What file format should I submit?

PDF is the preferred submission format for municipal and insurance reviewers because it preserves scale and annotations and is widely accepted for electronic archiving.

Can a diagram be e-signed?

Yes where permitted by the recipient. Electronic signatures meet ESIGN and UETA requirements when intent, consent, attribution, and retention are demonstrable.

Is notarization required?

Not always. Some jurisdictions or filings require notary acknowledgement or RON; check the local authority’s submission rules before signing.

How should I handle confidential site details?

Limit distribution, redact sensitive elements where permissible, and apply access controls. If diagrams contain PHI, follow HIPAA-required safeguards and retention rules.

What if a reviewer asks for changes?

Provide a revised dated diagram and an explanation of changes. Track versions and keep prior approvals alongside the revised file for audit trails.

How long should I keep diagrams?

Retain originals for the project term plus seven years as a common practice; follow IRS, HIPAA, and state-specific retention rules when applicable.

Electronic Signature
Templates
Miscellaneous
Business Location Diagram

Business Location Diagram

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

Business Location Diagram and Site Services Agreement

This Agreement is made effective as of by and between Client Name: and Contractor Name: .

Recitals

WHEREAS, Client owns or controls the real property identified in the diagram and requires a professionally prepared business location diagram and related site services to document entry/egress points, utilities, building footprints, and other site features; and

WHEREAS, Contractor is duly qualified and agrees to prepare and deliver the Business Location Diagram and to perform the Scope of Work described below in accordance with the terms and conditions of this Agreement; and

WHEREAS, the parties wish to set forth their respective obligations, payment terms, confidentiality protections and dispute resolution provisions in a single integrated agreement.

Business Location Details

Site Address Site Identifier / Unit Parcel / Tax ID Building / Unit Approximate Gross Area (sq ft) Diagram Scale and Orientation North Arrow Reference Diagram Description / Notes

Legend & Site Features (select all that apply)

Entrances / Exits Loading dock Fire exits Utility meters

Parking areas Signage locations Property boundaries Easements

Survey markers

Coordinate Markers (optional)

Marker 1 Label: X: Y:

Marker 2 Label: X: Y:

Scope of Work

Contractor shall prepare a Business Location Diagram consistent with the diagram description and legend above, including on-site verification of visible site features, placement of legend items on the diagram, provision of digital and printable deliverables, and one round of revisions as set forth below. Specific tasks include measurement verification, placement of required safety elements, and notation of any discrepancies between existing site conditions and client representations.

Detailed Scope

Payment Terms

Client agrees to pay Contractor the fees described below in consideration for services rendered and deliverables delivered in accordance with this Agreement.

Total Fee Payment Schedule Late Fee

Term and Termination

This Agreement commences on the Term Start Date below and continues until the Term End Date or until earlier terminated in accordance with this section.

Term Start:

Term End:

Notice Period for Termination

Either party may terminate this Agreement for material breach by the other party if the breaching party fails to cure such breach within the notice period specified above. Termination shall not relieve either party of obligations accrued prior to the effective date of termination, including payment for services performed through the termination date.

Confidentiality

Each party agrees that Confidential Information of the other party shall not be disclosed to third parties and shall be used solely for the purposes of performing under this Agreement. "Confidential Information" includes non-public site plans, security measures, pricing, and other proprietary data marked or reasonably understood to be confidential. Confidential obligations do not apply to information that (a) is or becomes public other than by breach of this Agreement; (b) is rightfully received from a third party without restriction; (c) is independently developed without use of Confidential Information; or (d) is required to be disclosed by law, provided notice is given when permitted and disclosure is limited to the extent required.

Duration of Confidentiality

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State selected below, without regard to principles of conflicts of law.

Governing State

Entire Agreement

This Agreement, including all exhibits and attachments incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, negotiations and communications, whether oral or written. Any amendment or modification must be in writing and executed by authorized representatives of both parties.

Certifications and Deliverables

Contractor certifies that the Business Location Diagram and related deliverables will be prepared by personnel with appropriate expertise and that the deliverables will be reasonably consistent with industry practices for site diagramming. Unless expressly stated otherwise, Contractor does not certify legal title, boundary accuracy beyond visible evidence, or compliance with local code requirements; such matters shall be verified by Client through independent surveys or legal instruments when required.

Additional Terms or Notes

Client Name:

By:

Date:

Contractor Name:

By:

Date:

What a Business Location Diagram Is and When It’s Used

A Business Location Diagram is a scaled visual plan that shows the physical layout and legal boundaries of a commercial site, including building footprints, entrances, parking, utilities, adjacent property lines, and relevant easements. Municipalities, landlords, insurers, lenders, and permitting authorities commonly request these diagrams to assess occupancy, fire and life-safety access, zoning compliance, and site-specific conditions. A clear diagram supports permit approvals, lease exhibits, insurance underwriting, and construction planning by translating legal descriptions and site surveys into a standardized graphic format suitable for official records and review.

Why a Clear Diagram Matters for Approvals and Risk Management

A precise Business Location Diagram reduces review cycles, helps demonstrate compliance with zoning and fire codes, and clarifies responsibilities between landlords, tenants, and contractors. Well-documented diagrams reduce ambiguity in permits, insurance applications, and lease exhibits.

Common Users and Roles That Rely on Business Location Diagrams

Identify the primary audience before drafting the diagram to include the level of detail each reviewer requires.

Municipal Permitting Offices — Review diagrams for occupancy permits, site plan approvals, and code compliance during permitting.
Landlords and Property Managers — Use diagrams as lease exhibits to define tenant demised premises and access points.
Design and Construction Teams — Reference diagrams for site logistics, staging, and coordination with utility providers.

Typical Signatories and Preparers

Facilities Manager

A facilities manager typically prepares or approves the Business Location Diagram for operational accuracy. They coordinate with architects and contractors, confirm utility locations and access routes, and sign off that the layout reflects current site conditions and tenant responsibilities.

Project Architect

An architect or licensed designer prepares scaled diagrams when required by local codes. They ensure the drawing meets municipal submission standards, annotate construction constraints, and certify that the diagram aligns with stamped plans when required.

Essential Elements to Include in a Professional Diagram

Include consistent, labeled elements and a clear scale so reviewers can verify compliance and site relationships quickly.

Scale & Legend

Show a graphic scale bar, north arrow, and legend that explains symbols for entrances, exits, parking, utilities, easements, and fire lanes so measurements can be verified without ambiguity.

Building Footprint

Depict all existing and proposed building footprints with dimensions and distance to property lines to confirm setbacks, occupancy limits, and separation from adjacent uses.

Property Lines

Mark legal boundaries, adjacent parcel IDs or addresses, recorded easements, and any rights-of-way that affect access, maintenance, or development.

Access & Circulation

Label primary and secondary entrances, accessible routes, curb cuts, loading areas, and marked fire lanes to support safety and ADA reviews.

Utilities & Services

Identify visible utility connections, meters, grease traps, storm inlets, and sanitary lines to assist reviewers and coordinate inspections or relocations.

Annotations

Include notes for relevant code citations, permit numbers, responsible parties, and effective dates so the diagram functions as an official record.

Step-by-Step: Creating and Submitting a Business Location Diagram

Follow this sequential checklist when preparing a diagram to meet common municipal and landlord requirements.

01

Collect base data: Gather survey, title, and lease documents.
02

Draft plan: Create a scaled drawing with required labels.
03

Annotate compliance items: Add notes for setbacks, easements, and code references.
04

Submit and certify: Provide signatures, dates, and any required professional stamps.

Where to Send or File the Diagram

Different recipients expect different formats and supplemental documents; confirm destination before finalizing the file.

Municipal Plan Review: Submit to local planning or building department for permit review.
Landlord or Lender: Attach as a lease exhibit or due diligence deliverable.
Insurance Provider: Include with underwriting packages for property or liability coverage.
Contractor or Designer: Share with trades for site logistics and coordination.

Distributing and Digitally Submitting Diagrams

Confirm the recipient supports e-submission and whether a notarized or signed paper original is required for legal filing.

File Formats: PDF or high-resolution PNG preferred
File Size: Keep files under 25 MB for email; use cloud links otherwise
Integrations: Connectors often include common systems

How to Configure an Online Diagram Workflow

Set up digital fields and routing to match reviewer requirements and reduce manual handling.

Field	Configuration
Signature Block	Require signer name, date, and optional title field
Attachments	Allow upload for survey and title documents
Authentication	Use email link or SMS code for signer verification
Routing Order	Set sequential approvers: preparer → owner → insurer

Typical Timelines and Review Deadlines

Expected review times and scheduling help you plan submissions and avoid permit delays.

Permit Intake Window:

Submit at least 2–4 weeks before planned work start in many jurisdictions

Municipal Review:

Standard review may take 2–6 weeks depending on workload

Corrective Rounds:

Plan for 1–3 rounds of corrections after initial review

Final Approval:

Final sign-off timing depends on outstanding items and inspections

Lease Exhibit Deadlines:

Provide diagrams with signed leases prior to occupancy

Common Errors That Delay Processing

Missing scale, north arrow, or legend which prevents accurate measurement and triggers reviewer rejection
Inconsistent site address or parcel ID that does not match municipal records and slows cross-referencing
Unclear annotations or missing easement and setback labels that require supplemental clarification from the preparer
Submitting low-resolution or non-searchable PDFs that fail electronic plan review or cannot be archived properly

Risks and Potential Consequences of Incorrect Diagrams

Permit Denial: Project work halted

Insurance Issues: Coverage disputes or premium increases

Lease Disputes: Ambiguity in tenant obligations

Inspection Failures: Re-inspection fees and delays

Civil Liability: Claims for damages or trespass

Record Rejection: Local filing not accepted

Vendor Pricing and Feature Snapshot for eSignatures

Compare basic plan starting prices and selected capabilities relevant when submitting and signing diagrams; check vendor plans for full details.

	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
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Real-World Examples of Diagrams Used with eSigning

These customer stories illustrate how diagrams and digital workflows support approvals and operations.

Optica Ventures LLC

Brian Fitzgibbons, COO, used digital diagrams to streamline tenant onboarding and approvals.

The interface simplified exchanges with clients and reviewers.
As a result, the team reduced back-and-forth clarifications, accelerated lease exhibits, and improved consistency between lease documents and physical site markings.

Martin Properties

Tim Martin, Founder, executed site diagrams and lease exhibits online for remote deals.

Mobile and offline signing were used in the field.
This allowed on-site representatives to complete diagrams, collect signatures, and deliver compliant exhibits without returning to the office, improving turnaround for occupancy.

Practical Tips for Accurate and Efficient Diagrams

Adopt these practices to reduce review cycles and ensure the diagram meets administrative and legal needs.

Verify Base Records

Confirm parcel IDs, survey data, and title-extracted easements before drafting; mismatched baseline records are a leading cause of delays and rework.

Use Standard Symbols

Adopt consistent icons and a short legend for entrances, utilities, and fire lanes so municipal reviewers can interpret diagrams quickly.

Provide Supporting Attachments

Attach the survey, lease excerpt, insurance declaration pages, and any professional stamps to prevent requests for additional documentation.

Plan for Authentication

Confirm acceptable signature methods with the recipient (electronic signature, notarization, or RON) and ensure the signing workflow captures required audit data.

Frequently Asked Questions About Business Location Diagrams

Answers to common questions about formats, signatures, filing, and retention for Business Location Diagrams.

Need help? Contact support

What file format should I submit?
PDF is the preferred submission format for municipal and insurance reviewers because it preserves scale and annotations and is widely accepted for electronic archiving.
Can a diagram be e-signed?
Yes where permitted by the recipient. Electronic signatures meet ESIGN and UETA requirements when intent, consent, attribution, and retention are demonstrable.
Is notarization required?
Not always. Some jurisdictions or filings require notary acknowledgement or RON; check the local authority’s submission rules before signing.
How should I handle confidential site details?
Limit distribution, redact sensitive elements where permissible, and apply access controls. If diagrams contain PHI, follow HIPAA-required safeguards and retention rules.
What if a reviewer asks for changes?
Provide a revised dated diagram and an explanation of changes. Track versions and keep prior approvals alongside the revised file for audit trails.
How long should I keep diagrams?
Retain originals for the project term plus seven years as a common practice; follow IRS, HIPAA, and state-specific retention rules when applicable.

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