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Dealer Information Sheet

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DEALER INFORMATION SHEET AND BUSINESS AGREEMENT

This Dealer Information Sheet and Business Agreement (the Agreement) is entered into by and between Company Name: and Dealer Name: . Effective Date:

WHEREAS

WHEREAS, Company is engaged in the manufacture, distribution or licensing of the products and brands described below and desires to appoint Dealer as a non-exclusive or exclusive dealer in a defined territory pursuant to the terms of this Agreement; and

WHEREAS, Dealer operates a business engaged in the sale, distribution or promotion of such products and represents that Dealer has the capability, facilities and personnel necessary to perform the services described herein and to comply with Company policies, quality standards and applicable law; and

WHEREAS, the parties desire to set forth their respective rights and obligations regarding Dealer's appointment, the scope of permitted activities, payment terms, confidentiality, term and termination, and other material terms governing their relationship.

DEALER INFORMATION

SCOPE OF WORK

Dealer will market, promote and sell Company's products within the Territory and in accordance with Company's current price schedules, promotional policies and quality requirements. Dealer will maintain adequate inventory, trained personnel, and appropriate facilities to service customers and to fulfill warranty and after-sales obligations consistent with Company standards.

PAYMENT TERMS

Company shall pay Dealer pursuant to the compensation schedule set forth below. Dealer acknowledges that payments are contingent upon Dealer's compliance with this Agreement and Company invoicing.

Payments overdue beyond the agreed schedule shall accrue interest at the rate specified above and Company may withhold subsequent shipments or commissions until past due amounts are collected. If a minimum late fee is imposed, indicate amount:

TERM AND TERMINATION

The term of this Agreement shall commence on Start Date: and continue until End Date: , unless earlier terminated in accordance with this Section.

Either party may terminate this Agreement for convenience upon written notice delivered to the other party at least days prior to the intended termination date. Either party may terminate immediately for material breach that remains uncured for more than days following written notice of such breach.

Upon termination, Dealer shall cease all use of Company's trademarks and return or destroy confidential materials and inventory as directed by Company. Termination shall not relieve either party of accrued payment obligations.

CONFIDENTIALITY

Dealer and Company each acknowledge that they may receive Confidential Information of the other. "Confidential Information" means non-public business, technical, financial, customer, pricing, and product information. Each party shall (i) protect Confidential Information with the same degree of care it uses to protect its own confidential information but no less than reasonable care; (ii) use such information only for the performance of this Agreement; and (iii) not disclose it to third parties except to employees, agents or contractors on a need-to-know basis who are bound by confidentiality obligations no less protective than those herein. Exceptions include information that is or becomes publicly known other than by breach, independently developed without use of Confidential Information, or required to be disclosed by law provided the disclosing party gives prompt notice where permitted and cooperates in any protective measures.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflicts of law principles. Venue for any litigation arising under this Agreement shall lie exclusively in the state or federal courts located in that state.

ENTIRE AGREEMENT

This Agreement, together with any schedules, appendices and purchase orders expressly incorporated herein, constitutes the entire agreement between the parties concerning the subject matter and supersedes all prior and contemporaneous agreements, representations and understandings, whether oral or written. No modification of this Agreement is binding unless in writing and signed by authorized representatives of both parties.

REPRESENTATIONS AND CERTIFICATION

Dealer certifies that all information provided in this Dealer Information Sheet is true, accurate and complete as of the Effective Date. Dealer agrees to promptly notify Company in writing of any material changes to the information provided herein. Dealer represents that it is authorized to enter into this Agreement and that its performance will comply with applicable law.

Dealer Printed Name:

By:

Date:

Company Printed Name:

By:

Date:

Enter text✕

What a Dealer Information Sheet Is and when it's used

A Dealer Information Sheet is a standardized form that collects essential business, licensing, tax, banking, and contact details from an auto or equipment dealer for onboarding, compliance, payment setup, and recordkeeping. Typical data includes legal business name, DBA, dealer license number, federal tax ID (EIN), business address, primary contact, bank routing and account numbers for ACH, insurance and bond information, and authorized signers. Organizations use the form to verify licensure, enable payments, and prepare tax reporting such as backup withholding or 1099 issuance; it may be executed electronically under U.S. e‑signature law when permitted.

Why maintaining a clear Dealer Information Sheet matters

A complete Dealer Information Sheet centralizes verification and payment setup, reduces onboarding friction, and supports accurate tax reporting. It helps suppliers, manufacturers, lenders, and finance partners confirm licensing and bank details, lowering the risk of payment delays, regulatory errors, or backup withholding.

Why maintaining a clear Dealer Information Sheet matters

Who typically completes and relies on this sheet

Companies and departments that request or maintain Dealer Information Sheets vary by role and industry; the following list highlights common users and recipients.

  • Manufacturers and distributors verifying dealer licensure and contract eligibility.
  • Finance and lending teams collecting ACH details and authorized signers for payments.
  • Accounts payable departments using the sheet to configure vendor payment files and 1099 reporting.

Keep a current sheet on file for each dealer and update it whenever ownership, banking, or licensing details change to avoid transaction delays and compliance gaps.

Stepwise process to complete the sheet

Follow these steps to collect, verify, and record dealer details accurately before accepting invoices or enabling payments.

  • 01
    Gather documents: Collect license, EIN letter, insurance declarations, and banking voided check.
  • 02
    Enter details: Type fields exactly; use MM/DD/YYYY for dates and 00-0000000 for EIN.
  • 03
    Verify identity: Match names to license and, where required, run state license lookup.
  • 04
    Store and sign: Save a copy in the dealer file and have authorized signer execute the form.

How to configure an online workflow for this sheet

A simple online workflow reduces errors and preserves an audit trail. Configure these settings when creating a digital version.

Field Configuration
Upload document Use PDF or DOCX, enable versioning and PDF/A export.
Required fields Mark license, EIN, address, and signer fields as mandatory.
Signer authentication Enable email verification or SMS code; use KBA for higher assurance.
Notifications Route completed copies to AP, contracts, and dealer contact automatically.

Sharing and platform considerations

Choose delivery channels and platform settings that meet your security and integration needs.

  • Integrations: Connectors like Salesforce, NetSuite, and Google Workspace.
  • File formats: Support for PDF, DOCX, and Excel upload/download.
  • Authentication: Options include email, SMS, KBA, or SSO for enterprise users.

Ensure the chosen platform supports required compliance standards for your industry and preserves a complete audit trail for signed records.

Typical routing and submission destinations

After completion, the Dealer Information Sheet is routed to responsible teams or partners depending on purpose.

  • Manufacturer Enrollment: Send to OEM or distributor compliance teams for account setup.
  • Finance Partners: Provide to lenders or floorplan finance for credit review.
  • Accounts Payable: AP uses sheet to configure ACH and 1099 payee records.
  • Internal Records: Store signed copy in vendor master and contract repository.

Essential elements of a professional Dealer Information Sheet

A professional form is concise, verifiable, and structured to support compliance, payments, and tax reporting. Include these core sections and controls.

Legal and DBA

Clear designation of the legal entity and any doing-business-as names ensures payments and tax documents are issued to the correct taxpayer and supports vendor master accuracy.

Licensing details

State dealer license number, issuing authority, and expiration date let partners verify authorization to sell or operate; including the issuing state reduces lookup ambiguity.

Tax identifiers

Federal EIN and W-9 status information are required for 1099 reporting and to determine whether backup withholding rules apply to payments.

Banking and payment setup

ACH routing and account numbers, payee name, and remittance instructions support electronic payments; require a recent voided check or bank letter for verification.

Insurance and bond

Proof of commercial liability insurance and any surety bond details protect partners from exposure and may be required for enrollment or credit.

Authorized signers

List individuals with signing authority, their titles, and contact data; specify whether single or dual signatures are required for financial authorizations.

Download, supporting documents, and record control

Provide download options and attach required supporting files when collecting or submitting the sheet to reduce follow-up requests.

Download formats

Offer final signed copies as PDF/A and DOCX so legal and archiving systems can ingest and preserve records in a standard format.

Supporting documents

Attach state license scans, W-9, insurance declarations, and a voided check to verify banking and licensure during onboarding.

Notarization

If required by your partner, indicate notarization or remote online notarization (RON) needs and retain notarized copies separately.

Version control

Track effective dates and revisions; replace prior sheets and note superseded versions in the vendor record to prevent conflicts.

Practical tips for accurate and efficient completion

Adopt these practices to minimize processing time and reduce compliance risk when collecting dealer information.

Require supporting proofs upfront
Ask for license scans, W-9, insurance pages, and a voided check at submission; collecting attachments once cuts multiple follow-ups and speeds enrollment.
Validate identifiers
Run EIN and dealer license numbers through official state or IRS lookup tools when available; automated checks reduce data-entry errors significantly.
Use mandatory fields
Mark critical fields required in online forms to prevent incomplete submissions that delay onboarding and create exception workflows.
Document retention policy
Record the effective date and archive the signed sheet under the vendor file with access controls; retaining prior versions helps resolve disputes.

Real-world examples of streamlined onboarding

These customer stories illustrate how accurate dealer information collection and eSigning simplified onboarding and recordkeeping.

Martin Properties (Founder)

A small dealer moved onboarding online to reduce in-person steps and printing.

  • Reduced turnaround to remote completion and fewer errors.
  • "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."

Fertility Centers of Illinois (Founder)

A regulated provider standardized forms and signatures for regulatory consistency.

  • Streamlined signing across staff and partners.
  • "The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company."

Timing and filing deadlines to keep in mind

Certain tax and reporting deadlines affect how dealer payment and tax information is recorded and reported; meet these schedules to avoid penalties.

W-9 Provision:

Provide on request; no fixed federal filing deadline, but supply to payer before payment to avoid backup withholding.

Form 1099-NEC:

Recipient and IRS deadline: January 31 for nonemployee compensation reporting.

Form 1099-MISC:

Recipient deadline January 31; IRS paper Feb 28, IRS electronic Mar 31 for other payments.

Individual Tax Return:

April 15 is standard filing deadline; extensions require Form 4868.

I-9 Retention:

Keep I-9s for three years after hire or one year after termination, whichever is later.

Security and compliance controls to protect the sheet

Encryption in transit: TLS 1.2/1.3
Encryption at rest: AES-256
Audit trail: Timestamps and IP logs
Certifications: SOC 2 Type II
Regulatory compliance: ESIGN, UETA
Healthcare support: HIPAA (BAA required)

Common mistakes to avoid when preparing the sheet

  • Entering an incorrect EIN or mismatched legal name, which can trigger IRS backup withholding and delay payments.
  • Missing or expired dealer license information that prevents enrollment with manufacturers or finance partners.
  • Failing to attach required supporting documents (voided check, insurance declarations, W-9), causing repeated follow-ups.
  • Not specifying authorized signers or the required signing threshold (single vs dual signatures), which can invalidate approvals.

Potential penalties and business risks from incomplete or incorrect sheets

Backup withholding: 24% withholding for incorrect TIN
1099 penalties: $60–$330 per form depending on delay
Intentional disregard: $660+ per form, no cap
Payment delays: Lost revenue and vendor disputes
Contract risk: Enrollment denial or warranty exposure
Regulatory fines: Industry fines for noncompliance

eSignature vendor pricing snapshot for Dealer Information Sheet workflows

Compare plan starting prices, trial availability, bulk send, audit trail, HIPAA compliance, and envelope limits. signNow appears first as the initial column in the 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 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

Frequently asked questions about electronic completion and common issues

Answers to common operational and legal questions about using and validating Dealer Information Sheets, especially when signed electronically.


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