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Business ROND Document

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BUSINESS ROND DOCUMENT

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

RECITALS

WHEREAS, Client desires to engage Contractor to perform certain services and deliverables described in this Agreement (the "Services"); and

WHEREAS, Contractor has represented that it possesses the necessary experience and capabilities to perform the Services and is willing to perform the Services on the terms and conditions set forth in this Agreement.

WHEREAS, the parties agree that the Services to be provided shall follow the ROND process, including but not limited to review, organization, negotiated deliverables, and documentation as further detailed below.

SCOPE OF WORK

Contractor shall perform the Services as described in detail below. Contractor shall provide all labor, materials, equipment, and supervision necessary to complete the Services in a professional manner consistent with industry standards.

PAYMENT TERMS

In consideration of the performance of the Services, Client shall pay Contractor the fees and charges set forth below. All amounts are in United States Dollars unless otherwise agreed in writing.

Invoices shall be submitted by Contractor and are due within days of receipt. Late payments shall bear interest as described below.

Unpaid amounts shall accrue interest at % per month, or the maximum rate permitted by applicable law, whichever is lower.

TERM AND TERMINATION

This Agreement shall commence on Start Date: and shall continue until End Date: , unless earlier terminated as provided herein.

Either party may terminate this Agreement for convenience upon providing days' prior written notice to the other party. Termination for cause may occur upon material breach by the other party if such breach is not cured within days after written notice specifying the breach.

Upon termination, Client shall pay Contractor for Services performed and reasonable non‑cancellable obligations incurred through the effective date of termination.

CONFIDENTIALITY

"Confidential Information" means non-public information disclosed by one party to the other that is marked confidential or that, by its nature, should reasonably be understood to be confidential. The receiving party shall (i) not disclose Confidential Information to any third party except as permitted by this Agreement, (ii) use Confidential Information solely to perform its obligations hereunder, and (iii) take reasonable precautions to protect Confidential Information from unauthorized disclosure.

Confidentiality obligations shall continue for a period of years following the termination or expiration of this Agreement, except as otherwise required by law.

INTELLECTUAL PROPERTY

Unless otherwise agreed in writing, Contractor shall retain ownership of pre-existing intellectual property and tools used in performing the Services. Client shall receive a perpetual, non-exclusive, non-transferable license to use deliverables specifically created for Client under this Agreement, subject to payment in full.

WARRANTIES, INDEMNITY AND LIMITATION OF LIABILITY

Contractor warrants that Services will be performed in a professional and workmanlike manner consistent with industry standards. Except for the foregoing warranty, Services are provided "AS IS" and Contractor disclaims all other warranties to the fullest extent permitted by law.

Each party shall indemnify, defend and hold the other harmless from third-party claims arising out of its gross negligence or willful misconduct. Neither party shall be liable for consequential, incidental or punitive damages except for liability arising from 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 conflict of law principles. The parties submit to the exclusive jurisdiction and venue of courts located in the selected state for disputes not subject to binding arbitration.

ENTIRE AGREEMENT

This Agreement, including any exhibits or attachments expressly incorporated herein, constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior and contemporaneous agreements, proposals and communications, whether oral or written. Any amendment or modification must be in writing and signed by both parties.

MISCELLANEOUS

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. The failure of either party to enforce any right shall not constitute a waiver of that right.

Client Printed Name:

By:

Date:

Contractor Printed Name:

By:

Date:

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What the Business ROND Document Is

The Business ROND Document is a Remote Online Notarization (RON)–enabled business instrument used to capture notarized signatures and formal acknowledgements electronically. It combines a notarization statement, identity-proofing evidence, and an auditable session record so a notary can notarize a business document remotely under applicable state RON rules and federal e-signature law (ESIGN, 15 U.S.C. §7001) and state electronic transaction acts (UETA/ESRA). The document is formatted for secure eSubmission, durable storage, and a tamper-evident notarization certificate.

Why a Business ROND Document Matters for Compliance

A properly executed Business ROND Document provides the same legal effect as in-person notarization where state law allows, supported by ESIGN (15 U.S.C. §7001) and state electronic transaction statutes. It documents signer intent, identity proofing, and retention of the notarization record, reducing travel, preserving timestamped evidence, and aligning with industry retention or privacy rules when stored securely.

Why a Business ROND Document Matters for Compliance

Typical Users and Who Should Complete One

Use this document when state rules permit RON and the transaction is not on a statutory exceptions list such as wills or certain court filings.

  • Real estate closing agents and landlords completing leases or deeds remotely.
  • Corporate officers and legal teams executing contracts, authorizations, or corporate minutes.
  • Healthcare and financial administrators notarizing consent forms or account authorizations remotely.

Who Can Sign and Who Can Notarize

Authorized Signer

An officer, representative, or designated agent of the business with authority under corporate bylaws or power of attorney. Provide documentation of authority when requested; mismatched names or missing authorization can invalidate the notarization or trigger downstream disputes.

Notary Public

A state-commissioned notary who meets RON requirements: identity-proofing completed, audio-video session recorded, and the notary’s commission and journal entries attached. The notary must follow the state’s RON rules and retain session records as required by state law.

Essential Elements Included in a Business ROND Document

A professional Business ROND Document bundles identity verification, a notarization block, and an auditable record to meet RON and e-signature expectations across industries.

Identity Proofing

Multi-factor verification including credential analysis, knowledge-based questions, or government ID checks; documents should record the method and outcome for the notary record.

Audio‑Video Recording

A continuous audiovisual recording of the notarial session retained per state rules and linked to the notarized document for evidentiary support.

Notary Certificate

A tamper-evident notarization statement with notary name, commission number, jurisdiction, and electronic seal or certificate embedded in the document.

Audit Trail

Detailed signing and session logs capturing timestamps, IP addresses, and signer actions to demonstrate intent, attribution, and consent.

Tamper Protection

Document hashing and tamper-evident seals or cryptographic markers applied after notarization to detect subsequent changes.

Retention Notice

Clear record of where and how the notarization record is stored, how long it will be retained, and who has access.

Step‑by‑Step: Preparing and Executing a Business ROND Document

Follow these sequential steps to prepare, verify, notarize, and store a RON-enabled business document securely and in compliance with applicable rules.

  • 01
    Prepare Document: Draft with a clear notary block and required business metadata.
  • 02
    Gather ID: Obtain government ID and authority evidence from the signer.
  • 03
    Start RON Session: Begin audiovisual session, complete identity proofing procedures.
  • 04
    Notary Signs: Notary applies electronic certificate and attaches session record.

How Remote Notarization Works in Practice

A RON workflow typically moves from document setup through verification to notarization and final storage; design each stage to capture required evidence and preserve auditability.

  • Upload Document: Sender uploads notarization-ready file with placeholders.
  • Assign Notary: Schedule a state-authorized notary for the session.
  • Identity Verification: KBA, credential analysis, or multifactor checks performed.
  • Record & Certify: Audiovisual recording created; notary attaches certificate.

Configuring the Online RON Workflow

Set these workflow fields before sending to ensure the session meets technical and state-specific requirements.

Field Configuration
Identity Proofing Method KBA or credential analysis
Authentication Strength SMS code or multi-factor
Recording Storage Encrypted audiovisual archive
Certificate Format Embedded PDF notarization

Technical and Integration Requirements

Ensure chosen tools meet state RON technical criteria and preserve a verifiable audit trail for long-term evidentiary value.

  • File Formats: PDF, DOCX supported
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Recording: Encrypted, tamper-evident storage

Key Deadlines and Retention Triggers to Watch

Understand statutory deadlines that affect notarization records and related filings; retention and filing windows are separate obligations.

RON Recording Retention:

Typically 5–10 years depending on state law

I-9 Retention Rule:

Keep forms three years after hire or one year after termination (8 CFR §274a.2)

1099 Deadlines:

Recipient/IRS delivery by Jan 31 for 1099-NEC

W-9 Provision:

Provided on request; no fixed IRS filing date

Contract Effective Dates:

Match effective date with notarization timestamp

eSignature Pricing Comparison for RON‑Capable Workflows

Pricing and capabilities vary across providers; signNow appears first in the table per page conventions and plan/feature differences are summarized for comparison.

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 Yes, 7-day trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Varies Varies Varies Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Required Information and Document Metadata

Signer legal name: Exact government name
Government ID: ID type and number
Notary details: Name, commission, jurisdiction
Session ID: RON session reference
Recording link: AV recording reference
Audit timestamp: Signed date/time UTC

Penalties and Risks from Errors or Noncompliance

Invalid notarization: Document may be void
Tax filing errors: Penalties under IRC §6721
I-9 violations: Fines $281–$2,789 (8 CFR §274a.2)
HIPAA breaches: Civil penalties possible
Evidence gaps: Harder to prove intent
State noncompliance: Local rejection or fines

Common Mistakes to Avoid When Preparing a RON Document

  • Mismatched names between the signer entry and presented government ID leading to failed identity verification and session termination.
  • Using non‑standard or altered notary wording that conflicts with the state’s statutory notarial certificate and voids the acknowledgement.
  • Failing to retain the required audiovisual recording or storing it insecurely, which can violate state RON retention rules and undermine evidentiary value.
  • Skipping a clear statement of authority for corporate signers (resolution or power of attorney), which creates post-execution disputes about signer authority.

Real‑World Examples Using Remote Notarization

These brief illustrations show how organizations have applied electronic notarization to business workflows using secure e-sign platforms.

Martin Properties

Tim Martin, Founder at Martin Properties used RON to close remote leases.

  • Mobile and offline signing enabled rapid execution.
  • "I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

BIS

Dan Rotelli, CEO at BIS implemented RON for remote approvals.

  • Chose a solution with SOC 2 controls.
  • "We felt most comfortable with airSlate SignNow given their SOC 2 certification and strict focus on ESIGN and UETA act compliance."

Frequently Asked Questions and Troubleshooting

Answers to common questions about executing, validating, and storing a Business ROND Document, with practical troubleshooting tips for signers and administrators.


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