Is an electronic notice legally binding?

Yes. Electronic signatures and records are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.

How should I document client consent?

Capture explicit consent with a signed notice, an eSignature audit trail (timestamp, IP, authentication), or recorded affirmative response. Retain the record so it can be reproduced for regulators or in disputes.

Can the notice be notarized electronically?

Remote Online Notarization (RON) is available in most states but requirements vary. If notarization is needed, confirm the notary’s authority and identity-proofing steps and retain the audio-video journal if required.

What if a client objects after aggregation?

Document the objection, pause operational changes where feasible, and follow internal remediation policies. Maintain records of communications and corrective steps taken to demonstrate good-faith handling.

How long must I keep executed notices?

Retain executed notices per applicable standards: IRS records generally 3 years, HIPAA six years for protected health information. Industry rules or state law may require longer retention.

Why did a client not receive a notice link?

Check email deliverability, spam filters, and that the correct address was used. Verify platform audit logs, resend securely, and document attempts to demonstrate reasonable delivery efforts.

Electronic Signature
Templates
Miscellaneous
Client Aggregation Notice

Client Aggregation Notice

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

CLIENT AGGREGATION NOTICE

This Client Aggregation Notice (the Notice) is entered into by and between Client Name: and Service Provider Name: effective as of .

WHEREAS

WHEREAS, Client maintains certain accounts, portfolios, and/or assets (collectively, the Accounts) specified in writing to the Service Provider and listed in any schedule attached hereto or referenced below; the primary description of such Accounts or asset classes is:

WHEREAS, Service Provider provides aggregation, reporting, and related administrative services (the Services) that consolidate Client's Accounts for purposes of consolidated statements, fee calculation, performance reporting, and administrative processing; the specific Services to be provided and the methodology are set forth in the Scope of Work below.

WHEREAS, Client has been provided notice of the proposed aggregation and either consents to aggregation as set forth in this Notice or elects to opt out in accordance with the election provisions below.

SCOPE OF WORK

Description of Aggregation Services and Work to be Performed

AGGREGATION DETAILS AND CLIENT ELECTION

Aggregation Effective Date:

Scope of Aggregation (accounts, asset classes, and exclusions) Aggregation Methodology and Allocation Rules

Client Election (check one): I hereby consent to the aggregation of Accounts as described above. I hereby opt out of aggregation and request individualized reporting and processing.

PAYMENT TERMS

Aggregation Fee Amount Payment Schedule

Late Payment Fees: Rate: % per month or Flat Fee: Grace Period: days

TERM AND TERMINATION

Term Commencement Date: Term Expiration Date:

Either party may terminate this Notice without cause by providing written notice to the other party at least days prior to the intended termination date. Either party may terminate immediately for material breach that remains uncured after a reasonable cure period not to exceed days.

Termination for cause includes, but is not limited to, willful breach of aggregation methodology, repeated failure to remit fees, or unauthorized disclosure of Confidential Information.

CONFIDENTIALITY

Each party (the Disclosing Party) may disclose certain non-public, proprietary or confidential information (Confidential Information) to the other party (the Receiving Party) in connection with the aggregation described herein. The Receiving Party shall:

(a) use Confidential Information solely for the performance of obligations under this Notice; (b) restrict disclosure of Confidential Information to employees, contractors or agents having a need to know and who are bound by confidentiality obligations at least as protective as those set forth herein; and (c) take commercially reasonable measures to protect Confidential Information from unauthorized access or disclosure. Confidential Information does not include information that (i) is or becomes generally available to the public other than by breach of this Notice, (ii) was rightfully known to the Receiving Party prior to disclosure, or (iii) is lawfully obtained from a third party not bound by confidentiality obligations.

Permitted Disclosures and Exceptions (if any)

GOVERNING LAW

This Notice shall be governed by and construed in accordance with the laws of the state of , without regard to its conflicts of law principles. The parties submit to the exclusive jurisdiction of the courts located within that state for resolution of disputes arising under this Notice.

ENTIRE AGREEMENT

This Notice, together with any schedules and attachments expressly incorporated herein, constitutes the entire agreement of the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written. No amendment or modification of this Notice shall be effective unless in writing and signed by both parties.

ACKNOWLEDGMENT

The undersigned representatives of the parties each represent and warrant that they are authorized to execute this Notice and that, upon execution, this Notice will constitute a legally binding obligation of the party on whose behalf they sign.

Client Contact for Notices

Client:

By:

Date:

Service Provider:

By:

Date:

What a Client Aggregation Notice Is and When It's Used

A Client Aggregation Notice documents the grouping of multiple client accounts, assets, or records for reporting, administration, or service delivery purposes. It explains what accounts are included, the aggregation criteria, effective date, and any changes to how statements, fees, or custody are handled. The notice may be issued by advisors, custodians, broker-dealers, or other fiduciaries when consolidating accounts for consolidated reporting, consolidated billing, block trading, or custody aggregation. Properly drafted notices protect both the firm and clients by creating a clear record of consent and operational change.

Why Issuing a Clear Client Aggregation Notice Matters

A clear notice reduces disputes, documents client consent, and creates an audit trail for compliance and recordkeeping. It clarifies which accounts are affected, timing, and any operational impacts such as statement formats or fee allocation.

Typical Users and Recipients of a Client Aggregation Notice

Financial firms, registered investment advisers, custodians, broker-dealers, and in-house compliance teams commonly prepare and distribute Client Aggregation Notices to clients and related internal teams.

Registered investment advisers notifying clients of consolidated reporting and fee allocation changes.
Custodians or broker-dealers informing account holders about custody or statement aggregation.
Wealth management teams communicating block-trade or consolidated billing procedures to householded clients.

Notices are addressed to affected account holders and retained by the issuer for compliance, audit trails, and dispute resolution.

Core Elements to Include in a Professional Notice

A complete Client Aggregation Notice balances operational detail with clear consent language; include terms clients need to understand the aggregation and its practical effects.

Identification

Full legal name of the client and account numbers included so recipients can confirm which holdings are affected and prevent misidentification.

Scope

Specific description of the accounts, securities, or data being aggregated and any excluded holdings or exceptions to avoid ambiguity.

Aggregation Criteria

The rule or method used to aggregate (household, beneficial owner, custodian grouping, or trading block) with examples if needed.

Effective Date

Clear effective date of aggregation and whether the change is prospective or applied retroactively for reporting or billing.

Operational Impact

Explanation of changes to statements, fee calculations, tax reporting, or settlement practices that clients can expect.

Consent and Contact

Statement explaining how clients consent, how to object, and compliance contact details for questions or disputes.

Essential Data Elements to Include

Client Name: Full legal name

Account IDs: All affected account numbers

Tax ID: TIN or SSN last four (as required)

Effective Date: MM/DD/YYYY

Aggregation Rule: Concise method description

Signatory: Name and title

Step-by-Step: Completing and Delivering the Notice

Follow these steps to prepare, obtain consent, and retain the Client Aggregation Notice.

01

Prepare: Populate client identification and accounts to be aggregated.
02

Explain: Describe impacts on statements, fees, and tax reporting.
03

Obtain Consent: Collect signature or documented client confirmation.
04

Record: Store executed notice and audit trail in secure records.

Configuring an Online Aggregation Notice Workflow

Set up template fields, signer authentication, and storage rules in your document platform before sending notices.

Field	Configuration
Document Template	Client Aggregation Notice template with conditional account lists
Signer Authentication	Email + SMS code or account login for stronger attribution
Notifications	Auto-email on signature and completion to client and compliance
Storage	Encrypted cloud storage with audit trail retention

Where to Send and How the Notice Flows

Track distribution so recipients and internal teams receive the notice and the issuer retains proof of delivery and consent.

To Client: Email or secure portal delivery to account holder
Compliance Team: Copy to compliance for retention and review
Custodian: Notify custodian or broker-dealer if custody changes are involved
Internal Records: Archive executed notice with timestamp and audit trail

Technical and Format Considerations for eDelivery

Use platforms that support fillable PDFs, secure delivery, audit trails, and configurable signer authentication.

File Formats: PDF, DOCX supported
Integrations: Salesforce, NetSuite, Google Workspace
Security: TLS in transit; AES-256 at rest

Ensure the platform generates a tamper-evident completed record and stores evidence of consent for regulatory review.

Typical Timelines and Expectations

Timing depends on operational cycles, but plan communications to allow client review and possible objections before aggregation occurs.

Advance Notice:

Provide at least 30 days before effective aggregation when feasible

Client Response Window:

Allow 14–30 days for questions or objections

Operational Cutover:

Schedule aggregation after billing and reporting cycles to avoid mid-cycle changes

Retention Start:

Retention begins on the executed date of the notice

Processing Time:

Internal reconciliation may take several business days

Common Preparation Mistakes to Avoid

Listing accounts ambiguously so recipients cannot determine which holdings are included, causing disputes and follow-up work.
Using vague aggregation criteria that leave room for inconsistent application across accounts and downstream reporting errors.
Failing to record or retain client consent with an auditable trail, weakening defense in regulatory or client disputes.
Not notifying custodians or third parties affected by the aggregation, which can cause settlement or statement mismatches.

Potential Risks and Consequences of Inaccurate Notices

Client Disputes: Operational delays and remediation costs

Regulatory Review: Increased scrutiny or enforcement actions

Financial Error: Misallocated fees or tax reporting

Reputational Harm: Loss of client trust

Recordkeeping Failure: Problems producing evidence of consent

Contractual Breach: Possible warranty or service-level claims

eSignature Pricing and Feature Snapshot for Aggregation Notices

Compare common plan attributes and compliance features when choosing an eSignature provider for Client Aggregation Notices. signNow appears first for reference and pricing reflects published per-user monthly tiers.

	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	Yes, 7-day	Yes	Yes	Yes	Yes
Bulk Send	Yes	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-World Examples of Client Aggregation Notices

Practical examples show how firms communicate aggregation and record consent; these excerpts are adapted from real customer stories.

Optica Ventures LLC

Optica consolidated household accounts to simplify reporting for investors

The firm described the aggregation rule and effective date in plain language
Their approach reduced client questions and improved operational consistency while preserving a clear consent record and audit trail for compliance.

Fertility Centers of Illinois

A healthcare provider aggregated patient financial accounts for centralized billing

They added HIPAA-aware consent language
The final notice documented the effective date, described privacy safeguards, and retained the signed record for regulatory compliance and patient inquiries.

Frequently Asked Questions and Troubleshooting

Answers to common questions about executing, storing, and disputing Client Aggregation Notices, with practical steps to resolve issues.

Need help? Contact support

Is an electronic notice legally binding?
Yes. Electronic signatures and records are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.
How should I document client consent?
Capture explicit consent with a signed notice, an eSignature audit trail (timestamp, IP, authentication), or recorded affirmative response. Retain the record so it can be reproduced for regulators or in disputes.
Can the notice be notarized electronically?
Remote Online Notarization (RON) is available in most states but requirements vary. If notarization is needed, confirm the notary’s authority and identity-proofing steps and retain the audio-video journal if required.
What if a client objects after aggregation?
Document the objection, pause operational changes where feasible, and follow internal remediation policies. Maintain records of communications and corrective steps taken to demonstrate good-faith handling.
How long must I keep executed notices?
Retain executed notices per applicable standards: IRS records generally 3 years, HIPAA six years for protected health information. Industry rules or state law may require longer retention.
Why did a client not receive a notice link?
Check email deliverability, spam filters, and that the correct address was used. Verify platform audit logs, resend securely, and document attempts to demonstrate reasonable delivery efforts.

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