Can this form be signed electronically?

Yes. Electronic signatures meet U.S. legal standards when intent, consent, attribution, and reliable retention are present under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted.

Is notarization ever required?

Not typically for a solicitation statement, but certain buyers or state rules may require notarization or witness lines; verify procurement instructions and state law.

What happens if party names do not match?

Mismatched legal names can delay onboarding and create enforceability questions; correct the name or attach a clarifying amendment signed by authorized parties.

How long should signed statements be retained?

Retain for at least three years after the relevant transaction; industry or regulatory rules may require longer retention, e.g., six years for HIPAA-related items (45 CFR §164.530(j)).

Can I update a signed statement?

Use an amendment or superseding document signed by all original parties; do not overwrite the original signed copy—preserve it for audit purposes.

Which authentication method is sufficient?

Email-based signatures are commonly acceptable; stronger authentication (SMS, ID proofing) is advised when the recipient requires higher assurance or when statutes call for it.

Electronic Signature
Templates
Miscellaneous
Business Solicitation Statement

Business Solicitation Statement

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

BUSINESS SOLICITATION STATEMENT

Identification of Parties

Principal / Company Name Principal Contact Principal Address Solicitor / Business Name Solicitor Contact Solicitor Address

Recitals

WHEREAS, Principal is engaged in the business of providing goods and/or services described herein and desires to engage Solicitor to undertake solicitation and outreach activities on behalf of Principal in accordance with the terms of this Statement;

WHEREAS, Solicitor represents that it is duly authorized to provide solicitation services, that it will perform such services professionally and in compliance with all applicable laws, and that it will not make any representations on behalf of Principal beyond the express scope set forth in this Statement;

WHEREAS, the parties desire to set forth the scope, compensation, confidentiality obligations, and other terms under which solicitation activities will be conducted.

Scope of Solicitation

Solicitor will perform the solicitation activities described below on behalf of Principal. Solicitor shall not bind Principal to any contract, accept any payment on behalf of Principal, or make representations beyond the scope authorized by Principal.

Describe solicitation activities and geographic scope

Permitted solicitation methods (check all that apply):

In-person Telephone Email Electronic advertising Direct mail

Payment Terms

Principal shall compensate Solicitor for solicitation services in accordance with the following schedule. All amounts are due in U.S. dollars and are exclusive of any applicable taxes unless otherwise stated.

Compensation Type Amount or Rate Payment Schedule (timing and conditions) Late Payment Fee

Term and Termination

This Statement commences on the Start Date and continues until the End Date unless earlier terminated under this section.

Start Date:

End Date:

Termination Notice Period

Either party may terminate this Statement for material breach by the other party if the breaching party fails to cure such breach within the notice period specified above. Termination shall not relieve either party of obligations incurred prior to termination, including payment of fees earned.

Compliance and Confidentiality

Solicitor shall comply with all applicable federal, state, and local laws and regulations governing solicitation and marketing activities. Solicitor shall not employ any unfair, deceptive, or misleading practices when acting on behalf of Principal.

Confidential Information means non-public business, technical, financial, or other information disclosed by Principal to Solicitor in connection with this Statement. Solicitor shall (i) use Confidential Information solely for the performance of solicitation services under this Statement, (ii) not disclose Confidential Information to third parties except to its employees or agents who have a need to know and are bound by confidentiality obligations, and (iii) take commercially reasonable measures to protect Confidential Information from unauthorized disclosure.

Acknowledgment: Solicitor acknowledges that breach of confidentiality may cause irreparable harm to Principal for which monetary damages are inadequate, and Principal shall be entitled to injunctive relief in addition to any other remedies available at law or in equity.

Solicitor acknowledges confidentiality obligations

Solicitor certifies that it will maintain the confidentiality obligations set forth above.

Insurance and Indemnity

Solicitor shall maintain at its expense insurance coverage adequate for the solicitation activities undertaken and shall indemnify and hold harmless Principal against claims arising from Solicitor's negligent acts, willful misconduct, or breach of this Statement, except to the extent caused by Principal's gross negligence or willful misconduct.

Governing Law and Dispute Resolution

This Statement 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 shall first attempt in good faith to resolve disputes through negotiation. If unresolved, disputes shall be resolved by litigation in the courts of the governing state.

Entire Agreement

This Statement constitutes the entire agreement between Principal and Solicitor with respect to the subject matter hereof and supersedes all prior and contemporaneous understandings, whether written or oral. Any modification or amendment to this Statement must be in writing and signed by authorized representatives of both parties.

Certifications and Representations

Each party represents and warrants that it has full corporate or individual power and authority to enter into this Statement and that the person signing below is duly authorized to execute this Statement on behalf of the signing party.

Principal:

By:

Date:

Solicitor:

By:

Date:

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

A Business Solicitation Statement is a written declaration provided by a company when soliciting business, submitting a proposal, or responding to a procurement or vendor request. It identifies the party making the solicitation, explains the purpose of outreach, discloses material relationships or compensation, and records contact and compliance details. Organizations use the statement to document intent, establish routing for approvals, and meet regulatory or customer-requested disclosure requirements. The form may accompany proposals, bids, marketing outreach, or vendor registrations and serves as a record of who solicited whom and under what terms.

Why the Business Solicitation Statement matters for compliance and transparency

A clear statement reduces legal and procurement risk by documenting disclosures, contact details, and material relationships. It creates an auditable record that supports internal approvals and external requests, and helps demonstrate compliance with solicitation rules or contract conditions while preserving evidence of intent and consent.

Typical users and where the form fits in your workflow

The Business Solicitation Statement is used by teams that submit proposals, contact prospective clients, or register as vendors with public or private buyers.

Sales and business development teams preparing proposals or outreach lists for institutional buyers.
Procurement and vendor management when onboarding or responding to RFPs and RFQs.
Legal, compliance, or contracting groups reviewing disclosures for conflicts or required statements.

Use this statement as part of the standard package for proposals, registrations, or anytime an explicit disclosure or tracking record is required.

Step-by-step: completing a Business Solicitation Statement

Follow these steps to complete a clear, legally sound Business Solicitation Statement and reduce review cycles.

01

1. Identify parties: Enter full legal names for all parties.
02

2. State purpose: Summarize the solicitation reason in one sentence.
03

3. Disclose relationships: List material interests or affiliations.
04

4. Sign and date: Signatory affirms accuracy and authority.

Core parts every professional Business Solicitation Statement should include

A complete statement balances clarity, legal disclosure, and traceability. The sections below form the minimum structure for most commercial and public procurement contexts.

Header

Document title, version, and internal reference number. Use a clear header so recipients identify the form as an official solicitation disclosure.

Parties

Full legal names, business addresses, and contact information for both solicitor and recipient to ensure reliable service and contract routing.

Solicitation Summary

Short description of the goods or services sought, proposal scope, and any limits on the solicitation period or geographic scope.

Disclosures

Material relationships, compensation arrangements, referral fees, or conflicts of interest spelled out to meet procurement or regulatory requirements.

Certifications

Affirmations such as accuracy of information, authority to sign, and compliance with applicable solicitation rules or anti-kickback statutes.

Signatures

Signature blocks for authorized representatives, dates, and, when required, witness or notarization lines to meet jurisdictional authentication needs.

How to set up a digital workflow for this statement

Configure roles and fields before sending to reduce signer questions and speed approvals.

Template name	Create a descriptive template name for reuse.
Signer roles	Assign solicitor and recipient roles explicitly.
Conditional fields	Show extra fields only if related answers apply.
Authentication	Choose email, SMS code, or stronger ID checks.
Notifications	Set reminders and completion alerts for stakeholders.

Where to send or file the completed statement

Route the signed statement to internal records, the recipient, and any procurement or compliance desk that requested it.

Internal Records: Legal, compliance, and contract administration files.
Recipient: Procurement contact named in RFP or vendor portal.
Regulatory Filings: File with agency when required by solicitation rules.
Third-party Portals: Upload to vendor portals per buyer instructions.

Digital signing and technical considerations

Choose a platform that supports reliable e-signing, audit trails, and format export.

Document formats: PDF and DOCX supported
Authentication: Email or SMS codes; stronger options available
Integrations: Connectors for CRM or contract systems

Ensure the platform you use preserves an audit trail, supports required authentication, and stores a tamper-evident final copy for recordkeeping.

Typical eSignature vendor pricing and capability comparison

Comparison of common vendor starting prices and key capabilities relevant when digitally executing Business Solicitation Statements.

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

Security and legal features to include or verify

Encryption: TLS 1.2/1.3, AES-256

Audit Trail: Timestamped events and IP addresses

Authentication: Email, SMS, or stronger ID checks

HIPAA: BAA required for PHI handling

ESIGN / UETA: Compliant with U.S. e-signature law

Retention: Tamper-evident archival copies

Practical tips to reduce errors and speed approvals

Follow consistent formatting, review for material disclosures, and use digital tools to automate repetitive tasks for quality control.

Standardize templates across teams

Maintain one approved template for solicitations to reduce review cycles, enforce required fields, and ensure consistent disclosures.

Validate party names and contacts

Confirm legal entity names, EINs, and procurement contacts before sending; mismatches are a common cause of vendor onboarding delays.

Use clear disclosure language

Avoid ambiguous terms about fees or relationships; specify amounts, percentages, and the nature of any referral or commission arrangements.

Preserve an auditable copy

Store the final signed PDF with its audit trail and metadata in a secure records system for retrieval during audits or disputes.

Common mistakes that cause delays or disputes

Using informal or trade names instead of the full legal entity name leads to vendor onboarding rejections or misdirected notices.
Omitting material relationships or referral fees creates conflict-of-interest issues and may breach procurement rules.
Failing to date the effective date or using ambiguous timing can create disputes about performance windows and liability.
Relying on handwritten copies without a tamper-evident signed PDF and audit trail complicates electronic record acceptance.

Short summary of legal and financial risks

False statements: Civil liability

Missing disclosures: Contract rescission risk

Incorrect signatory: Invalid agreement

Late filings: Penalties possible

Privacy breaches: HIPAA or data fines

Tax impact: Backup withholding

Real-world scenarios where a Business Solicitation Statement is used

Representative examples show how different teams use the statement to meet buyer or regulatory expectations and preserve an audit trail.

Optica Ventures — Proposal outreach

A venture firm submits a solicitation statement with each RFP response to disclose referral arrangements and ownership interests.

Documented relationships and signatory authority were required by the receiving procurement team.
The record reduced follow-up questions, streamlined vendor registration, and created a searchable trail for compliance reviews.

Martin Properties — Real estate bids

A property manager attaches a solicitation statement to competitive service bids to disclose subcontractor commissions.

The buyer required two witness lines and a notarized acknowledgement.
Having the standardized statement prevented contract hold-ups and ensured bids met the procurement checklist for award consideration.

Frequently asked questions about Business Solicitation Statements

Answers to common questions about validity, signatures, retention, and how to handle errors.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures meet U.S. legal standards when intent, consent, attribution, and reliable retention are present under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted.
Is notarization ever required?
Not typically for a solicitation statement, but certain buyers or state rules may require notarization or witness lines; verify procurement instructions and state law.
What happens if party names do not match?
Mismatched legal names can delay onboarding and create enforceability questions; correct the name or attach a clarifying amendment signed by authorized parties.
How long should signed statements be retained?
Retain for at least three years after the relevant transaction; industry or regulatory rules may require longer retention, e.g., six years for HIPAA-related items (45 CFR §164.530(j)).
Can I update a signed statement?
Use an amendment or superseding document signed by all original parties; do not overwrite the original signed copy—preserve it for audit purposes.
Which authentication method is sufficient?
Email-based signatures are commonly acceptable; stronger authentication (SMS, ID proofing) is advised when the recipient requires higher assurance or when statutes call for it.

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