Establishing secure connection…Loading editor…Preparing document…

Business Searches List

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

BUSINESS SEARCHES LIST AND SERVICES AGREEMENT

Client Name:    Service Provider:    Agreement Date:

Recitals

WHEREAS, Client desires that Service Provider perform specified searches and related due diligence concerning business entities, trade names, liens, intellectual property, and other public records as more fully described below; and

WHEREAS, Service Provider represents that it has the skill, experience, and personnel necessary to conduct such searches and to deliver written summaries and reports in accordance with the terms of this Agreement; and

NOW, THEREFORE, in consideration of the mutual covenants contained herein and for other good and valuable consideration, the parties agree as follows:

Scope of Work

Business Searches List

The following enumerated searches are requested by Client and will be performed by Service Provider as indicated. For each requested search, Service Provider shall record the jurisdiction searched, date performed, summary of findings, and any report or file reference number.

Search #1 —   Search Type:

Jurisdiction:

Search Date:

Fee: $

Search #2 —   Search Type:

Jurisdiction:

Search Date:

Fee: $

Search #3 —   Search Type:

Jurisdiction:

Search Date:

Fee: $

Additional searches may be added by mutual written agreement. If Client requires searches beyond those listed above, Service Provider will notify Client of additional fees prior to performance.

Payment Terms

Total Estimated Fee: $

Late Payment: Payments not received within days after invoice date shall bear interest at % per month (or the maximum lawful rate) and Client shall reimburse Service Provider for collection costs.

Term and Termination

This Agreement commences on Start Date: and terminates on End Date: , unless earlier terminated in accordance with this section.

Either party may terminate for convenience upon written notice delivered at least days prior to the effective termination date. Service Provider may terminate immediately for non-payment or material breach by Client that is not cured within ten (10) days after written notice.

Confidentiality

All search results, reports, and non-public information obtained or produced in connection with performance of the Services shall be treated as Confidential Information of Client. Service Provider shall not disclose such Confidential Information except (a) to employees or subcontractors who have a need to know and are bound by confidentiality obligations, (b) as required by law or valid court order, or (c) with Client's prior written consent.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of laws principles.

Entire Agreement

This Agreement, including any written appendices and the Business Searches List included herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior negotiations, representations, or agreements, whether written or oral. Any amendment must be in writing and signed by both parties.

Certifications and Acknowledgements

Client acknowledges that (a) Service Provider does not guarantee the existence or non-existence of records beyond the scope of the searches ordered, (b) certain searches may be limited by public record availability and may require third-party vendor verification, and (c) Client remains responsible for decisions based on search results. Service Provider agrees to exercise reasonable care and professional diligence in performing the searches described herein.

Client Name:

By:

Date:

Service Provider Name:

By:

Date:

Enter text✕
Prepare your document for signing right on this page
  • 01 Edit the text and complete the fields
  • 02 Click Sign Now and on the next screen add recipients and signature fields in SignNow
  • 03 Start your free trial to sign and send your doc
Sign Now

What a Business Searches List Is and When It’s Used

A Business Searches List is a compiled record of public and proprietary searches used to verify a company’s legal existence, registration status, ownership, and encumbrances. Typical entries include state registration checks, UCC filings, tax lien searches, registered agent confirmation, and lists of known DBAs. Organizations use this list during due diligence, M&A, lending, vendor onboarding, and compliance reviews to reduce legal and financial risk before entering transactions or filings.

Why maintaining a clear Business Searches List matters

A documented searches list centralizes verification, reduces duplicate work, and provides an audit trail for compliance with internal controls and external obligations. Accurate searches help prevent filing errors, tax withholding triggers, and uncovered liens that can delay transactions or create liability.

Why maintaining a clear Business Searches List matters

Typical users and contributors for a Business Searches List

Different teams and external advisors rely on the list at specific stages of a transaction or compliance check.

  • Legal and compliance teams preparing due diligence and regulatory checks; they verify corporate standing and liens.
  • Finance and treasury teams confirming tax status, EIN, and potential encumbrances prior to funding or payment.
  • External counsel, title companies, and lenders who require certified search outputs for closings and filings.

Assigning clear ownership and version control ensures consistency and defensible recordkeeping across the organization.

Who signs or certifies the list

Corporate Counsel

General counsel or outside counsel typically reviews and certifies search results; they confirm legal entity status, outstanding filings, and advise on material risks in a 2–3 paragraph narrative attached to the list.

Authorized Officer

An officer such as CFO or CEO signs or attests to the completeness of searches when certification is requested by a lender or counterparty; their attestation affirms the list reflects the organization’s due diligence.

Step-by-step: compiling a Business Searches List

Follow a repeatable sequence to ensure thorough searches and a defensible record.

  • 01
    Identify scope: Decide jurisdictions, search types, and date ranges required.
  • 02
    Run searches: Execute state, UCC, tax lien, and proprietary database searches.
  • 03
    Record results: Capture source, search parameters, and findings in a single list.
  • 04
    Review & certify: Legal or authorized officer reviews and signs the compiled list.

How to build a repeatable digital workflow

Configure document and search routing to reduce manual handoffs and to capture required attestations automatically.

Field Configuration
Search inputs Standardize name, EIN, jurisdiction fields for automated queries.
Reviewer role Assign Legal as required approver with mandatory sign-off.
Retention tag Add metadata for retention period and document owner.
Delivery method Choose certified PDF output and routing to stakeholders.

Typical sequence for producing and delivering the list

A clear flow reduces errors and provides a defensible audit trail for counterparties and regulators.

  • Initiate request: Requester completes scope and entity fields.
  • Execute searches: Automated or manual searches are run and saved.
  • Consolidate results: Results and source citations are compiled into the list.
  • Sign and distribute: Authorized signer certifies and the final list is sent to recipients.

Essential components of a professional Business Searches List

Include these elements to make the list reliable for due diligence, filing, and lender review.

Entity identifiers

Legal name, EIN, formation state, and jurisdictional identifiers ensure that searches target the correct legal entity and avoid false positives.

Search log

A dated log that records search type, database used, search terms, and operator provides reproducibility and supports certification.

Results summary

Concise summary of material findings—active status, liens, judgments, DBAs—so reviewers can scan key risks quickly.

Source citations

Include exact URLs, filing numbers, or database report IDs and the retrieval date to enable verification later.

Certification block

Provide an attestation statement, signer name, title, date, and signature field for legal confirmation of completeness.

Retention metadata

Metadata for retention period, version number, and owning department supports records management and legal holds.

Security and compliance elements to include

Encryption in transit: TLS 1.2/1.3
Encryption at rest: AES-256
Audit trail: IP, timestamp, action log
HIPAA capability: BAA required
Regulatory support: ESIGN and UETA compliant
Certification options: SOC 2 Type II available

Common eSignature pricing and feature snapshot for completing and certifying lists

Compare basic cost and core capabilities for common eSignature providers used to sign and distribute Business Searches Lists.

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 trial No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Typical timelines and expectations for completing searches

Set realistic timeframes for each search type and communicate expected delivery dates to requestors and reviewers.

State filings lookup:

1–3 business days for manual Secretary of State checks.

UCC lien search:

1–5 business days depending on jurisdiction and complexity.

Tax lien and judgment checks:

2–7 business days for county and federal records.

Certified output delivery:

Allow 1–2 business days after review for notarization and finalization.

Rush requests:

Same-day or 24-hour options may incur extra fees.

Milestones from request to certified delivery

A milestone view helps coordinate teams and track dependent tasks through to final certification.

01

Request Submitted

Requester provides scope, entities, and desired jurisdictional coverage.

02

Search Execution

Search operator runs specified checks and captures source details.

03

Legal Review

Legal or compliance reviews results and drafts certification language.

04

Final Certification

Authorized signer executes certification; signed list is distributed to recipients.

Common pitfalls when preparing a Business Searches List

  • Using an inconsistent entity name or outdated EIN which returns incomplete search results and can delay transactions.
  • Failing to record search parameters and retrieval dates so third parties cannot reproduce or verify findings.
  • Overlooking county-level liens or judgments that are not indexed in national databases, creating hidden exposure.
  • Not assigning a documented certifying authority, which can lead counterparties to reject the list for legal or lender purposes.

Potential consequences of an inaccurate Business Searches List

Transaction delays: Closings and funding can be postponed or rescinded.
Financial exposure: Undisclosed liens may attach to acquired assets.
Regulatory risk: Noncompliance penalties or audits.
Reputational harm: Counterparty trust and relationships may be damaged.
Tax consequences: Incorrect TINs may trigger backup withholding.
Legal disputes: Inaccurate certification can lead to contractual claims.

Practical tips for accurate and efficient completion

Adopt these habits to improve accuracy, reduce rework, and create a defensible audit record for counterparties and regulators.

Standardize input fields and naming
Use templated fields for legal name, EIN, and formation jurisdiction to ensure all searches target the same entity and avoid duplicated or conflicting results.
Document search parameters and sources
Record exact search terms, database names, report IDs, and retrieval dates to make results reproducible and verifiable by third parties or auditors.
Assign reviewer and signer roles
Designate specific legal and executive roles for review and certification so responsibility is clear and approvals are timely.
Use secure eSignature and retention
Apply a compliant eSignature provider with audit trails and retention metadata to preserve chain of custody and demonstrate compliance with ESIGN and UETA.

Real-world examples of Business Searches List usage

Case examples show how organizations rely on compiled searches to support deals, lending, and onboarding workflows.

Optica Ventures — portfolio diligence

Optica required consolidated entity and UCC searches for multiple portfolio companies to prepare investor reports.

  • The search list included source citations and retrieval dates.
  • This allowed Optica’s counsel to certify completeness to investors and avoid last-minute discovery of encumbrances during funding rounds.

Tech Data — vendor onboarding

Tech Data standardized vendor verification with a centralized searches list that integrated with procurement.

  • Legal review was automated into the workflow.
  • The standardized list reduced onboarding time, ensured consistent attestations, and improved recordkeeping for audits and supplier risk reviews.

Digital delivery and platform considerations

Choose a platform that supports secure signing, audit trails, and integration with document systems.

  • File formats: PDF, DOCX supported
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Authentication: Email, SMS, or advanced options

Frequently asked questions about preparing and certifying a Business Searches List

Answers to common questions that arise when compiling, signing, and delivering search results for third parties.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users
Sign Now
Company
Forms
Pricing
Resources
Knowledge base
Other Products
© 2026 airSlate Inc. All rights reserved.