Is a notary required?

Not typically required for a campaign fund agreement itself, but state or local rules or donor conditions may require notarization for certain pledge instruments.

Can this be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.

What if a donor restricts funds?

Document the restriction in the agreement, segregate restricted funds, and report use according to disclosure rules; return impermissible funds promptly.

How long must we keep records?

Retain records at least as long as federal and state law requires; common federal baseline is three years, with longer retention for HIPAA or tax matters.

Who should review the agreement?

Have the treasurer and compliance or legal counsel review to confirm reporting responsibilities, donor restrictions, and signatory authority before execution.

How do I correct a signed agreement?

Execute an amendment or corrected agreement signed by the same authorized parties and maintain it with the original; follow disclosure rules for material changes.

Electronic Signature
Templates
Miscellaneous
Campaign Fund Agreement

Campaign Fund Agreement

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

CAMPAIGN FUND AGREEMENT

This Campaign Fund Agreement (the Agreement) is entered into by and between:

Campaign Committee Name: Campaign Committee Address: Fund Administrator Name: Fund Administrator Address:

RECITALS

WHEREAS, the Campaign Committee desires to establish and maintain a designated fund for political contributions, fundraising receipts, and related expenditures for the Committee's campaign activities; and

WHEREAS, the Fund Administrator has the capacity and agrees to receive, hold, account for, and disburse campaign funds on behalf of the Campaign Committee in accordance with applicable law and the terms of this Agreement; and

WHEREAS, the parties wish to set forth their respective rights and obligations concerning the administration, use, reporting, and disposition of such funds.

EFFECTIVE DATE

This Agreement is effective as of (the Effective Date).

SCOPE OF WORK

The Fund Administrator shall perform the following services on behalf of the Campaign Committee:

PAYMENT TERMS

Initial Contribution Amount:

Initial Contribution (USD): Payment Schedule / Additional Funding Instructions: Late Fee / Penalty: Remittance To (Account or Payee Details):

TERM AND TERMINATION

Term: This Agreement shall commence on and shall continue until unless earlier terminated as provided herein.

Termination Notice Period (days):

Either party may terminate this Agreement for convenience upon written notice to the other party in accordance with the notice period above. Termination shall not relieve the Fund Administrator of obligations to account for funds received and to complete disbursements and reporting required by applicable campaign finance law.

CONFIDENTIALITY

The Fund Administrator shall treat donor information, contributor lists, and any non-public financial records as confidential and shall not disclose such information except: (a) as required by law; (b) with the prior written consent of the Campaign Committee; or (c) as necessary to facilitate authorized campaign activities and filings. Confidentiality obligations shall survive termination of this Agreement for a period of three years.

COMPLIANCE WITH LAW; RECORDS

The Fund Administrator shall administer funds in compliance with all applicable campaign finance statutes, regulations, and reporting requirements. The Fund Administrator shall maintain accurate and complete records of all receipts and disbursements and shall provide the Campaign Committee with copies of records and reports necessary for the Committee's filings and audits.

Primary Contact for Reporting (Name & Title): Primary Contact Email or Phone:

INDEMNIFICATION

Each party shall indemnify and hold harmless the other party from and against any liabilities, losses, damages, fines, or expenses (including reasonable attorneys' fees) arising from that party's breach of this Agreement, willful misconduct, or material noncompliance with applicable law. The Fund Administrator shall promptly notify the Campaign Committee of any demand or claim that may give rise to indemnification.

GOVERNING LAW

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

ENTIRE AGREEMENT; AMENDMENT; SEVERABILITY

This Agreement, including any attachments or exhibits expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior agreements and understandings, whether written or oral. This Agreement may be amended only by a written instrument signed by both parties. If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

NOTICES

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses set forth above or to such other address as a party designates by written notice to the other party. Notices shall be effective upon receipt.

SIGNATURES

Campaign Committee:

By:

Date:

Fund Administrator:

By:

Date:

What a Campaign Fund Agreement Is and When It Applies

A Campaign Fund Agreement is a written contract that sets the terms under which contributions are solicited, accepted, held, and disbursed for a political campaign or political committee. It records obligations, reporting responsibilities, internal controls, and the relationship between donors, the campaign, and any third‑party fund managers. The agreement helps clarify permissible uses, contribution limits, refund procedures, and recordkeeping duties necessary for compliance with campaign finance rules and applicable federal or state disclosure requirements.

Why a Clear Campaign Fund Agreement Matters

A formal agreement reduces compliance risk, defines financial controls, and documents donor intent to support accurate reporting and internal audits.

Who Typically Prepares and Signs This Agreement

Several parties must review and agree to campaign fund terms to ensure legal compliance and operational clarity.

Campaign treasurers and finance directors responsible for reporting and reconciliation of contributions and expenditures.
Authorized committee representatives who manage fundraising activities and communicate terms to donors and vendors.
Legal counsel or compliance officers who review contribution restrictions, refund policies, and disclosure language.

Proper role alignment in the agreement reduces reporting errors and supports transparent fund administration.

Primary Signer Roles and What They Do

Campaign Treasurer

The Campaign Treasurer signs to accept fiscal responsibility for records, ensures timely filings, and certifies that funds are used per campaign finance rules. The treasurer typically maintains contribution ledgers and authorizes disbursements.

Authorized Representative

An Authorized Representative (committee chair or finance director) signs to confirm operational authority, donor acknowledgement procedures, and delegated fund management. This role coordinates with the treasurer to implement internal controls and reporting.

Essential Elements to Include in a Professional Agreement

A robust Campaign Fund Agreement clearly assigns responsibilities, defines allowable funds, and documents reporting and audit procedures to reduce regulatory exposure.

Parties

Full legal names and contact information for the campaign, committee, treasurer, and any fund custodian; identify legal entity types.

Purpose

A concise statement describing the campaign, candidate or cause the funds support, and any donor restrictions on use.

Contribution Rules

Dollar limits, donor eligibility, earmarking or restricted donations, and procedures to return impermissible funds.

Reporting

Which party prepares regulatory disclosures, filing schedule responsibilities, and how contribution records are maintained for audit.

Control & Access

Signatory authority, dual‑control banking procedures, and who may authorize transfers or reimbursements.

Termination

Conditions for winding down funds, final accounting, asset disposition, and record retention obligations.

Step-by-Step: How to Complete a Campaign Fund Agreement

Follow these sequential steps to ensure the agreement is complete, signed by authorized parties, and ready for filing or storage.

01

Gather Information: Collect committee registration, treasurer contact, bank account details, and donor TINs where applicable.
02

Draft Terms: State purpose, contribution limits, refund policy, reporting responsibilities, and signatures required.
03

Review Compliance: Have counsel or compliance officer verify language against local campaign finance rules.
04

Execute and Store: Have authorized signers sign, apply notarization if required, then save signed copies in secure records.

Typical Document Flow from Draft to Filing

Campaign Fund Agreements move through a predictable workflow: preparation, internal review, execution, and record retention.

Prepare: Create draft with required fields completed.
Review: Compliance and legal review for restrictions and disclosures.
Sign: Authorized parties sign by signature method chosen.
Record: Store signed copy and supporting records for audits.

Setting Up an Electronic Signing Workflow

Configure a signing workflow to control signers, authentication, and document routing to meet audit and compliance requirements.

Field	Configuration
Signer Order	Sequential or parallel routing
Authentication	Email, SMS code, or advanced ID check
Reminders	Automated email reminders frequency
Retention	Secure storage period and export format

Digital Signing Considerations and Platform Needs

Select a platform that supports secure audit trails, flexible signer authentication, and long‑term export of signed records.

File Formats: PDF, DOCX supported
Integrations: CRM and cloud storage
Security: Audit trail and encryption

Ensure the chosen system produces tamper‑evident signed files, preserves timestamps and signer attribution, and meets record retention rules.

Key Filing and Reporting Timelines to Track

Timelines vary by jurisdiction; track campaign finance disclosure dates and internal reconciliation cycles to avoid late filings.

Initial Agreement Effective Date:

Effective on the date listed in agreement

Regular Reporting Dates:

Match state and federal disclosure schedules

Treasurer Recordkeeping:

Ongoing, reconcile monthly recommended

Amendments and Updates:

File promptly when material changes occur

Audit Window:

Retain documents per applicable retention rules

Milestones from Agreement Drafting to Final Retention

Track these numbered milestones to maintain control and demonstrate compliance across the agreement lifecycle.

01

Draft Completed

Terms finalized and reviewed internally

02

Compliance Review

Legal and treasurer verify reporting obligations

03

Execution

Authorized signatures obtained and dated

04

Retention & Archive

Signed record stored and indexed for retention

How This Agreement Differs from Related Documents

Compare core requirements of a Campaign Fund Agreement with common, related finance documents used in fundraising and disclosure.

Document Type	Campaign Fund Agreement	Donation Acknowledgment
Notarization Required
Witnesses	not typical	not typical
Treasurer Signature	often required	not required
Reporting Obligation	high	low

eSignature Pricing and Feature Snapshot for Campaign Documents

Compare common vendor pricing tiers and capabilities relevant to signing and storing campaign fund documents; signNow is listed first per vendor ordering 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 by plan	Varies by plan	Varies by plan	Varies by plan
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/yr	Varies by plan	Varies by plan	Varies by plan

Common Preparation Pitfalls to Avoid

Accepting restricted or impermissible donations without documented refund procedures causes reporting exposure and corrective filing needs.
Using inconsistent legal names or incorrect TINs on donor records can trigger backup withholding and delayed disclosure reconciliation.
Failing to specify signer authority leads to disputes over who can direct transfers or authorize expenditures.
Storing only paper copies without a tamper‑evident electronic backup increases the risk of loss and complicates audit responses.

Required Information and Fields Checklist

Donor Full Name: Legal name

Donor Address: Street, city, state ZIP

Donation Amount: Currency entry

Date of Contribution: MM/DD/YYYY

Treasurer Details: Name and contact

Signature Block: Sign and date

Potential Penalties and Compliance Risks

Reporting Violations: Civil fines and corrective filings

Improper Funds: Forced refunds or disgorgement

TIN Errors: Backup withholding triggers

Recordkeeping Failures: Audit penalties and fines

Unauthorized Transfers: Internal control breach

Late Filings: Late fees and sanctions

Frequently Asked Questions About Campaign Fund Agreements

Answers to common execution, signing, and retention questions for campaign fund agreements and related disclosure obligations.

Need help? Contact support

Is a notary required?
Not typically required for a campaign fund agreement itself, but state or local rules or donor conditions may require notarization for certain pledge instruments.
Can this be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.
What if a donor restricts funds?
Document the restriction in the agreement, segregate restricted funds, and report use according to disclosure rules; return impermissible funds promptly.
How long must we keep records?
Retain records at least as long as federal and state law requires; common federal baseline is three years, with longer retention for HIPAA or tax matters.
Who should review the agreement?
Have the treasurer and compliance or legal counsel review to confirm reporting responsibilities, donor restrictions, and signatory authority before execution.
How do I correct a signed agreement?
Execute an amendment or corrected agreement signed by the same authorized parties and maintain it with the original; follow disclosure rules for material changes.

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