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Business Representation Statement

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Business Representation Statement

This Business Representation Statement (the Statement) is made as of Effective Date: by and between Representing Party: and Recipient: .

WHEREAS

WHEREAS, Representing Party is engaged in business and provides services described herein and has represented that it has the authority, capacity, and necessary licenses to perform such services; and

WHEREAS, Recipient requires written representations from Representing Party concerning organizational status, authority, compliance with applicable law, and the accuracy of certain information for the purposes of evaluating and relying upon Representing Party's qualifications and performance; and

NOW, THEREFORE, in consideration of the mutual covenants contained herein and other good and valuable consideration, the sufficiency of which is acknowledged, the parties agree as follows.

Business Information

Corporation    LLC    Partnership    Sole Proprietor    Other:

Representations and Warranties

The undersigned Representing Party hereby represents, warrants, and certifies to Recipient as of the Effective Date that the following statements are true and correct:

The Representing Party is duly organized, validly existing and in good standing under the laws of the jurisdiction of formation and has the corporate or organizational power to own its property and conduct its business.

The execution, delivery and performance of this Statement and any related agreements have been duly authorized by all necessary action and will not violate any material agreement, law, or order applicable to Representing Party.

To the best of Representing Party's knowledge, all information and documents provided to Recipient concerning the Representing Party's business, financial condition, licenses and permits are true, complete and accurate in all material respects, and no material adverse facts have been omitted.

Representing Party is in compliance with all applicable federal, state, local and foreign laws, regulations and orders material to its business and has obtained and maintains all permits and licenses necessary to perform its obligations.

There are no pending or threatened bankruptcy, insolvency or receivership proceedings against Representing Party, and Representing Party is not aware of any circumstances that would reasonably be expected to lead to such proceedings.

The representations and warranties set forth above shall survive execution of this Statement and the provision of any services or information provided in connection herewith.

Scope of Work

Payment Terms

Payment Amount: $

Payment is due within days of invoice receipt. Late payments shall accrue a late fee of % per month on the outstanding balance, or the maximum amount permitted by applicable law, whichever is less. Representing Party shall be responsible for reasonable collection costs and attorneys' fees incurred by Recipient in enforcing payment.

Term and Termination

Term Start Date:    Term End Date:

Either party may terminate this Statement for convenience upon written notice to the other party delivered at least days prior to termination. Termination for material breach may be immediate if the breaching party fails to cure within a commercially reasonable period after written notice of breach.

Confidentiality

For the purposes of this Statement, "Confidential Information" means any non-public information furnished by one party to the other, whether oral, written, electronic or otherwise, that is designated as confidential or that a reasonable person would understand to be confidential given the nature of the information and the circumstances of disclosure. Recipient agrees to (a) hold Confidential Information in strict confidence; (b) restrict disclosure to its employees, agents and contractors on a need-to-know basis and only to the extent necessary to carry out the Scope of Work; and (c) use Confidential Information solely for the purposes contemplated by this Statement. Confidential Information does not include information that is (i) publicly available through no fault of recipient, (ii) rightfully known to recipient prior to disclosure, or (iii) rightfully obtained from a third party without restriction.

The obligations in this section shall continue for a period of years following termination or expiration of this Statement, except with respect to trade secrets, which shall remain protected for so long as they constitute trade secrets under applicable law.

Governing Law; Remedies

This Statement shall be governed by and construed in accordance with the laws of the State of , without regard to conflicts of law principles. The parties agree that monetary damages may be insufficient to remedy a breach of confidentiality and that injunctive relief and specific performance shall be available in addition to any other remedies at law or in equity.

Entire Agreement

This Statement, including any exhibits or attachments incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals and understandings, whether written or oral. No amendment or modification of this Statement shall be effective unless in writing and signed by authorized representatives of both parties.

Additional Provisions

The parties acknowledge that each has had the opportunity to consult with counsel and that any rule construing ambiguities against the drafter shall not apply. If any provision of this Statement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Representing Party - Printed Name:

By:

Date:

Recipient Party - Printed Name:

By:

Date:

Enter text✕

What a Business Representation Statement Is and when it’s used

A Business Representation Statement is a formal written declaration where a company or authorized representative affirms facts about the business, its authority, and relevant disclosures for a transaction or contractual relationship. Typical uses include vendor onboarding, contract execution, financing, and due diligence; the statement summarizes entity identity, authority to sign, key representations about compliance, and any material limitations. The document helps counterparties rely on specified facts without repeating supporting documents and can be executed electronically where permitted by law under ESIGN and state UETA statutes.

Why organizations include a Business Representation Statement

A clear representation statement reduces repeated document requests, centralizes key entity facts for counterparties, and documents signer authority. It streamlines onboarding and risk review by providing a concise, auditable record of the business’s status and commitments without attaching full corporate exhibits.

Why organizations include a Business Representation Statement

Who typically completes a Business Representation Statement

This statement is most often completed by in-house or delegated representatives who can vouch for corporate facts and execution authority.

  • Corporate officers and directors with signing authority for legal commitments and representations.
  • Legal and compliance teams preparing company disclosures for contracts or regulatory reviews.
  • Procurement or vendor management staff collecting representations before onboarding suppliers.

Use the statement when a single, signed declaration suffices for counterparties instead of producing multiple corporate certificates or full board resolutions.

Stepwise completion checklist for the statement

Complete the Business Representation Statement in this order to ensure consistency and reduce reviewer questions.

  • 01
    1. Verify Entity: Confirm legal name and formation details against state records.
  • 02
    2. Populate Fields: Enter required fields using MM/DD/YYYY and full names.
  • 03
    3. Confirm Authority: Attach or cite board resolution if internal policy requires it.
  • 04
    4. Sign and Date: Authorized signer executes using required authentication method.

Core elements to include in a professional Business Representation Statement

Include these components to make the statement legally useful and easy for counterparties to rely on during review or due diligence.

Entity identification

Full legal name, formation state, and entity type provide a clear basis for searching public records and confirming existence and status.

Authority statement

A clause confirming that the signer has authority to bind the entity, and a reference to supporting corporate action if required by internal policy.

Representations

Concise factual assertions about matters such as capitalization, ownership, no conflicting obligations, and compliance with applicable laws.

Limitations and exceptions

Any material exceptions to the representations should be stated plainly to avoid downstream disputes over scope or reliance.

Signature block

Signed name, printed name, title, and date. Specify whether initials are acceptable for amendments or attestations.

Attachments

Identify supporting documents required for reliance (e.g., certificate of good standing, board resolution, or power of attorney).

Security and compliance items to document for electronic execution

Encryption: AES-256 at rest
Transport: TLS 1.2/1.3 in transit
Audit trail: Timestamped event log
Certifications: SOC 2 Type II available
HIPAA: BAA required
Regulatory acts: ESIGN and UETA compliant

Typical electronic execution and submission flow

Electronic completion follows a predictable sequence; use consistent authentication and record retention to preserve enforceability.

  • Upload: Sender uploads statement draft to signing platform
  • Place fields: Sender adds signer, date, and any conditional fields
  • Authenticate signer: Use email link, SMS code, or stronger authentication
  • Execute and store: Signer signs, system saves signed PDF plus audit trail

Configuring a digital workflow for Business Representation Statements

Set up these workflow elements to reduce signer friction and ensure records meet legal and audit requirements.

Field | Configuration Purpose | Setting
Signer authentication Email + optional SMS code or KBA for higher assurance
Conditional fields Show or hide sections based on entity type
Template use Create reusable template to standardize wording
Reminders Automated reminders for unsigned requests

Technical considerations for eSigning and eSubmission

Choose a platform that supports secure authentication, robust audit logs, and the file formats you use for corporate documents.

  • File formats: PDF, DOCX and HTML supported
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Access controls: SSO and role-based access

Ensure the platform can retain signed copies and export audit reports for the retention period required by regulators or internal policy.

Key timing considerations and typical deadlines

While the Business Representation Statement itself usually has no public filing deadline, these timing points are commonly observed by organizations and counterparties.

Execution date:

Date signer signs; sets effective date for representations

Delivery to counterparty:

Provide upon contract execution or within negotiated days

Record retention start:

Retention periods begin on execution or effective date

Internal review:

Legal review typically within 3–10 business days

Amendments deadline:

Specify timeframe if representations can be updated

Common preparation mistakes to avoid

  • Using a trade name instead of the registered legal entity name, which can prevent counterparties from confirming corporate status.
  • Failing to verify signer authority or omitting a supporting board resolution when internal policy requires one, creating reliance disputes.
  • Including vague or sweeping language for representations without clear time frames, which increases ambiguity in enforcement or indemnity claims.
  • Not preserving an auditable execution record (timestamp, IP, authentication) when signing electronically, which weakens evidentiary value.

Consequences and legal risks of incorrect statements

Contract dispute: Rescission or damages possible
Regulatory exposure: Fines or enforcement actions
Tax penalties: $60–$330 per form
I-9 violations: $281–$2,789 per violation
Fraud allegation: Potential criminal exposure
Backup withholding: 24% withholding rate

Comparing plan-level pricing and key features for eSignature providers

When selecting an eSignature provider for Business Representation Statements, compare pricing models, available compliance features, and envelope or usage limits.

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, no card 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

Real-world examples of Business Representation Statements in use

These short case notes show how organizations used a representation statement to streamline execution and reliance in common scenarios.

Optica Ventures — COO

Optica used a standardized representation statement to reduce onboarding back-and-forth and speed contract acceptance by external partners.

  • The interface was simple for both internal teams and clients.
  • "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers," said Brian Fitzgibbons, COO, describing improved turnaround and fewer document requests.

Martin Properties — Founder

A property management firm used a representation statement when executing multiple lease amendments across properties to maintain consistent disclosures.

  • It replaced repetitive notarized affidavits on routine items.
  • "I can process and execute all of these documents online with 100% compliance and built-in security," said Tim Martin, Founder, noting faster execution on mobile and offline scenarios.

Practical tips to ensure an accurate and efficient statement

Apply these practical measures to reduce review time and strengthen enforceability when delivering Business Representation Statements.

Use the exact legal name
Confirm name against formation documents and state records to avoid reliance disputes.
Document signer authority
Attach a board resolution or power of attorney when internal policy requires documentary proof.
Preserve execution metadata
Keep audit trails (timestamps, IP, authentication) for evidentiary support of electronic signatures.
Standardize templates
Use a single vetted template to reduce inconsistent language and accelerate legal review cycles.

Frequently asked questions about Business Representation Statements

Answers to common execution, enforceability, and practical questions about representation statements and electronic signing.


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