Can the card be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.

When is notarization required?

Notarization depends on the document purpose and state law; title assignments and power-of-attorney attachments may need a notary. Check the state DMV or notary statutes for specific rules.

Who may sign on behalf of a dealer?

Authorized signers are those with delegated authority under the dealer’s corporate governance; maintain a corporate resolution or power-of-attorney on file to demonstrate signing authority.

What if buyer name doesn’t match ID?

A name mismatch can delay title or financing. Correct the record to exactly match government ID or obtain supporting documentation before filing.

How long must completed cards be kept?

Retention depends on federal and state rules; follow IRS guidance for tax records (IRC §6501(a)) and HIPAA for PHI (45 CFR §164.530(j)) where applicable.

Can I update the card after signing?

Post-signature changes should be handled by an amendment or addendum signed by all parties; avoid altering the original signed file to preserve the audit trail.

Electronic Signature
Templates
Miscellaneous
Dealer Information Card

Dealer Information Card

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

Dealer Information Card

Recitals

WHEREAS, Company Name: (hereafter "Company") is engaged in the sale, distribution, or provision of products and services described below; and

WHEREAS, Dealer Name: (hereafter "Dealer") seeks to register as an authorized dealer and provide representations, contact information, and administrative details required by Company; and

WHEREAS, the parties desire to record Dealer's information, designate a scope of authorized activities, and establish basic commercial and confidentiality terms pending execution of any separate distribution or dealer agreement.

Dealer Legal & Contact Information

Legal Business Name DBA / Trade Name

Business Address

Primary Phone

Email for Notices

Website (optional)

Primary Authorized Representative

Representative Title

Representative Phone

Business Attributes

Entity Type (check all that apply)

Individual Corporation LLC Sole Proprietorship Other

Dealer License / Permit Number

Issuing State

Sales Tax Permit No.

Products / Brands Represented Territory of Sales

Scope of Work

Dealer shall undertake the activities reasonably necessary to market, promote, and sell Company's products or provide services on terms authorized by Company. The following description summarizes the principal responsibilities and limits of authority:

Payment Terms

All amounts payable by either party in connection with dealer activities shall be governed by the following schedule and invoicing terms. Amounts specified below are exclusive of applicable taxes unless otherwise stated.

Standard Payment Amount Payment Schedule / Invoicing Late Payment Fee

Term and Termination

This Dealer Information Card is effective as of Start Date: and shall continue until End Date: , unless earlier terminated as provided herein.

Either party may terminate this record on not less than Notice Period: days' prior written notice to the other party. Termination shall not relieve either party of obligations accrued prior to termination.

Confidentiality

Dealer acknowledges that during the relationship Dealer will receive Confidential Information, including pricing, product specifications, customer lists, and marketing plans. Dealer shall (i) hold all Confidential Information in strict confidence, (ii) not disclose it to third parties except as necessary to perform authorized activities, and (iii) use at least the same degree of care as Dealer uses to protect its own confidential information but in no event less than reasonable care. Confidentiality obligations shall survive termination for a period of three (3) years, or longer if required by separate agreement.

Insurance and Financial Information

Liability Insurance Carrier Policy Number

Coverage Limits

Policy Expiration

Governing Law and Entire Agreement

This Dealer Information Card shall be governed by and construed in accordance with the laws of State: without regard to conflict of law principles. This card contains the complete record of the parties' current administrative representations and supersedes prior dealer registration forms and informal understandings related to the information provided herein. Any separate distribution or dealer agreement executed by the parties will govern substantive commercial terms when expressly referenced.

Representations and Certifications

Dealer certifies that the information provided on this card is true, complete, and current to the best of Dealer's knowledge, and that Dealer is authorized to submit this information and to bind Dealer to the representations contained herein. Dealer agrees to promptly notify Company in writing of any material changes to the information provided.

Additional Administrative Notes

Dealer Printed Name:

By:

Date:

Company Printed Name:

By:

Date:

What the Dealer Information Card Is and when it’s used

A Dealer Information Card is a standardized record that captures a dealership’s identifying details and transaction-specific data used during sales, title transfers, financing, and compliance checks. It typically includes dealer legal name, license number, physical address, point-of-contact, and transaction identifiers such as buyer name, vehicle identification number (VIN), sale date, and sale price. Dealers, title clerks, finance departments, and third-party processors use the card to speed processing, meet regulatory disclosure obligations, and create a single canonical document for filing, customer records, and audit trails.

Why a clear Dealer Information Card matters

A complete, accurate Dealer Information Card reduces friction in title transfer, financing, and warranty workflows while supporting compliance with federal and state recordkeeping rules. Properly completed cards help avoid processing delays, tax or licensing issues, and disputes about transaction terms.

Who typically completes and relies on the Dealer Information Card

The card is completed during vehicle sale or equipment transfer and used by internal teams and external recipients.

Dealer Sales Staff: Complete buyer-facing fields and confirm buyer identity and signatures at point of sale.
Finance & Insurance (F&I): Verify payment, lender details, and escrow or financing fields before submission.
Title / Compliance Clerks: Confirm licensing numbers, prepare title transfer packages, and send records to DMV or lenders.

Clear role separation helps maintain accuracy: each team verifies the fields relevant to its duties before filing or archiving.

Step-by-step: completing the Dealer Information Card

Follow these steps in sequence to capture validated data, obtain required signatures, and route the card to filing systems.

01

Prepare: Gather buyer ID, title, odometer disclosure, and financing details.
02

Enter: Populate dealer and transaction fields accurately in MM/DD/YYYY and full-name formats.
03

Authenticate: Obtain signatures and any required witness or notarization as applicable.
04

Route: Send completed card to title clerk, lender, and state DMV as required.

Essential components every professional Dealer Information Card should include

A complete card groups identification, transaction, and compliance fields so downstream teams and agencies can process the sale without follow-up. Structure and field clarity reduce manual entry and audit exposure.

Dealer Identity

Legal business name, DBA (if any), dealer license number, and jurisdiction to match regulatory records and licensing databases for title processing.

Contact Details

Physical address, mailing address, phone, and an assigned point-of-contact for title or recall correspondence; required for lender communications.

Transaction Data

Sale date, sale price, trade-in details, payment method, and any deposit or hold amounts to support tax reporting and lien processing.

Vehicle Info

VIN, make, model, year, odometer reading, and disclosure statements necessary for registration, warranties, and consumer protections.

Buyer Information

Full legal name, address, driver license or ID number, and contact info to match title and financing documents.

Signatures & Auth

Signature blocks with signer role, printed name, and date; record witness or notary details when required by state law.

Security, compliance, and record controls to include

Encryption: TLS 1.2/1.3 and AES-256 at rest

Audit Trail: Timestamps and IP addressing

Access Controls: Role-based permissions

BAA Availability: HIPAA BAA if PHI present

Retention Policy: Defined legal retention period

Authentication: Email, SMS, or stronger signer verification

Common destinations and recipients for a completed card

After completion, route the card to the parties and systems that require it for title transfer, financing, and recordkeeping.

State DMV: Submit with title or electronic filing where available.
Lender / Lienholder: Send financing package and notice of lien.
Buyer: Provide a copy for buyer records and warranty registration.
Dealer Archive: Store for audit and tax reporting.

Digital signing and integration considerations

Use an eSignature platform that supports secure fields, audit trails, and integrations with CRM and DMS systems.

File Formats: PDF, DOCX, and HTML
Integrations: CRM, NetSuite, Google Workspace
Authentication: Email, SMS, KBA options

Select a system that exports tamper-evident signed PDFs, supports role-based signing, and can forward completed records to title processors, lenders, or cloud archives to streamline post-sale workflows.

Configuring an online Dealer Information Card workflow

Typical online workflows pre-fill dealer data, require buyer authentication, and route final copies to filing endpoints.

Field	Configuration
Auto-fill Dealer Data	Pull from dealer profile to reduce repetitive entry
Signer Authentication	Email link or SMS code for buyer verification
Template Locking	Prevent edits to dealer legal fields after placement
Bulk Send	Batch process multiple cards for fleet sales

Timing considerations and common deadlines

Deadlines vary by state and transaction type; track local DMV and lender deadlines to avoid fines or late penalties.

Title Transfer Deadline:

Varies by state; check state DMV for specific days

Tax Reporting:

Report sale values per IRS and state tax rules

Lien Recording:

Submit lien notices to lenders promptly to protect security interests

Warranty Registration:

Complete within manufacturer timeframes to preserve coverage

Record Retention:

Retain completed cards according to retention schedules

Common mistakes to avoid when preparing the card

Incomplete VINs or transposed numbers causing registration rejections and processing delays from state agencies.
Mismatched buyer names versus ID or title documents leading to holds or returned applications by lenders.
Omitting dealer license number or using outdated address data that fails state verification checks.
Failing to capture signature dates in MM/DD/YYYY, which creates ambiguity for transfer and rebate deadlines.

Potential consequences of incorrect or missing information

Processing Delays: New submissions required

State Fines: Licensing or administrative penalties

Tax Exposure: Incorrect reporting or withholding

Lien Disputes: Unsecured lender interest

Contract Claims: Buyer or lender disputes

Data Breach: Regulatory notifications required

eSignature vendor pricing and capability overview for Dealer Information Card workflows

Compare common capability dimensions and starting prices across vendors; signNow is listed first per vendor ordering requirements.

	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 by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	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 cap	Varies by plan	Varies by plan	Varies by plan

Real-world examples of Dealer Information Card use

These examples show how dealers and organizations use a standardized card to speed processing and maintain compliance.

Martin Properties — Tim Martin, Founder

A small dealership digitized sales records to centralize title transfers and warranty registration.

Bulk templates reduced manual entry across branches.
I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently.

Optica Ventures — Brian Fitzgibbons, COO

A mid-sized seller standardized dealer information for fleet disposals.

Integration with accounting reduced reconciliation time.
The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Practical tips for accurate and efficient completion

Adopt these practices to minimize rework, reduce processing time, and strengthen audit readiness.

Use verified dealer profiles

Maintain a single dealer master record for license numbers, addresses, and point-of-contact details to auto-fill cards and prevent mismatches.

Validate VIN and buyer ID

Cross-check VINs with manufacturer databases and verify buyer identity at signing to prevent title holds.

Standardize date and currency formats

Require MM/DD/YYYY and two-decimal currency fields to ensure consistency for DMV, lender, and tax filings.

Capture an audit trail

Record timestamps, IP addresses, and authentication method for every signer to support legal validity and dispute resolution.

Frequently asked questions about the Dealer Information Card

Answers to common questions about completion, electronic signatures, signer authority, and retention for dealer information cards.

Need help? Contact support

Can the card be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.
When is notarization required?
Notarization depends on the document purpose and state law; title assignments and power-of-attorney attachments may need a notary. Check the state DMV or notary statutes for specific rules.
Who may sign on behalf of a dealer?
Authorized signers are those with delegated authority under the dealer’s corporate governance; maintain a corporate resolution or power-of-attorney on file to demonstrate signing authority.
What if buyer name doesn’t match ID?
A name mismatch can delay title or financing. Correct the record to exactly match government ID or obtain supporting documentation before filing.
How long must completed cards be kept?
Retention depends on federal and state rules; follow IRS guidance for tax records (IRC §6501(a)) and HIPAA for PHI (45 CFR §164.530(j)) where applicable.
Can I update the card after signing?
Post-signature changes should be handled by an amendment or addendum signed by all parties; avoid altering the original signed file to preserve the audit trail.

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