Are electronic signatures valid?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, attribution, and reliable retention to satisfy the legal validity test.

When is notarization required?

Notarization depends on recipient and state rules. Some banks or agencies require notarized signatures or a notary acknowledgement; check the receiving party and state statutes before execution.

Can remote online notarization be used?

If the state permits RON, it may be used; RON requires identity proofing, audio‑visual recording, and retention consistent with state rules. Verify the state’s RON statute before using remote notarization.

How do I revoke an appointment?

Revoke by delivering a signed revocation to the representative and filing or serving it with the same parties who received the original appointment; include an effective revocation date.

Who should sign for the corporation?

A duly authorized officer or agent per corporate bylaws or board resolution should sign; attach minutes or a resolution showing the signer’s authority to avoid acceptance issues.

How long must I retain the appointment?

Retain for the active term plus post‑termination period aligned with applicable law: at least 3 years for tax records (IRC §6501(a)) and 6 years for HIPAA‑related records (45 CFR §164.530(j)).

Electronic Signature
Templates
Miscellaneous
Corporate Representation Appointment

Corporate Representation Appointment

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

CORPORATE REPRESENTATION APPOINTMENT

Parties

Appointing Party (Company) Name: Entity Type (select applicable):

Corporation Limited Liability Company Other:

Registered Office Address: Appointee (Representative) Name: Representative Capacity / Title: Representative Address:

Recitals

WHEREAS, Appointing Party is duly organized and existing under the laws of and is authorized to appoint agents and representatives to act on its behalf; and

WHEREAS, the Appointing Party desires to appoint the Representative to perform corporate representation services, including attendance at meetings of shareholders or directors, execution of corporate documents, and other actions set forth herein; and

WHEREAS, the Representative has the authority, willingness and capacity to perform the duties described in this Appointment under the terms and conditions set forth below.

Appointment and Scope

Appointing Party hereby appoints Representative, and Representative accepts such appointment, to act as its duly authorized corporate representative for the limited purposes and within the scope described in this document. The Representative shall have the authority to perform the acts expressly delegated in this Appointment and no other acts except as expressly consented to in writing by Appointing Party.

Scope of Work (describe duties, limits, and deliverables):

Powers and Limitations

The Representative is explicitly authorized to undertake the following actions on behalf of Appointing Party as necessary to perform the Scope of Work:

Attend and vote at shareholder and director meetings Execute resolutions, consents, and routine corporate filings Receive and acknowledge notices, dividends and distributions Other (specify):

The Representative shall not undertake any action that would amend the corporate charter, issue equity, enter material contracts in excess of the authority granted in the Scope of Work, or incur material liabilities on behalf of Appointing Party without prior written authorization.

Payment Terms

Compensation Amount: Payment Schedule / Terms:

Late payments shall bear interest at the rate of on the unpaid balance, compounded monthly, and Appointing Party shall reimburse Representative for reasonable collection costs.

Term and Termination

This Appointment shall be effective as of and shall continue in effect until unless earlier terminated in accordance with this section.

Either party may terminate this Appointment for convenience upon days' prior written notice to the other party. Termination for cause may be immediate if the terminating party provides written notice specifying the breach and the breach is not cured within a commercially reasonable period.

Confidentiality

The Representative shall keep confidential and not disclose, use, copy or permit access to any Confidential Information of Appointing Party except as necessary to perform this Appointment. "Confidential Information" means non-public, proprietary or commercially sensitive information disclosed by Appointing Party, whether oral, written or electronic, and includes corporate records, contracts, financial data, and strategic plans.

Confidentiality obligations shall not apply to information that: (a) is or becomes public through no fault of the Representative; (b) was rightfully known to the Representative prior to disclosure; (c) is rightfully received by the Representative from a third party without restriction; or (d) is independently developed by the Representative without use of Appointing Party's Confidential Information. The confidentiality obligations set forth herein shall survive termination of this Appointment for a period of years, except with respect to trade secrets which shall remain protected as permitted by law.

Indemnification and Liability

Appointing Party agrees to indemnify, defend and hold harmless the Representative from and against any and all liabilities, losses, damages, costs and expenses (including reasonable attorneys' fees) arising out of or related to actions taken by the Representative in good faith within the scope of this Appointment. Representative shall not be liable for incidental, consequential or punitive damages except for gross negligence, willful misconduct, or willful breach of confidentiality.

Notices

All notices required or permitted under this Appointment shall be in writing and delivered to the addresses set forth below or to such other address as a party may designate by notice to the other. Notices shall be effective upon personal delivery, upon confirmed transmission by electronic mail, or three (3) business days after deposit with a nationally recognized courier or postal service.

Appointing Party Notice Contact (name, address, email, phone): Representative Notice Contact (name, address, email, phone):

Governing Law; Entire Agreement

This Appointment shall be governed by and construed in accordance with the laws of the State of without regard to conflict of laws principles. The parties submit to the exclusive jurisdiction of the courts located in that state for any disputes arising under this Appointment.

This Appointment, together with any schedules or exhibits expressly incorporated, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written. Any amendment or modification must be in writing signed by both parties.

Miscellaneous

If any provision of this Appointment is held invalid or unenforceable, the remaining provisions shall remain in full force and effect. Neither party may assign its rights or obligations under this Appointment without the prior written consent of the other, except that Appointing Party may assign to an affiliate without such consent.

Appointing Party Printed Name:

By:

Date:

Representative Printed Name:

By:

Date:

What a Corporate Representation Appointment Is

A Corporate Representation Appointment is a written instrument by which a corporation formally designates an individual or entity to act on its behalf for specified matters, such as filing documents, attending hearings, or executing contracts. It typically identifies the corporate entity, cites board or officer authorization, defines the representative's name and capacity, and states the scope and effective dates. While form and required attachments vary by jurisdiction, properly executed appointments reduce ambiguity about authority and support acceptance by public agencies, banks, courts, and third parties under applicable electronic signature laws.

Why a Clear Appointment Matters for Corporations

A formal appointment clarifies who may bind the corporation, reduces transaction friction, and helps avoid disputes over authority. It establishes documentary proof for filings, third-party acceptance, and regulatory compliance when supported by signature and notarial evidence.

Who Typically Prepares and Signs an Appointment

Choose signatories with board or charter authority and ensure corporate minutes or resolutions that authorize the appointment are retained alongside the appointment.

Corporate officers and general counsel who authorize representation for filings or litigation.
Registered agents and third-party service providers accepting service of process.
Attorneys or consultants appointed to transact specific regulatory or transactional matters.

Core Components of a Professional Appointment

The document should be concise but include elements that make authority and scope clear to third parties and filing authorities.

Appointment Statement

A clear declaration that the corporation appoints the named representative and the general purpose of the appointment.

Corporate Identity

Full legal name, state of incorporation, and EIN or state registration number so recipients can verify the entity.

Representative Details

Representative's full legal name, business address, contact information, and any identifying numbers or licenses.

Scope of Authority

Explicit list or description of powers granted (e.g., execute contracts, file tax forms, accept service) and any limitations.

Effective Term

Start and end dates or event-based termination conditions to prevent unauthorized ongoing authority.

Execution Block

Signature lines for authorized corporate signers, date, corporate title, and notary or witness acknowledgement where required.

Security and Compliance Elements to Include

ESIGN / UETA: 15 U.S.C. ch. 96 compliance

Encryption: TLS 1.2/1.3 in transit

Data at Rest: AES-256 encryption

Audit Trail: Timestamped action log

HIPAA (if applicable): BAA required for PHI

Access Controls: SSO and role-based rights

Key Risks of an Incorrect or Incomplete Appointment

Invalid Acts: Actions may be voided

Contract Disputes: Third parties may refuse enforcement

Regulatory Delays: Filings can be rejected

Tax Complications: Reporting issues may arise

Notary Rejection: Improper notarization invalidates signature

Liability Exposure: Corporation may face claims

Common Preparation Errors to Avoid

Using informal or abbreviated corporate names that do not match formation documents, causing verification failures.
Granting overly broad authority without limits, which may expose the company to unintended legal or financial obligations.
Failing to attach the authorizing board resolution or minutes, leaving the representative’s authority unsupported during due diligence.
Omitting notarization or witness steps required by the receiving agency, leading to document rejection or processing delays.

Step‑by‑Step: Preparing and Executing the Appointment

Follow these steps to prepare a validated appointment suitable for filing or third‑party acceptance.

01

Confirm Authority: Verify board or officer authorization exists.
02

Draft Appointment: State parties, scope, dates, and limits.
03

Obtain Signatures: Authorized officer signs; representative accepts.
04

Notarize / File: Notarize if required; submit to recipients.

Where to Send the Appointment and Typical Routing

Routing depends on the purpose: government filings, banks, counterparties, or courts each have different destinations and required attachments.

Government Filing: Attach appointment to state filing or dossier.
Banking Use: Provide to bank with corporate resolution and IDs.
Legal Proceedings: File with court or opposing counsel as required.
Third Parties: Share with counterparties during contracting.

Configuring an Online Appointment Workflow

When setting up an electronic workflow, configure fields, authentication, and retention policies to match legal and recipient requirements.

Field	Configuration
Signature Authentication	Email + SMS code or advanced ID check
Template Settings	Lock critical fields; reuse templates
Notary Integration	Enable RON or in-person notarization
Retention Policy	Set secure storage and export rules

Digital Signing and Technical Requirements

Ensure the platform supports required authentication, document formats, and integrations for downstream filing and verification.

Formats: PDF, DOCX compatibility
Integrations: Connects with CRMs and cloud storage
Auth Methods: Email, SMS, KBA, or ID checks

eSignature Vendor Pricing and Feature Snapshot

Compare typical starting prices and key capabilities for eSignature vendors commonly used to execute corporate appointments.

	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, no card	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies	Varies	Varies

Sample Use Cases

Below are two real-world appointment scenarios that show how scope and execution affect acceptance.

Bank Account Authorization

A mid‑size corporation appointed its CFO to open and manage accounts for a new subsidiary, limited to wire transactions under $250,000.

The bank required notarized signatures and corporate resolution.
The clearly defined scope and attached resolution enabled the bank to complete onboarding in one business day, avoiding multiple rounds of verification and preventing operational delays.

Regulatory Filing Agent

A company designated an external agent to file state regulatory reports and receive notices for specified filings.

The agent used RON to finalize execution.
Providing a copy of the board resolution and explicit filing authority ensured the state accepted filings without additional affidavits, shortening processing time for compliance submissions.

Practical Tips for Accurate and Efficient Appointments

Adopt these practices to minimize rework and support third‑party acceptance.

Match Corporate Records

Use the exact legal name and identification numbers from formation documents and attach the authorizing board resolution to prove authority during due diligence.

Narrow the Scope

Limit authority to specific tasks or dollar thresholds to reduce risk and simplify acceptance by banks, agencies, and counterparties.

Document Execution Details

Record signer names, titles, dates, and notarization details clearly; this supports audits and validates actions taken under the appointment.

Use Secure Electronic Workflows

If using eSign, configure authentication, capture a comprehensive audit trail, and retain records in an encrypted repository to meet legal and regulatory needs.

Frequently Asked Questions

Answers to common questions about validity, electronic execution, notarization, revocation, and recordkeeping for corporate representation appointments.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, attribution, and reliable retention to satisfy the legal validity test.
When is notarization required?
Notarization depends on recipient and state rules. Some banks or agencies require notarized signatures or a notary acknowledgement; check the receiving party and state statutes before execution.
Can remote online notarization be used?
If the state permits RON, it may be used; RON requires identity proofing, audio‑visual recording, and retention consistent with state rules. Verify the state’s RON statute before using remote notarization.
How do I revoke an appointment?
Revoke by delivering a signed revocation to the representative and filing or serving it with the same parties who received the original appointment; include an effective revocation date.
Who should sign for the corporation?
A duly authorized officer or agent per corporate bylaws or board resolution should sign; attach minutes or a resolution showing the signer’s authority to avoid acceptance issues.
How long must I retain the appointment?
Retain for the active term plus post‑termination period aligned with applicable law: at least 3 years for tax records (IRC §6501(a)) and 6 years for HIPAA‑related records (45 CFR §164.530(j)).

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now