Can this form be signed electronically?

Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided the signature shows intent, consent, attribution, and record retention. Exceptions like wills and certain court orders remain excluded.

When is notarization required?

Notarization depends on the receiving agency or state rule. Some filings accept a plain signature; others require a notarized or witnessed authorization. Confirm requirements with the recipient or state notary office before relying on an unsigned electronic copy.

Who may sign for a corporation?

A corporate officer with delegated authority or an individual named in a board resolution may sign. Verify internal bylaws or resolutions; attach the corporate authorization when required to avoid rejection.

How do I revoke an authorization?

Revoke in writing, sign by an authorized officer, and deliver notice to the authorized party and any relevant agencies. Retain proof of delivery. Consider filing a termination notice if the agency accepts it.

What identity checks are recommended?

For higher-risk filings, use notarization, remote online notarization compliant with state rules, or multi-factor electronic authentication. Keep records of the verification method for audits and dispute resolution.

How should signed forms be stored?

Store signed PDFs with audit trails, access controls, and backups. Retain records per applicable IRS, HIPAA, and state retention requirements to support audits and regulatory inquiries.

Electronic Signature
Templates
Miscellaneous
Business Submission Authority Form

Business Submission Authority Form

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

Business Submission Authority Form

Parties and Recitals

This Business Submission Authority Form (the Agreement) is entered into by and between Business Name: (referred to herein as "Business") and Recipient Name: (referred to herein as "Recipient") as of the effective date below.

WHEREAS, Business requires Recipient to prepare, execute and submit certain documents, filings, proposals and related communications on behalf of Business in connection with Business operations; and

WHEREAS, Business desires to grant Recipient limited authority to make submissions as specified in this Agreement, and Recipient agrees to accept and execute such authority in accordance with the terms and conditions set forth below.

Business and Contact Information

Business Legal Name DBA / Trade Name Business Address Primary Contact Authorized Representative (of Business) Entity Type (check all that apply)

Corporation Limited Liability Company (LLC) Partnership Sole Proprietor Other

Authority Granted — Scope

Business hereby grants Recipient the limited authority to prepare, sign (where expressly authorized in writing), file, submit and otherwise transmit documents and communications on behalf of Business for the purposes described in this Agreement. Authority is limited to the types and channels selected below and to acts reasonably necessary to accomplish each submission.

Submission Types (check all that apply)

Proposals / Bids Regulatory Filings / Permits Reports Contractual Notices / Responses Other

Submission Channels (check all that apply)

Electronic Portal / Website Email Postal Mail In-Person Delivery

Scope of Work — Detailed Description

Payment Terms

In consideration for services performed by Recipient under this Agreement, Business shall pay Recipient as follows.

Fee Amount Payment Schedule Late Payment Charge

Recipient shall provide invoices itemizing services and submissions. Unless otherwise agreed in writing, Business shall pay all undisputed invoices within the time stated in the Payment Schedule. Past-due amounts shall accrue interest at the Late Payment Charge specified above and Recipient may suspend activities under this Agreement upon thirty (30) days' prior written notice for failure to pay undisputed amounts.

Term and Termination

This Agreement commences on Start Date: and, unless earlier terminated as provided herein, will expire on End Date: .

Either party may terminate this Agreement for convenience upon written notice delivered no fewer than days prior to the intended termination date. Either party may terminate immediately for material breach by the other which remains uncured thirty (30) days after receipt of written notice specifying the breach. Termination will not relieve Business of its obligation to pay for services properly rendered prior to termination.

Confidentiality

For the purposes of this Agreement, Confidential Information means all non-public business, technical, financial and other information disclosed by one party to the other, whether disclosed orally, in writing or by inspection. Recipient shall (a) hold Confidential Information in strict confidence using at least the same degree of care it uses to protect its own confidential information but not less than reasonable care; (b) use Confidential Information solely to perform obligations under this Agreement; and (c) not disclose Confidential Information to any third party except to employees or contractors who have a need to know and who are bound by confidentiality obligations at least as protective as those herein. Confidential Information does not include information which is or becomes publicly known through no breach by Recipient, is rightfully received from a third party without restriction, or is independently developed without reference to the other party's Confidential Information.

The confidentiality obligations under this section shall survive termination or expiration of this Agreement for a period of three (3) years, except with respect to trade secrets where such obligations shall survive for as long as the information retains trade secret status. Recipient acknowledges that monetary damages may be inadequate and that injunctive relief is an appropriate remedy for breach of this section.

Representations; Indemnification; Compliance

Each party represents that it has full corporate or organizational power and authority to enter into this Agreement and to perform its obligations hereunder. Business represents that it authorizes Recipient to act on its behalf in the limited manner set forth in this Agreement. Recipient shall perform submissions in compliance with applicable laws, regulations and third-party terms. Recipient shall indemnify and hold Business harmless from and against any claims, liabilities, losses or expenses arising from Recipient's willful misconduct or material breach of this Agreement. Business shall indemnify Recipient for claims arising from Business's fraudulent, negligent or unlawful instructions.

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 law principles.

This Agreement constitutes the entire agreement between the parties relating to the subject matter hereof and supersedes all prior or contemporaneous oral or written agreements, representations and understandings. Any amendment or waiver must be in a writing signed by duly authorized representatives of both parties.

Acknowledgment and Certification

By signing below, each signatory certifies that he or she is duly authorized to execute this Agreement on behalf of the party indicated, that the information provided in this form is true and correct to the best of his or her knowledge, and that the party accepts and agrees to be bound by the terms and conditions set forth herein.

Business Name:

By:

Date:

Recipient Name:

By:

Date:

What the Business Submission Authority Form Is

The Business Submission Authority Form documents authorization for an individual or third party to submit filings, applications, or reports on behalf of a business entity. It typically names the business, identifies the authorized representative, specifies the scope and duration of authority, and includes signature and effective date fields. The form is used when a company delegates filing tasks—tax, licensing, registration, or regulatory submissions—to an agent, attorney, or service provider and creates a clear record of who may act for the business.

Why this form matters for compliance and clarity

A clear written authorization reduces disputes, supports recordkeeping, and demonstrates who is permitted to file or communicate with agencies. It helps organizations meet internal controls and evidentiary needs for audits, tax reporting, and regulatory contacts.

Which parties commonly complete the form

Organizations use the Business Submission Authority Form when delegating submission rights to agents, outside counsel, payroll firms, or internal staff.

Small business owners delegating tax or licensing filings to an accountant or consultant.
In-house legal and compliance teams granting external counsel authority to file with agencies.
Third-party service providers (payroll, immigration, licensing) acting on behalf of a business.

The form standardizes permissions across departments and third parties so reviewers can quickly verify who is authorized.

Core elements to include in a professional form

A complete Business Submission Authority Form combines identification, scoped authority, effective dates, signature blocks, verification elements, and attachments. Each component supports legal clarity and reduces administrative friction when filings are submitted or validated by third parties.

Business identity

Legal entity name, DBA, state of formation, and EIN to uniquely identify the business for official filings.

Authorized party

Name, title, organization, contact email and phone for the individual or firm authorized to act on the business's behalf.

Scope of authority

Clear description of permitted actions (e.g., submit tax forms, sign licensing applications, file incorporations) and any excluded powers.

Effective period

Start and end dates or event-based termination conditions that limit how long the authorization applies.

Verification

Optional identification methods, notarization or witness blocks, and instructions for electronic authentication to validate signer identity.

Attachments

Supporting documents such as board resolutions, corporate authorization, power of attorney, or identification copies when required.

Step-by-step: complete and issue the form

Follow these steps to prepare, authorize, and distribute the Business Submission Authority Form with evidence of consent and correct routing.

01

Prepare: Populate business identity, representative details, and scope of authority.
02

Authorize: Obtain signatures from authorized corporate officers or directors per governing documents.
03

Verify: Confirm identity by notarization, witness, or electronic authentication as required.
04

Distribute: Share signed copies with the authorized party, internal records, and any receiving agency.

How to configure an online workflow for submissions

Set up a digital routing flow that assigns roles, requires identity checks, and stores an audit trail for each signed form.

Field	Configuration
Signer order	Sequential or parallel signing per internal approval requirements
Authentication	Email link, SMS code, or knowledge-based verification for higher-risk filings
Attachments	Require supporting documents uploaded before final signature
Audit trail	Enable IP, timestamp, and action logging for compliance records

Where to send the completed form and typical routing

Completed forms are routed to internal records, the authorized representative, and any recipient agency or vendor according to the scope of authority.

Internal records: Store signed PDF and audit trail in secure document repository
Authorized agent: Provide the agent a certified copy and any required credentials
Regulatory body: Submit directly to the agency listed in the scope, following its filing instructions
Third-party services: Share copies with payroll, tax preparers, or counsel as needed

Digital signing and submission technical checklist

Verify the signing platform supports required authentication, audit trails, and export formats before sending.

File formats: PDF, DOCX accepted; ensure final PDF/A compatibility
Integrations: Connectors for SharePoint, NetSuite, Salesforce, Google Workspace simplify distribution
Security: TLS in transit and AES-256 at rest required

Typical eSignature vendor pricing and capability comparison

Compare core pricing and common features for signing and distribution when choosing an eSignature provider. signNow is listed first per vendor-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, no credit card	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes	Yes	No	No

Required information fields at a glance

Business Name: Exact legal name

Tax ID: EIN or TIN

Authorized Rep: Full name and title

Scope: Permitted actions

Effective Date: MM/DD/YYYY

Signature: Signed and dated

Key penalties and risks from incorrect forms

Tax Penalties: IRC §6721 penalties for incorrect information returns

I-9 Violations: Civil fines for improper employment verification

Invalid Authorization: Agency rejection or processing delays

Fraud Exposure: Unauthorized filings risk liability

Privacy Breach: HIPAA or data privacy consequences

Contract Disputes: Challenges to authority in litigation

Common mistakes to avoid when preparing the form

Using an incorrect or abbreviated legal name that does not match formation or tax records, which often triggers agency rejection and requires resubmission.
Providing a vague scope such as 'all matters' without listing filing types or agencies, causing disputes over the agent's actual authority and limits.
Skipping identity verification or notarization where required, which can invalidate filings and expose the company to procedural penalties or delays.
Failing to retain signed copies and the audit trail, leaving the business unable to prove authorization during audits or compliance reviews.

Timing and common deadlines to keep in mind

Deadlines depend on the filing type. Use these general benchmarks to coordinate authorization timing with required submissions.

W-9 and similar requests:

Provide upon payer request; no fixed IRS filing deadline

1099-NEC and recipient copies:

Due to recipient and IRS by Jan 31

1099-MISC to IRS:

Paper filings due Feb 28; electronic due Mar 31

Individual tax returns:

Form 1040 due April 15 (October 15 with extension)

I-9 retention:

Complete and retain as required within 3 days of hire

Practical tips for accurate, efficient completion

Apply these practices to reduce processing time, demonstrate authority, and maintain compliance across jurisdictions.

Confirm internal authority

Before granting external submission rights, verify corporate governance documents or board minutes allowing the officer to delegate filing authority, and attach a corporate resolution when required.

Limit scope and duration

Draft the scope narrowly to the specific filings and agencies, and include a clear expiration or termination clause to reduce exposure from overbroad authorizations.

Choose appropriate verification

For sensitive filings, require notarization, remote online notarization compliant with state rules, or strong electronic authentication to reduce acceptance risk and strengthen audit evidence.

Maintain organized records

Store signed PDFs with full audit trails, attachments, and a retention schedule that aligns with IRS, HIPAA, and state-specific requirements to support audits and legal inquiries.

Real-world examples of how organizations use the form

These short examples show typical scenarios where a Business Submission Authority Form clarifies who can file on behalf of a company and why that matters operationally.

Martin Properties

A property management firm needed rapid lease filing authority to handle county records remotely

The firm granted a named representative limited filing rights for property tax and registration matters
By documenting scope and using electronic signatures, they reduced in-person visits and maintained a searchable audit trail for every filing.

Xerox (NetSuite operations)

An enterprise integration required an external team to submit vendor registrations through NetSuite

Leadership provided a time-limited submission authority tied to a specific project
The authorization included mandatory identity verification and attachments, enabling automated processing and reducing manual follow-up.

Frequently asked questions and practical answers

Answers to common questions about validity, signing methods, notarization, revocation, and storage of a Business Submission Authority Form.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided the signature shows intent, consent, attribution, and record retention. Exceptions like wills and certain court orders remain excluded.
When is notarization required?
Notarization depends on the receiving agency or state rule. Some filings accept a plain signature; others require a notarized or witnessed authorization. Confirm requirements with the recipient or state notary office before relying on an unsigned electronic copy.
Who may sign for a corporation?
A corporate officer with delegated authority or an individual named in a board resolution may sign. Verify internal bylaws or resolutions; attach the corporate authorization when required to avoid rejection.
How do I revoke an authorization?
Revoke in writing, sign by an authorized officer, and deliver notice to the authorized party and any relevant agencies. Retain proof of delivery. Consider filing a termination notice if the agency accepts it.
What identity checks are recommended?
For higher-risk filings, use notarization, remote online notarization compliant with state rules, or multi-factor electronic authentication. Keep records of the verification method for audits and dispute resolution.
How should signed forms be stored?
Store signed PDFs with audit trails, access controls, and backups. Retain records per applicable IRS, HIPAA, and state retention requirements to support audits and regulatory inquiries.

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