Can the statement be signed electronically?

Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signer demonstrates intent, consent, attribution, and the record is retained in reproducible form.

When is notarization required?

Notarization depends on the requestor or state rule. Some recipients specifically request a notarized certification or a state-issued certificate of good standing; confirm whether RON is acceptable for that recipient.

How do I confirm signer authority?

Provide a corporate resolution, officer appointment, or board minutes that name the signer. Without clear authority, recipients may reject the statement or ask for additional evidence.

What if the business status changes?

Issue an updated Business SGC Statement reflecting the new status and date. Keep a copy of both statements and note the reason for the update for audit trails.

How long should signed copies be kept?

Retain signed statements per corporate recordkeeping policies and applicable law—minimum three years for many federal matters, six years for HIPAA-governed healthcare records.

What if the name or EIN doesn't match?

Resolve mismatches by attaching authoritative state filings or IRS documentation; unresolved discrepancies commonly lead to rejection or requests for a corrected statement.

Electronic Signature
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Business SGC Statement

Business SGC Statement

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BUSINESS SGC STATEMENT

RECITALS

WHEREAS, Company Name: is an entity formed under the laws of Jurisdiction of Formation: ; and Formation Date: ;

WHEREAS, the Company requests a formal Statement of Good Corporate Standing (the "SGC Statement") certifying the Company's current status and certain corporate facts as of Statement Date: for the Purpose: ;

WHEREAS, the Parties agree to the terms and conditions set forth in this Business SGC Statement and any services or deliverables described below.

SCOPE OF WORK

The Provider will prepare and deliver an SGC Statement that includes: (a) confirmation of the Company's status as of the Statement Date; (b) date of formation and jurisdictional filing status; (c) notation of any outstanding administrative actions affecting good standing; and (d) a certified statement executed by an authorized representative. The scope below summarizes deliverables and responsibilities.

Detailed Scope of Work

PAYMENT TERMS

The Company shall pay Provider the fees described below in exchange for the deliverables set forth in this Statement.

Total Fee Payment Schedule Late Payment

TERM AND TERMINATION

This Statement commences on Term Start Date: and will expire on Term End Date: unless earlier terminated in accordance with this section.

Either Party may terminate this Statement for convenience upon written notice provided at least Notice Period (days): prior to the effective termination date. Termination for material breach is effective upon written notice if the breaching party fails to cure within thirty (30) days after receipt of written notice of breach.

CONFIDENTIALITY

Each Party shall hold in confidence and not disclose to third parties any Confidential Information disclosed by the other Party in connection with this Statement. "Confidential Information" excludes information that is or becomes publicly available without breach of this Statement, is independently developed, or is required to be disclosed by law. Confidentiality obligations shall survive termination for a period of Confidentiality Duration (years): .

GOVERNING LAW

This Statement shall be governed by and construed in accordance with the laws of the State of , without regard to its conflicts of law principles.

REPRESENTATIONS AND CERTIFICATION

The undersigned authorized representative of the Company certifies, to the best of their knowledge, that the facts set forth in this Statement are true, correct and complete as of the Statement Date and that the representative is duly authorized to execute this Statement on behalf of the Company. The Provider represents that all SGC Statements and certifications will be prepared in a manner consistent with customary professional standards.

ENTIRE AGREEMENT

This Statement, together with any exhibits or attachments referenced herein, constitutes the entire agreement between the Parties with respect to its subject matter and supersedes all prior proposals, negotiations and agreements, whether written or oral. Any amendment must be in writing and signed by both Parties.

ADDITIONAL PROVISIONS

Reliance: Any third party relying upon the SGC Statement does so at its own risk. Indemnity: The Company agrees to indemnify and hold harmless the Provider from liabilities arising from reliance upon inaccurate information provided by the Company.

Company:

Title:

Date:

Provider:

Title:

Date:

What the Business SGC Statement Is and when it’s used

The Business SGC Statement is a formal corporate statement used to confirm an entity's current registration, compliance status, and authority to transact. It typically summarizes the business name, formation state, registration or charter number, and a statement of good standing or compliance signed by an officer or authorized agent. Requesting parties include banks, counterparties, regulators, and purchasers performing due diligence. The statement can be executed and retained electronically where ESIGN and UETA apply, subject to any notarization or witness requirements by jurisdiction.

Why organizations request a Business SGC Statement

A clear Business SGC Statement reduces friction in onboarding, contracting, financing, and M&A by proving the entity's formation, registration, and good standing. It clarifies signing authority and often avoids delays from identity or status questions during financial or regulatory reviews.

Typical parties who prepare or request this statement

Who prepares or asks for the Business SGC Statement depends on the transaction — below are common roles and receiving parties.

Corporate officers and registered agents who certify formation and compliance for banks and regulators.
In-house counsel and compliance teams preparing proof for contracts, audits, and due diligence reviews.
Banks, lenders, and counterparty risk teams requesting formal evidence prior to account opening or financing.

Each recipient may require different wording, notarization, or evidence; verify the exact language and authentication expected by the requesting party.

Core elements that belong in a professional Business SGC Statement

A well-formed statement groups entity identity, certification language, authentication, and attachments so recipients can verify status quickly.

Entity Details

Full legal name, trade name (DBA), and any EIN or tax ID used for verification and cross-checking public records.

Formation Data

State or jurisdiction of formation, date of formation, and the registration or charter number as shown in state filings.

Statement Language

Clear declarative language confirming that the entity is in good standing or has no known suspension of authority to transact business.

Authorship

Name, title, and contact details of the officer or registered agent who signs, showing the authority basis for the certification.

Authentication

Signature block with date, and when required, a notary acknowledgement or remote online notarization (RON) session details.

Attachments

Supporting documents such as recent state certificates, filing receipts, or corporate resolutions that corroborate the statement.

Essential fields to include on the form

Entity Name: Exact legal name

Formation State: State or jurisdiction

Registration Number: State file or charter number

Tax ID/EIN: Employer ID number

Effective Date: MM/DD/YYYY

Authorized Signer: Name and title

Step-by-step: preparing and issuing the Business SGC Statement

Follow these steps in order to gather records, complete the statement, and deliver authenticated copies.

01

Gather Records: Collect formation, filing, and tax documents for verification.
02

Complete Statement: Fill entity fields, effective date, and certification language.
03

Sign and Authenticate: Have authorized signer execute and notarize if required.
04

Deliver and Archive: Send to requestor and store a certified copy for records.

Digital workflow settings to streamline completion and review

Configure your digital workflow to minimize rework and ensure required authentication steps are enforced.

Field	Configuration
Entity Name	Required, single-line text field with validation
Signer Email	Required; add SMS or code-based 2FA when needed
Signature Type	Allow typed or drawn signature; require notarization when requested
Storage Location	Save signed PDF to secure records repository

Delivery channels and technical formats for signed statements

Choose platforms and formats that recipients accept and that preserve audit trails and attachments.

File formats: PDF, Word (DOCX) supported
Integrations: Connect to CRM and cloud storage
Authentication: Email, SMS, or stronger 2FA

Use systems that retain an audit trail, produce tamper-evident signed PDFs, and integrate with your document retention policy for discoverability and compliance.

Where to send, file, and store the completed statement

Routing depends on the requester; follow this common sequence to ensure acceptance and record retention.

To the Requestor: Send signed certified copy to the requesting party.
State Agency Filing: File only if the state requires a supplemental filing.
Corporate Records: Store original in the corporate minute book or digital safe.
Certified Copies: Provide notarized or state-certified copies when requested.

Typical timing expectations and deadlines for delivery

Timelines vary by use case; plan ahead so verification doesn't delay transactions or compliance checks.

Banking and Account Openings:

Provide upon request, typically within 5–10 business days.

Contract Closings:

Deliver before closing or signing to avoid delays.

Due Diligence Requests:

Supply certified copies within the buyer's requested timeframe.

Regulatory Audits:

Produce existing statements immediately when auditor demands them.

Annual Updates:

Update annually or when corporate status changes.

Common preparation errors to avoid

Using an incorrect or out-of-date legal name that fails state verification and triggers rejection.
Omitting the signer's title or authority, creating uncertainty about whether the signer can bind the entity.
Failing to notarize when the requester or state requires authentication, delaying acceptance or trust.
Attaching stale or unrelated documents instead of current state certificates or filing receipts.

Consequences of incorrect or misleading Business SGC Statements

Contract Delay: Execution or closing may be postponed until status is confirmed

Account Restrictions: Banks may freeze or refuse to open accounts

Regulatory Risk: Fines or administrative action for misstatements

Bid Rejection: Proposals may be disqualified in procurement

Civil Liability: Counterparties may assert damages for false certification

Reputational Harm: Loss of trust that impacts future deals

eSignature provider comparison for signing and delivering Business SGC Statements

Comparing common provider attributes helps choose an eSignature option that meets authentication, HIPAA, and volume needs; signNow is shown first per vendor labeling rules.

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

Frequently asked questions about the Business SGC Statement

Answers to typical questions about e-signing, notarization, signer authority, and record updates for Business SGC Statements.

Need help? Contact support

Can the statement be signed electronically?
Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signer demonstrates intent, consent, attribution, and the record is retained in reproducible form.
When is notarization required?
Notarization depends on the requestor or state rule. Some recipients specifically request a notarized certification or a state-issued certificate of good standing; confirm whether RON is acceptable for that recipient.
How do I confirm signer authority?
Provide a corporate resolution, officer appointment, or board minutes that name the signer. Without clear authority, recipients may reject the statement or ask for additional evidence.
What if the business status changes?
Issue an updated Business SGC Statement reflecting the new status and date. Keep a copy of both statements and note the reason for the update for audit trails.
How long should signed copies be kept?
Retain signed statements per corporate recordkeeping policies and applicable law—minimum three years for many federal matters, six years for HIPAA-governed healthcare records.
What if the name or EIN doesn't match?
Resolve mismatches by attaching authoritative state filings or IRS documentation; unresolved discrepancies commonly lead to rejection or requests for a corrected statement.

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