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Enrollment Form for Automatic Payments

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Enrollment Form for Automatic Payments

I hereby authorize Payee to initiate a debit entry from My Bank to deduct the Withdrawal Amount automatically from My Account, without giving me any further notice.

1. My Mortgage means the loan which is serviced by the Payee, secured by my property and identified with loan number

2. Address of the Property Covered by this Mortgage:

3. Account means the account identified below at My Bank. Please make automatic withdrawals from my:

Account Number:

Bank Routing Number (ABA Number):

My Bank means the depository financial institution where My Account is held:

My Bank:

4. My Withdrawal Date means: For loans whose payments are made Monthly, begin on (DATE) and on the same day of every month thereafter.

$ (Mortgage Payment)

+ $ (additional principal)

= $ (Withdrawal Amount)

Name

Signature

Date

Name

Signature

Date

My Bank:

Please read both sides of this form carefully. Then complete and mail it by August 26, 2013 using the enclosed envelope to: M&T Bank, Attn: ACH Department, DE MB-38 Retail Servicing, P.O. Box 900, Millsboro, DE 19966-4508.

Keep this information handy for reference. Use this form to ensure continued automatic drafting of your payments. It’s the easiest way to make sure your mortgage payments are always made on time.

PAYMENT OPTIONS CARD

• Online Payments: mtb.com/mymortgageinfo

• Payments by Mail: P.O. Box 62182, Baltimore, MD 21264-2182

• Automatic Deductions: Enroll now or later at mtb.com/mymortgageinfo

• Bill-paying services: When using bill-paying services offered by other banks and financial institutions, be sure to update the payee name to “M&T Bank.”

• Pay-by-Phone: 1-866-241-6014 (A nominal fee may be assessed for this service)

• Pay at M&T branch or through Western Union: Call 1-866-241-6014 for the nearest Western Union location

Authorization Agreement for Automated Clearing House (ACH) Debits (Automatic Payments)

1. “I”, “me”, “my” or “mine” mean or refer to each and every person signing this Authorization. “Payee” means M&T Bank, its agents, successors and/or assigns. “My Mortgage Note” means the note that I signed when my mortgage closed and any amendments or modifications thereto.

2. I authorize my Bank to debit Withdrawal Amounts as shown on the front of this form from my Account upon receipt of each debit entry from Payee and to transfer such amounts to the account of Payee held at Manufacturers and Traders Trust Company (“M&T Bank”). I understand that my Bank must be a member of the National Automated Clearing House Association (NACHA).

3. I understand that banks and ACH operators such as NACHA are entitled to rely on Account and Routing Numbers as given by me and that I will be liable for any losses incurred by any person if I have given a wrong account number for my Account or the wrong Routing Number (encoded on the front of my check) for my Bank, and if as a result the wrong person’s account is debited for my Mortgage Payment. I HAVE CHECKED MY ACCOUNT NUMBER AND MY BANK’S ROUTING NUMBER WITH EXTRAORDINARY CARE. I am responsible for their accuracy.

4. If the balance available for Withdrawal from my Account is not enough to cover the Withdrawal Amount on any Withdrawal Date, or if my Bank returns, rejects or reverses the debit entry to my Account for any reason, I will still owe that Mortgage Payment; and the Payee and/or owner of my Mortgage Note may, at its option, treat this as a failure to make a Mortgage Payment. The Payee and/or owner of my Mortgage Note may then take any of the actions that my Mortgage and my Mortgage Note permit it to take in the event I fail to make a payment. Additionally, Payee may charge a returned item fee to my Mortgage account. I understand that the amount of the fee will not exceed the maximum amount permitted by law.

5. I understand that if my withdrawal Date falls on a weekend or legal or banking holiday, Payee will initiate the applicable transaction on the next business day. This will not change the date of any subsequent Withdrawal Date.

6. I understand that if I am in default under the terms of my Mortgage, Payee may cease debiting payments from my Account until such time as I am again current under the terms of my Mortgage.

7. I HEREBY CERTIFY THAT NO AUTHORIZATION OF ANY PARTY OTHER THAN MINE IS NECESSARY TO PROVIDE FOR THE WITHDRAWAL OF FUNDS FROM MY ACCOUNT THAT ARE CONTEMPLATED BY THIS AUTHORIZATION.

8. I understand that if there is a change in my Mortgage Payment (either up or down), the Withdrawal Amount will change accordingly. Payee is authorized to debit my Account for the new Withdrawal Amount (the new Mortgage Payment plus any additional principal or other amounts specified on the front of this form) and Payee will notify me of any such change prior to the first Withdrawal Date at the new amount. If I receive notice about a change in the amount of my Mortgage Payment, I will consider that as notice of a change in my Withdrawal Amount, and Payee is authorized and directed to initiate debit entries from my Account for the adjusted Withdrawal Amount, which will be equal to the new Mortgage Payment amount plus any additional principal or other amount specified on the front of this form.

9. This Authorization will remain in full force and effect until: (a) Payee terminates this Authorization at any time and for any reason after giving me reasonable notice; or (b) Payee has received written notification from me of its termination in such time and in such manner as to afford Payee a reasonable opportunity to act on it prior to charging my Account.

10. If Payee for any reason changes the Withdrawal Date, Payee will send me written notice of the new Withdrawal Date.

11. I understand that Payee has the right to enforce my Mortgage and my Mortgage Note under their stated terms and this Authorization in no way modifies my Mortgage Note, my Mortgage or any other documents I signed in connection with my Mortgage loan.

12. I understand that I may not assign this Authorization to another party. I understand that I may change my Account designated on the front of this form by giving Payee written notice at least 15 business days prior to the next Withdrawal Date.

13. I understand that this Authorization will not be effective until it has been received by Payee and Payee has had a reasonable opportunity to act upon it. In the meantime I will continue to make my monthly mortgage payments when they are due.

Enter text✕

What the Enrollment Form for Automatic Payments Does

An Enrollment Form for Automatic Payments is a written authorization that allows a payee to initiate repeated electronic debits from a payer's bank account or charge a payment card on a scheduled basis. The form typically records payer identity, payment method and routing information, payment amount or schedule, and explicit consent to recurring charges. It also documents dispute and cancellation procedures and provides an audit trail for compliance and recordkeeping. Organizations use this form to standardize authorization, reduce missed payments, and support electronic processing and reconciliation.

Why organizations use this enrollment form

Use the Enrollment Form for Automatic Payments to secure written authorization, reduce late payments and manual reconciliations, and document consumer consent required under federal electronic signature rules. It centralizes payment terms and helps meet retention and audit requirements.

Why organizations use this enrollment form

Who typically completes the enrollment form

The form is used by organizations that collect recurring payments and by individuals or business payers authorizing automated billing.

  • Billing and accounts receivable teams in subscription and service companies responsible for recurring invoicing and collection.
  • Healthcare and insurance billing administrators collecting copayments or recurring premium payments from patient accounts.
  • Property managers and landlords enrolling tenants for recurring rent or HOA assessments.

Both commercial payers and consumer customers complete the form; an authorized signer with access to the payment method must sign or consent.

Essential parts of a professional enrollment form

A complete Enrollment Form for Automatic Payments must combine clear payer identification, payment method detail, explicit authorization language, schedule and amount terms, consumer disclosure and revocation instructions, and a verifiable signature block.

Payer Information

Full legal name, billing address, phone, and taxpayer identification where relevant; use exact names for matching to bank records and tax reporting.

Payment Method

Specify ACH (include routing and account numbers) or card (card number, expiration); indicate whether tokenization will be used and whether the payer permits holds.

Authorization Language

A clear statement authorizing recurring debits, frequency, maximum amount (or variable description), with a statement of intent to be bound.

Schedule & Amounts

Define start date, frequency (weekly, monthly), amount or calculation method, and conditions for amount changes or prorations.

Consumer Disclosure

Include consent language required by ESIGN for consumer-facing electronic records and any ACH or card network disclosure requirements.

Signature & Date

A dated signature block for the authorized payer or company signatory; record signer identity, method of signature, and retain an auditable copy.

Step-by-step: completing the enrollment form

Follow these sequential steps to collect valid authorization and minimize processing issues.

  • 01
    Prepare the form: Populate payer and payment fields accurately.
  • 02
    Obtain consent: Provide required consumer disclosure and record consent.
  • 03
    Verify payment: Verify account/card details via micro-deposit or tokenization.
  • 04
    Store record: Save signed copy and audit trail for retention.

How to configure an online enrollment workflow

Map form fields to your payment processor and set authentication, notification, and retention rules before launching automated enrollments.

Field Configuration
Authentication method Email link plus optional SMS code
Payment capture Tokenize card or ACH via payment gateway
Recurrence schedule Preset options: monthly, weekly, custom
Notifications Email receipts and failure alerts enabled

From enrollment to reconciliation: core processing steps

A typical automated payment flow moves from authorization to processing, confirmation and recordkeeping; each step should produce an auditable event.

  • Submit Authorization: Payer signs form and consents to recurring charges.
  • Processor Debits Account: Payment gateway initiates ACH or card transaction on schedule.
  • Send Confirmation: System emails receipt and payment details to payer.
  • Store Audit Trail: Save signed document, timestamp, and transaction record.

Technical and platform considerations for e-submission

Ensure your e-sign and payment platforms support required file formats, integrations, and security standards before collecting authorizations.

  • File formats: PDF and DOCX supported for signed copies
  • Integrations: Connectors for Salesforce, NetSuite, and Google Workspace
  • Security standards: TLS in transit and AES-256 at rest

Choose a provider that offers audit trails, conditional fields, and integrations with your payment processor; verify HIPAA BAA availability for healthcare workflows and SSO for enterprise identity management.

Timing and processing expectations

Understand lead times for verification, processing windows, and notice periods so debits occur as intended and disputes are minimized.

Verification period:

Micro-deposits or tokenization typically complete within 1–3 business days

Bank processing windows:

ACH debits post on bank processing days; allow 1–2 business days

Change notice:

Provide notice of amount or schedule changes as required by networks

Cancellation timing:

Allow at least three business days for revocation to take effect

Tax reporting:

Provide W-9 or other tax forms upon request for reporting purposes

Key enrollment milestones and handoffs

Track these stages from submission through the first successful debit to ensure smooth enrollment and clear accountability.

01

Enrollment Submitted

Payer submits the completed form and consent.

02

Authorization Verified

Processor confirms account/card validity and consent.

03

First Debit Processed

Initial scheduled debit posts to payer's account.

04

Ongoing Billing

Recurring debits continue per schedule with notifications.

Common mistakes to avoid

  • Entering an incorrect routing or account number, which leads to returned items, bank fees, and delayed reconciliation that often require payer contact to resolve.
  • Failing to include a clear consumer disclosure and e-consent mechanism, which can make electronic authorization legally vulnerable under ESIGN requirements.
  • Using vague authorization language that does not specify frequency or maximum amounts, creating grounds for payer disputes and chargebacks.
  • Not retaining a complete audit trail (signed form, timestamps, IP/ID evidence), which complicates defense in payment disputes or regulatory reviews.

Potential financial and compliance risks

NSF Fees: Returned-payment fees from banks increase costs.
Chargebacks: Card disputes can reverse payments and add penalties.
Disclosure Violations: Failing ESIGN consumer disclosures risks enforcement actions.
Backup Withholding: Missing or incorrect TIN may trigger 24% withholding.
Contract Disputes: Unclear terms can lead to litigation and damages.
Recordkeeping Failure: Insufficient retention undermines audit and defense.

Pricing and feature comparison for eSignature solutions

Compare starting price, trial availability, bulk-send capability, audit trails, HIPAA support, and envelope caps across vendors; signNow is listed first per product data.

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 trial Yes Yes Yes Yes
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year No cap No cap No cap

Frequently asked questions about enrollment and e-signing

Answers to common questions about electronic authorization, revocation, verification, and recordkeeping for automatic-payment enrollments.


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