Is a notary required?

Not usually for an internal location update, but some state filings or banking documents may require notarized signatures. Check the destination agency's instructions before submission.

Can I use a P.O. box?

A P.O. box is often unacceptable where a physical address is required for inspection, licensing, or service of process. Provide a physical street address in those cases.

Who should sign the form?

An authorized officer, owner, or registered agent should sign. If unsure, verify authority with corporate records or legal counsel to avoid rejection.

Can the form be e-signed?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are valid for most transactions unless an exception applies.

What supporting documents are needed?

Common attachments include lease agreements, deeds, occupancy permits, and a certificate of insurance when required by local authorities.

How do I correct an error after filing?

Submit an amendment or updated form per the receiving agency's correction procedure. Retain both original and corrected records for audit purposes.

Electronic Signature
Templates
Miscellaneous
Business Location Form

Business Location Form

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

BUSINESS LOCATION FORM

RECITALS

WHEREAS, Business Name: intends to operate a business at the location described in this form; and

WHEREAS, Property Owner / Manager: represents that it has authority to permit the use of the described premises subject to the terms set forth herein; and

WHEREAS, the parties desire to document the location, permitted uses, responsibilities, and terms associated with the business occupancy of the premises identified below.

BUSINESS IDENTIFICATION

Business Legal Name Doing Business As (DBA) / Trade Name Entity Type (select all that apply)

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

LOCATION DETAILS

Location Address

Suite / Unit: Floor: Parcel / Lot #:

Total leasable area (square feet):

Primary Contact for Location (on-site)

SCOPE OF WORK / PERMITTED USE

The business shall be permitted to operate the following uses at the location. Describe in sufficient detail the nature of operations, hours of operation, customer access, and any hazardous or restricted activities. This description constitutes the Scope of Work and permitted use limitations.

PAYMENT TERMS

Fee or rent payable in connection with the occupancy of the premises: Amount: $ per .

Payment Schedule and Method

Late fee and interest: If payment is not received within days after the due date, a late charge of will apply, and interest shall accrue at until paid.

TERM AND TERMINATION

Commencement Date: Term Expiration Date:

Either party may terminate this arrangement for material breach if the breaching party fails to cure within days after written notice. For convenience, termination requires days' prior written notice.

Termination Consequences

CONFIDENTIALITY

The parties acknowledge that certain information disclosed in connection with this Business Location Form may be confidential business information. Each party agrees that it will not disclose confidential information received from the other party except to its employees, agents, contractors, or legal advisors who have a need to know and who are bound by confidentiality obligations at least as protective as those set forth herein. Confidential information does not include information that is publicly known through no fault of the receiving party or that is required to be disclosed by law or order of a court or government agency.

Acknowledged and agreed (check to acknowledge):

COMPLIANCE, PERMITS, AND IMPROVEMENTS

Certificate of Occupancy on file: If yes, date issued:

Required Permits / Approvals Tenant or Operator Improvements (describe and indicate approval status)

All improvements must comply with applicable building, fire, health, and safety codes and shall not commence until required approvals and insurance are provided.

INSURANCE AND INDEMNITY

Tenant/Operator shall maintain commercial general liability insurance with limits of not less than $ per occurrence and shall name Property Owner as an additional insured where required. Proof of insurance shall be delivered prior to commencement of operations.

Each party agrees to indemnify and hold the other harmless from claims arising out of its negligent or willful acts, subject to applicable limitations of liability.

REPRESENTATIONS, GOVERNING LAW, AND ENTIRE AGREEMENT

Each party represents and warrants that it has full authority to enter into this Business Location Form and that the execution and performance of this document will not violate other agreements to which it is a party.

Governing Law: This Business Location Form shall be governed by and construed in accordance with the laws of the state in which the premises are located, without regard to principles of conflicts of law. Venue for any dispute arising under this form shall be in the state or federal courts of that state.

Entire Agreement: This Business Location Form, together with any attachments or exhibits signed by the parties, constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior oral or written agreements. Any modification must be in writing and signed by both parties.

ADDITIONAL INFORMATION

Notes or Special Conditions

SIGNATURES

Property Owner / Manager - Printed Name:

By:

Date:

Business Operator / Tenant - Printed Name:

By:

Date:

What the Business Location Form Is and when it’s used

A Business Location Form documents a company’s physical address and related site details for registration, licensing, tax, permitting, or vendor records. It typically records the legal business name, street address, mailing address if different, contact phone and email, effective date, and any suite or unit numbers. Organizations use it when opening bank accounts, applying for local permits, updating state or county records, or notifying insurers. Accurate location data prevents service issues, tax withholding errors, and delayed permit approvals.

Why completing a Business Location Form matters

A correct Business Location Form ensures regulatory compliance, accurate tax filings, and reliable delivery of notices and permits. It reduces administrative friction when applying for licenses, opening accounts, or responding to inspections.

Who typically completes and relies on this form

The form is completed by business owners, registered agents, facilities managers, or administrative staff who manage location records.

Small business owners maintaining local licensing and tax records.
Registered agents updating state filing addresses and compliance contacts.
Property managers reporting leased unit locations for inspections and permits.

Keeping the form current helps avoid missed notices, backup withholding triggers, and permit delays for the business.

Core elements to include in a professional Business Location Form

A professional form groups identity, address, contact, effective date, ownership or lease status, and certification or signature fields. Clear labels and validation reduce downstream errors during filing and review.

Business Name

Legal entity name as registered with the state. Use exact punctuation and spacing to match Secretary of State records to avoid mismatches.

Physical Address

Street address of the location including suite or unit number. P.O. boxes are not acceptable where a physical address is required for service or inspection.

Mailing Address

Separate mailing address if different from physical address; include city, state, and ZIP to ensure delivery of notices and invoices.

Effective Date

The date the location becomes active. Enter as MM/DD/YYYY; this date can affect tax nexus and permit start dates.

Ownership Status

Indicate whether the location is owned, leased, or shared and attach lease or deed references when required by local agencies.

Authorized Signer

Name, title, signature, and date of the person certifying the information; include contact details and capacity to bind the business.

Step-by-step: filling out the Business Location Form

Follow these sequential steps to complete and submit the form accurately.

01

Verify name: Confirm legal entity name with Secretary of State records.
02

Confirm address: Use a current physical address; do not enter a temporary site unless allowed.
03

Attach documents: Include lease, deed, or occupancy permit as required.
04

Sign and date: Authorized signer must sign with date in MM/DD/YYYY format.

Configuring an online workflow for this form

Set up a repeatable online workflow to collect location data, supporting documents, and signatures while preserving an audit trail.

Field	Configuration
Address fields	Make street/city/state/ZIP required with validation rules
Document upload	Require lease or deed upload; limit file types to PDF/DOCX
Signer role	Assign authorized signer role and require email verification
Retention tag	Apply retention policy tag on completion for records management

Digital signing and platform requirements

Choose a platform that supports secure eSigning, field validation, and audit trails for legal evidence.

File formats: PDF, DOCX, and HTML accepted
Integrations: Salesforce, NetSuite, Google Workspace supported
Security: TLS in transit, AES-256 at rest

Where to send or file the completed form

Routing depends on the intended use: state filings, local permits, bank accounts, or internal records. Match destination to purpose.

State filings: Submit to the Secretary of State or business services portal.
Local permits: File with city or county building and zoning department.
Banking: Provide to bank compliance or account opening team.
Internal records: Store in corporate records management system with retention tag.

Timing and filing expectations to keep in mind

Deadlines vary by use case — licensing, tax, or permit rules may impose specific effective dates or reporting windows.

License renewals:

Follow local agency renewal dates; late updates can trigger fines.

Tax registrations:

Update location before filing state tax returns to avoid mismatches.

Bank account setup:

Provide current location at account opening to meet KYC rules.

Permit activation:

Effective date may determine inspection scheduling.

Record updates:

Promptly update when addresses change to avoid missed notices.

Common mistakes to avoid when preparing the form

Using a DBA instead of the legal entity name, causing mismatches with state records and bank verifications.
Entering a P.O. box for a location that requires a physical address for inspections or service of process.
Failing to attach required supporting documents such as lease agreements, deeds, or occupancy certificates.
Having an unauthorized signer complete the form, which can render the filing invalid or subject to rejection.

Penalties and legal risks of incorrect location data

License penalties: Fines or suspension

Tax mismatch: Backup withholding risk

Service failure: Missed legal notices

Bank account issues: Account freeze or KYC delays

Permit denial: Project delays

Record rejection: Refiling required

How organizations use the Business Location Form in practice

Two real-world examples show common workflows and outcomes when the form is completed correctly.

Martin Properties

When opening new rental offices they standardized location data entry to reduce errors.

This ensured consistent address formatting across listings and permits.
"I can process and execute all of these documents online with 100% compliance and built-in security," said Tim Martin, illustrating how accurate digital forms sped approvals and inspections.

Optica Ventures

A small investment firm used a centralized location form for banking and vendor setup.

Consolidated records reduced onboarding time and duplicate entries.
Brian Fitzgibbons, COO, noted that the clear interface made it easy for both staff and external partners to provide accurate location information.

Sample eSignature vendor comparison for signing Business Location Forms

This table summarizes key commercial differences among popular eSignature providers; signNow appears first per platform data supplied.

	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	Yes, 7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about the Business Location Form

Answers address common points of confusion about signatures, notarization, and required attachments.

Need help? Contact support

Is a notary required?
Not usually for an internal location update, but some state filings or banking documents may require notarized signatures. Check the destination agency's instructions before submission.
Can I use a P.O. box?
A P.O. box is often unacceptable where a physical address is required for inspection, licensing, or service of process. Provide a physical street address in those cases.
Who should sign the form?
An authorized officer, owner, or registered agent should sign. If unsure, verify authority with corporate records or legal counsel to avoid rejection.
Can the form be e-signed?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are valid for most transactions unless an exception applies.
What supporting documents are needed?
Common attachments include lease agreements, deeds, occupancy permits, and a certificate of insurance when required by local authorities.
How do I correct an error after filing?
Submit an amendment or updated form per the receiving agency's correction procedure. Retain both original and corrected records for audit purposes.

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