Are electronic signatures legally valid?

Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

When is notarization required?

Notarization depends on the underlying instrument and state law. If the list will be used to sign deeds or recorded instruments, a notary acknowledgement may be required before recording.

Do banks accept e-signed lists?

Many banks accept e-signed certified copies with an audit trail, but acceptance policies vary; confirm with the bank whether notarized originals are necessary.

How should I correct an error after signing?

Prepare an amended list or board resolution, have it approved and signed following the same process, and retain both versions with a clear amendment trail.

Is additional authentication needed for remote signing?

Stronger authentication (SMS, knowledge-based verification) reduces risk; remote notarization requires identity proofing and an audio-video record under state RON rules.

How long must signed lists be retained?

Retention depends on industry and legal obligations; follow IRS, HIPAA, and corporate retention rules—retain records at least three years, often longer for governance purposes.

Electronic Signature
Templates
Miscellaneous
Executive Elected List

Executive Elected List

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

EXECUTIVE ELECTED LIST

Organization Name:

Organization Identifier / Registration No.:

Date of Meeting: Location:

RECITALS

WHEREAS, the Board of Directors or other governing body of the Organization convened on the Date of Meeting set forth above for the purpose of electing and confirming executive officers; and

WHEREAS, the Organization maintains corporate records and minute entries reflecting the election, term, and duties of officers and requires a formal written list to be maintained as an official record; and

WHEREAS, the undersigned officers or authorized representatives hereby certify the accuracy of the information contained in this Executive Elected List and adopt the terms set forth herein.

SCOPE OF DUTIES

Scope of Work and Duties (summary applicable to listed executives)

EXECUTIVE OFFICERS ELECTED

Complete the following list with each executive elected at the meeting noted above. Add additional rows on an attached sheet if necessary.

1. Full Legal Name Title

Election Date: Term Start: Term End:

Primary Contact / Business Address

2. Full Legal Name Title

Election Date: Term Start: Term End:

Primary Contact / Business Address

3. Full Legal Name Title

Election Date: Term Start: Term End:

Primary Contact / Business Address

Additional Executives (if applicable)

COMPENSATION & PAYMENT TERMS

If any executive compensation, honoraria, or director fees are authorized in connection with the offices listed above, provide summary information below.

Authorized Total Amount Payment Schedule

Late Payment Fee (if applicable):

TERM AND TERMINATION

Term Start Date: Term End Date:

Termination Upon Notice: Either party may terminate the obligations described in this record upon written notice to the other party not less than days prior to the requested termination date.

CONFIDENTIALITY

All non-public information disclosed in connection with the election, duties, compensation, and related proceedings shall be maintained as confidential by the Organization and the listed executives, except to the extent disclosure is required by law, court order, or regulatory authority. Each listed executive acknowledges and agrees to maintain confidentiality with respect to proprietary business information and personnel matters.

Executives acknowledge confidentiality: Yes

GOVERNING LAW

This Executive Elected List and any disputes arising out of its preparation, interpretation, or enforcement shall be governed by and construed in accordance with the laws of .

ENTIRE AGREEMENT

This document constitutes the complete and exclusive statement of the record regarding the election of the executives listed herein and supersedes all prior oral or written statements or records concerning such election. No amendment to this document shall be effective unless made in writing and signed by the authorized representatives of the parties identified below.

CERTIFICATION

I hereby certify under penalty of perjury that the persons named above were duly elected or appointed to the offices indicated and that the information contained in this Executive Elected List is true, correct, and complete to the best of my knowledge.

Certifying Officer Name and Title Certifying Officer Contact

Organization Representative:

By:

Date:

Elected Executive Representative:

By:

Date:

What an Executive Elected List Is and When it’s Used

An Executive Elected List is an official record that documents officers and executive-level personnel selected or elected by a board, shareholders, or other governing body. It typically records names, titles, effective dates, term lengths, and any resolutions or minutes authorizing the election. Organizations use this list to update corporate records, notify regulators or banks, and provide proof of authority for contracts and filings. The list is often retained with board minutes and can be executed electronically when it meets ESIGN and applicable state UETA/ESRA requirements.

Why a Clear Executive Elected List Matters

A precise Executive Elected List reduces administrative friction, clarifies signing authority, and supports compliance with corporate governance and regulatory obligations. It helps auditors, banks, and counterparties verify who is authorized to act on behalf of the organization.

Core elements to include in a professional Executive Elected List

A complete list follows a consistent template and ties each entry to board action, acceptance, and contact information to avoid disputes and streamline downstream processes.

Executive Name

Record the full legal name as shown on government ID or corporate records; avoid initials and nicknames so identity matches bank and regulatory checks and minimizes mismatches.

Title

Specify the official corporate title (for example, Chief Executive Officer, Chief Financial Officer) and any limitations on authority or delegated powers in writing to prevent scope misunderstandings.

Effective Dates

List the election or appointment date and the effective start and end dates for term length to determine when authority begins and to coordinate filings or contract signings.

Board Resolution

Reference the board resolution or meeting minutes authorizing the election with a docket or page number so third parties can verify the source of authority quickly.

Acceptance Signature

Include a signed acceptance line for each executive with signature date; recorded acceptance ties the individual to duties and helps document consent under ESIGN test criteria.

Contact Details

Provide business address, phone, and corporate email for service and identity verification; accurate contact data speeds background checks and bank onboarding.

Step-by-step: create and finalize an Executive Elected List

A straightforward sequence ensures the list is authorized, signed, and distributed to required parties.

01

Prepare draft: Compile names, titles, dates, and resolution references for board approval.
02

Adopt by board: Record a resolution or minutes that formally elect or appoint each executive.
03

Collect acceptances: Have each executive sign and date their acceptance line, in person or electronically.
04

Distribute records: Provide certified copies to banks, registrars, and internal records custodians.

Common digital workflow settings for online completion

Configure your e-signature workflow to match corporate approval order and recordkeeping requirements before sending.

Field	Configuration
Signer order	Sequential signing to reflect board approval hierarchy
Authentication	Email plus optional SMS or KBA for higher assurance
Notifications	Automatic reminders for unsigned acceptance lines
Retention policy	Attach audit trail and retain signed PDF with metadata

Typical electronic execution flow

Electronic execution follows predictable steps that capture intent, attribution, and a reproducible record to meet ESIGN and UETA standards.

Upload document: Add the Executive Elected List PDF or DOCX to the signing platform
Place fields: Insert signature, date, and role fields where required
Send to signers: Deliver via email link or secure signing URL
Archive: Store signed copy with audit trail and metadata

Platform and file requirements for reliable e-signing

Ensure the platform supports required integrations, file types, and authentication levels before sending the list for signatures.

Integrations: Salesforce, NetSuite, Microsoft 365 supported
File formats: PDF and DOCX with preserved formatting
Authentication: Email, SMS, or advanced signer verification

Typical eSignature vendor pricing and feature snapshot

Compare common pricing tiers and capabilities for processing Executive Elected Lists; signNow is placed first for parity with vendor feature rows.

	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	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

Security and compliance features to verify for electronic execution

Encryption in transit: TLS 1.2/1.3

Encryption at rest: AES-256

HIPAA: BAA required for PHI

Audit logging: Detailed tamper-evident trails

Regulatory: ESIGN and UETA compliant

Certifications: SOC 2 Type II and ISO 27001

Key risks and potential penalties from incorrect lists

Corporate Record Errors: May void transactions or create fiduciary disputes

Regulatory Filings: Incorrect filings can trigger agency inquiries

Tax Consequences: Backup withholding and reporting issues under IRC §6721

I-9 Noncompliance: Paperwork failures carry DHS fines

Privacy Breach: HIPAA or state privacy penalties possible

Contract Disputes: Authority challenges can invalidate agreements

Common preparation mistakes to avoid

Using informal or inconsistent names across records that mismatch bank or government IDs increases friction and can delay verification or trigger re-submission requirements.
Failing to include a clear board resolution reference or page number makes it harder for third parties to validate authority, often causing repeated document requests.
Omitting signature dates or effective terms leaves authority windows ambiguous and can create conflicts about when an executive was empowered to act.
Assuming all recipients accept image-only signatures; some institutions require notarized originals, certified copies, or stronger signer authentication for acceptance.

Who typically prepares and relies on an Executive Elected List

Multiple internal and external stakeholders create, certify, and rely on the list for governance and transactional purposes.

Corporate secretaries and general counsel who maintain minutes, resolutions, and official corporate books (G2 sample shows strong legal usage).
Human resources and payroll teams that update benefit plans, payroll systems, and employment records after elections or appointments.
Banks, corporate registrars, and counterparty onboarding teams that require proof of signing authority to open accounts or execute major contracts.

Frequently asked questions and troubleshooting

Answers to common execution, validation, and storage questions for Executive Elected Lists, including when electronic signatures are acceptable and when originals or notarization are required.

Need help? Contact support

Are electronic signatures legally valid?
Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
When is notarization required?
Notarization depends on the underlying instrument and state law. If the list will be used to sign deeds or recorded instruments, a notary acknowledgement may be required before recording.
Do banks accept e-signed lists?
Many banks accept e-signed certified copies with an audit trail, but acceptance policies vary; confirm with the bank whether notarized originals are necessary.
How should I correct an error after signing?
Prepare an amended list or board resolution, have it approved and signed following the same process, and retain both versions with a clear amendment trail.
Is additional authentication needed for remote signing?
Stronger authentication (SMS, knowledge-based verification) reduces risk; remote notarization requires identity proofing and an audio-video record under state RON rules.
How long must signed lists be retained?
Retention depends on industry and legal obligations; follow IRS, HIPAA, and corporate retention rules—retain records at least three years, often longer for governance purposes.

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