Are electronic signatures valid?

Yes. Electronic signatures are generally legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA in states that adopted it, provided intent, consent, attribution, and record retention requirements are met.

When is notarization required?

Notarization is typically not required for standard business stay agreements, but state or lender requirements or specific grantor conditions may mandate notarization. Check state notary rules when title-affecting documents or powers are involved.

What if signer lacks authority?

If a signer lacks authority to bind a company, the agreement may be unenforceable against the organization. Require a corporate resolution or delegation evidence when in doubt.

How long should I keep signed copies?

Retain for the active term plus at least three years; extend retention to seven years for disputes and six years for PHI under HIPAA (45 CFR §164.530(j)).

Can we require proof of insurance?

Yes. Include a clause requiring proof of insurance and specify minimum coverage limits; request policy evidence before occupancy begins.

Is a paper copy still needed?

No, provided the parties consent to electronic records and signatures in compliance with ESIGN and applicable state law; ensure systems preserve a reproducible record.

Electronic Signature
Templates
Miscellaneous
Business Stay Agreement

Business Stay Agreement

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

Business Stay Agreement

This Business Stay Agreement (the "Agreement") is entered into as of Effective Date: , by and between Provider Name: and Client Name: .

Recitals

WHEREAS, Provider is the lawful occupant or manager of the accommodation described as Accommodation Address: , and has authority to offer temporary occupancy for business purposes;

WHEREAS, Client requires temporary lodging and related services for personnel assigned to business activities in the accommodation's locality; and

WHEREAS, the Parties desire to set forth the terms and conditions governing Client's stay and Provider's provision of accommodation and related services.

Scope of Stay and Services

Scope of Services

Provider shall supply accommodation and the services described above for use by Client's business personnel. Services may include housekeeping frequency, linen changes, utilities, internet access, onsite parking, and access to conference or workspace as expressly listed in the Scope of Services. Client shall not permit occupancy beyond the maximum number of occupants without prior written consent of Provider.

Payment Terms

Total Fee Payment Schedule and Invoicing Deposit (if any)

Deposit refundable

Late Payment

Any amount not paid within days of the invoice due date shall accrue interest at the lesser of (a) per month, or (b) the maximum rate permitted by applicable law. Client is responsible for all collection costs and reasonable attorneys' fees incurred by Provider to collect late payments.

Payment Method

Term and Termination

The term of this Agreement commences on Start Date: and terminates on End Date: , unless earlier terminated in accordance with this Agreement.

Notice of Termination

Either Party may terminate this Agreement for convenience upon providing the other Party with at least days' prior written notice. Provider may immediately terminate this Agreement for cause if Client materially breaches any provision and fails to cure the breach within 7 days of written notice.

Confidentiality

Each Party shall maintain in confidence any non-public information disclosed by the other Party that is marked confidential or would reasonably be understood to be confidential given the nature of the information and the circumstances of disclosure ("Confidential Information"). Confidential Information does not include information that is or becomes publicly known other than through a breach of this Agreement, is independently developed without use of the disclosing Party's Confidential Information, or is rightfully received from a third party without restriction. The receiving Party shall not disclose Confidential Information to any third party or use it for any purpose other than performance under this Agreement. The obligations of confidentiality survive for months after termination.

Insurance and Liability

Insurance Requirements

Client shall maintain at its expense commercial general liability and, where applicable, workers' compensation insurance covering its employees and agents while on the premises. Provider's liability for any claim arising out of or related to this Agreement shall be limited to direct damages and capped at the total amounts paid by Client to Provider under this Agreement during the twelve (12) months preceding the claim. In no event shall either Party be liable for special, incidental, indirect, or consequential damages.

Compliance; Use and Condition of Premises

Client shall use the accommodation for lawful business lodging purposes only and shall comply with all applicable laws, building rules, and Provider policies. Client shall ensure that occupants maintain the premises in good order and shall be responsible for damage caused by Client's negligence or willful misconduct beyond ordinary wear and tear. Provider may enter the premises upon reasonable notice for maintenance, inspection, or emergency purposes.

Additional Provisions

Maintenance Responsibilities Keys and Access

Governing Law; Entire Agreement

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of laws principles. The Parties agree that any dispute arising from this Agreement shall be resolved in the state and federal courts located in that State, and the Parties hereby submit to the jurisdiction of such courts.

This Agreement, including any exhibits or attachments executed by the Parties, constitutes the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, representations, and understandings. Any amendment or modification must be in writing and signed by authorized representatives of both Parties.

Contact Information

Provider Contact Name Provider Address Provider Phone Provider Email Client Contact Name Client Address Client Phone Client Email

Provider Printed Name:

By:

Date:

Client Printed Name:

By:

Date:

What a Business Stay Agreement Covers

A Business Stay Agreement is a written contract that defines the terms under which an individual or a company's personnel occupy temporary commercial lodging or a host business location for work-related purposes. It sets the duration of the stay, payment or reimbursement terms, permitted use of facilities, responsibilities for damages, insurance and indemnity allocations, and the parties' notice and termination rights. The agreement can apply to corporate travel lodging, extended-stay arrangements for contractors, temporary site offices, or vendor accommodations and is used to reduce ambiguity and allocate operational and legal risk between the host and the visiting party.

Why formalizing a business stay matters

A clear Business Stay Agreement protects both host and visiting parties by documenting payment terms, liability limits, property rules, and termination mechanics. It reduces disputes, clarifies who insures what, and preserves evidence for regulatory or tax purposes, while supporting compliant electronic exchange and signature under U.S. e-signature law (ESIGN Act, 15 U.S.C. ch. 96).

Who commonly completes a Business Stay Agreement

Typical users range from travel managers and procurement officers to contracting companies and independent consultants who require documented lodging or temporary workspace terms.

Corporate travel managers arranging extended lodging for employees
Contractors, consultants, and temporary staff needing site access
Hosts or property managers offering company-owned lodging or temporary office space

Use the agreement when assigning a stay to employees, contractors, or vendors, or when a host business offers facilities for temporary operational use.

Essential clauses to include

A robust Business Stay Agreement contains a concise set of clauses that allocate responsibilities and set expectations for payment, conduct, liability, and termination.

Parties

Full legal names and contact details for the host and visiting entity; specify whether signer acts for a company or individually.

Term and Access

Start and end dates, check-in/check-out times, permitted hours and access restrictions; include procedures for early departure or extension.

Fees and Payment

Rates, billing schedule, security deposit rules, responsibility for taxes and service charges, and reimbursement mechanics if employer pays.

Use and Conduct

Permitted uses of space, guest and visitor policies, prohibited activities, and property rules (noise, subletting, visitors).

Liability and Insurance

Limits of liability, who carries insurance, required coverage minimums, and indemnity for third-party claims or property damage.

Termination and Remedies

Notice periods, causes for immediate termination, refund handling, and dispute resolution or venue for legal claims.

Step-by-step: completing the Business Stay Agreement

Complete the document in sequence to ensure accuracy and minimize rework when routing for signatures.

01

Gather information: Collect legal names, dates, payment terms, insurance details, and contact info before starting.
02

Fill core clauses: Enter term, fees, permitted use, and liability sections with precise language.
03

Review with stakeholders: Have procurement, travel, or legal teams review changes before sending for signature.
04

Execute and archive: Obtain all signatures, distribute fully executed copies to parties, and store per retention policy.

Where the Business Stay Agreement should be sent after signing

Route executed copies to the parties and internal teams responsible for billing, travel tracking, and compliance.

Visiting Party: Provide the visiting employee or contractor a fully executed copy for travel records and expense reporting.
Host Records: Keep an executed copy with property or facility management for occupancy tracking and incident response.
Finance or Accounts Payable: Send to finance for invoicing, reimbursement, or accounts reconciliation.
Legal or Compliance: Archive a signed copy with legal for dispute readiness and retention compliance.

Configuring an online signing workflow

Configure field placement, signer order, and authentication before sending the agreement electronically.

Field	Configuration
Signer Order	Determine sequence (host first or visiting party first) and add placeholders for countersignatures.
Authentication	Choose email link, SMS code, or stronger authentication for higher-risk stays.
Conditional Fields	Use conditional fields to show deposit or insurance sections only when applicable.
Audit Trail	Enable full audit capture (IP, timestamp, action log) to preserve evidentiary records.

Digital signing and file format considerations

Use PDF or DOCX formats for compatibility; ensure the e-signature provider captures an audit trail and supports export to common repositories.

Accepted Formats: PDF, DOCX
Integrations: Connect to Google Workspace, Microsoft 365, Box, or NetSuite for storage and automation.
Security: Use TLS/AES encryption and enable two-factor signer authentication for sensitive stays.

Confirm that your chosen platform supports legal e-signature standards (ESIGN/UETA) and retain signed records in searchable formats for compliance and audits.

Required information to make the agreement complete

Party Names: Full legal names

Contact Info: Phone, email, mailing address

Stay Dates: Start and end dates

Payment Terms: Rates and billing instructions

Insurance Details: Carrier and policy limits

Signatures: Executed signature blocks

Common legal and financial risks of errors

Payment disputes: Late fees or unpaid balances

Liability gaps: Uninsured losses or third-party claims

Invalid signatures: Questioned enforceability without intent/consent

Noncompliance: Regulatory penalties for records mishandling

Tax reporting: Incorrect reimbursements affecting deductions

Breach claims: Contract damages and legal costs

Mistakes to avoid when preparing the agreement

Leaving payment terms vague or omitting who pays for taxes and fees
Failing to specify insurance requirements or to obtain proof of coverage
Using inconsistent party names that do not match legal records
Not defining termination rights, notice periods, or refund mechanics

Who can sign on behalf of a business

Authorized Officer

An officer or manager with signing authority should sign for corporations or LLCs. Verify authority with a corporate resolution or by checking the state registration records when necessary; unauthorized signatures can render agreements unenforceable.

Procurement or Travel Lead

A delegated procurement, travel, or facilities manager may sign under written delegation. Keep delegation documentation in contract files to show the signer had authority to bind the organization.

How organizations use a Business Stay Agreement

Real examples show how different organizations adopt the agreement to manage risk and payment for temporary occupancy.

Contractor Extended Stay

A construction firm books weekly stays for traveling foremen to support a multiweek site job

The agreement requires the contractor to maintain general liability coverage
The host retains receipts and proof of insurance and uses the signed agreement to resolve a billing dispute after an early checkout by the contractor.

Corporate Relocation

A company provides temporary lodging for relocating employees during onboarding

The employer agrees to reimburse lodging up to a capped amount per week
HR uses the agreement and receipts to process taxable vs non-taxable reimbursements and to support expense audits.

Key timelines and expectations

Track these deadlines to avoid billing errors and to meet obligations for notice, refunds, and record retention.

Payment Due:

As specified in agreement, often upon invoice or within 30 days

Notice to Terminate:

Commonly 24–72 hours for short-term stays; longer for extended arrangements

Refund Processing:

Handled within the timeframe stated in the agreement, often 7–30 days

Document Retention:

Retain executed agreement per retention policy and regulatory requirements

Insurance Verification:

Provide proof of insurance before occupancy begins

eSignature vendor comparison for executing Business Stay Agreements

Compare common eSignature vendors on starting price, trial availability, bulk-send capability, audit trail, HIPAA support, and envelope limits. signNow is listed first per platform comparison conventions.

	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	Yes	Yes	Yes	Yes
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about Business Stay Agreements

Answers to common questions about enforceability, signatures, notarization, and recordkeeping for Business Stay Agreements.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures are generally legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA in states that adopted it, provided intent, consent, attribution, and record retention requirements are met.
When is notarization required?
Notarization is typically not required for standard business stay agreements, but state or lender requirements or specific grantor conditions may mandate notarization. Check state notary rules when title-affecting documents or powers are involved.
What if signer lacks authority?
If a signer lacks authority to bind a company, the agreement may be unenforceable against the organization. Require a corporate resolution or delegation evidence when in doubt.
How long should I keep signed copies?
Retain for the active term plus at least three years; extend retention to seven years for disputes and six years for PHI under HIPAA (45 CFR §164.530(j)).
Can we require proof of insurance?
Yes. Include a clause requiring proof of insurance and specify minimum coverage limits; request policy evidence before occupancy begins.
Is a paper copy still needed?
No, provided the parties consent to electronic records and signatures in compliance with ESIGN and applicable state law; ensure systems preserve a reproducible record.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now