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Dealer Information Supplement

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DEALER INFORMATION SUPPLEMENT

RECITALS

WHEREAS, Dealer Name: is engaged in the business of retailing and/or distributing vehicles and related products and desires to be appointed by Company as an authorized dealer for certain products and services described herein; and

WHEREAS, Company Name: manufactures, licenses, or supplies such products and desires to supplement its Dealer Agreement with the information and certifications set forth in this Dealer Information Supplement.

NOW, THEREFORE, in consideration of the mutual covenants contained herein and in the underlying Dealer Agreement, the parties agree as follows.

DEALER CONTACT & BUSINESS INFORMATION

Sole Proprietor
Partnership
Corporation
Limited Liability Company (LLC)
Other:

AUTHORIZED PRODUCTS & TERRITORY

SCOPE OF WORK

The Dealer will perform sales, display, warranty intake, parts distribution, and customer support services as further described below. Dealer's obligations shall be consistent with Company's standards and any applicable Dealer Agreement provisions.

PAYMENT TERMS

Dealer shall pay for inventory, fees, and services in accordance with the terms set forth below. All amounts are payable in United States Dollars and are due in accordance with the agreed schedule.

Payment Method:

ACH / Electronic Transfer
Company Check
Wire Transfer

TERM AND TERMINATION

This Supplement commences on Start Date: and continues until End Date: unless earlier terminated in accordance with this Section.

Either party may terminate this Supplement without cause upon written notice delivered to the other party at least days prior to the effective termination date. Company may terminate immediately for cause upon material breach by Dealer, including but not limited to failure to pay amounts due, failure to maintain required licenses or insurance, or violation of Company's policies.

CONFIDENTIALITY

For purposes of this Supplement, "Confidential Information" means any non-public business, technical or financial information disclosed by either party to the other, whether written, oral, or electronic, that is designated as confidential or that a reasonable person would understand to be confidential given the nature of the information and the circumstances of disclosure. Dealer shall hold all Confidential Information in strict confidence, shall not disclose Confidential Information to any third party except as required to perform its obligations hereunder, and shall use Confidential Information solely to perform its obligations under the Dealer Agreement and this Supplement.

Dealer shall implement reasonable administrative, physical, and technical safeguards to protect Confidential Information. Upon termination or written request, Dealer shall promptly return or destroy all Confidential Information and certify destruction if requested. The obligations under this Confidentiality section shall survive termination of this Supplement for a period of three (3) years, or longer if required by applicable law.

COMPLIANCE, INSURANCE & REPRESENTATIONS

Dealer represents and warrants that it holds all licenses, permits and insurance required to perform its obligations. Dealer agrees to maintain commercially reasonable insurance, including general liability and product liability coverage, and to furnish certificates of insurance to Company upon request. Dealer shall comply with all applicable federal, state and local laws, regulations, and rules in the performance of this Supplement.

GOVERNING LAW

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

ENTIRE AGREEMENT

This Supplement, together with the Dealer Agreement and any exhibits or schedules expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements and understandings, whether written or oral. No amendment shall be effective unless in writing and signed by authorized representatives of both parties.

CERTIFICATION AND AUTHORITY

Dealer certifies that the information provided in this Supplement is true, complete and correct to the best of Dealer's knowledge, and that Dealer has the requisite authority to enter into this Supplement and to bind the business identified herein. Dealer agrees to notify Company promptly in writing of any material change to the information supplied in this Supplement.

By checking the box below, Dealer acknowledges the accuracy of the information and agrees to the terms of this Supplement.

Dealer certifies that the information contained in this Dealer Information Supplement is accurate and complete and that the signer is authorized to execute this document.

Dealer Printed Name:

Dealer Title:

By:

Date:

Company Printed Name:

Company Title:

By:

Date:

Enter text✕

What the Dealer Information Supplement Is

The Dealer Information Supplement is a standardized form used to collect a dealership's identifying data, licensure, tax details, authorized signers, and operational information for a lender, financier, or partner. It centralizes business name, DBA, federal tax ID, state dealer license number(s), principal contact details, business addresses, and certificate of insurance or surety details. The supplement supports underwriting, onboarding, compliance checks, and recordkeeping and is typically required before credit, inventory financing, or account activation.

Why a Complete Supplement Matters

A fully completed Dealer Information Supplement reduces underwriting delays, clarifies legal authority, and documents compliance with licensing and tax obligations. Accurate information protects both the dealer and the requesting party by establishing who may sign, where notices are sent, and which state laws apply.

Why a Complete Supplement Matters

Who Typically Prepares and Receives This Form

Keep a signed copy on file and provide updates promptly if ownership, addresses, or authorized signers change.

  • Dealership management and authorized administrative staff complete the supplement during account setup.
  • Lenders and finance companies review it to verify licensing, credit authority, and tax identification.
  • Compliance officers and legal teams use it to confirm signatory authority and required disclosures.

Core Elements Found in a Professional Supplement

A professional Dealer Information Supplement organizes identity, licensing, financial identifiers, signatory authority, supporting attachments, and certifications to speed review and reduce follow‑up.

Dealer Identity

Legal business name, DBA if used, entity type (LLC, Corp, Sole Proprietor) and state of formation; essential for contract and tax matching.

Tax Identifiers

Federal Employer Identification Number (EIN) and state tax account numbers where applicable; used for reporting and backup withholding determinations.

Licenses & Permits

State dealer license number(s), issuing authority, and expiration dates; attachment of scanned license pages reduces verification time.

Authorized Signers

Names, titles, and specimen signatures of persons authorized to sign agreements and credit documents on behalf of the dealer.

Insurance & Bonds

Certificate of insurance details, surety bond numbers, coverage limits, and issuing carriers to satisfy contractual risk requirements.

Contact & Location

Primary business address, mailing address, phone, email, and principal contact for notices and day-to-day operations.

Required Fields at a Glance

Business Name: Exact legal name
EIN / TIN: Federal tax ID
Dealer License: State license number
Authorized Signer: Name and title
Primary Address: Street, city, state, ZIP
Insurance: Policy or bond number

Step-by-Step: Completing the Supplement

Complete the supplement in order to ensure all cross-references and attachments align with supporting documents.

  • 01
    Gather Documents: Collect license, EIN letter, insurance, and corporate resolution.
  • 02
    Enter Basics: Fill in legal name, DBA, EIN, and primary address.
  • 03
    Add Signers: List authorized signers and upload specimen signatures.
  • 04
    Attach Proofs: Attach scanned license, certificate of insurance, and resolution.

Where to Send or File the Completed Supplement

Route the completed document to the requesting party and retain the signed original for your records.

  • Lender Submission: Email or upload to the lender's secure onboarding portal.
  • Franchisor Records: Provide a copy to the manufacturer or franchisor compliance team.
  • Internal File: Store a signed PDF in your records management system.
  • Regulatory Requests: Produce upon request to state regulatory agencies.

Distribution Methods and Digital Requirements

Use platforms that produce an audit trail and preserve a tamper-evident copy; integrate with your CRM for routing and retention.

  • File Formats: PDF, DOCX accepted
  • Authentication: Email link or SMS code
  • Integrations: CRM and cloud storage

Typical Timelines and When to Act

Timelines vary by requester; these are common processing milestones and recommended response windows.

Initial Submission Window:

Submit with application; delays may pause underwriting.

License Renewal Updates:

Update within 30 days of renewal or change.

Ownership Change:

Provide amended supplement immediately after transfer.

Annual Review:

Supply updated details during yearly compliance review.

Adverse Event Reporting:

Notify lenders immediately for insurance or bond lapses.

Common Preparation Errors to Avoid

  • Using an informal or abbreviated business name that differs from formation records causes mismatches in credit and tax checks and delays underwriting.
  • Failing to attach required proofs such as dealer license, insurance certificates, or corporate resolutions often triggers follow-up requests and extends processing time.
  • Listing an incorrect EIN or TIN can lead to backup withholding, rejected credit checks, and administrative penalties from payers.
  • Not specifying authorized signers with specimen signatures or missing a notarized power of attorney creates ambiguity about who can execute binding agreements.

Consequences of Incorrect or Incomplete Information

Funding Delays: Possible delayed credit
Contract Rejection: Agreements may be voided
Regulatory Fines: State penalties possible
Backup Withholding: Triggered by wrong EIN
Insurance Gaps: Coverage lapses risk claims
License Suspension: Severe compliance fallout

Real-World Examples of Digital Onboarding

These examples illustrate how organizations use eSignature platforms to streamline dealer or vendor onboarding and reduce paperwork.

Optica Ventures LLC

Optica used a digital signing workflow for customer-facing forms to simplify onboarding

  • The interface was noted as easy to use by operations
  • The result reduced turnaround time and improved consistency across signed records.

Martin Properties

Martin Properties processed compliance documents online to maintain 100% security and mobile access

  • Mobile and offline signing were used in field operations
  • The firm reported improved efficiency and reliable audit trails for regulatory review.

Frequently Asked Questions and Troubleshooting

Answers to common questions about completing, signing, and storing the Dealer Information Supplement.


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