Is an e-signature legally binding?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, electronic signatures generally have the same legal effect as handwritten signatures for most commercial transactions; check state-specific exceptions such as wills or court filings before e-signing.

Does the agreement need notarization?

Not usually. Business Location Agreements rarely require notarization unless local law, a deed, or a licensing authority expressly demands it; use a notary or Remote Online Notarization where the jurisdiction permits.

Can I use a P.O. box address?

Often no. Many licensing authorities and banks require a physical street address; using a P.O. box can cause application rejections. Verify the receiving agency's requirements before listing a P.O. box.

Who can sign for a company?

An authorized representative with actual authority should sign—typically an officer or person named in corporate resolutions. If authority is unclear, attach a board resolution or power of attorney to avoid challenges to signature validity.

Are electronic notarizations accepted?

Remote Online Notarization (RON) acceptance varies by state; over 45 states permit permanent RON. Confirm identity-proofing requirements, audio-video recording retention, and notary journal rules with the state notary commission before using RON.

How long must I keep the agreement?

Retain the signed agreement for the active term plus at least three years; follow IRS recordkeeping rules (IRC §6501(a)) and retain healthcare-related documents for six years under HIPAA (45 CFR §164.530(j)).

Electronic Signature
Templates
Miscellaneous
Business Location Agreement

Business Location Agreement

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

BUSINESS LOCATION AGREEMENT

This Business Location Agreement (the Agreement) is entered into as of between:

Owner Name:

Business Operator Name:

RECITALS

WHEREAS, Owner is the lawful owner or authorized manager of the real property and premises located at (the Location); and

WHEREAS, Operator desires to occupy and conduct business at the Location for the purposes described in this Agreement, and Owner is willing to permit such occupancy on the terms set forth below.

SCOPE OF WORK; PERMITTED USE

Permitted Use Scope of Work and Operator Obligations

Operator shall use the Location only for the Permitted Use and shall perform all operations in a commercially reasonable manner, maintain a clean and safe environment, obtain any required permits or licenses at Operator's expense, and comply with all applicable laws, codes and regulations.

PAYMENT TERMS

Base Fee / Rent Payment Schedule Security Deposit (if any)

Late Charge: Any payment not received within days after its due date shall incur a late fee of and interest thereafter at the lesser of 1.5% per month or the maximum rate permitted by law.

TERM AND TERMINATION

Term Commencement Date: Term Expiration Date:

Either party may terminate this Agreement for convenience upon written notice to the other party delivered at least days prior to the intended termination date. Owner may terminate immediately upon Operator's material default if Operator fails to cure such default within 15 days after written notice specifying the default, except where the default is not curable within 15 days and Operator has commenced and diligently pursued cure.

CONFIDENTIALITY

Each party acknowledges that during the Term it may have access to Confidential Information of the other party. Confidential Information means non-public business, financial, technical and operational information disclosed in connection with this Agreement. Each party shall: (a) hold such information in strict confidence; (b) use it only for purposes of performing under this Agreement; and (c) not disclose it to third parties except to employees, agents or professional advisors who have a need to know and are bound to confidentiality obligations. The obligations in this Section shall survive termination for a period of three (3) years.

INSURANCE, INDEMNITY AND MAINTENANCE

Insurance: Operator shall, at its expense, maintain commercial general liability insurance with limits not less than per occurrence, naming Owner as an additional insured where applicable, and provide certificates on request.

Indemnity: Operator shall indemnify, defend and hold harmless Owner from and against all claims, liabilities, damages and expenses arising out of Operator's use or occupancy of the Location, except to the extent caused by Owner's gross negligence or willful misconduct.

Maintenance and Repairs: Unless otherwise agreed in writing, Operator shall be responsible for routine maintenance and minor repairs attributable to Operator's occupancy and use. Owner shall remain responsible for structural repairs and systems servicing unless damage is caused by Operator's negligence.

ASSIGNMENT; SIGNAGE; ACCESS

Assignment: Operator shall not assign or sublet any right or interest in this Agreement without Owner's prior written consent, which shall not be unreasonably withheld for bona fide business transfers.

Signage: Any signage proposed by Operator shall be subject to Owner's prior written approval and comply with all applicable laws and building standards.

Owner shall retain reasonable access to the Location for inspection, maintenance, emergency response and compliance verification upon reasonable prior notice, except in emergencies where immediate access is permitted.

DEFAULT; REMEDIES

Upon Operator's default, Owner may pursue any remedy available at law or equity, including termination, damages and costs of re-entry and reletting. No single remedy shall be exclusive and the election of one remedy shall not preclude the exercise of any other.

GOVERNING LAW; DISPUTE RESOLUTION

This Agreement shall be governed by and construed in accordance with the laws of the state in which the Location is situated, without regard to conflict of laws principles. The parties shall attempt in good faith to resolve disputes by negotiation; if unresolved, disputes shall be resolved by the courts of competent jurisdiction located in the same state.

MISCELLANEOUS

Entire Agreement: This Agreement, including any written attachments or amendments signed by both parties, constitutes the entire agreement between the parties regarding the Location and supersedes all prior negotiations, proposals and agreements. Any amendment must be in writing and signed by both parties.

Notices: All notices required or permitted hereunder shall be in writing and delivered to the addresses below by hand, certified mail, or nationally recognized courier service. Notices are effective upon receipt.

Owner Notice Address Operator Notice Address

Severability: If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect to the maximum extent permitted by law.

Owner / Licensor:

By:

Date:

Operator / Licensee:

By:

Date:

What a Business Location Agreement Is and Why It Matters

A Business Location Agreement is a written contract that identifies and records the physical address and authorized use of a premises for a commercial entity. It clarifies roles, responsibilities, and permitted activities at the location, covering access, utilities, signage, compliance obligations, and any restrictions on use. Typical parties include business tenants, property owners, franchisees, or subsidiaries. The document is used for licensing, tax registration, insurance, and internal recordkeeping. When properly completed and signed, it provides clear evidence of where a business operates and who is responsible for obligations tied to that address.

Why documenting the business location reduces risk

A Business Location Agreement reduces disputes by documenting the authorized use of premises, clarifying payment and maintenance responsibilities, and supporting licensing or tax filings. It helps landlords, regulators, and insurers verify operations and creates a record useful for compliance and risk management.

Common parties who complete a Business Location Agreement

Businesses, property owners, franchisors, and government licensing offices commonly complete a Business Location Agreement to document authorized use and address for official records.

Small business owners listing a primary workplace for licenses, tax registration, and bank accounts.
Landlords and property managers documenting permitted commercial uses and tenant responsibilities.
Franchisees or subsidiaries specifying authorized activities, signage rules, and local compliance duties.

The agreement is useful for both single-site firms and multi-location operators to standardize documentation and speed administrative approvals.

Who signs and why their role matters

Business Owner

A business owner or executive signs to confirm that the listed address is the principal place of business and that the company will comply with local licensing and zoning rules. Their signature binds the organization and designates responsibility for obligations tied to the location.

Property Manager

A property manager or landlord signs to acknowledge permitted uses, maintenance responsibilities, and access arrangements. This party's signature clarifies landlord obligations, rent terms if applicable, and emergency contacts, reducing disputes over permitted activities and facility upkeep.

Essential information to include in the agreement

Business Legal Name: Full registered name as on formation papers

Business Address: Street, city, state, ZIP code

Authorized Signatory: Name, title, and contact details

Scope of Use: Permitted activities and restrictions

Licenses and Permits: List license numbers and issuing states

Effective Date: MM/DD/YYYY format; when obligations start

Step-by-step: completing a Business Location Agreement

Follow these steps to complete and execute a Business Location Agreement accurately, whether using paper or an electronic signing platform.

01

Gather Documents: Collect deed, lease, licenses, and relevant property records.
02

Complete Fields: Enter legal names, address, scope of permitted use, and effective date.
03

Review Terms: Confirm maintenance, access, insurance, and signage obligations match agreements.
04

Sign and Record: All parties sign; retain original and send copies to stakeholders.

Configuring an online workflow for signing and storage

Configure the online workflow to collect signatures, attach supporting documents, and route copies to relevant parties.

Field	Configuration
Signer Order	Sequential signing with defined routing rules
Authentication	Email link or SMS code; KBA optional
Attachments	Permit files, certificates, photos required before signing
Retention	Automatic archive with audit trail and downloadable PDF

How electronic completion and routing typically operate

This section summarizes the routing and completion steps for electronic submission and recordkeeping of the Business Location Agreement.

Upload Document: Sender uploads a signed or draft agreement to the platform.
Place Fields: Drag signature, date, and initial fields into the document.
Invite Signers: Email invites or secure link sent to required signatories.
Finalize: System timestamps, creates audit trail, and issues signed copies.

Core clauses every Business Location Agreement should include

A professional Business Location Agreement includes clauses on permitted use, responsibilities, term, insurance, access, and dispute resolution to ensure clear expectations between parties.

Permitted Use

Specify allowed commercial activities, hours of operation, and any exclusive rights. Avoid vague terms so enforcement and compliance with local zoning and land-use rules remain clear.

Term & Renewal

State the lease or term length, renewal options, notice periods for nonrenewal, and conditions for early termination to prevent ambiguity about how long the location designation remains in effect.

Maintenance & Utilities

Allocate responsibility for building maintenance, cleaning, utilities, and repairs, including who pays for common areas, and set standards for alterations to reduce disputes about upkeep.

Insurance

Require commercial general liability and property insurance with specified minimum limits, name additional insureds where appropriate, and state who carries responsibility for claims arising at the location.

Access & Security

Define access rights for inspections, emergency entry, and third-party service providers, plus security obligations and key control procedures to manage risk and liability.

Compliance & Permits

Obligate parties to obtain and maintain required licenses, permits, and compliance with building codes, health regulations, and signage regulations applicable to the business location.

Practical tips to avoid delays and disputes

Practical tips help reduce errors and speed approval when preparing a Business Location Agreement for filing or e-signature.

Use Verified Legal Names

Enter the legal entity name exactly as it appears in formation records and tax filings. Mismatched names can trigger delays, bank rejections, or improper tax filing and may require an amended agreement or affidavit to resolve.

Confirm Zoning and Permits

Verify local zoning classification and any special permits before finalizing permitted uses. Failure to confirm can lead to enforcement actions, fines, or required modifications that disrupt operations and increase costs.

Keep Supporting Documents Together

Attach leases, deed copies, permits, and current insurance certificates to the signed agreement. Consolidated documentation expedites audits, licensing reviews, lender checks, and insurance claims, reducing administrative friction.

Standardize Across Locations

Use a consistent template for multi-location businesses, specifying state-specific clauses as needed. Standardization reduces legal review time and ensures all locations meet corporate policy and regulatory requirements.

Timelines and processing expectations to plan for

Processing times vary; allow time for notarization, municipal reviews, and third-party approvals before the location becomes fully authorized.

Notarization Lead Time:

Same-day in-person or up to several days for remote notary sessions.

Municipal Permit Review:

Permit reviews commonly take 2–8 weeks depending on jurisdiction.

Insurance Processing:

Issuance of required certificates often takes 1–7 business days.

Internal Approvals:

Allow 2–10 business days for corporate approvals and signatures.

Record Updating:

Notify tax authorities and update business licenses within 30 days of move.

Key risks if the agreement is incorrect or incomplete

License Revocation: Local authority may suspend licenses

Zoning Violations: Fines, stop-work orders, corrective actions

Insurance Denial: Claims denied for noncompliant location

Tax Consequences: Incorrect address may trigger audits

Contractual Liability: Breach claims and damages possible

Notary Rejection: Incomplete notarization can void signatures

Common preparation mistakes to avoid

Using a PO Box as the primary business address when licensing or bank records require a physical street address, causing application rejections.
Failing to verify zoning or lease permissions before declaring permitted uses, which may lead to fines, permit revocation, or required business relocation.
Entering mismatched legal names or signatory details that prevent banks, insurers, or tax authorities from accepting filings and cause administrative delays.
Omitting insurance or maintenance obligations, creating disputes about who is responsible for damages, repairs, or compliance-related costs at the location.

How organizations apply Business Location Agreements in practice

Real-world examples show how organizations use a Business Location Agreement to support licensing, leasing, and compliance.

Martin Properties

Martin Properties digitized location documentation across its portfolio to streamline compliance and mobile workflows.

Signed onsite and remotely via e-signature to capture field approvals quickly.
Tim Martin reports that executing location documents online ensured compliance and accelerated processes; mobile signing helped field staff complete forms without delays.

Fertility Centers of Illinois

A multi-site clinic standardized clinic location agreements to centralize patient-facing locations and maintain HIPAA-aware controls.

Used secure e-sign workflows for clinic location acknowledgements and attachments.
John Butler noted responsive API support and compliance capabilities simplified managing signed location paperwork and integrating records into clinical systems.

Technical considerations when choosing a signing platform

Choose a platform supporting PDF, DOCX, and audit trails; confirm integrations needed for your systems.

Supported Formats: PDF, Word DOCX, HTML, Excel
Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
Security & Compliance: TLS 1.2/1.3 and AES-256 at rest

How the Business Location Agreement differs from related documents

Quick comparison of the Business Location Agreement against related documents to help you choose the correct form for a need.

Document Type	Business Location Agreement	Lease	Certificate of Occupancy
Primary Purpose	record location and permitted use	grant occupancy rights	certify code compliance
Typical Signers	business owner	landlord & tenant	building official
Notarization Typical	optional	often	n/a
Record Filing	internal and licensing records	recorded in some jurisdictions	filed with municipal agency

Pricing and feature comparison for common eSignature vendors

Compare common eSignature vendor features and starting prices relevant when sending Business Location Agreements.

	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	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

Frequently asked questions about Business Location Agreements

Answers to common questions about preparing, signing, and storing a Business Location Agreement, including e-signature and legal validity issues.

Need help? Contact support

Is an e-signature legally binding?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, electronic signatures generally have the same legal effect as handwritten signatures for most commercial transactions; check state-specific exceptions such as wills or court filings before e-signing.
Does the agreement need notarization?
Not usually. Business Location Agreements rarely require notarization unless local law, a deed, or a licensing authority expressly demands it; use a notary or Remote Online Notarization where the jurisdiction permits.
Can I use a P.O. box address?
Often no. Many licensing authorities and banks require a physical street address; using a P.O. box can cause application rejections. Verify the receiving agency's requirements before listing a P.O. box.
Who can sign for a company?
An authorized representative with actual authority should sign—typically an officer or person named in corporate resolutions. If authority is unclear, attach a board resolution or power of attorney to avoid challenges to signature validity.
Are electronic notarizations accepted?
Remote Online Notarization (RON) acceptance varies by state; over 45 states permit permanent RON. Confirm identity-proofing requirements, audio-video recording retention, and notary journal rules with the state notary commission before using RON.
How long must I keep the agreement?
Retain the signed agreement for the active term plus at least three years; follow IRS recordkeeping rules (IRC §6501(a)) and retain healthcare-related documents for six years under HIPAA (45 CFR §164.530(j)).

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