparing the statement

Using informal or ambiguous language that leaves room for differing interpretations and increases dispute risk.
Failing to attach required supporting documents, which triggers vendor follow-up and can delay procurement or contract execution.
Having an unauthorized person sign without documented delegation, which may render the statement invalid for contractual reliance.
Neglecting to update the statement after material changes in ownership, control, or sanction lists, exposing the organization to compliance gaps.

Potential consequences of an incorrect or incomplete statement

Contract risk: Contract award may be rescinded

Regulatory fines: Civil penalties or administrative sanctions

Tax implications: Withholding or reporting errors

HIPAA exposure: Privacy violations if healthcare data misrepresented

Civil litigation: Breach claims and damages

Reputational harm: Loss of trust with partners and customers

Data and security considerations for electronically stored statements

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

Access controls: Role-based access and SSO/SAML options

Audit logging: Persistent timestamps, IPs, and action records

Compliance: ESIGN, UETA, SOC 2 Type II, ISO 27001

HIPAA support: BAA available where required

Long-term integrity: Tamper-evident PDFs and certificates

Example scenarios showing how organizations use the statement

Two anonymized examples illustrate practical uses and outcomes when the statement is completed correctly.

Property Management Example

A mid‑sized property manager completed the statement during vendor onboarding to disclose related-party ownership

The procurement team recorded the disclosure and required additional insurance evidence
This reduced contract delays and ensured transparent evaluation for all bidders, improving audit readiness for the next compliance review.

Technology Vendor Example

A software vendor submitted the statement with an RFP response to disclose export-control processes

The contracting officer reviewed attached compliance policies
Having verifiable evidence on file prevented repeated requests and accelerated contract award and system onboarding.

Vendor pricing and feature comparison for eSignature use with this statement

Compare baseline pricing and common capabilities for platforms used to collect and retain Business Integrity Statements; signNow appears first for reference.

	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	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about validity, signatures, and storage

Answers to common questions about whether an electronic Business Integrity Statement is enforceable, when notarization is needed, and how to manage records securely.

Need help? Contact support

Is an electronic statement legally binding?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and reliable retention are documented.
When is notarization required?
Notarization is rarely mandatory for ordinary attestations but may be required by a contracting authority or specific state law. Check the solicitation or local rules before assuming notarization is optional.
Do I need witnesses for this statement?
Witnesses are uncommon for Business Integrity Statements. If a jurisdiction or contract requires witness testimony, follow the stated witness count and notarization rules in the solicitation.
How long must I keep the signed statement?
Retain the statement for the contract term plus minimum federal or industry retention periods; consult IRS (IRC §6501(a)) and HIPAA (45 CFR §164.530(j)) rules where applicable.
What if information changes after signing?
Submit an updated statement or amendment promptly. Many contracts require disclosure of material changes; failing to update can lead to contract remedies or administrative sanctions.
How do electronic and digital signatures differ?
Electronic signatures are a broad legal category. Digital signatures use cryptographic PKI certificates for stronger non-repudiation; choose the level of authentication appropriate to risk and regulatory requirements.

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