Can the form be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws; confirm exceptions such as certain court filings or specific statutory requirements before relying solely on e-signatures.

When is notarization required?

Notarization depends on the underlying agreement and state law; real estate-related collateral or documents intended to be self-proving may require a notary or witnesses under state rules.

Who must sign the form?

The authorized representative of the grantor/borrower and the custodian or secured party should sign. For corporate parties use an authorized officer whose authority is evidenced by corporate resolution if requested.

How often should locations be updated?

Update upon any relocation, change of custodian, or transfer of control; many organizations schedule annual verification to reduce stale data and protect lien enforcement rights.

What supporting documents should be attached?

Attach inventory lists, photos, inspection reports, insurance policy references, and UCC-1 filing numbers to maintain a complete record for audits, claims, or enforcement actions.

How long must records be retained?

Retain active records for the agreement term plus at least three years; tax and healthcare records may require longer retention (see IRC §6501(a) and 45 CFR §164.530(j)).

Electronic Signature
Templates
Miscellaneous
Collateral Location Form

Collateral Location Form

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

COLLATERAL LOCATION FORM

RECITALS

WHEREAS, Secured Party: has a security interest in the collateral described below pursuant to the Security Agreement identified in this form; and

WHEREAS, Custodian/Location Agent: has been engaged to locate, inventory, and document the physical location and condition of such collateral on behalf of the Secured Party; and

WHEREAS, the parties desire to document the precise location, access instructions, and other administrative details required to preserve, inspect, or remove the collateral consistent with the Security Agreement and applicable law.

PARTIES

Secured Party - Legal Entity or Individual Custodian / Location Agent

SECURITY AGREEMENT REFERENCE

Security Agreement / Financing Statement Reference

COLLATERAL DETAILS

Collateral Type: Total Estimated Value: $

Detailed Description of Collateral (include make, model, and identifying marks) Serial Numbers, VINs, or Other Unique Identifiers (list each on separate line)

LOCATION & ACCESS

Physical Location Address

Location Type: Storage facility On debtor premises Vehicle Other

Unit, Room, or Specific Location Details Access Instructions / Gate Codes / Key Locations

GPS Coordinates: Date Located:

INSURANCE, HAZARDS, AND ATTACHMENTS

Insurance Provider Policy Number

Known Hazards or Special Handling Instructions:

Attachments Provided: Photographs Inventory list Storage agreement

SCOPE OF WORK

Scope of Services to be Provided by Custodian / Location Agent

PAYMENT TERMS

Fee for Services: $ Payment Schedule:

Late Fee for Overdue Payments:

Billing Contact

TERM AND TERMINATION

Term Commencement Date: Term Expiration Date:

Either party may terminate this location engagement for convenience upon prior written notice. Termination for material breach is permitted where the breaching party fails to cure within the notice period specified in the Security Agreement or as otherwise required by law.

CONFIDENTIALITY

The Custodian shall treat all information, including inventory lists, photographs, access codes, and location details, as Confidential Information. Custodian shall not disclose Confidential Information except (a) to the Secured Party or its authorized agents; (b) to perform the services described herein; or (c) as compelled by law, provided that Custodian gives prompt notice to the Secured Party when permitted to do so. Confidential Information shall not be used for any purpose other than performance under this form and the Security Agreement.

INDEMNIFICATION AND LIABILITY

Custodian shall exercise reasonable care in locating, documenting, and safeguarding collateral and shall indemnify and hold harmless the Secured Party from claims arising from Custodian's negligent acts or willful misconduct. The Secured Party shall indemnify Custodian for claims arising from the Secured Party's instruction or misrepresentation regarding the collateral or rights thereto. Except as expressly provided, neither party shall be liable for consequential damages except for liability that arises from gross negligence or willful misconduct.

INSPECTION AND ENTRY

By signing below, the Debtor, where applicable, and Custodian represent that Custodian has the lawful right to enter the identified location and to access the collateral in accordance with the Security Agreement. Custodian shall provide reasonable notice to the occupant or operator of the location unless exigent circumstances, legal process, or the Security Agreement allow otherwise.

GOVERNING LAW; ENTIRE AGREEMENT

This form shall be governed by and construed in accordance with the laws of the state of without regard to conflicts of law principles. This Collateral Location Form, together with the Security Agreement referenced herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior negotiations and understandings.

REPRESENTATIONS; CERTIFICATIONS

Each party represents and warrants that it has full authority to enter into this Collateral Location Form, that the information provided is true and correct to the best of its knowledge, and that execution of this form will not violate any other agreement or law.

Secured Party - Print Name:

By:

Date:

Custodian / Location Agent - Print Name:

By:

Date:

What the Collateral Location Form is and when it’s used

A Collateral Location Form documents the physical or electronic location and identifying details of collateral held to secure an obligation. Lenders, secured parties, and custodians use it to record addresses, storage facilities, serial numbers, access instructions, and custodial contact information. It supplements a security agreement or UCC-1 filing by making asset whereabouts and access procedures explicit for inspection, repossession, insurance, and audit purposes. The form can also record special handling requirements, insurance policy references, and dates of inspection or transfer to maintain an accurate chain of custody.

Why accurate collateral location records matter

A clear Collateral Location Form reduces ambiguity about asset whereabouts, speeds inspections and repossessions, and supports insurance and audit processes. It complements financing statements and security agreements by linking legal rights to practical access details.

Typical users and signer roles

Parties that commonly prepare or sign Collateral Location Forms include secured lenders, asset managers, custodians, borrowers, repossession agents, and insurance adjusters.

Lenders and lienholders — validate collateral location, access instructions, and custody arrangements.
Borrowers and grantors — confirm accuracy of location, serial numbers, and authorized access contacts.
Third-party custodians and warehouses — provide storage addresses, gate instructions, and facility contact details.

Identifying appropriate signers and preparing supporting documentation in advance reduces rework and legal exposure.

Core sections to include in a professional Collateral Location Form

A complete form organizes identifying details, legal references, access and custody information, verification steps, and signatory attestations for clarity and enforceability.

Asset ID

Unique identifiers such as serial numbers, VINs, or model numbers plus a concise physical description to avoid misidentification in enforcement or insurance claims.

Location

Full street address, facility name, storage unit number, GPS coordinates or cloud repository path and any restricted access instructions for physical or digital collateral.

Custodian

Name, role, company, phone and email for the person or entity responsible for day-to-day custody and access to the collateral.

Access Terms

Authorized parties, required notices, access hours, gate codes, and any consent required to enter or retrieve the collateral; include inspection frequency if required.

Legal References

Related security agreement, UCC-1 filing reference, lien priority notes, and insurance policy numbers that tie the physical location to legal rights.

Verification

Date of last inspection, inspector name, tool or photograph references, and signature block for attestation of accuracy and chain of custody.

Step-by-step: filling and confirming the Collateral Location Form

Follow these sequential steps to collect required details, validate them, and complete execution and routing.

01

Gather details: Collect asset IDs, location, custodian contact, and supporting documentation.
02

Complete form: Enter fields consistently and attach photos or inventory lists as needed.
03

Verify accuracy: Confirm entries with the custodian and perform a dated inspection where required.
04

Execute: Obtain signatures, notarization or witness attestations if required by law or contract.

How electronic completion and routing typically flows

Electronic workflows standardize data capture, automate routing, and preserve an audit trail for approvals and later enforcement.

Upload: Sender uploads the form and attachments into the e-signature system.
Tag fields: Place required fields for names, dates, and signatures before sending.
Route: System sends to signers in order or via a signing link.
Archive: Signed record and audit trail are stored for retrieval and compliance.

Recommended electronic workflow settings for consistent processing

Configure these settings to reduce signer friction and preserve reliable records during eSubmission.

Field	Configuration
Authentication	Email link by default; use SMS or KBA for higher assurance
Auto-routing	Enable sequential routing to enforce signing order
Notifications	Send reminders and completion confirmations to all parties
Storage	Archive signed PDFs with audit trail in secure cloud storage

Technical considerations for eSubmission and long-term storage

Ensure your eSignature platform supports secure upload, audit trails, and the file formats you use.

File types: PDF and DOCX supported
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email, SMS, MFA options

Key timing considerations and recommended response windows

Set clear internal deadlines for submission, verification, and updates to avoid stale or inaccurate collateral records.

Initial submission:

Within 5–10 business days of asset acquisition

Location change update:

Within 3–5 business days of relocation

Periodic verification:

Annually or per contract inspection schedule

Post-default access:

Immediate notice to custodian upon event of default

Record retention start:

Effective date recorded as MM/DD/YYYY

Milestone timeline for processing a Collateral Location Form

A sequential milestone view highlights key handoffs from data collection to archived record.

01

Data Collection

Collect asset identifiers, photos, and custodian contact for accuracy.

02

Verification

Confirm data with custodian and perform physical inspection if required.

03

Execution

Obtain required signatures, notarizations, or witness attestations.

04

Archival

Store signed form plus audit trail in a searchable repository.

Common pitfalls to avoid when preparing the form

Incomplete asset identifiers: missing serial numbers or VINs lead to disputes during repossession.
Vague location entries: 'warehouse' without unit numbers or gate codes causes access delays and added cost.
Unverified custodian contacts: out-of-date phone or email details slow inspections and create liability exposure.
Skipping notarization when contractually required: can invalidate attestation in certain jurisdictions or under specific agreements.

Consequences of inaccurate or missing collateral location information

Enforcement delay: Extended repossession time

Increased costs: Higher recovery and legal expenses

Insurance denial: Claims may be reduced or denied

Priority disputes: Compromised lien priority

Regulatory risk: Noncompliance with custody rules

Data mismatch: Potential tax or reporting issues

Security and compliance controls for electronic Collateral Location Forms

In transit: TLS 1.2/1.3

At rest: AES-256 encryption

Audit trail: Immutable timestamps and metadata

Certifications: SOC 2 Type II, ISO 27001

Privacy: HIPAA-compliant with BAA available

Authentication: MFA, SMS, or KBA options

eSignature vendor pricing comparison for completing collateral forms

Compare starting prices and basic capabilities for common eSignature providers. signNow is listed first per table convention.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Plan	7-day 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

Real-world examples of collateral location processes

These brief case arcs show how organizations use standardized location records to reduce friction and support enforcement.

Martin Properties

A regional property manager standardized location forms for equipment across 120 units to avoid disputes.

Resulting consistency reduced site-access delays and improved vendor coordination.
They archived signed records and timestamps to support insurance claims and streamlined contractor access, cutting administrative calls by an observable margin.

BIS (Dan Rotelli)

A services firm centralized custodial records across client accounts for audit readiness.

Central index plus dated inspections strengthened chain-of-custody.
The firm cited improved compliance confidence during audits and faster response times to lender inquiries about collateral status.

Practical tips to ensure accurate, enforceable collateral location records

Adopt consistent naming, verification, and archival practices to make collateral location records reliable for operations and legal processes.

Standardize identifiers

Use consistent fields for serial numbers, VINs, or SKU codes and require exact matches to manufacturer or title records; include photo evidence and date-stamped attachments to eliminate ambiguity in enforcement or insurance proceedings.

Include custody attestations

Require the custodian to sign and date the form, and include a statement confirming access protocols; this creates clearer obligations and reduces disputes about who controlled the asset at a given time and under what terms.

Version and change control

When locations change, create a new dated entry and maintain prior versions; preserve a searchable audit trail that shows who edited each entry and when to support litigation or regulatory reviews.

Align with legal documents

Link each form to the relevant security agreement and UCC-1 references so that practical access details are legally connected to the secured interest and its priority in third-party searches.

Frequently asked questions about completing and using the Collateral Location Form

Answers to common questions about execution, notarization, legal validity, updates, and storage to reduce execution errors and compliance risk.

Need help? Contact support

Can the form be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws; confirm exceptions such as certain court filings or specific statutory requirements before relying solely on e-signatures.
When is notarization required?
Notarization depends on the underlying agreement and state law; real estate-related collateral or documents intended to be self-proving may require a notary or witnesses under state rules.
Who must sign the form?
The authorized representative of the grantor/borrower and the custodian or secured party should sign. For corporate parties use an authorized officer whose authority is evidenced by corporate resolution if requested.
How often should locations be updated?
Update upon any relocation, change of custodian, or transfer of control; many organizations schedule annual verification to reduce stale data and protect lien enforcement rights.
What supporting documents should be attached?
Attach inventory lists, photos, inspection reports, insurance policy references, and UCC-1 filing numbers to maintain a complete record for audits, claims, or enforcement actions.
How long must records be retained?
Retain active records for the agreement term plus at least three years; tax and healthcare records may require longer retention (see IRC §6501(a) and 45 CFR §164.530(j)).

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