Can this document be e-signed?

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

When is notarization required?

Notarization depends on recipient requirements and state law; some banks or states require a notary or RON for certain changes, so confirm before execution.

Is remote online notarization acceptable?

Many states permit RON; ensure the vendor meets state RON rules for identity proofing, audio-video recording, and retention if relying on RON.

What if a name or title changes?

Prepare an updated Business Titles Document, attach supporting resolutions, and distribute certified copies to banks and key vendors to replace earlier records.

Who should I contact about verification requests?

Designate a custodian such as the corporate secretary or general counsel to handle verification inquiries and to provide certified or notarized copies.

Are there penalties for incorrect information?

Consequences include transaction delays, bank rejections, and potential contractual disputes; industry-specific penalties may apply if regulatory filings are affected.

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Business Titles Document

Business Titles Document

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BUSINESS TITLES DOCUMENT

This Business Titles Document (the Agreement) is entered into by and between Company Name: and Appointee Name: effective as of .

RECITALS

WHEREAS, the Company is duly organized and authorized to conduct business and desires to appoint and confirm corporate titles and related authorities for certain individuals as set forth herein; and

WHEREAS, the Appointee has the experience and capacity to serve in the capacities and exercise the authorities described in this Agreement and is willing to accept such titles subject to the terms and conditions herein; and

WHEREAS, the parties desire to memorialize the scope of titles, duties, compensation (if any), limitations of authority, and related protections in writing.

SCOPE OF TITLES AND DUTIES

The Company hereby grants the following titles to the Appointee and assigns the attendant duties, responsibilities, and any delegable authority only to the extent expressly set forth below. The Appointee shall perform duties in accordance with Company policies and applicable law.

Comprehensive scope of titles and duties

SCHEDULE OF TITLES

Complete each entry for every title to be conferred. If additional titles are required, attach an addendum signed by both parties.

Title 1 — Position Effective Date Duties and limitations Title 2 — Position Effective Date Duties and limitations Title 3 — Position (if applicable) Effective Date Duties and limitations

PAYMENT TERMS

If compensation is provided for the performance of duties associated with any conferred title, it shall be governed by the terms below. Absent an express payment provision for a specific title, no compensation shall be implied.

Compensation amount (if any) Payment schedule and method Late fee and interest

TERM AND TERMINATION

This Agreement shall commence on the Start Date and shall continue until the End Date or until earlier terminated in accordance with this section.

Start Date End Date (or 'indefinite') Termination notice period (days)

Either party may terminate this Agreement for material breach by the other party if such breach is not cured within the notice period set forth above. Termination shall not relieve either party of obligations accrued prior to termination.

CONFIDENTIALITY

For purposes of this Agreement, Confidential Information means non-public business, financial, technical, strategic, personnel, and other proprietary information disclosed by one party (Disclosing Party) to the other (Receiving Party), whether disclosed orally, in writing, or by inspection.

The Receiving Party shall (a) hold Confidential Information in strict confidence; (b) not disclose Confidential Information to any third party except as expressly permitted in writing; and (c) use Confidential Information solely for the performance of duties under this Agreement. Exceptions include information that is independently developed, becomes public other than by breach, or is required to be disclosed by law, provided that the Receiving Party gives prompt notice to the Disclosing Party and limits the disclosure to the minimum required.

Duration of confidentiality (years) Return or destruction of materials upon termination

Return originals required Destruction permitted with certification

REPRESENTATIONS, WARRANTIES, AND INDEMNIFICATION

Each party represents and warrants that it has full power and authority to enter into this Agreement and perform its obligations. The Appointee represents that they are not subject to any contractual restriction or legal impediment that would prevent the performance of duties under the assigned titles.

The Appointee shall indemnify and hold harmless the Company and its officers from and against any losses, liabilities, damages, claims, and expenses arising from the Appointee’s gross negligence, willful misconduct, or breach of this Agreement, except to the extent such losses result from the Company’s gross negligence or willful misconduct.

GOVERNING LAW

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

ENTIRE AGREEMENT; AMENDMENT

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

MISCELLANEOUS

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect. Waiver of any breach must be in writing and shall not operate as a waiver of any subsequent breach.

Company Name:

By:

Date:

Appointee Name:

By:

Date:

What the Business Titles Document Is and When It's Used

A Business Titles Document is a formal record that lists an organization's officers, executives, and authorized signatories along with their official titles and the scope of their signing authority. Organizations use it to validate who may sign contracts, open or manage bank accounts, and represent the company to government agencies or third parties. The document supports internal governance, external verification, and auditability by making roles explicit and linking names to organizational decisions, dates, and any limits on authority.

Why a Clear Titles List Matters for Compliance and Operations

Maintaining a Business Titles Document reduces ambiguity about who may bind the company, speeds third-party onboarding, and supports regulatory and bank verification processes. For electronic execution, the document and its signatures are recognized under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA frameworks where applicable, provided intent, consent, attribution, and record retention are satisfied.

Typical Teams and Roles That Maintain or Use This Document

Several internal and external stakeholders rely on an accurate titles list when verifying authority, processing transactions, or updating records.

Real Estate teams and brokers — provide titles for lease or closing signatory checks (G2 sample: 15).
Healthcare administrators — include authorized signers for vendor and payer agreements (G2 sample: 11).
Finance and banking — treasury, AP, and compliance teams use it to update bank signature cards (G2 sample: 9).

A concise, current document reduces delays and protects the organization against claims of unauthorized action.

Who Typically Signs or Certifies the Document

Corporate Secretary

The corporate secretary or authorized governance officer typically prepares and certifies the Business Titles Document, confirms board resolutions where needed, and retains the official record. They are the primary custodian for updates and may present the document to banks or regulators as evidence of authority.

Authorized Officer

An officer such as the CEO, CFO, or other named executive often signs to confirm accuracy and delegation scope. That signer should reference any board minutes or resolutions that establish or change authority to avoid downstream disputes.

Core Components Every Professional Titles Document Should Include

A complete Business Titles Document organizes identity and authority elements clearly so third parties can verify signatory power without contacting multiple internal departments.

Legal Name

Full registered business name exactly as shown in formation documents or articles of incorporation; avoids mismatches during bank or government checks.

Officer List

Names and official titles for each officer or director, with start dates and, if relevant, termination dates to show current authority.

Scope of Authority

Clear description of what each title is authorized to sign: contracts, checks, NDAs, banking documents, or limited-dollar transactions.

Supporting References

Cite board resolutions, bylaws, or membership agreements that create or change signing authority and attach them as exhibits where needed.

Verification Details

Include signer contact email, business address, and acceptable ID types to streamline remote identity checks and notary processes.

Execution Metadata

Record execution date, location, notarization or RON status, and audit trail details when signatures are captured electronically.

Step-by-Step: How to Prepare and Finalize the Document

Follow these sequential steps to create, verify, and distribute a valid Business Titles Document.

01

Gather Records: Collect formation documents, bylaws, and board minutes that establish authority.
02

Draft List: Compile names, titles, effective dates, and any signing limits in clear language.
03

Verify Identities: Confirm identities with government ID or employer verification before finalizing.
04

Execute and Record: Obtain signatures, add notarization or RON certificate if required, and store with governance records.

Where to Send or File the Completed Document

After execution, route the Business Titles Document to internal and external recipients according to governance and regulatory needs.

Internal Records: Retain a signed original with the corporate secretary and add a scanned copy to the corporate records vault.
Banking Partners: Provide a certified copy or bank-specific signature card when updating authorized signers for accounts.
Third-Party Vendors: Share a redacted copy for vendor onboarding where they require proof of signing authority.
Regulatory Filings: Submit with regulatory change notices only when laws or agency rules specifically require it.

Configuring an Online Workflow to Maintain Titles

Set up an electronic workflow that assigns preparation, review, signature, and storage roles to minimize manual handoffs.

Field	Configuration
Preparation	Assigned to corporate secretary or legal counsel
Review	Require board officer or CEO approval step
Signature	Allow eSignature with audit trail; require notarization if needed
Storage	Archive signed PDF in secure records system

Choosing Digital Tools for Signing and Distribution

Use platforms that provide identity verification, tamper-evident storage, and an auditable signature trail.

Identity Verification: Email, SMS code, or KBA
Audit Trail: Timestamp, IP, action log
File Formats: PDF, PDF/A, DOCX

Typical Timing and Processing Expectations

Processing times vary by recipient; plan for internal review, signature collection, and external verification steps.

Internal Approval Time:

Allow 3–7 business days for review and board or officer approval.

Bank Processing:

Banks commonly process signature updates in 5–10 business days after receiving certified documents.

Notary or RON Session:

In-person notarization is same day; RON sessions typically schedule within 24–72 hours.

Legal Review:

Allow 2–5 business days for attorney review depending on complexity.

Distribution:

Provide executed copies to stakeholders within 1–3 business days after completion.

Key Milestones from Draft to Active Record

A sequential milestone view clarifies responsibilities and expected timing for each stage of finalizing the titles document.

01

Draft Preparation

Collect records and draft the titles list for internal review.

02

Approval Cycle

Obtain required internal approvals and board ratification where applicable.

03

Execution

Signatures obtained, plus notary or RON as required by recipients.

04

Archival

Store final signed copy in governance repository and distribute certified copies.

Common Mistakes That Cause Rejection or Delay

Using informal or abbreviated titles that do not match formation documents, causing banks or vendors to refuse acceptance.
Failing to attach underlying board resolutions or bylaws when authority was recently changed, leading to additional verification requests.
Including personal identifying numbers in unsecured copies or public distribution, creating unnecessary privacy and compliance risks.
Not updating the document after personnel changes, which can lead to unauthorized signings and contractual disputes.

Risks and Potential Consequences of an Incorrect Document

Contract Voidability: Counterparty may challenge contract validity

Bank Rejection: Account changes declined or delayed

Tax Withholding: Backup withholding risks for incorrect payer records

Regulatory Fines: Penalties for noncompliance with filing rules

Operational Delays: Slowed transactions and vendor onboarding

Litigation Exposure: Increased risk of disputes and legal costs

Real-World Examples of How Organizations Use This Document

These brief examples show practical outcomes when a Business Titles Document is prepared and used correctly.

Optica Ventures LLC

Brian Fitzgibbons, COO introduced a verified titles list to partners for leasing transactions

Resulted in consistent acceptance by counterparties
The interface was simple, and having a certified titles list reduced back-and-forth with vendors and sped execution across multiple deals.

Martin Properties

Tim Martin, Founder used an executed electronic titles document for property closings

Allowed remote notarization and signature capture
Processing and execution were completed online with compliance and security, enabling closings without in-person signings and reducing delay.

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A neutral comparison of starting price and select features for common eSignature vendors; signNow appears first for direct product-side comparison.

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

Practical Tips for Accurate, Efficient Completion

Follow these best practices to minimize follow-up requests and to ensure broad acceptance of the document across banks and vendors.

Match Official Records

Confirm that names and titles match formation documents and filings exactly; mismatches often trigger bank or vendor rejections and delay processing.

Attach Supporting Resolutions

Include board or member resolutions when authority changes; attaching proof reduces requests for additional verification from third parties.

Use Secure eSigning

Capture signatures with an audit trail and retain an unalterable PDF/A copy; this preserves attribution and supports compliance with ESIGN and UETA.

Review State Rules

Check notary, witness, and RON requirements in relevant states before execution to avoid the need for re-execution or certification later.

Frequently Asked Questions and Troubleshooting

Answers to common questions about execution, notarization, electronic acceptance, and updating the Business Titles Document.

Need help? Contact support

Can this document be e-signed?
Yes. Electronic signatures are generally legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.
When is notarization required?
Notarization depends on recipient requirements and state law; some banks or states require a notary or RON for certain changes, so confirm before execution.
Is remote online notarization acceptable?
Many states permit RON; ensure the vendor meets state RON rules for identity proofing, audio-video recording, and retention if relying on RON.
What if a name or title changes?
Prepare an updated Business Titles Document, attach supporting resolutions, and distribute certified copies to banks and key vendors to replace earlier records.
Who should I contact about verification requests?
Designate a custodian such as the corporate secretary or general counsel to handle verification inquiries and to provide certified or notarized copies.
Are there penalties for incorrect information?
Consequences include transaction delays, bank rejections, and potential contractual disputes; industry-specific penalties may apply if regulatory filings are affected.

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