Who can sign the affidavit?

The affiant should be an officer or authorized agent with authority to attest to the stated facts; attach a corporate resolution when authority is not evident in public records.

Is notarization always required?

Not all recipients require notarization, but many courts, title companies, and agencies do. Check recipient instructions and state law; if required, notarize in person or use RON where permitted.

Can I e-sign and e-notarize an affidavit?

Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; RON is permitted in many states but confirm the recipient accepts remote notarization and that identity-proofing meets state rules.

What supporting documents should be attached?

Attach formation documents, certified copies, board resolutions, or other records cited in the affidavit to substantiate factual claims and reduce requests for additional proof.

How do I correct an executed affidavit?

If minor errors exist, prepare an amended affidavit signed and notarized with a clear reference to the original. For substantive changes, consult counsel to assess re-execution or supplemental affidavits.

How long should I retain the affidavit?

Retain executed affidavits for the active transaction term and at least 3–7 years after termination, with longer retention for tax or real estate matters per federal and state rules.

Electronic Signature
Templates
Miscellaneous
Company Affidavit Form

Company Affidavit Form

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

COMPANY AFFIDAVIT FORM

State of , County of . On this , personally appeared , who being duly sworn, deposes and says:

WHEREAS

WHEREAS, Company Name: is a duly organized entity in good standing under the laws of and maintains its principal place of business at .

WHEREAS, the affiant is an authorized officer or agent of the company and is competent to testify to the matters stated in this affidavit; and

WHEREAS, this affidavit is provided for the purpose of verifying the facts described below to and for all other lawful purposes.

SCOPE OF SERVICES / STATEMENT OF FACTS

Describe the goods, services, actions, or facts being attested to:

PAYMENT TERMS (IF APPLICABLE)

Total Amount Affirmed Payment Schedule Late Payment Fee

TERM AND TERMINATION

Term Start Date: ; Term End Date: . Either party may terminate this matter upon written notice delivered at least prior to termination, provided that termination shall not relieve the company of obligations accrued prior to the effective date of termination.

CONFIDENTIALITY

The affiant and the company acknowledge and agree that any non-public information exchanged in connection with the matters described in this affidavit shall be treated as Confidential Information. The affiant shall not disclose Confidential Information except as required by law or with prior written consent of the disclosing party. Confidential Information does not include information that is, prior to disclosure, or thereafter becomes, publicly available through no wrongful act of the receiving party.

GOVERNING LAW

This affidavit and any dispute arising out of or relating to the matters asserted herein shall be governed by and construed in accordance with the laws of the State of , without regard to its rules regarding conflicts of law.

ENTIRE AGREEMENT

This affidavit, together with any documents expressly referenced herein, constitutes the entire agreement and understanding between the parties with respect to the subject matter of this affidavit and supersedes all prior and contemporaneous agreements, representations, and understandings, whether written or oral, concerning that subject matter.

CERTIFICATION AND AFFIRMATION

I, , the undersigned, being first duly sworn, depose and say:

1. That I am the of and am authorized to execute this affidavit on its behalf.

2. That the facts set forth in the Scope of Services / Statement of Facts section of this affidavit are true and correct to the best of my knowledge, information, and belief, and that such facts are based on business records and personal knowledge.

3. That this affidavit is made voluntarily and under penalty of perjury under the laws of the State of .

Executed this day of , , at .

The affiant further certifies that reasonable efforts have been made to verify all statements contained herein and that any exhibits attached are true copies of the originals.

Affiant (Company Representative)

Printed Name:

By:

Date:

Recipient / Counterparty

Printed Name:

By:

Date:

What a Company Affidavit Form Is and when it’s used

A Company Affidavit Form is a sworn written statement used to confirm facts about a business for third parties, courts, government agencies, or counterparties. It typically asserts corporate existence, authority of signers, ownership, transaction history, or the accuracy of records. The affidavit is signed under penalty of perjury and usually notarized to add formal authentication. Organizations use it for corporate filings, contract attachments, vendor onboarding, title and closing matters, immigration petitions, and other legal or administrative processes that require an official corporate declaration.

Why the Company Affidavit Form matters

A clear, properly executed affidavit provides an authoritative record of corporate facts, supports regulatory and transactional compliance, and reduces delays that arise from missing or unclear documentation.

Who prepares and relies on Company Affidavits

Typical creators and recipients include corporate officers, company counsels, title companies, lenders, government filing agents, and opposing counsel.

Corporate officers and authorized signers prepare and attest to facts about the business.
In-house and outside counsel draft and review affidavit language for legal risk control.
Third parties such as banks, title companies, or agencies rely on the affidavit to validate corporate authority and facts.

Ensuring the right signer and correct format reduces rejection risk and preserves legal effect when the affidavit is presented to third parties.

Step-by-step: completing a Company Affidavit Form

Follow this order to prepare an affidavit that will be accepted by counterparties and filing authorities.

01

Gather corporate records: Collect formation documents, board minutes, and resolutions showing authority.
02

Draft factual statements: Number each statement and limit content to verifiable facts.
03

Identify signer: Confirm the affiant’s title and that they have authority to attest to the facts.
04

Sign and notarize: Sign in presence of notary or follow state RON rules for remote notarization.

Core elements to include in a professional Company Affidavit

A structured affidavit reduces ambiguity and speeds acceptance. Include these standard components for broader enforceability.

Caption

Identify the document as an affidavit with company name, case or reference number if applicable, and recipient entity to provide context for the statements.

Affiant identification

Full name, corporate title, business address, and a short statement of authority (e.g., 'I am Vice President and have authority to bind the company').

Recitals

Brief background that explains why the affidavit is being submitted (e.g., closing, regulatory filing, vendor onboarding).

Numbered factual statements

Clear, numbered facts (dates, amounts, records reviewed) that can be independently verified where possible.

Jurisdiction/Governing law

State whose law governs the affidavit and location where the affidavit is executed; affects notarization and interpretation.

Notary acknowledgment

Space for notary signature, seal, and date or a RON session statement if using remote online notarization.

Required data points commonly requested on the form

Registered Name: Exact corporate/legal name

EIN or TIN: Tax identification number

Formation State: State abbreviation for formation

Affiant Title: Corporate office held by signer

Execution Date: MM/DD/YYYY format

Notary Details: Notary name, commission number, seal/date

Typical workflow for preparing and submitting an affidavit

A dependable process helps avoid rejections; below are common steps used for digital and paper workflows.

Document assembly: Draft affidavit and attach supporting exhibits.
Internal approval: Obtain corporate sign-off or board/resolution if required.
Execution and notarization: Sign before a notary or complete a RON session with proper identity proofing.
Deliver to recipient: Send certified copy, e-file, or upload per recipient’s instructions.

How to configure an online affidavit workflow

Use a consistent workflow template when issuing company affidavits to reduce manual steps and ensure auditability.

Field	Configuration
Affiant field	Required text field with full name and title
Supporting exhibits	Attach PDF sections labeled Exhibit A, B
Notary block	Visible reserved area for notary signature and seal
Audit trail	Capture IP, timestamp, and signer identity verification

Digital signing and notarization: platform considerations

Ensure the e-signature platform supports the required authentication, audit trail, and notarization processes for legal acceptance.

Authentication: Email, SMS, or stronger methods (KBA or multi-factor) depending on recipient requirements
Audit Trail: Timestamp, IP address, and signer actions recorded
Notarization Support: Remote Online Notarization (RON) or in-person notary workflows

Confirm recipient acceptance of electronic signatures and whether a physical notarization or specific certificate is required before using eSubmission.

Common pitfalls when preparing Company Affidavits

Using informal or shortened company names that do not match formation records.
Failing to confirm the affiant’s authority or attaching a missing board resolution.
Skipping notarization where the recipient requires an acknowledgment or apostille.
Submitting unsigned or incorrectly dated affidavits leading to processing delays.

Timing and deadlines to consider

Some uses of affidavits are time-sensitive; confirm recipient deadlines and any filing windows before execution.

Closing or settlement:

Provide affidavit per closing date; often required at or before closing

Regulatory filing:

Match agency filing deadlines tied to the underlying transaction

Contractual trigger:

Deliver within specified contract cure or notice periods

Notarization window:

Execute and notarize shortly before submission to ensure current acknowledgments

Record retention:

Keep original executed affidavit per retention rules in this guide

Key processing milestones for an affidavit

Track these sequential milestones to manage preparation, execution, and final delivery.

01

Draft Completion

Finalize factual statements and exhibits before circulation.

02

Internal Approval

Obtain required corporate approvals or resolutions.

03

Execution and Notarization

Sign in presence of notary or complete RON session.

04

Delivery and Acceptance

Submit to recipient and confirm acceptance or required amendments.

Legal risks of incorrect or false affidavits

Perjury Risk: False statements may expose the affiant to perjury charges under state law.

Contractual Liability: Inaccurate affidavits can void agreements or trigger indemnities.

Regulatory Penalties: Government filings relying on false affidavits may lead to fines or enforcement actions.

Delay and Cost: Incorrect affidavits cause processing delays and possible re-execution costs.

Evidence Exclusion: Courts may discount or exclude improperly verified affidavits.

Reputational Harm: Misstatements can damage corporate trust with counterparties and regulators.

eSignature provider comparison for Company Affidavit Form workflows

Compare baseline pricing and feature considerations when selecting an eSignature provider for affidavits; signNow is listed first for easy comparison.

	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 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/year	Varies	Varies	Varies

Frequently asked questions about Company Affidavit Forms

Answers to common issues about signing, notarization, and submitting company affidavits.

Need help? Contact support

Who can sign the affidavit?
The affiant should be an officer or authorized agent with authority to attest to the stated facts; attach a corporate resolution when authority is not evident in public records.
Is notarization always required?
Not all recipients require notarization, but many courts, title companies, and agencies do. Check recipient instructions and state law; if required, notarize in person or use RON where permitted.
Can I e-sign and e-notarize an affidavit?
Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; RON is permitted in many states but confirm the recipient accepts remote notarization and that identity-proofing meets state rules.
What supporting documents should be attached?
Attach formation documents, certified copies, board resolutions, or other records cited in the affidavit to substantiate factual claims and reduce requests for additional proof.
How do I correct an executed affidavit?
If minor errors exist, prepare an amended affidavit signed and notarized with a clear reference to the original. For substantive changes, consult counsel to assess re-execution or supplemental affidavits.
How long should I retain the affidavit?
Retain executed affidavits for the active transaction term and at least 3–7 years after termination, with longer retention for tax or real estate matters per federal and state rules.

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