Can this document be signed electronically?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96, 2000) and state UETA implementations, electronic signatures are generally legally equivalent to handwritten signatures, provided the transaction meets intent, consent, attribution, and record-retention criteria.

Do I need a notary or witness?

Most PCI attestations do not legally require notarization; however, some state or contractual requirements may ask for notarized attestations. Verify specific rules where required and follow any state-specific witness or notary requirements.

How should I store evidence and signed copies?

Store signed documents and supporting evidence in a secure, access-controlled repository that preserves tamper-evident PDFs, audit trails, and retention metadata to meet audit and legal requirements.

Is a BAA required for healthcare-related PCI documents?

If the document contains protected health information and an eSignature vendor will handle PHI, execute a Business Associate Agreement to satisfy HIPAA obligations and ensure compliant handling.

Can I update the document after signing?

Yes. Create a new version or amendment that references the original document, record the effective date, and collect signatures on the amendment to maintain an auditable change history.

What if a signer’s name doesn’t match ID?

Mismatched names can delay validation. Use the signer’s legal name as listed on government ID and document any name variations explicitly to prevent attribution disputes during audits.

Business PCI Document

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

BUSINESS PCI COMPLIANCE AGREEMENT

This Business PCI Compliance Agreement (the Agreement) is entered into as of by and between:

Client Name:

Client Address

Service Provider:

Service Provider Address

WHEREAS

WHEREAS, Client processes, stores, or transmits cardholder data and requires that such cardholder data be handled in compliance with applicable Payment Card Industry Data Security Standards (PCI DSS); and

WHEREAS, Service Provider represents that it has the technical expertise, personnel, and controls necessary to assist Client with PCI compliance activities, including assessments, remediation guidance, and validation services; and

WHEREAS, the parties desire to set forth the scope, responsibilities, fees, security obligations, and legal terms governing the provision of such services.

SCOPE OF WORK

Service Provider shall perform the services described below (Services) for Client. Services may include, but are not limited to, scoping analysis, vulnerability scanning, penetration testing, gap assessments against PCI DSS requirements, preparation or review of Reports on Compliance (ROC) or Self-Assessment Questionnaires (SAQ), remediation guidance, and assistance with payment card environment segmentation.

Describe Cardholder Data Environment and Specific Services to be Provided

SERVICE LEVELS AND DELIVERABLES

Service Provider shall perform Services in a professional and timely manner consistent with industry standards for PCI compliance consulting. Deliverables shall include written assessment reports, remediation recommendations, and any attestation documentation as required by the specific PCI validation method agreed by the parties.

Key Deliverables and Milestones

PAYMENT TERMS

Client shall pay Service Provider the fees set forth below for performance of the Services. Fees do not include taxes, travel, or third-party costs unless expressly stated.

Total Fee Payment Schedule Late Payment Fee

TERM AND TERMINATION

This Agreement shall commence on and, unless earlier terminated in accordance with this Agreement, shall continue until .

Either party may terminate this Agreement for convenience upon days written notice. Either party may terminate immediately for material breach that is not cured within thirty (30) days following written notice of such breach.

CONFIDENTIALITY AND DATA SECURITY

Each party shall maintain the confidentiality of Confidential Information disclosed by the other party. Confidential Information includes cardholder data, authentication data, account numbers, security assessments, and any reports or findings produced under this Agreement.

Service Provider shall implement and maintain administrative, technical, and physical safeguards consistent with PCI DSS requirements and industry best practices to protect cardholder data. Service Provider shall not store sensitive authentication data after authorization and shall limit access to cardholder data to personnel with a legitimate business need.

Describe Specific Security Controls or Requirements

BREACH NOTIFICATION

Service Provider shall notify Client in writing within forty-eight (48) hours of discovery of any suspected or confirmed security incident affecting cardholder data. Notification shall include a description of the incident, the cardholder data impacted, remedial actions taken, and recommended next steps. Notification obligations are in addition to any other legal obligations.

INDEMNIFICATION AND LIMITATION OF LIABILITY

Each party shall indemnify, defend and hold harmless the other from and against any third-party claims arising from the indemnifying party's negligence or willful misconduct in connection with this Agreement. Service Provider shall maintain commercially reasonable liability insurance for data breach and professional liability.

EXCEPT FOR LIABILITY ARISING FROM WILLFUL MISCONDUCT, GROSS NEGLIGENCE, OR A PARTY'S BREACH OF CONFIDENTIALITY OBLIGATIONS, NEITHER PARTY'S AGGREGATE LIABILITY FOR DIRECT DAMAGES ARISING OUT OF OR RELATING TO THIS AGREEMENT SHALL EXCEED THE FEES PAID BY CLIENT TO SERVICE PROVIDER IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO LIABILITY.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the state identified below without regard to its conflicts of law principles.

Governing State

ENTIRE AGREEMENT

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

MISCELLANEOUS

If any provision of this Agreement is held invalid or unenforceable, the remainder of the Agreement shall remain in full force and effect. Neither party may assign this Agreement without the prior written consent of the other, except to an affiliate or in connection with a merger or sale of substantially all assets.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Business PCI Document Is and how it’s used

A Business PCI Document is a formal record that describes how an organization handles payment card data, maps cardholder data flows, and documents the controls used to meet Payment Card Industry Data Security Standard (PCI DSS) expectations. It typically combines scope definitions, control inventories, evidence attachments, and attestations of compliance or remediation plans. Organizations use this document to centralize PCI-related policies, support internal and external assessments, and create an auditable trail that demonstrates which systems and processes protect cardholder data.

Why maintaining a clear Business PCI Document matters

A consolidated PCI document reduces uncertainty during assessments, improves accountability by naming owners and dates, and preserves evidence of controls. It streamlines audits and helps coordinate remediation without relying on ad hoc spreadsheets or fragmented records.

Primary users and stakeholders for this document

The Business PCI Document is used by teams who implement, monitor, or attest to cardholder-data protections.

Security and compliance teams who manage PCI scope and control testing.
IT and infrastructure teams that operate firewalls, segmentation, and logging.
External assessors, auditors, or acquiring banks reviewing PCI evidence.

Clear ownership and distribution reduce audit friction and speed internal remediation cycles.

Essential elements to include in a professional Business PCI Document

A complete document groups scope, controls, evidence, roles, and remediation steps so auditors can verify compliance efficiently.

Scope definition

Describe networks, systems, and third parties in PCI scope, including cardholder-data environments and segmentation boundaries to clarify what is covered by controls.

Control inventory

List each required PCI control, responsible owner, implementation status, and the method used to validate it such as logs, configuration snapshots, or test results.

Data flow map

Provide a clear cardholder data flow diagram showing collection points, storage locations, transmission paths, and any tokenization or truncation applied.

Attestation

Include formal sign-offs or management attestations identifying who reviewed the document, the effective date, and any limitations or exclusions from the assessment scope.

Remediation plan

Record open findings with priorities, assigned owners, target completion dates, and evidence that fixes were implemented and tested.

Evidence attachments

Attach configuration files, scan reports, access logs, vendor attestations, third-party security statements, and signed SAQs or ROC excerpts where relevant.

Required data elements in the Business PCI Document

Document title: Business PCI Document

Effective date: MM/DD/YYYY format

Scope owner: Name and role

Systems listed: Hostnames and network segments

Control status: Implemented/Planned/Not applicable

Evidence links: File names or attachment list

Step-by-step: completing the Business PCI Document

Follow a consistent sequence to avoid missing fields and to produce an auditable record for reviewers.

01

Gather scope: Identify all systems and third parties that store, process, or transmit cardholder data.
02

Map flows: Create or update the cardholder data flow diagram to reflect current architecture.
03

Document controls: Record control implementations, owners, and supporting evidence for each requirement.
04

Review and sign: Have assigned owners and compliance sign and date the attestation section.

How the document is routed and submitted internally

A typical routing flow ensures reviewers see the authoritative version and that signatures and timestamps are captured for audit trails.

Drafting: Security team compiles scope, controls, and evidence into a draft.
Peer review: IT and application owners validate data flows and system listings.
Management attest: Compliance or CISO reviews and signs the attestation fields.
Archive: Finalized document and attachments are stored in a secure records system.

Sharing, signing, and integration options for electronic workflows

Choose a platform that supports secure eSigning, integrates with your systems, and preserves audit trails.

Integrations: Salesforce, Microsoft 365, NetSuite, Google Workspace
File formats: PDF, DOCX, HTML, Excel supported
Security: TLS 1.2/1.3 and AES-256 encryption

Confirm the platform offers role-based access, audit logs, and the ability to attach or archive evidence alongside signed documents.

eSignature vendor comparison for Business PCI Document signing

A neutral comparison highlights starting prices and core compliance features; signNow appears first to align with the page context.

	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 (premium)	Varies	Varies	Varies	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Varies	Varies	Varies	Varies
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Common preparation mistakes to avoid

Omitting scope details that exclude systems handling cardholder data and trigger audit disputes later.
Using inconsistent naming for systems, which makes cross-referencing evidence and logs time-consuming for reviewers.
Failing to attach dated evidence (scan reports, config exports) so attestations cannot be independently verified.
Not recording owner names and contact details, causing delays when auditors request clarification or follow-up.

Key risks and potential consequences of incomplete or incorrect documentation

Audit failure: Increased compliance risk

Merchant fines: Assessments by acquirers

Breach exposure: Greater incident impact

Liability: Contractual and legal risk

Operational delay: Slower remediation cycles

Reputational harm: Customer trust erosion

Real-world examples of Business PCI Document use

These brief examples show how organizations apply the document to streamline compliance and audits.

Optica Ventures (COO)

The interface is simple and easy-to-use for our team and customers.

They centralized PCI evidence and reduced audit time.
As a result, internal reviews and external assessor requests were completed with fewer follow-ups and clearer documentation for each system in scope.

Martin Properties (Founder)

I can process and execute these documents online with full compliance and security.

Mobile and offline signing supported.
This enabled on-the-go confirmations of payment processing controls for property management vendors, reducing delays during seasonal peak operations.

Frequently asked questions about the Business PCI Document

Answers address common signing, legal, and retention questions encountered when preparing PCI documentation.

Need help? Contact support

Can this document be signed electronically?
Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96, 2000) and state UETA implementations, electronic signatures are generally legally equivalent to handwritten signatures, provided the transaction meets intent, consent, attribution, and record-retention criteria.
Do I need a notary or witness?
Most PCI attestations do not legally require notarization; however, some state or contractual requirements may ask for notarized attestations. Verify specific rules where required and follow any state-specific witness or notary requirements.
How should I store evidence and signed copies?
Store signed documents and supporting evidence in a secure, access-controlled repository that preserves tamper-evident PDFs, audit trails, and retention metadata to meet audit and legal requirements.
Is a BAA required for healthcare-related PCI documents?
If the document contains protected health information and an eSignature vendor will handle PHI, execute a Business Associate Agreement to satisfy HIPAA obligations and ensure compliant handling.
Can I update the document after signing?
Yes. Create a new version or amendment that references the original document, record the effective date, and collect signatures on the amendment to maintain an auditable change history.
What if a signer’s name doesn’t match ID?
Mismatched names can delay validation. Use the signer’s legal name as listed on government ID and document any name variations explicitly to prevent attribution disputes during audits.

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