Are electronic signatures valid?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, electronic signatures are generally enforceable in the United States provided intent, consent, attribution, and retention requirements are met.

When is notarization required?

Notarization depends on the recipient and state rules. Some certifications require notarized acknowledgement or affidavit equivalents; verify with the contracting authority or state notary office before execution.

What happens if the wrong person signs?

If an unauthorized signer executes the statement, the recipient may reject it and the signing party may face contractual or legal exposure. Maintain delegation records to prevent this.

How should I store signed copies?

Store signed PDFs with embedded audit trails and backups. Retain originals per applicable retention rules such as IRC §6501(a) for tax records and 45 CFR §164.530(j) for HIPAA-related records.

Can I revoke a certification?

Revocation depends on terms and recipient acceptance. Notify recipients promptly in writing, provide corrected documentation if needed, and follow any contractually required cure processes.

How do I prove the signer’s identity?

Use multi-factor authentication, government ID checks, or stronger methods for high-risk certifications. Preserve authentication logs and any ID verification records supporting the signer’s attribution.

Electronic Signature
Templates
Miscellaneous
Certification of Compliance Statement

Certification of Compliance Statement

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

Certification of Compliance Statement

Certifier Name: Organization / Company: Recipient / Contracting Entity:

Project / Contract No.: Effective Date:

WHEREAS

WHEREAS, Certifier Name: has performed or supervised certain work, services, or deliveries described herein for the Project / Contract No.: ; and

WHEREAS, the Recipient / Contracting Entity requires a written Certification of Compliance confirming that the work performed and payments made comply with the terms of the contract, applicable laws, regulations, and industry standards; and

WHEREAS, Certifier represents that Certifier has authority to make the certifications below and that the statements contained herein are true, complete, and accurate to the best of Certifier's knowledge.

Scope of Work

Scope Description:

Payment Terms (as certified)

Payment Amount Certified:

Payment Schedule / Milestones:

Late Payment Fee (if applicable):

Term and Termination

Term Start Date: Term End Date:

Termination Notice Period (days):

Either party may terminate this Certification and any related obligations for material breach of the underlying contract or the falsity of any certification in this document, subject to the notice period provided above and the right to cure where applicable.

Confidentiality

All information submitted with this Certification that is expressly marked confidential or that by its nature is confidential shall be held in confidence by the Recipient, except as required by law or judicial process. The obligation of confidentiality shall survive for after the date of signature.

Governing Law

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

Entire Agreement

This Certification, together with any referenced contract documents, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior representations, understandings, and agreements, whether written or oral, relating to the same.

Certification

The undersigned Certifier hereby certifies, under penalty of perjury and to the best of the Certifier's knowledge, that the following statements are true and correct as of the date of signature:

All work performed in connection with the Project / Contract identified above has been completed in substantial conformance with the contract documents and applicable standards.

All wages, benefits, and payroll taxes required by the contract and applicable law have been paid in full to laborers and subcontractors engaged on the Project.

There are no outstanding liens, stop notices, or claims related to the portion of work certified herein, except as specifically disclosed in writing and attached hereto.

All required permits, inspections, and approvals have been obtained and satisfied for the work certified.

To the best of Certifier's knowledge, there are no material environmental or safety violations related to the certified work that remain unremedied.

Additional Comments / Disclosures:

Certifier Printed Name:

By:

Date:

Authorized Representative Printed Name:

By:

Date:

What the Certification of Compliance Statement Is

A Certification of Compliance Statement is a formal written attestation that an individual or organization meets specified legal, regulatory, contractual, or policy requirements. It typically identifies the certifying party, the scope of what is being certified, the applicable standard or regulation, and the effective date. Agencies, contracting authorities, grant programs, and corporate procurement teams commonly require this statement as part of a submission package. The certification can be a standalone document or an attachment to bids, invoices, reports, or compliance filings and may require signature, initialing, or notarization depending on jurisdiction and purpose.

Why a Clear Certification of Compliance Matters

The statement documents legal responsibility and creates an audit trail for regulators, partners, and internal reviewers, reducing ambiguity during reviews.

Who Typically Prepares and Reviews This Statement

Teams that prepare or rely on compliance certifications include legal, procurement, and compliance officers who manage regulatory or contractual obligations.

Compliance officers and counsel who confirm regulatory adherence and retain documentation for audits and inspections.
Procurement and contracting teams submitting bids, proposals, or vendor attestations with purchase orders or government contracts.
Finance and grant administrators who attach certifications to invoices, grant reports, or funding requests for accountability.

Internal reviewers should confirm signatory authority, supporting evidence, and applicable timelines before finalizing and distributing the statement.

Who Has Authority to Sign

Chief Compliance Officer

A named compliance officer typically signs when certifying organizational processes, controls, or program-level compliance. They should be able to reference supporting policies and attest that documentation is accurate and complete under penalty of law or contract.

Authorized Signatory (CFO)

Senior financial officers or delegated signatories may certify financial or fiscal compliance. Organizations should maintain a signed delegation of authority and confirm that the signatory is empowered to bind the entity to the certification.

Security and Compliance Considerations for the Statement

Transport Encryption: TLS 1.2/1.3

Data at Rest: AES-256 encryption

Audit Trails: Tamper-evident logs

Regulatory Compliance: ESIGN, UETA compliant

Healthcare: HIPAA with BAA

Certifications: SOC 2 Type II, ISO 27001

Penalties and Legal Risks to Watch For

False Certification: Civil and criminal liability

Contract Breach: Damages or termination

Tax Reporting Errors: IRC §6721 penalties

I-9 Violations: Civil fines per DHS

HIPAA Violations: Penalties under HIPAA rules

Record Retention Failures: Loss of defense in audits

Common Preparation Mistakes to Avoid

Using an incorrect effective date or ambiguous date format that leads to disputes about when obligations began.
Allowing an unauthorized person to sign without documented delegation, which can invalidate the certification or expose the organization to risk.
Failing to attach required supporting documents or evidence that the certifier relied on when making the attestation.
Not preserving an auditable record of the signing event, including signer identity and timestamp, for compliance review.

Step-by-Step: Completing a Certification of Compliance Statement

Follow a consistent sequence to ensure completeness and legal validity.

01

Draft Statement: Identify scope and authority being certified.
02

Attach Evidence: Include supporting policies or records.
03

Verify Signatory: Confirm delegation and identity documents.
04

Sign and Record: Execute signature and preserve audit trail.

How to Configure an Online Completion Workflow

Set up a clear online workflow to route the statement to the right reviewers and signers.

Field	Configuration
Template Creation	Create reusable template with required fields.
Signer Roles	Assign roles and signing order for approvers.
Authentication	Require email, SMS, or stronger methods.
Attachments	Make supporting documents mandatory fields.

Technical and Platform Requirements

Choose a platform that supports secure e-signing, audit trails, and the file formats you use.

Integrations: Salesforce, NetSuite, Google Workspace
File Formats: PDF, DOCX, HTML, Excel
Authentication Options: Email link, SMS code, KBA

Where to Send the Completed Statement

Routing depends on the recipient: internal repository, contracting authority, regulator, or grant administrator.

Internal Records: Store in compliance repository or contract management system.
Contracting Officer: Attach to proposal or invoice in procurement portal.
Regulatory Agency: Submit via agency upload or designated contact.
Grant Administrator: Include with financial reports or funding requests.

Typical Deadlines and Timing Expectations

Timing varies by context—contract, grant, or regulatory submission—so confirm the recipient's deadline before submitting.

Bid or Proposal:

Submit with proposal by the solicitation deadline.

Invoice Attachment:

Include at invoice submission to avoid payment delays.

Regulatory Filing:

File within the regulator’s stated time frame.

Grant Reporting:

Attach to the periodic financial or performance report.

Internal Review:

Allow sufficient time for legal and compliance approvals.

Key Milestones from Draft to Submission

Track these sequential stages to manage approvals and meet external deadlines.

01

Drafting

Prepare the statement and list supporting evidence.

02

Internal Review

Legal and compliance review for accuracy and authority.

03

Execution

Authorized signatory completes signature and dating.

04

Submission

Deliver to recipient and archive signed copy.

How This Statement Differs from an Affidavit

Compare common characteristics to determine whether you need a simple certification or a sworn affidavit for legal processes.

Characteristic	Certification of Compliance	Affidavit
Oath requirement
Notarization	sometimes	often required
Typical use	administrative attestation	sworn legal statement
E-sign friendly		yes, may need notarization

Common eSignature Vendor Pricing for Completing Compliance Statements

Vendor pricing and features vary; signNow appears first to allow direct feature and price comparison across common providers.

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

Tips for Accurate and Efficient Completion

Adopt consistent practices to reduce errors and speed approval cycles.

Confirm Signatory Authority

Maintain a delegation of authority list and check it before execution. Confirm the signer’s role matches the certification scope to avoid disputes and potential contract rejections or liability.

Use Standardized Templates

Create a template with predefined fields and required attachments. Standard language reduces negotiation friction and helps reviewers quickly verify compliance elements and supporting exhibits.

Preserve Audit Trail

Capture signer identity, IP, timestamps, and document history. An auditable record supports enforceability under ESIGN and UETA and is critical in regulatory inquiries or litigation.

Attach Supporting Evidence

Include referenced policies, test results, or reports. Clear linkage between the certification and evidence simplifies review and reduces questions from counterparties or regulators.

Real-World Examples

Practical examples illustrate how organizations use the statement in common scenarios.

Optica Ventures LLC — Brian Fitzgibbons

A small investment firm needed consistent vendor attestations for SaaS vendors

They used templates to collect standardized statements
This reduced reviewer queries and sped contract processing while preserving a clear audit trail for future diligence.

Fertility Centers of Illinois — John Butler

A healthcare provider required staff attestation of policy training

They deployed an electronic attestation workflow
The approach ensured HIPAA-conscious handling, retained signed records for six years, and simplified audits with complete audit logs.

Frequently Asked Questions

Answers to common questions about validity, signing authority, notarization, and recordkeeping help avoid delays and rejection.

Need help? Contact support

Are electronic signatures valid?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, electronic signatures are generally enforceable in the United States provided intent, consent, attribution, and retention requirements are met.
When is notarization required?
Notarization depends on the recipient and state rules. Some certifications require notarized acknowledgement or affidavit equivalents; verify with the contracting authority or state notary office before execution.
What happens if the wrong person signs?
If an unauthorized signer executes the statement, the recipient may reject it and the signing party may face contractual or legal exposure. Maintain delegation records to prevent this.
How should I store signed copies?
Store signed PDFs with embedded audit trails and backups. Retain originals per applicable retention rules such as IRC §6501(a) for tax records and 45 CFR §164.530(j) for HIPAA-related records.
Can I revoke a certification?
Revocation depends on terms and recipient acceptance. Notify recipients promptly in writing, provide corrected documentation if needed, and follow any contractually required cure processes.
How do I prove the signer’s identity?
Use multi-factor authentication, government ID checks, or stronger methods for high-risk certifications. Preserve authentication logs and any ID verification records supporting the signer’s attribution.

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