Who can be listed as an authorized signatory?

Individuals must have authority delegated by the corporate governance documents. Typically executives, officers, or persons named in a board resolution or incumbency certificate are acceptable; banks generally require proof (minutes or resolution) to validate authority.

How do I add a new signatory?

Draft an updated roster, obtain the required internal approvals or board resolution, have the new signer provide a specimen signature and ID, then submit a certified copy to the bank or upload via the bank's secure portal.

Is an electronic signature valid for this document?

Yes, under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, e-signatures are valid when intent, consent, attribution, and retention requirements are met; some banks may still require notarization or RON for certain changes.

Do I need a notarized resolution?

Many banks require a certified or notarized board resolution as supporting evidence. State and bank policies vary; obtain notary or RON if the bank explicitly requests it to prevent onboarding delays.

How do I revoke an authorization?

Issue a revocation in writing, update the document, and deliver signed notice to the bank and relevant counterparties. Maintain proof of delivery and effective date to limit liability for subsequent transactions.

What if the bank rejects the record?

Ask for the bank's rejection reason, correct the specified deficiency (name mismatch, missing resolution, notarization), and resubmit with certified attachments; document communications for audit purposes.

Electronic Signature
Templates
Finance
Financial Authorized Signatories Document

Financial Authorized Signatories Document

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

FINANCIAL AUTHORIZED SIGNATORIES DOCUMENT

Company Identification

Company Name: Registered Number / Tax ID: Registered Address:

Primary Contact Phone:

Primary Contact Email:

Bank and Account Details

Bank Name: Account Name / Title:

Account Number / IBAN:

Currency:

Authority Resolution

The undersigned hereby certifies that the governing body of the Company adopted a resolution authorizing the following individuals to execute financial instruments, negotiate and effect transfers, endorse checks, and otherwise act on behalf of the Company with respect to the bank account identified above. Resolution adopted on and recorded in the corporate minutes.

List of Authorized Signatories

Enter up to four authorized signatories. Specify the authority each signatory is granted. Signing limits apply as set below. Signature specimen should be provided as full printed name or a brief signature description.

Signatory 1 — Full Name: Title / Position: Employee ID / Internal Ref: Specimen Signature / Description:

Authority Granted:

Sign checks Initiate wire transfers Approve payments Access account information

Signatory 2 — Full Name: Title / Position: Employee ID / Internal Ref: Specimen Signature / Description:

Authority Granted:

Sign checks Initiate wire transfers Approve payments Access account information

Signatory 3 — Full Name: Title / Position: Employee ID / Internal Ref: Specimen Signature / Description:

Authority Granted:

Sign checks Initiate wire transfers Approve payments Access account information

Signatory 4 — Full Name: Title / Position: Employee ID / Internal Ref: Specimen Signature / Description:

Authority Granted:

Sign checks Initiate wire transfers Approve payments Access account information

Signing Limits and Conditions

Individual single-signature limit (amount in account currency): . Joint-signature requirement for amounts exceeding: .

Additional Conditions or Restrictions:

Effective Period and Revocation

This authorization is effective as of and shall remain in force until , or until revoked in writing by the Company and delivered to the Bank.

The Company undertakes to indemnify and hold harmless the Bank for reliance on this document and any instruction given by any person listed herein in accordance with the authority granted, until the Bank receives written notice of revocation and a reasonable opportunity to act on such notice.

Certification

I certify under penalty of perjury that the foregoing information is true, correct and complete and that the persons named above hold the stated offices and are authorized by the Company to exercise the authorities set forth in this document.

Name of Certifying Officer: Title of Certifying Officer: Date of Certification:

Notices to Bank

The Bank is authorized to act upon instructions, whether written or electronic, from any person named as an authorized signatory within the scope described. The Bank may, at its discretion, require verification of signature or additional identification prior to acceptance of any instruction.

Additional Bank Instructions (if any):

Company Representative — Printed Name:

By:

Date:

Corporate Secretary — Printed Name:

By:

Date:

What the Financial Authorized Signatories Document Is

A Financial Authorized Signatories Document identifies individuals authorized to approve financial transactions, sign checks, endorse bank instructions, and represent an entity in banking matters. It typically lists names, titles, specimen signatures, signature limits, account numbers or account types covered, effective dates, and any required supporting corporate resolutions. Organizations use this document to establish internal control, satisfy bank onboarding requirements, and create an auditable record of who may bind the company financially. The document may also define revocation procedures and identify replacement signatories.

Why a Clear Authorized Signatories Record Matters

Maintains internal controls, reduces fraud risk, and provides banks and auditors with a single authoritative source for signature validation. It streamlines account administration, supports regulatory and tax reporting, and documents delegation of financial authority for governance purposes.

Who Typically Prepares and Relies on This Document

Departments and parties that prepare or use an authorized signatories list include finance teams, legal counsel, corporate secretaries, banks, and external auditors.

Corporate finance teams prepare and update lists to control payment flows and reconcile approvals across accounts.
General counsel or corporate secretaries certify authority and attach board resolutions or meeting minutes as evidence.
Bank operations and treasury staff use the document to validate signatures and authorize ACH, wire, and cheque processing.

Maintain a current copy centrally and provide certified copies to banks and payment partners; keep change history and revocation notices for audit trails.

Core Elements to Include in a Professional Form

A complete Financial Authorized Signatories Document combines identity, authority limits, specimen signatures, effective periods, evidence of delegation, and revocation procedures to provide clear, legally defensible authorization.

Signatory Identity

Full legal name and job title for each signatory, matching government ID and corporate records; include corporate email and work phone for verification.

Specimen Signature

Clear handwritten or electronic signature sample for each signatory; attach a scanned ID or driver license copy when required by the bank for verification.

Authority Scope

Define the types of transactions allowed (checks, wires, ACH), account numbers covered, single-signature vs joint-signature requirements, and any dollar thresholds.

Effective Dates

State the effective start date and expiration or review date; indicate conditional start tied to board resolution or onboarding milestones.

Supporting Evidence

Reference and attach corporate resolution, board minutes, power of attorney, or incumbency certificate that authorize the listed individuals.

Revocation Terms

Specify how to revoke authority, notice requirements to banks or counterparties, and the person or office authorized to accept revocations.

Step-by-Step: How to Create and Approve the Form

Follow this sequence to assemble, approve, and distribute an authoritative signatory record that satisfies banking and audit requirements.

01

Assemble Data: Collect names, titles, specimen signatures, and corporate resolution.
02

Draft Document: Populate the template with exact legal names, dates, and account references.
03

Approve Internally: Obtain signatures from authorized governance bodies or executives.
04

Provide to Bank: Deliver certified copy to bank; follow their upload or notarization rules.

How to Configure an Online Authorization Workflow

Standard workflow settings ensure secure collection, role-based signing, and archival of authorized signatory records.

Field	Configuration
Authentication Method	Use email link + SMS OTP for signer validation
Signature Order	Role-based routing: corporate secretary then CFO
Retention Setting	Retain final signed copy for 7 years
Audit Trail	Enable IP, timestamp, and action logs

Typical Electronic Signing Flow for This Document

A streamlined e-signing flow reduces manual handoffs while preserving evidence needed for banks and auditors.

Upload Template: Load PDF/DOCX and map signature fields
Assign Roles: Define who signs and in what order
Authenticate Signers: Use email link, SMS, or stronger methods
Archive Signed Copy: Store signed PDF with audit trail

Technical and Integration Considerations

Ensure your eSignature platform supports required formats, secure authentication, and integrations with treasury or document management systems.

File Formats: PDF, DOCX supported
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email, SMS OTP, or advanced MFA

Confirm audit trail, long-term archival, and the ability to attach certified board resolutions. Verify that the platform offers export to PDF/A for record retention.

Common Timelines and Turnaround Expectations

Typical internal and external timelines depend on bank processing, notarization requirements, and board review schedules; plan accordingly to avoid service interruptions.

Internal Approval Time:

2–10 business days depending on board meeting schedules

Bank Processing:

2–15 business days for verification and account updates

Notary or RON Sessions:

Schedule 3–7 days in advance for availability

Document Retention Start:

Retention begins on effective date or signing date

Notification Window:

Allow 5 business days for counterparties to acknowledge revocations

Penalties and Risks from Inaccurate or Missing Authorization

Bank Rejection: Delayed account changes or frozen transactions

Unauthorized Payments: Fraud losses and potential recovery costs

Tax Withholding: Backup withholding if payer lacks valid TIN

Regulatory Audit: Increased scrutiny in financial audits

Fiduciary Liability: Personal liability for acts beyond authority

Contract Disputes: Enforceability challenges for improperly authorized agreements

Security and Compliance Controls to Expect

Transport Encryption: TLS 1.2/1.3 in transit

Data at Rest: AES-256 encryption

Audit Trails: Timestamps, IP addresses, action logs

Regulatory Compliance: ESIGN, UETA, SOC 2 Type II

Healthcare: HIPAA support (BAA required)

FDA / Records: 21 CFR Part 11 controls available

FAQs and Troubleshooting for Common Issues

Answers to frequent questions about validity, updates, notarization, and electronic signatures for authorized signatory records.

Need help? Contact support

Who can be listed as an authorized signatory?
Individuals must have authority delegated by the corporate governance documents. Typically executives, officers, or persons named in a board resolution or incumbency certificate are acceptable; banks generally require proof (minutes or resolution) to validate authority.
How do I add a new signatory?
Draft an updated roster, obtain the required internal approvals or board resolution, have the new signer provide a specimen signature and ID, then submit a certified copy to the bank or upload via the bank's secure portal.
Is an electronic signature valid for this document?
Yes, under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, e-signatures are valid when intent, consent, attribution, and retention requirements are met; some banks may still require notarization or RON for certain changes.
Do I need a notarized resolution?
Many banks require a certified or notarized board resolution as supporting evidence. State and bank policies vary; obtain notary or RON if the bank explicitly requests it to prevent onboarding delays.
How do I revoke an authorization?
Issue a revocation in writing, update the document, and deliver signed notice to the bank and relevant counterparties. Maintain proof of delivery and effective date to limit liability for subsequent transactions.
What if the bank rejects the record?
Ask for the bank's rejection reason, correct the specified deficiency (name mismatch, missing resolution, notarization), and resubmit with certified attachments; document communications for audit purposes.

How signNow Compares on Core Pricing and Capabilities

The table highlights starting prices and common features across vendors. Note: signNow has no envelope cap, while some competitors limit envelopes per user; verify limits with each provider.

	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 by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA required)	Yes	Yes	No	No

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