Establishing secure connection…Loading editor…Preparing document…

Certification and Representation Form

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

CERTIFICATION AND REPRESENTATION FORM

Parties

Corporation    Limited Liability Company (LLC)    Individual / Sole Proprietor    Other

Recitals

WHEREAS, Client Name: desires to engage Representative to perform certain professional services as described below; and

WHEREAS, Representative Name: certifies that it has the authority, expertise, and legal capacity to perform such services and to make the certifications and representations set forth in this document; and

WHEREAS, the parties wish to set forth the scope, compensation, and certain certifications and representations upon which Client will rely in awarding engagements to Representative.

Scope of Work

Describe the services, deliverables, milestones, and any performance standards below. If additional tasks or deliverables are required, they must be documented in a written amendment signed by both parties.

Payment Terms

Invoices are due and payable within days of receipt. Overdue invoices will incur a late fee of , compounded monthly, or a minimum late charge of , whichever is greater.

Term and Termination

This Agreement commences on and continues until , unless earlier terminated as provided below. Either party may terminate this Agreement for convenience upon days' prior written notice.

Either party may terminate for cause if the other party materially breaches any obligation hereunder and fails to cure such breach within thirty (30) days after receipt of written notice specifying the breach.

Certification and Representations

Representative certifies, represents, and warrants to Client that the following statements are true and correct as of the date of signature below. Check each box to affirm the representation. If any representation cannot be affirmed, provide an explanation in the Exceptions field.

Representative has full corporate or legal authority to enter into and perform this Agreement.

Representative will comply with all applicable laws, rules, and regulations in performing the services.

Representative's performance of this Agreement will not violate any agreement, obligation, or duty to any third party.

Representative and its principals are not debarred, suspended, or otherwise ineligible for federal or state contracting.

Representative further certifies that all factual statements, attachments, and documents provided in connection with this Agreement are true, complete, and accurate to the best of Representative's knowledge and belief, and that Representative will promptly notify Client of any material change to such information.

Confidentiality

For purposes of this Agreement, "Confidential Information" means non-public information disclosed by Client to Representative, whether oral, written, or electronic, that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information. Representative shall: (a) use Confidential Information solely for the performance of obligations under this Agreement; (b) restrict disclosure of Confidential Information to employees and contractors with a need to know who are bound by confidentiality obligations; and (c) exercise at least the same degree of care to protect Confidential Information as Representative uses to protect its own confidential information, but in no event less than reasonable care.

Confidential Information does not include information that is (i) publicly available through no fault of Representative; (ii) rightfully received from a third party without restriction; (iii) independently developed by Representative without use of Client's Confidential Information; or (iv) required to be disclosed by law, provided Representative gives Client prompt written notice of such requirement and cooperates with Client in any lawful attempt to limit disclosure.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of laws principles. The parties submit to the exclusive jurisdiction of the state and federal courts located within that State for any dispute arising under this Agreement.

Entire Agreement

This Certification and Representation Form, together with any exhibits or written amendments signed by both parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and communications, whether oral or written. No modification of this Agreement will be effective unless in writing and signed by both parties.

Acknowledgment

By signing below, the undersigned certifies under penalty of perjury that they are authorized to bind the party for which they sign, that the information provided in this form is true and correct, and that the representations and certifications set forth above are made knowingly and voluntarily.

Client

Party Label:

By:

Date:

Representative

Party Label:

By:

Date:

Enter text✕

What the Certification and Representation Form Is

The Certification and Representation Form is a standardized written declaration used by an individual or organization to attest to specific facts, compliance, and legal representations required by a contract, solicitation, or regulatory filing. It typically lists statements about eligibility, conflicts of interest, financial disclosures, adherence to laws and policies, and the accuracy of submitted information. Agencies, contractors, vendors, and grantees use this form to document present representations and certifications that become contractual promises. When executed properly it supports audit trails and may be completed electronically under federal e-signature law (15 U.S.C. §7001) or state UETA frameworks.

Why this form matters for compliance and procurement

Use the Certification and Representation Form to create a clear, auditable record of factual statements and legal assurances required by contracts or government programs. Proper completion reduces risk of disqualification, supports compliance reviews, and facilitates electronic submission under ESIGN and UETA.

Why this form matters for compliance and procurement

Who typically completes and reviews these forms

Common users span government agencies, procurement officers, grant administrators, vendors, contractors, and third‑party service providers responsible for compliance and contract formation.

  • Government contracting officers and procurement teams managing solicitations and awards.
  • Suppliers, vendors, and subcontractors certifying eligibility, pricing, and regulatory compliance.
  • Grant recipients and nonprofits affirming program requirements, conflict disclosures, and use of funds.

Legal, compliance, and finance staff commonly review completed forms before award, payment, or contract execution.

Typical signatory roles and responsibilities

Authorized Signer

An individual legally empowered to bind the organization, such as a CEO or contracting officer. Provide title, authority basis (board resolution or delegation), and contact details to validate signature authority during audits or procurement reviews.

Legal Counsel

A compliance or legal officer who reviews representations for legal sufficiency. They may sign when so authorized or attach a delegation of authority; include delegation date and documentary proof for recordkeeping.

Essential fields required on the form

Full Legal Name: Exact legal entity or individual's name.
Tax ID (EIN/SSN): Taxpayer identification for verification.
Business Address: Street, city, state, ZIP code.
Authorized Signer Title: Position and authority source.
Effective Date: Enter MM/DD/YYYY; controls obligations.
Signature and Date: Handwritten or electronic signature with date.

Step-by-step: complete and submit the form

Follow these steps to complete the Certification and Representation Form, verify attachments, and preserve the audit trail required for procurement or regulatory review.

  • 01
    Prepare: Gather organizational documents and supporting evidence.
  • 02
    Complete: Answer each representation fully; use MM/DD/YYYY format.
  • 03
    Attach: Include licenses, certificates, and proof of authority.
  • 04
    Submit: Send to the identified recipient; retain copy.

Configuring an online workflow for this form

Set up a digital workflow that enforces required fields, collects attachments, and captures an immutable audit trail for compliance reviews.

Field Configuration
Signer Authentication and Identity Verification Settings Email link | Optional SMS code or ID verification for higher assurance
Conditional Fields and Logic Show or hide fields based on prior answers to reduce signer errors
Attachments Required and Validation Require PDF uploads for licenses and run file-type checks
Audit Trail and Export Options Capture timestamps, IPs, and exportable certificate of completion

Where to send or file the completed form

Determine the correct recipient and submission method before signing to avoid rework; many agencies specify an upload portal, email address, or contracting officer.

  • Prepare: Complete form and attach supporting documents.
  • Sign: Apply electronic or notarized signature as required.
  • Attach: Include required exhibits and identification documents.
  • Submit: Upload to portal or send to the specified official contact.

Technical and platform requirements for eSubmission

Choose a platform that supports PDF and DOCX import, secure audit trails, and exportable signed records; check for HIPAA or 21 CFR Part 11 support if required.

  • File Formats: PDF, DOCX, and HTML accepted.
  • Integrations: Connectors for CRM and cloud storage.
  • Authentication: Email, SMS, or stronger methods.

Typical timelines and deadlines to watch

Timelines vary by purpose; observe solicitation deadlines and internal procurement schedules. Allow time for verification, attachments, and any notarization required before award or payment.

Submission Deadline for Solicitations:

Submit by the solicitation due date or proposal deadline.

Pre-Award Verification Window:

Allow at least 5–10 business days for review.

Notarization Required Before Submission:

If a notarized signature is mandated, obtain before filing.

Responding to Clarification Requests:

Provide missing information within 7–14 calendar days.

Record Retention Start Date:

Retention begins on effective date or award date.

Key milestones from preparation to archival

This milestone view outlines the main processing stages from initial preparation to final archival so teams can monitor progress and compliance at each step.

01

Preparation

Assemble attachments, confirm signatory authority, and verify data accuracy.

02

Execution

Signer affixes signature and dates; apply notarization if required.

03

Verification

Agency or contracting officer reviews statements and supporting documents.

04

Finalization and Archival

Award issued or rejected; retain executed copy per retention policy.

Common preparation errors to avoid

  • Using a trade name or DBA instead of the legal entity name leads to verification failures and potential disqualification during procurement or compliance audits.
  • Omitting required attachments such as licenses or proof of authority delays review and can trigger requests for clarification or rejection of the submission.
  • Entering dates in nonstandard formats or leaving effective dates blank can create ambiguity about obligations and affect enforcement or retention triggers.
  • Failing to obtain notarization or witness signatures where statutorily required undermines the form's evidentiary value and may void certifications.

Potential penalties and legal risks

False Statements: Civil and criminal liability possible.
Contract Remedies: Termination, withholding, or debarment.
Tax Consequences: Backup withholding, penalties under IRC §6721.
Audit Findings: Repayments, penalties, administrative fines.
Notarization Defect: May render document unenforceable.
Reputational Risk: Vendor debarment or exclusion risk.

Practical examples from real organizations

Two short examples illustrate typical Certification and Representation Form uses in procurement and healthcare program enrollment.

Optica Ventures — Procurement

Optica consolidated vendor attestations into a single Certification and Representation Form for onboarding to speed reviews and ensure consistency.

  • Reduced verification steps and paired attestations with contract clauses.
  • The combined approach simplified audits, reduced duplicate requests for documentation, and provided a single source of truth for vendor representations during procurement.

Fertility Centers of Illinois — Healthcare

The organization used a structured form to document provider compliance and data responsibilities when PHI sharing occurred.

  • Ensured HIPAA alignment and BAAs were in place.
  • Explicit certifications and attached BAAs clarified responsibilities, supported internal audits, and reduced legal back-and-forth with partner organizations.

Practical best practices for accuracy and efficiency

Apply consistent drafting, authoritative signatory verification, and clear attachments to reduce processing time and legal risk; follow the tips below.

Verify Legal Entity and Authority
Confirm the full legal name matches formation documents and verify signer authority through an officer certification or board resolution. Record the title, delegation date, and attach proof to avoid disputes and enable quick verification during audits or procurement reviews.
Use Standardized Language and Definitions
Adopt consistent representation clauses and defined terms to avoid ambiguity. Avoid vague phrases like 'reasonable' without definition. Standardized language reduces negotiation cycles and improves enforceability across solicitations and contracts.
Include Required Supporting Documents
Attach licenses, insurance certificates, tax forms (W-9) when requested, and any delegation of authority. Missing attachments are a leading cause of delays and can trigger backup withholding or disqualification for government contracts.
Preserve an Audit Trail and Retention Plan
Capture timestamps, IP addresses, and a certificate of completion for each signing event. Maintain retention schedules aligned with IRS, HIPAA, and agency rules and ensure records are exportable for audits or discovery.

Vendor pricing and capability comparison for eSignature

Comparison of common plan and feature criteria; signNow is listed first per table requirements. Confirm vendor plan details directly when selecting a provider.

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

Frequently asked questions and troubleshooting

Answers to common questions on completing, eSigning, notarization, and submission of Certification and Representation Forms, including platform and legal considerations.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users