What is the form used for?

The form documents the comparison of book and bank balances, enumerates reconciling items, and records adjustments. It provides evidence that month-end cash balances were reviewed and any corrections were authorized.

How often must I reconcile?

Reconcile each checking account monthly as part of the close process. High-volume accounts may require daily or weekly procedures to control cash and detect exceptions quickly.

Who must sign the form?

The preparer and an independent reviewer or approver should sign. Segregation of duties is recommended: preparer records adjustments; reviewer verifies and approves them.

Can this form be e-signed?

Yes. Electronic signatures are legally valid under ESIGN (15 U.S.C. §7001) and UETA in most states; ensure consent, intent, attribution, and retention are met for legal validity.

What supporting documents attach?

Attach the bank statement, check copies for outstanding checks, deposit slips, and any bank notices. These attachments provide the audit trail necessary for verification.

How long should I retain completed forms?

Retain reconciliations for at least three years for tax and accounting purposes; industry rules or regulators may require longer retention (see IRC §6501(a) and 45 CFR §164.530(j)).

Electronic Signature
Templates
Finance
Finance Checking Reconciliation Form

Finance Checking Reconciliation Form

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

FINANCE CHECKING RECONCILIATION FORM

Account and Period Information

Company Name Department / Cost Center

Bank Name

Account Number

Statement Ending Date

Prepared By

Date Prepared

Period Ending

Bank Reconciliation Summary

Bank Statement Balance: $

Add: Deposits in Transit (total): $

Less: Outstanding Checks (total): $

Other Bank Adjustments (describe in Notes): $

Adjusted Bank Balance: $

Company Ledger (Book) Summary

Book Balance per General Ledger: $

Add: Bank Collections/Receipts not in Books: $

Less: Bank Charges / Service Fees: $

Less: NSF / Returned Items: $

Other Book Adjustments (describe in Notes): $

Adjusted Book Balance: $

Difference (Adjusted Bank Balance minus Adjusted Book Balance): $

Deposits in Transit (Detail)

Date	Description	Amount

Outstanding Checks (Detail)

Check No.	Date	Payee	Amount

Reconciliation Notes and Explanations

Narrative of reconciling items, exceptions, and recommended adjustments Supporting Documents Attached

Bank statement attached
Deposit slips / electronic confirmations attached
Canceled checks or images attached
General ledger transaction detail attached

Certification

I certify that the above reconciliation has been prepared from the bank statement and the company's accounting records for the period indicated. Items listed have been verified against supporting documentation. All adjustments recorded in the general ledger are accurate to the preparer's knowledge, and any unresolved discrepancies are described in Reconciliation Notes above. Supporting documentation is retained and available for audit purposes.

Preparer must promptly report any suspected fraud, misstatement, or material error discovered during preparation. Reviewer should independently verify key reconciling items and confirm that outstanding items are appropriate and timely.

Preparer Printed Name:

By:

Date:

Reviewer Printed Name:

By:

Date:

What the Finance Checking Reconciliation Form Is

A Finance Checking Reconciliation Form is a standardized record used to compare ledger balances against bank checking account statements, identify timing differences and outstanding items, and document adjustments required to align internal books with bank records. It captures the reporting period, beginning and ending balances, deposits in transit, outstanding checks, bank charges, and reconciling journal entries. Organizations use the form to support month-end close, internal controls, audit readiness, and variance analysis across accounts. The completed form is retained with supporting bank statements and approvals as evidence of review and correction.

Why a Proper Reconciliation Form Matters

A clear, consistent reconciliation form reduces errors, shortens month-end close, and creates an auditable trail showing who reviewed and approved adjustments. It supports internal controls, reduces fraud risk, and makes external audits more efficient by centralizing evidence and approval history.

Who Prepares and Reviews This Form

Typical users include staff who prepare accounting close tasks and managers who review cash activity and approvals.

Staff accountants who prepare monthly reconciliations and record journal entries for discrepancies.
Finance managers and controllers who review, approve, and sign reconciliations for completeness.
Internal auditors and external auditors who use the form as primary evidence during reviews.

Roles vary by organization size; in small firms one person may prepare and review, while larger organizations separate duties to strengthen controls.

Stepwise process to complete a reconciliation

Follow this sequence each period to ensure a consistent, auditable reconciliation process.

01

Step 1: Gather bank statement and general ledger cash activity for the period.
02

Step 2: Enter beginning and ending balances, then copy bank ending balance.
03

Step 3: List outstanding checks and deposits in transit, then total both columns.
04

Step 4: Calculate adjusted balances, document journal entries, and obtain approvals.

Where to send completed reconciliations and supporting records

Route the finished form and attachments through defined finance channels so approvals and archival are consistent across the organization.

Finance Reviewer: Send the form with bank statements and subsidiary ledgers to the finance manager for review and approval.
Controller/Approver: Controller reviews adjustments and signs the reconciliation to authorize journal entries.
Accounting Systems: Post approved journal entries to the general ledger and update cash balances in ERP.
Records Archive: Store the signed form and supporting documents in the organization’s retention system.

Configuring an online reconciliation workflow

Set up the digital workflow to standardize routing, approvals, and storage of reconciliations.

Field	Configuration
Document Template	Lock fields and include required signature blocks
Approval Order	Predefine reviewer then approver sequence
Authentication	Enable email + optional SMS or SSO for approvers
Storage Path	Auto-save to finance folder in ECM with index metadata

Technical considerations for digital completion and eSubmission

Choose a platform that supports secure e-signing, audit trails, and integration with your document storage or ERP systems.

Integrations: Look for connectors to ERP/GL systems, Google Workspace, Microsoft 365, and cloud storage like Box or Google Drive.
Authentication Options: Support email links, SMS codes, SSO (SAML) and stronger methods when required by policy.
Audit and Retention: Platform must capture timestamp, IP, signer identity, and preserve a tamper-evident PDF copy.

Ensure chosen tools meet any industry compliance requirements and that the workflow is documented in finance control policies.

Essential elements of a professional reconciliation form

A reliable reconciliation form combines clear structure, verifiable detail, and sign-off controls to support month-end close and audit requirements.

Header Information

Period, account name, bank and account number, preparer name and date — these identify scope and responsibility for the reconciliation.

Balance Summary

Beginning book balance, ending book balance, bank ending balance, and computed adjusted balances with clear numeric formatting and totals.

Reconciling Items

Detailed listing of deposits in transit, outstanding checks, bank errors, and service charges with references to source documents.

Adjustment Entries

Journal entries required to reconcile the book balance, with GL account numbers and amounts for posting and traceability.

Approval Block

Preparer and approver signature and date fields, with role titles and an optional electronic approval audit trail.

Attachments

Space to list attached bank statements, check copies, deposit slips, and any bank communications related to reconciling items.

Security and compliance checkpoints

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamps, IP addresses, and signer actions

Access Controls: Role-based permissions and SSO support

Certifications: SOC 2 Type II and ISO 27001

HIPAA: BAA available where required

21 CFR Part 11: Support for compliance where applicable

Common pitfalls to avoid

Failing to match the bank statement period to the ledger period, causing omitted or duplicated items in the reconciliation.
Listing totals without itemized references that link each reconciling item to a source document or bank trace number.
Not obtaining independent review and approval for adjustments, weakening segregation of duties and increasing fraud risk.
Storing signed forms in unsecured locations or without tamper-evident copies, complicating audits and legal discovery requests.

Risks and operational consequences of incorrect reconciliations

Bank Fees: Missed fees or returned items leading to unexpected charges

Cash Misstatement: Financial statements may be materially misstated

Audit Findings: Control deficiencies cited by auditors

Payment Delays: Vendors or payroll may be delayed

Fraud Exposure: Undetected irregularities increase loss risk

Regulatory Risk: Incorrect records can affect compliance reporting

Typical timelines and processing expectations

Set clear internal deadlines for preparation, review, and posting so reconciliations support timely financial reporting and controls.

Monthly Completion:

Complete reconciliations within 10 business days after month-end

Approval Turnaround:

Managers should review and sign within 3 business days of receipt

Journal Posting:

Post approved adjustment entries within the same month-end close cycle

Audit Access:

Provide signed reconciliations and attachments within 72 hours when requested

Exception Follow-up:

Resolve aged outstanding items older than 90 days with documentation

eSignature vendor pricing and capability snapshot

Basic pricing and capability differences among common eSignature providers; signNow appears first for direct comparison. Confirm vendor sites for plan details.

	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 reconciliations and e-signing

Answers to common questions about completing, approving, and storing Finance Checking Reconciliation Forms, including electronic signature considerations.

Need help? Contact support

What is the form used for?
The form documents the comparison of book and bank balances, enumerates reconciling items, and records adjustments. It provides evidence that month-end cash balances were reviewed and any corrections were authorized.
How often must I reconcile?
Reconcile each checking account monthly as part of the close process. High-volume accounts may require daily or weekly procedures to control cash and detect exceptions quickly.
Who must sign the form?
The preparer and an independent reviewer or approver should sign. Segregation of duties is recommended: preparer records adjustments; reviewer verifies and approves them.
Can this form be e-signed?
Yes. Electronic signatures are legally valid under ESIGN (15 U.S.C. §7001) and UETA in most states; ensure consent, intent, attribution, and retention are met for legal validity.
What supporting documents attach?
Attach the bank statement, check copies for outstanding checks, deposit slips, and any bank notices. These attachments provide the audit trail necessary for verification.
How long should I retain completed forms?
Retain reconciliations for at least three years for tax and accounting purposes; industry rules or regulators may require longer retention (see IRC §6501(a) and 45 CFR §164.530(j)).

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now