Are electronic signatures legally binding?

Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and most states’ UETA statutes; exceptions include certain testamentary documents and some court filings.

When is notarization required?

Notarization is only required when the receiving agency or specific legal process requests it; requirements vary by state and document purpose, such as deeds or affidavits.

Can I use Remote Online Notarization (RON)?

Many states permit RON with identity-proofing and audio‑video recording; check the relevant state notary commission for current rules before relying on RON.

Who may sign the document?

An authorized representative with binding authority should sign. For corporations, that typically means a director or officer; confirm signatory authority in bylaws or delegation documents.

How do I update a location after submission?

Create an amendment or replacement record showing effective date and signer approval; retain the prior version for the retention period and log the change in the audit trail.

How long should I keep the document?

Retain active records through the active period plus at least three years; follow IRS (IRC §6501(a)), HIPAA (45 CFR §164.530(j)), and any industry-specific longer retention rules.

Electronic Signature
Templates
Miscellaneous
Business Locations Document

Business Locations Document

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

BUSINESS LOCATIONS DOCUMENT

This Business Locations Document (the "Agreement") is entered into as of Effective Date: by and between:

Client Name: Client Address: Service Provider Name: Service Provider Address:

WHEREAS

WHEREAS, Client operates certain commercial premises and requires services, maintenance, inventory management, or other operational support at multiple physical locations identified in this Agreement; and

WHEREAS, Service Provider represents that it has the requisite experience, personnel, and authorizations to perform the described services at the locations set forth below in accordance with the terms and conditions of this Agreement; and

WHEREAS, the parties desire to confirm the list of business locations, the services to be provided at each location, payment terms, and other operational requirements in a single binding instrument.

SCOPE OF WORK

Service Provider shall perform the services described below at the locations enumerated in the Locations section. Services shall be performed with reasonable care, in a workmanlike manner, and in compliance with applicable laws and industry standards.

Detailed Scope of Work (describe services, frequencies, performance standards):

LOCATIONS

The following business locations are the sites at which Service Provider will perform services under this Agreement. The parties may add or remove locations only by written amendment executed by authorized representatives of both parties.

Location 1 - Name/Identifier: Location 1 - Address: Location 1 - Primary Contact: Location 1 - Phone / Access Code: Location 1 - Special Instructions: Location 2 - Name/Identifier: Location 2 - Address: Location 2 - Primary Contact: Location 2 - Phone / Access Code: Location 2 - Special Instructions: Location 3 - Name/Identifier: Location 3 - Address: Location 3 - Primary Contact: Location 3 - Phone / Access Code: Location 3 - Special Instructions:

PAYMENT TERMS

Client shall pay Service Provider for services performed at the rates and on the schedule set forth below. All payments are due in United States dollars unless the parties agree otherwise in writing.

Contract Amount (per billing period or authorized scope): Billing Schedule / Frequency: Payment Terms (days after invoice): Late Fee / Interest:

All invoices shall reference the applicable location identifier and task order. Unless otherwise agreed in writing, Client shall reimburse Service Provider for pre-approved out-of-pocket expenses incurred in the performance of services upon submission of supporting documentation.

TERM AND TERMINATION

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

Notice Period for Termination (days):

Either party may terminate this Agreement for material breach if the breaching party does not cure the breach within the notice period specified above. Client may terminate for convenience upon providing the notice set forth above, subject to payment for services performed and approved expenses incurred through the effective date of termination.

CONFIDENTIALITY

Each party acknowledges that, in the course of performing this Agreement, it may receive confidential information of the other party. "Confidential Information" means non-public business, technical, financial or other proprietary information disclosed in tangible or intangible form. Receiving party shall (a) hold Confidential Information in strict confidence using at least the same degree of care it uses to protect its own confidential information but in no event less than reasonable care; (b) use Confidential Information solely to perform its obligations under this Agreement; and (c) not disclose Confidential Information to any third party except as required by law or with the disclosing party's prior written consent. Confidentiality obligations shall survive termination of this Agreement for three (3) years, except that trade secrets shall remain protected for as long as they qualify as trade secrets.

INDEMNIFICATION

Service Provider shall indemnify, defend and hold harmless Client and its officers, directors and employees from and against any third-party claims, liabilities, losses, damages and expenses (including reasonable attorneys' fees) arising out of (a) Service Provider's negligent acts or omissions, willful misconduct, or breach of this Agreement; or (b) Service Provider's failure to comply with applicable laws in performing the services. Client shall indemnify Service Provider to the extent claims arise from Client's gross negligence or willful misconduct.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflicts of laws principles. Venue for any disputes arising under this Agreement shall lie in the state or federal courts located in that State.

ENTIRE AGREEMENT

This Agreement, including all schedules and attachments hereto, 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. No amendment to this Agreement shall be effective unless in writing and signed by authorized representatives of both parties.

NOTICES

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses set forth above or to such other address as either party designates by notice to the other. Notices shall be deemed given when delivered personally, sent by nationally recognized overnight courier, or three (3) business days after deposit in the United States mail, postage prepaid, certified or registered.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Business Locations Document Is and When it’s Used

A Business Locations Document is a formal record that lists a company's physical sites and related details (address, location type, effective date, contact person). Organizations use it for licensing, insurance, vendor onboarding, tax reporting, service-of-process designation, and internal compliance. The document can serve as a single authoritative source of location data across departments and regulators. In the United States this record may be executed electronically when parties satisfy ESIGN (15 U.S.C. ch. 96) and applicable state UETA or ESRA requirements for electronic records and signatures.

Why a Centralized Business Locations Document Matters

Maintaining a consistent Business Locations Document reduces errors, supports regulatory filings, helps validate insurance and tax obligations, and improves vendor and payroll processing while preserving an auditable trail of changes and approvals.

Which teams typically prepare and rely on this document

Multiple internal and external stakeholders prepare or consume a Business Locations Document; accuracy and version control are key.

Corporate compliance and legal teams ensuring license and regulatory alignment across jurisdictions
HR and payroll departments using verified addresses for tax withholding and benefit eligibility
Property managers and real estate teams tracking leases, occupancy and service-of-process contact details

External recipients often include insurers, banks, tax authorities, and vendors; maintaining one source of truth reduces reconciliation work and administrative delays.

Step-by-step: preparing and finalizing the Business Locations Document

Follow a consistent sequence to gather, verify, and approve each location entry before signing and distributing the final record.

01

1. Gather data: Collect address, county, contact, and occupancy proof.
02

2. Verify details: Confirm accuracy against lease, utility bill, or county records.
03

3. Attach evidence: Upload supporting documents as PDFs or images.
04

4. Sign and distribute: Obtain required signatures and send copies to stakeholders.

Typical digital workflow settings for online completion

Configure workflow settings to enforce verification, signing order, and retention policy for electronic execution.

Field	Configuration
Signature Routing	Specify signer sequence and conditional routing
Authentication Level	Use email, SMS code, or stronger ID verification
Document Retention	Set retention duration and export formats
Notifications	Enable reminders and completion alerts

How eSubmission and signing typically flow

A standard e-submission process moves the document from draft to signed record with audit logging at each step.

Upload document: Sender uploads the filled template
Place fields: Add signature, date, and checkbox fields
Authenticate signer: Use chosen authentication method
Complete signature: Signed copy and audit trail generated

Platform and integration considerations for e-filing

Verify that your chosen platform supports your required authentication, storage, and integration endpoints before digitizing location records.

CRM: Integrates with Salesforce and NetSuite
Cloud Storage: Supports Google Drive, Box, Egnyte
Collaboration: Works with Microsoft 365 and Teams

Confirm export formats (PDF, DOCX) and audit-trail capabilities, and verify whether a Business Associate Agreement (BAA) or additional compliance add-ons are needed for regulated industries.

When to file, update, or verify location records

Establish clear deadlines for initial submission and periodic verification to stay compliant with licensing and tax obligations.

Initial Submission:

Provide upon request or during onboarding; no universal federal deadline

Change of Address:

Update within 30 days for licensing or tax reporting purposes where required

Annual Verification:

Perform at least yearly to align with insurance and vendor records

Vendor Onboarding:

Allow 7–14 business days for verification and approvals

License Renewals:

Match renewal cycle; some state agencies require address confirmation

Core elements every professional Business Locations Document should include

A robust document combines standardized identifiers, contact details, proof of occupancy, and clear signature authority to serve regulatory and commercial needs.

Location Identifier

Unique site code or descriptive name to avoid duplicate records across systems and support reconciliation during audits.

Full Address

Street, suite, city, state (two-letter), ZIP, and county to enable licensing, tax, and emergency response coordination.

Location Classification

Designate Headquarters, Branch, Warehouse, Retail, or Other to determine regulatory treatment and insurance class.

Effective and Term Dates

Start and end dates in MM/DD/YYYY format to govern reporting periods and tax applicability.

Supporting Evidence

Attach lease, utility bill, or certificate of occupancy to validate presence and support regulatory filings.

Signature Block

Authorized representative name, title, signature, and date; include notarization or e-sign authentication as required.

Security and compliance practices to protect this document

In-transit encryption: TLS 1.2/1.3

At-rest encryption: AES-256

Regulatory compliance: ESIGN and UETA compliant

Healthcare support: HIPAA (BAA required)

Audit capability: Complete audit trail available

Enterprise controls: SSO, role-based access

Potential penalties and legal risks from incorrect location records

Regulatory fines: Licensing agencies may impose fines or penalties

Insurance denial: Claims can be denied for incorrect site data

Tax exposure: Incorrect location may trigger audit or penalties

Service issues: Missed notices due to wrong address

Backup withholding: 24% rate can apply for incorrect TINs or records

Legal disputes: Venue or service-of-process complications

Common preparation errors to avoid

Using inconsistent location names across systems, which creates duplicate records and complicates reconciliations
Providing incomplete addresses or PO boxes only, delaying verification for licensing or insurance purposes
Failing to attach proof of occupancy such as a lease or utility bill, which raises questions during audits
Omitting update procedures or version control, causing outdated information to circulate among stakeholders

Real-world examples of document use in organizations

Organizations use standardized location records to speed approvals, centralize evidence, and support remote signature workflows.

Optica Ventures LLC — Centralizing addresses

Optica consolidated site records for lease and vendor management.

The interface is simple and easy-to-use for our team.
The standardized records reduced reconciliation work and made evidence collection consistent across property managers and external vendors.

Martin Properties — Remote execution

Martin Properties used electronic workflows to maintain location attestations during remote closings.

I can process and execute all of these documents online with 100% compliance and built-in security.
The approach enabled quicker onboarding of tenants and contractors while preserving an auditable signature trail.

eSignature vendor pricing and feature snapshot relevant to signing location records

Comparison of starting price and key capabilities for common eSignature vendors; signNow is listed first per platform conventions.

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

Frequently asked questions and quick clarifications

Answers to common questions about legal status, notarization, updating records, and signer authority for Business Locations Documents.

Need help? Contact support

Are electronic signatures legally binding?
Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and most states’ UETA statutes; exceptions include certain testamentary documents and some court filings.
When is notarization required?
Notarization is only required when the receiving agency or specific legal process requests it; requirements vary by state and document purpose, such as deeds or affidavits.
Can I use Remote Online Notarization (RON)?
Many states permit RON with identity-proofing and audio‑video recording; check the relevant state notary commission for current rules before relying on RON.
Who may sign the document?
An authorized representative with binding authority should sign. For corporations, that typically means a director or officer; confirm signatory authority in bylaws or delegation documents.
How do I update a location after submission?
Create an amendment or replacement record showing effective date and signer approval; retain the prior version for the retention period and log the change in the audit trail.
How long should I keep the document?
Retain active records through the active period plus at least three years; follow IRS (IRC §6501(a)), HIPAA (45 CFR §164.530(j)), and any industry-specific longer retention rules.

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