Authorized Signatory
Name and corporate title of the person signing, showing their capacity to bind the entity and linking to an authorizing board resolution when required.
A clear signature document reduces disputes about authority, aids regulatory compliance, and helps ensure counterparties accept the signature as valid. Properly completed signature records also support accurate corporate minutes, filings, and downstream audit or tax processes.
Typical participants include corporate officers, corporate secretaries, in-house counsel, external legal counsel, and administrative staff who manage filings and records.
Accurate role assignment and a retained signature record simplify audits, filings with state agencies, and internal compliance reviews.
| Field | Configuration |
|---|---|
| Signing Order | Sequential or parallel routing depending on approvals |
| Authentication Level | Email or SMS for routine; KBA or advanced for high-risk |
| Reminder Schedule | Daily or every 48 hours until completion |
| Retention Policy | Auto-archive signed PDF into secure repository |
Ensure the signing platform supports the authentication, audit trail, and export formats required by your legal, finance, and records teams.
Verify the platform can produce a time-stamped signed PDF with a verifiable audit trail and that it matches your retention and export requirements.
Name and corporate title of the person signing, showing their capacity to bind the entity and linking to an authorizing board resolution when required.
Full legal entity name exactly as maintained in the state charter and corporate records to avoid ambiguity in enforcement or filing.
Handwritten or electronic signature plus MM/DD/YYYY execution date to establish the timing of obligations and rights.
Notary acknowledgment or witness block when state law, counterparty, or filing office requires notarization for certain corporate acts.
Corporate seal if the corporation uses one; not required in most states but may be requested by counterparties or banks for authentication.
A short description or internal reference code linking the signature page to the underlying agreement, board resolution, or filing.
Sign and date upon authorized approval
File articles or amendments per state deadline
Provide W-9 when requested; 1099s due Jan 31
Record in minute book within 30 days after action
Start retention clock from execution date
Prepare the text and attach any required exhibits or board resolutions.
Obtain board or officer authorization and confirm signing authority.
Sign, notarize if required, and capture authentication evidence.
Submit to state or counterparty and store final signed copy in records.
| 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 | Varies | Varies | Varies | Varies |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
Optica consolidated signature pages for investment documents into a single workflow to reduce friction and ensure consistency.
Tech Data centralized execution of customer and vendor contracts across teams to reduce manual routing and filing.