Establishing secure connection…Loading editor…Preparing document…

EITAS Signature Agreement

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

EITAS Signature Agreement

Parties and Recitals

This EITAS Signature Agreement (the Agreement) is made effective as of by and between:

Client Name:

Service Provider Name:

WHEREAS, Client desires to retain Service Provider to perform certain electronic identity, trust and authentication services described below (the Services); and

WHEREAS, Service Provider represents that it has the experience, personnel, and technical capacity to provide the Services in accordance with the terms and conditions set forth in this Agreement; and

WHEREAS, the parties intend to set forth their mutual obligations, payment terms, confidentiality requirements and dispute resolution provisions with respect to the Services.

Scope of Work

Payment Terms

Total Compensation: $ payable in accordance with the schedule below.

Late Payment Fee: If any undisputed amount owed is not received within days of its due date, Service Provider may charge a late fee equal to on the outstanding balance, provided that such charge shall be reasonable and in accordance with applicable law.

Expenses: Client will reimburse reasonable, pre-approved out-of-pocket expenses incurred by Service Provider in performing the Services. Expense reimbursement terms and caps (if any) must be set forth in the Payment Schedule.

Term and Termination

Term Commencement Date:

Term Expiration Date:

Either party may terminate this Agreement for material breach by the other party if the breaching party fails to cure such breach within days after receipt of written notice specifying the breach. Either party may also terminate for convenience upon days' prior written notice to the other party.

Effect of Termination: Upon termination, Service Provider shall deliver work-in-progress and Client shall pay for all Services performed and expenses reasonably incurred up to the effective date of termination, subject to setoffs for unremedied breaches.

Confidentiality

Definition: "Confidential Information" means non-public information disclosed by one party (Disclosing Party) to the other (Receiving Party) in any form that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure, including but not limited to technical data, trade secrets, business plans, customer lists and authentication methodologies.

Obligations: The Receiving Party shall (a) use the Confidential Information solely to perform its obligations under this Agreement, (b) limit disclosure to employees, contractors or agents who have a need to know and are bound by confidentiality obligations no less protective than those herein, and (c) exercise at least the same degree of care to protect Confidential Information as it employs to protect its own similar confidential information, but in no event less than reasonable care.

Exceptions: Confidential Information does not include information that (i) is or becomes generally available to the public through no breach of this Agreement, (ii) was rightfully known to the Receiving Party without restriction prior to disclosure, (iii) is independently developed without use of the Disclosing Party's Confidential Information, or (iv) is rightfully obtained from a third party not under an obligation of confidentiality.

Intellectual Property and Data

Ownership: Unless otherwise expressly agreed in a written exhibit, Service Provider retains ownership of its pre-existing technology, tools, methodologies and know-how. Deliverables specifically commissioned by Client for which full payment has been made shall be owned by Client, subject to Service Provider's retention of underlying intellectual property and general purpose tools.

Data Security: Service Provider shall implement and maintain industry-standard administrative, technical, and physical safeguards to protect Client data processed in connection with the Services and shall notify Client promptly of any unauthorized access to such data.

Representations; Compliance

Each party represents and warrants that it has full power and authority to enter into this Agreement and that its performance will comply with all applicable laws, regulations, and industry standards.

Governing Law and Dispute Resolution

Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the state of , without regard to its conflict-of-law principles.

Disputes: The parties shall endeavor in good faith to resolve any dispute arising under or relating to this Agreement through negotiation. If negotiation fails, the dispute shall be resolved by the courts located in the county of the Governing State specified above, and each party irrevocably consents to exclusive jurisdiction and venue in those courts.

Limitation of Liability

Except for liability arising from willful misconduct, gross negligence or a breach of confidentiality, neither party shall be liable to the other for indirect, incidental, consequential or punitive damages. The aggregate liability of either party for any claim arising out of this Agreement shall not exceed the total fees paid to Service Provider under this Agreement during the twelve (12) months preceding the claim.

Entire Agreement and Miscellaneous

Entire Agreement: This Agreement, including any exhibits and attachments expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements, proposals and communications, whether oral or written. Any amendment must be in writing and signed by both parties.

Severability: If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect to the extent permitted by law.

Assignment: Neither party may assign its rights or delegate its obligations under this Agreement without the prior written consent of the other party, except that Service Provider may assign to an affiliate or in connection with a sale of substantially all of its assets.

Additional Provisions

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

By signing above, each signatory certifies that they have the authority to bind the party on whose behalf they sign, that the representations contained in this Agreement are true and correct, and that acceptance of electronic or facsimile signatures shall have the same force and effect as original signatures.

Enter text✕

What the EITAS Signature Agreement Is

The EITAS Signature Agreement is a documented authorization that records parties' consent to use electronic signatures and electronic records for defined transactions or business relationships. It specifies who can sign, permitted signature methods, identity and authentication requirements, retention and reproduction procedures, and dispute-avoidance language. For interstate transactions it relies on the ESIGN Act (15 U.S.C. ch. 96, 2000); intrastate matters are generally governed by state UETA statutes. The agreement reduces ambiguity about execution, storage, and legal attribution of signed records.

Why a Formal EITAS Signature Agreement Matters

The EITAS Signature Agreement reduces operational and legal uncertainty by documenting consent, authentication, and retention rules for electronic records. It supports compliance with the ESIGN Act and state UETA laws, helps prevent signature disputes, and creates an auditable record showing intent, attribution, and record integrity.

Why a Formal EITAS Signature Agreement Matters

Who typically completes an EITAS Signature Agreement

Typical roles and organizations that complete or require an EITAS Signature Agreement include corporate signatories, legal teams, and compliance officers.

  • In-house legal counsel — drafts clauses and verifies enforceability under ESIGN/UETA.
  • Compliance or privacy officers — set authentication, retention, and HIPAA-related requirements where applicable.
  • Business owners and signatories — establish who may sign and acceptable signature methods.

Use these role profiles to assign responsibilities for drafting, signer authentication, and post-signature retention before circulating the agreement.

Representative internal roles

Legal Counsel

Legal Counsel reviews agreement language, confirms the EITAS Signature Agreement meets applicable electronic signature statutes, and recommends authentication levels. Counsel also advises on exception handling for documents excluded from electronic execution under federal or state law.

Compliance Officer

Compliance Officer implements policy, coordinates signer identity proofing, documents consent processes, and ensures records retention meets IRS, HIPAA, or industry-specific mandates. Tracks audit trails and enforces process controls during high-volume or regulated transactions.

Core elements to include in a professional EITAS Signature Agreement

A professional EITAS Signature Agreement clearly defines scope, allowed signature methods, authentication procedures, retention rules, and remedies so signatures are consistent and defensible.

Parties & Scope

Identify each signing party by legal entity name, role, and contact details; describe the precise scope of transactions and document types covered to prevent ambiguity about which records the agreement governs.

Permitted Methods

List acceptable signature methods—typed name, drawn signature on a device, uploaded image, or PKI-based digital signature—and specify when certificate-backed signatures are required for higher-assurance use cases.

Authentication

Describe required signer identity verification (email, SMS OTP, KBA, SSO) and when stronger methods apply for high-value or regulated transactions, including who performs verification.

Audit Trail

Require capture of timestamps, IP addresses, event logs, and a completion certificate that documents intent and attribution and can be produced for audits or disputes.

Records Retention

Set retention periods tied to regulatory needs (IRS, HIPAA, SEC), specify archival format and export procedures, and assign responsibility for long-term storage and legal holds.

Exceptions

List excluded document types (for example wills, certain court filings, and negotiable instruments) and define a fallback wet-ink or notarized process when electronic execution is not permitted.

Step-by-step: preparing and executing the EITAS Signature Agreement

[INTRO] Follow these sequential steps to prepare, verify, and execute the agreement using an e-signature workflow.

  • 01
    Prepare: Identify parties, scope, and governing law
  • 02
    Configure: Set required fields, authentication, and retention
  • 03
    Authenticate: Verify signer identity per agreed method
  • 04
    Store: Archive signed records with audit trail

Configure your e-signature workflow settings

Configure your digital workflow settings to match legal and organizational requirements before sending the agreement for signature.

Field Configuration
Authentication Method Email, SMS OTP, KBA, or SSO
Retention Policy Specify retention period and export formats
Audit Trail Enable full event logging and timestamps
Integrations Connect to Salesforce, NetSuite, Google Workspace

Typical routing: from sender to long-term storage

[INTRO] Typical routing shows how documents move from sender to signer(s) and into storage once fully executed.

  • Upload: Sender uploads final agreement PDF or DOCX
  • Place Fields: Add signature, initial, and date fields
  • Send: Deliver via email invite or secure link
  • Complete: Signer authenticates, signs, and receives copy

Technical and platform considerations

Choose platforms and formats compatible with your document lifecycle and IT stack.

  • File Formats: PDF, DOCX, and fillable forms
  • Integrations: Salesforce, Microsoft 365, NetSuite, Box
  • Authentication: SSO, MFA, SMS, or KBA

Security and compliance features to document

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Certifications: SOC 2 Type II; ISO 27001; PCI DSS
HIPAA: BAA available for covered entities
ESIGN/UETA: Compliant with ESIGN and UETA
Access Controls: Role-based permissions and SSO options
Audit Trail: Detailed timestamps, IPs, and event logs

Practical best practices for accurate and efficient completion

[INTRO] Practical measures reduce friction and improve legal defensibility when using the EITAS Signature Agreement across internal and external processes.

Standardize party names and templates
Use consistent legal entity names and a single approved template to reduce variations. Maintain version control and require legal approval for template changes to prevent invalid or inconsistent agreements.
Use tiered authentication based on risk
Apply stronger authentication methods (KBA, SSO, MFA) for high-value or regulated documents, while permitting email or SMS for low-risk transactions. Document the rationale for chosen levels in the agreement.
Include required consumer disclosures
When transactions are consumer-facing, provide the ESIGN Act consumer disclosure, confirm the signer's ability to access electronic records, and record consent and withdrawal procedures in the record.
Archive with tamper-evident storage and backups
Store signed documents in tamper-evident formats, maintain offsite backups, and preserve audit trails for the period required by IRS, HIPAA, or other applicable statutes to support legal preservation requests.

Common mistakes to avoid when preparing the agreement

  • Using inconsistent legal names or abbreviations between signer ID and agreement leads to failed identity matches and potential enforceability challenges.
  • Choosing weak or no signer authentication for high-value or regulated transactions increases fraud risk and may not meet internal or statutory compliance requirements.
  • Failing to provide the ESIGN consumer disclosure when required for consumer-facing records can undermine valid consent to electronic delivery and execution.
  • Not preserving a complete audit trail or using non-tamper-evident storage complicates litigation and may fail regulatory retention obligations.

Penalties and legal risks of incorrect execution

Tax Filing Penalties: $60–$330 per 1099 form
Intentional Disregard: $660+ per form, no cap
I-9 Violations: $281–$2,789 per violation
Invalid Consent: Absent ESIGN consumer disclosure
Notarization Failures: May void execution in some states
Data Breach Exposure: HIPAA fines and civil liability

Timing and deadline considerations for related filings

[INTRO] Track statutory and administrative deadlines that affect execution, retention, and reporting related to signed documents.

Form W-9 delivery to requesting payer:

Provide W-9 upon payer request; no fixed federal deadline

1099-NEC filing to recipient and IRS:

Due to recipient and IRS by Jan 31 each year

I-9 retention: hire and termination rules:

Retain for 3 years after hire or 1 year after termination

ESIGN consumer disclosure for consumer-facing records:

Provide disclosure, obtain consent, and confirm access capability

Audit trail preservation and availability:

Maintain complete event logs and signed certificates for review

Key milestones and processing stages

Map the EITAS execution lifecycle from drafting to long-term archival to ensure timely completion and compliance.

01

Drafting

Prepare agreement text and obtain internal approvals

02

Authentication setup

Configure signer identity methods and tests

03

Execution

Send for signatures and capture audit trail

04

Archival

Store signed records and enforce retention schedules

Pricing and basic feature comparison for eSignature vendors

Compare foundational pricing and feature availability across common eSignature vendors when implementing an EITAS Signature Agreement.

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 Yes, 7-day free trial No No Yes, limited Yes, limited
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 by plan Varies by plan Varies by plan

Real-world examples of EITAS use

Case examples illustrate how organizations use standardized signature agreements to speed execution while maintaining auditability and compliance.

Optica Ventures — Brian Fitzgibbons

Optica Ventures replaced paper consents with standardized EITAS Signature Agreements across investor documents to streamline remote closings.

  • Simpler interface increased customer adoption.
  • The change reduced turnaround time, produced reliable audit trails for each signature, and reduced manual verification steps while supporting compliance and later audits.

Martin Properties — Tim Martin

Martin Properties executed leases and closing documents digitally using EITAS agreements to allow mobile signing and offline access when needed.

  • Mobile and offline signing supported efficient closings.
  • The firm observed consistent compliance with signature records, faster tenant onboarding, and secure storage of signed PDFs with audit trails that simplified retrieval and compliance checks.

Common questions and troubleshooting for EITAS execution

Answers to common questions about execution, enforceability, notarization, and troubleshooting when using the EITAS Signature Agreement.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users