Is this form legally binding?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws where adopted; ensure intent, consent, attribution, and retention are satisfied.

Can the form be e-signed?

Yes when the transaction is not an exception to ESIGN/UETA. Certain documents (for example wills or some court filings) may be excluded; verify the specific document type and jurisdiction before relying solely on eSignature.

Do I need a notary or witnesses?

Not usually for basic vendor onboarding, but some states or document types require notarization or witnesses. Consult state notary rules or the form’s legal requirements if the signature needs notarization.

What happens if the EIN is wrong?

An incorrect EIN can trigger backup withholding, delays in payment, and potential IRS notices; correct errors promptly and supply an amended form to the payer.

How should I store completed forms?

Maintain executed forms in a secure system with encryption and an audit trail; follow retention rules tied to tax, HIPAA, or contract requirements.

Who can sign for a company?

An authorized officer, manager, or person granted signing authority in corporate bylaws, operating agreement, or corporate resolution — attach supporting proof if requested by the counterparty.

Electronic Signature
Templates
Miscellaneous
Company Information Form

Company Information Form

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

COMPANY INFORMATION FORM

Recitals

This Company Information Form and Business Agreement (the Agreement) is made by and between Client Name: and Company Name: .

WHEREAS, the Company provides goods and/or services described below and represents the facts set forth in this form are true and complete for purposes of onboarding, contracting and payment; and

WHEREAS, Client requires the Company to perform work on the terms set forth in this Agreement and to provide accurate corporate and contact information for contracting and compliance purposes.

Company Details

Legal Name Doing Business As (DBA) Entity Type (check all that apply)

Corporation LLC Partnership Sole Proprietorship Nonprofit Other:

State/Country of Formation Date of Formation Federal Tax Identification Number (EIN)

Principal Contact & Business Address

Primary Contact Name Title/Role Business Address Mailing Address (if different)

Phone

Email

Fax (optional)

Business Profile

Nature of Business / Products / Services

Years in Business

Number of Employees

NAICS / Industry Code

Scope of Work

The Company shall perform the services and/or deliver the products as described below. Specific deliverables, milestones, acceptance criteria and any special conditions must be set forth here.

Payment Terms

Compensation: Client will pay Company the agreed fees in accordance with this section.

Total Agreed Compensation Payment Schedule Late Payment Fee

Remittance Instructions (optional): Bank Name: Account Number: Routing Number:

Term and Termination

This Agreement shall commence on Start Date: and terminate on End Date: , unless earlier terminated as provided below.

Either party may terminate this Agreement without cause by providing written notice to the other party at least days prior to the effective termination date. Termination for material breach shall be effective immediately upon written notice if the breaching party fails to cure within 15 days following receipt of notice.

Confidentiality

Each party shall maintain the confidentiality of non-public information disclosed by the other party in connection with this Agreement. Confidential information shall not be disclosed to third parties except as required by law or with prior written consent. The receiving party shall use at least the same degree of care to protect confidential information as it uses to protect its own confidential information, but in no event less than reasonable care.

The confidentiality obligation shall survive termination for a period of from the date of disclosure.

Governing Law

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

Representations and Warranties; Certifications

The person completing and executing this form represents and warrants that they are authorized to bind the Company and that the information provided herein is true, accurate and complete to the best of their knowledge. The Company agrees to notify Client in writing within ten (10) days of any material change to the information provided.

Certifications

Small Business Minority-Owned Woman-Owned Veteran-Owned

Entire Agreement

This Agreement, together with any attachments and written exhibits signed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings and representations, whether written or oral. Any amendment must be in writing and signed by authorized representatives of both parties.

Acknowledgment

By signing below, the undersigned certifies that they are authorized to execute this Agreement on behalf of the entity identified above, that the entity has provided truthful information in this form, and that the parties agree to be bound by the terms set forth herein.

Client

Printed Name:

By:

Date:

Company / Service Provider

Printed Name:

By:

Date:

What the Company Information Form Is and when it’s used

A Company Information Form is a standardized document used to collect a business entity’s key details for onboarding, vendor management, compliance, or contracting. Typical entries include legal entity name, tax identification (EIN), business classification, principal address, authorized signers, point-of-contact information, and payment or remittance instructions. Organizations use this form to verify identity, tax status, and contractual authority before establishing accounts, issuing payments, or creating vendor records. The form reduces follow-up requests and centralizes records needed for tax reporting, anti‑fraud checks, and regulatory reviews.

Why a clear Company Information Form matters

A complete Company Information Form speeds onboarding, protects against payment errors, and establishes the facts needed for tax reporting and compliance with federal rules like ESIGN and IRS requirements.

Who commonly completes and relies on this form

Teams who prepare, request, or act on Company Information Forms typically include finance, procurement, legal, and compliance offices.

Accounts payable and vendor management teams use the form to set up payments and verify W-9/EIN information.
Procurement and sourcing groups collect legal entity and contact data to execute purchase orders and contracts.
Legal and compliance teams rely on authorized signer details and governing state selections for contract validity.

Accurate completion reduces downstream manual work and supports required tax and regulatory filings.

Quick step sequence to complete the form

Follow these steps in order to collect and verify the core details before signing or submitting the form.

01

Gather documents: Collect articles of organization/incorporation, EIN confirmation, and proof of address.
02

Complete fields: Enter legal name, EIN, address, and business classification exactly as on official records.
03

Verify signer authority: Confirm the listed signer has board or manager authorization to sign contracts.
04

Sign and retain: Obtain signatures, date the form, and store an executed copy per retention rules.

Typical processing flow for the Company Information Form

This workflow maps common routing from request to record creation for vendors and contractors.

Request: Requester sends form to vendor or internal contact for completion.
Complete: Vendor fills fields and attaches supporting documents as required.
Verify: Finance or compliance reviews entries and supporting documentation for accuracy.
Record: Validated information is entered into vendor master and retained per policy.

Digital workflow settings to consider

Configure the online workflow to reduce manual follow-up and ensure data is captured in structured fields.

Field	Recommended Setting
EIN field	Numeric mask; validate nine digits
Name field	Autocomplete from system registry
Signer role	Require role-based authentication
Attachments	Accept PDF/DOCX; require proof of EIN

Sharing and eSubmission options

Choose delivery channels that match your security and audit needs, and configure signer authentication accordingly.

Email Link: Simple delivery
Secure Portal: Authenticated access
API Integration: System-to-system

Use integrations (CRM or ERP) to automatically populate vendor records and capture an audit trail for compliance.

Core elements that make a Company Information Form effective

A well-structured form balances completeness with clarity. The six items below help standardize collection and reduce exceptions.

Legal Identity

Fields for the official entity name and state of formation reduce mismatches during tax reporting and contract execution; include space for DBA names.

Tax Identifiers

Clear EIN/TIN entry plus vendor tax classification mitigates backup withholding risks and supports correct 1099 classification.

Contact Details

Primary contact, billing contact, and remittance address fields enable accurate invoice routing and faster payment processing.

Authorized Signer

Capture signer name, title, email, and phone; require statement of authority or attach corporate resolution when needed.

Payment Terms

Specify banking, ACH details, or remit-to instructions and any early-payment or discount terms for operational clarity.

Supporting Docs

Include a checklist for required attachments: EIN confirmation, W-9, certificate of formation, and proof of signer authority.

Security and compliance controls to include

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamped events, IP and action logs

Standards: SOC 2 Type II; ISO 27001 certified

Privacy: GDPR and CCPA compliance

Healthcare: HIPAA support with BAA required

Regulated Records: 21 CFR Part 11 support for FDA contexts

Key risks and potential penalties for errors

Incorrect EIN: Backup withholding 24% possible

Late 1099: $60 per form minimum

Intentional disregard: $660+ per form

I-9 paperwork: $281–$2,789 per violation

HIPAA breach: Civil penalties and corrective action

Contract invalidity: Disputes from unauthorized signers

Common preparation mistakes to avoid

Using a trade name instead of the registered legal entity name causes tax and payment errors.
Omitting or misformatting the EIN leads to backup withholding and payer delays.
Listing an unauthorized signer can invalidate contractual commitments or require re‑execution.
Accepting a P.O. box where a legal service address is required creates notice and enforcement issues.

Timing considerations and common deadlines

Some dates are event-driven; others relate to tax reporting and record retention obligations that follow federal deadlines.

Provide on request:

W-9 information is supplied when requested by a payer; there is no fixed filing deadline.

Year‑end reporting:

1099-NEC and W-2 recipient delivery due by Jan 31 each year.

I-9 retention:

Retain I-9 three years after hire or one year after termination, whichever is later (8 CFR §274a.2).

Tax return deadline:

Corporate and individual filing deadlines affect related reporting and documentation needs (e.g., Form 1040 due Apr 15).

Contract effective date:

Use the Effective Date field to determine when obligations and retention periods begin.

Pricing and feature snapshot for common eSignature vendors

Compare starting price, trial availability, bulk send, audit trail, HIPAA support, and envelope caps across common vendors; signNow is listed first per vendor comparison conventions.

	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	Trial available	Trial available	Trial available	Trial available
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/yr	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about the Company Information Form

Answers to common issues encountered when completing, signing, or storing Company Information Forms.

Need help? Contact support

Is this form legally binding?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws where adopted; ensure intent, consent, attribution, and retention are satisfied.
Can the form be e-signed?
Yes when the transaction is not an exception to ESIGN/UETA. Certain documents (for example wills or some court filings) may be excluded; verify the specific document type and jurisdiction before relying solely on eSignature.
Do I need a notary or witnesses?
Not usually for basic vendor onboarding, but some states or document types require notarization or witnesses. Consult state notary rules or the form’s legal requirements if the signature needs notarization.
What happens if the EIN is wrong?
An incorrect EIN can trigger backup withholding, delays in payment, and potential IRS notices; correct errors promptly and supply an amended form to the payer.
How should I store completed forms?
Maintain executed forms in a secure system with encryption and an audit trail; follow retention rules tied to tax, HIPAA, or contract requirements.
Who can sign for a company?
An authorized officer, manager, or person granted signing authority in corporate bylaws, operating agreement, or corporate resolution — attach supporting proof if requested by the counterparty.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now