Cover Letter
Short explanatory letter that summarizes the requested change, identifies affected accounts, and lists attached documents for the recipient to review and act on.
A complete MCAN package reduces downstream reconciliation errors, creates an auditable consent record, and clarifies responsibilities when accounts or payment routing change. Proper documentation helps teams demonstrate internal controls and supports legal, tax, and banking requirements during account transitions.
Use the package as a cross-functional checklist: include finance, operations, and legal sign-off where appropriate to reduce risk.
Short explanatory letter that summarizes the requested change, identifies affected accounts, and lists attached documents for the recipient to review and act on.
Signed statement from an authorized corporate representative granting permission to change account numbers, with explicit scope, effective date, and signer role.
Structured table capturing old and new account numbers, bank names, routing numbers, and related identifiers for accurate system updates.
Template communication to send to vendors, payment processors, or customers informing them of the change and any required acknowledgements.
Step-by-step checklist confirming verification steps, identity checks, cross-references to contracts, and dates for completion and retention.
Evidence such as bank letters, voided checks, corporate resolutions, or board approvals required to validate the requested change.
| Field | Configuration |
|---|---|
| Signature Authentication | Email + SMS code or stronger KBA for high-risk changes |
| Bulk Send | Use bulk send for vendor notice distribution when many counterparties are affected |
| Audit Trail | Capture IP, timestamp, and action log for each signer |
| Retention Rule | Automate retention to a secure archive for the required legal period |
Confirm the chosen vendor supports export of a tamper-evident signed PDF and stores an audit record that can be reproduced for audits and regulatory review.
Provide an updated W-9 to payers upon request; there is no fixed IRS filing deadline for W-9 delivery.
Send recipient and IRS copies of 1099-NEC by January 31 each year.
Recipient copies due January 31; paper IRS filing by February 28; electronic by March 31.
Form 1040 regular filing deadline is April 15 (October 15 with extension).
Retain I-9 for three years after hire or one year after termination, whichever is later (8 CFR §274a.2).
| 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 by vendor | Varies by vendor | Varies by vendor | Varies by vendor |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |