Can this document be signed electronically?

Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted; ensure intent, consent, signer attribution, and reliable record retention are documented.

When is notarization or witness needed?

Most Business Problem Documents do not require notarization, but attachments affecting real estate, durable powers of attorney, or documents expressly requiring notarization must follow state notary and witness rules; verify local requirements before execution.

What if facts change after approval?

Submit an amendment or revised document capturing the change, obtain updated approvals, and retain both versions. Maintain clear version history and dates for audit and legal traceability.

Who can sign on behalf of an organization?

Authorized signers are those delegated signature authority by corporate resolution or policy; include name, title, and evidence of delegation if non-standard signers execute the document.

How long does processing typically take?

Small, internal approvals can close within 3–10 business days; larger cross-functional or budgeted requests may require multiple weeks. Set reviewer SLAs to manage expectations.

How do I revoke or cancel an approved document?

Document revocation requires a written amendment or cancellation notice signed by the same or higher authority that approved the original, with retained records showing reason and effective date.

Electronic Signature
Templates
Miscellaneous
Business Problem Document

Business Problem Document

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BUSINESS PROBLEM DOCUMENT

Parties and Identifiers

Client Name: Provider Name:

Client Address Provider Address

Recitals

WHEREAS, Client Name: operates the business identified above and has identified a material operational or technical problem that may adversely affect business operations; and

WHEREAS, Provider Name: has the expertise to analyze, propose remedial scope, and, if agreed, implement corrective measures in accordance with the terms set forth in this document; and

WHEREAS, the parties desire to document the nature of the problem, the proposed remedial scope, payment terms for remediation, and the responsibilities of each party.

Problem Identification

Problem Title Problem Description

Background and Impact

Background / Root Cause Analysis Summary Impact Assessment

Estimated Financial Impact (if known): $

Scope of Work (Remediation)

Detailed Scope of Work Deliverables and Acceptance Criteria

Payment Terms

Total Remediation Fee: $

Payment Schedule

Late Payment Fee: Interest on Overdue Amounts:

Term and Termination

Term Start Date: Month Day Year

Term End Date: Month Day Year

Notice Period for Termination

Termination for Cause: Either party may terminate this document for material breach following written notice and a cure period. Termination for insolvency or unlawful conduct is effective immediately upon written notice.

Confidentiality

Each party shall keep confidential all non-public information received from the other party in connection with the Problem and its remediation. Confidential information shall not be used for any purpose other than the evaluation, remediation, or monitoring of the Problem and shall be disclosed only to employees, contractors, or advisors with a need to know who are subject to obligations of confidentiality no less protective than those set forth herein.

Exceptions: Confidentiality obligations do not apply to information that (a) is or becomes generally available to the public other than by breach of this document, (b) was already rightfully known to the recipient without restriction prior to disclosure, or (c) is required to be disclosed by law or regulatory process, provided the disclosing party gives prompt notice to permit protective measures.

Confidentiality Acknowledgment

Client acknowledges and agrees to the confidentiality obligations.
Provider acknowledges and agrees to the confidentiality obligations.

Governing Law

This document shall be governed by and construed in accordance with the laws of the jurisdiction selected by the parties below, without regard to conflict of law principles.

Governing Jurisdiction

Representations; Entire Agreement

Each party represents that it has full power and authority to enter into this document and to perform its obligations hereunder. This document constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, and communications, whether written or oral, relating to the Problem and its remediation. No amendment shall be effective unless in writing and signed by authorized representatives of both parties.

Notices

Client Notice Contact Provider Notice Contact

Approvals and Additional Terms

Additional Terms / Special Instructions

Signatures

Client Printed Name:

By:

Date:

Provider Printed Name:

By:

Date:

What a Business Problem Document Is and When to Use It

A Business Problem Document is a structured summary used to describe a specific operational or strategic problem, its measurable impact, possible solutions, and recommended next steps. It standardizes the way teams capture scope, stakeholders, costs, risks, and acceptance criteria so decision-makers can evaluate options quickly. Typical users include product owners, project managers, business analysts, and department heads preparing requests for funding, change control, or cross-functional approval. The document helps convert informal complaints or observed failures into actionable proposals with clear success metrics and accountability.

Why a Clear Business Problem Document Matters

A concise Business Problem Document reduces ambiguity in decision-making by aligning stakeholders on scope, impact, and measurable outcomes. It shortens review cycles, clarifies who is accountable, and provides a factual basis for budgeting and prioritization while preserving an audit trail for future review.

Who Prepares and Reviews This Document

The Business Problem Document is typically prepared by a functional owner or analyst and reviewed by managers, finance, IT, and affected stakeholders.

Functional Owners: Department leads who identify the problem and propose initial options for resolution.
Finance / Procurement: Review cost estimates, funding options, and budget impact before approval.
IT / Operations: Evaluate technical feasibility, resource needs, and implementation constraints.

Final approvers vary by organization but generally include the sponsor, budget authority, and any legal or compliance reviewers required for the subject matter.

Essential Sections to Include for a Professional Submission

A professional Business Problem Document follows a predictable structure so reviewers can find information quickly. Include a clear title, concise problem statement, quantifiable impacts, proposed options with trade-offs, timeline and cost estimates, stakeholder and approval information, and a signature or approval block to record decisions.

Title & Owner

Short, descriptive title plus the document owner and primary contact for follow-up, enabling direct queries.

Problem Statement

A focused description of the issue with observable facts, affected processes, and the scope of impact across teams or systems.

Business Impact

Quantified effects such as cost, revenue, customer experience, compliance exposure, or operational delay expressed with KPIs or dollar estimates.

Options & Analysis

At least two feasible solutions with pros, cons, costs, dependencies, and resource estimates to support comparison.

Timeline & Milestones

High-level schedule, critical milestones, resource commitments, and any gating approvals required to proceed.

Approvals & Risks

List of approvers, required signatures, key risks, mitigation steps, and contingency planning for each option.

Step-by-Step: Completing and Circulating the Document

Follow these sequential steps to prepare, validate, and submit a Business Problem Document for approval.

01

Draft: Compile facts, metrics, and proposed options in a single draft document.
02

Validate: Confirm data with finance, operations, and any technical SMEs before circulation.
03

Circulate: Share the draft with required reviewers and collect feedback iteratively.
04

Approve: Collect final signatures and store the executed document in the official repository.

Typical Routing and Approval Flow

A predictable routing model reduces delays. The following roles and sequence are common for business problem approvals.

Owner Prepares: Owner uploads and fills document; attaches supporting data and cost estimates.
Technical Review: IT or operations reviews feasibility and resource requirements.
Finance Review: Finance verifies costs, ROI, and budget availability.
Executive Approval: Sponsor or budget authority signs to authorize funding or next-phase work.

How to Configure an Online Review Workflow

Set up a clear signer order and required fields when using an e-submission workflow to avoid rework and missing approvals.

Field	Configuration
Signer Order	Sequential: Owner → Tech → Finance → Executive
Required Fields	Problem Statement \| Signatures \| Cost Estimate
Authentication	Email or SMS code; enable stronger auth for finance approvals
Notifications	Email reminders at 3 and 7 days after assignment

Technical Considerations for eSubmission and Signing

Choose a platform that supports required authentication, audit trails, and secure file formats for long-term retention.

File Formats: Use PDF/A or PDF for reliable archiving and consistent rendering.
Authentication: Email, SMS, or stronger multi-factor for high-risk approvals.
Integrations: Connect with CRM, document management, or ERP for automatic storage and traceability.

Ensure the platform you select meets any industry compliance needs and preserves an unalterable audit trail for each signing event.

Representative eSignature Pricing and Capabilities

This comparison summarizes starting prices and common capability indicators for popular eSignature vendors. signNow is listed first per platform ordering rules; verify vendor plan details with the provider before purchasing.

	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 plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Security and Compliance Considerations for Stored Documents

Encryption in Transit: TLS 1.2/1.3

Encryption at Rest: AES-256

Certifications: SOC 2 Type II

Regulatory Coverage: ESIGN | UETA compliance

Healthcare Support: HIPAA — BAA available

Audit Trail: Timestamped signature records

Key Risks and Financial Consequences of Errors

Incorrect Tax Reporting: 1099 penalties apply (IRC §6721)

Late Filing: 1099 late fees $60–$330 per form

Intentional Disregard: $660+ per form, no cap

I-9 Violations: $281–$2,789 per violation (8 CFR §274a.2)

HIPAA Breach: Civil penalties and corrective action

Missing Approvals: Contract invalidity or procurement delays

Common Pitfalls to Avoid When Preparing This Document

Vague problem descriptions that omit measurable impact, which frustrate reviewers and delay decision-making.
Mismatched names or roles in signature blocks that create questions about authority and can void approvals.
Missing attachments such as cost breakdowns or vendor quotes that are necessary to assess feasibility.
Incorrect date formats or inconsistent milestones that make scheduling and tracking unreliable.

Time-Sensitive Items and Typical Internal Deadlines

Plan for internal review cycles and any external filing deadlines that may affect timing; align document milestones with calendar constraints.

Internal Review Cycle:

Allow 5–10 business days for multi-stakeholder review and edits.

Finance Approval:

Allow 7–14 business days for budget review, depending on complexity.

Regulatory Filings:

Follow agency deadlines; check specific filing forms for dates.

Contract Start Date:

Use MM/DD/YYYY format; align start with procurement or resource availability.

Extension Requests:

Document rationale and get interim approvals if deadlines cannot be met.

Frequently Asked Questions About the Business Problem Document

Answers to common questions about legality, signatures, revisions, and retention when preparing or submitting a Business Problem Document.

Need help? Contact support

Can this document be signed electronically?
Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted; ensure intent, consent, signer attribution, and reliable record retention are documented.
When is notarization or witness needed?
Most Business Problem Documents do not require notarization, but attachments affecting real estate, durable powers of attorney, or documents expressly requiring notarization must follow state notary and witness rules; verify local requirements before execution.
What if facts change after approval?
Submit an amendment or revised document capturing the change, obtain updated approvals, and retain both versions. Maintain clear version history and dates for audit and legal traceability.
Who can sign on behalf of an organization?
Authorized signers are those delegated signature authority by corporate resolution or policy; include name, title, and evidence of delegation if non-standard signers execute the document.
How long does processing typically take?
Small, internal approvals can close within 3–10 business days; larger cross-functional or budgeted requests may require multiple weeks. Set reviewer SLAs to manage expectations.
How do I revoke or cancel an approved document?
Document revocation requires a written amendment or cancellation notice signed by the same or higher authority that approved the original, with retained records showing reason and effective date.

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