Is an electronic signature legally valid?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent to electronic records, attribution, and reliable retention to meet the four-part validity test.

When is notarization required?

Notarization is rarely required for internal monthly statements but may be requested by lenders or in transaction-specific exhibits. If a notarized signature is needed, follow state notary and RON rules and retain the notary journal or audio-video record as applicable.

How do I correct a discovered error after signing?

Prepare an amended statement that clearly references the original, explain the correction, obtain required approvals and new signatures, and retain both versions with audit notes to preserve the change history.

Which signers are authorized?

Authorized signers typically include the controller, CFO, or other officers designated in corporate governance documents. Confirm signing authority against corporate resolution or delegation of authority policies.

Can I use remote online notarization (RON)?

Use RON only in states that permit permanent RON and where the notarization meets lender or counterparty requirements; follow identity-proofing and recording retention standards for the state involved.

How should signed statements be stored?

Store signed copies with intact audit trails in encrypted, access-controlled repositories. Retain per regulatory schedules (e.g., IRS three-year standard, HIPAA six years) and ensure exportable copies for audits.

Electronic Signature
Templates
Finance
Financial Monthly Statement

Financial Monthly Statement

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

FINANCIAL MONTHLY STATEMENT

Statement Period: Year: Statement Number:

From

Company Name Address Phone Email

To

Recipient Name Address Account / Reference

Summary

Beginning Balance: $ Total Credits (Receipts): $ Total Debits (Expenses): $

Net Change: $ Ending Balance: $

Transaction Detail

Date	Description	Reference	Debit ($)	Credit ($)	Balance ($)

Subtotal Debits: $

Subtotal Credits: $

Other Adjustments: $

Ending Balance: $

Notes and Terms

This Financial Monthly Statement has been prepared from the accounting records and supporting documents of the issuer. It represents a summary of transactions for the period indicated above. The preparer certifies that, to the best of their knowledge and belief, the information contained herein is true, accurate and complete. This statement is unaudited and may be subject to adjustment upon reconciliation, review, or audit. Any disputes regarding items shown must be submitted in writing within thirty (30) days of receipt of this statement.

Preparer and Contact

Prepared By (Printed Name) Title Phone Email

Authorized Representative (Print):

Signature:

Date:

What the Financial Monthly Statement Is and who uses it

A Financial Monthly Statement is a standardized, recurring report that summarizes an entity’s financial activity for a single month. It typically includes a balance sheet snapshot, profit and loss summary, cash flow highlights, account reconciliations, and variance notes versus budget. Businesses, lenders, property managers, and financial controllers use it to monitor liquidity, track performance, and support internal or external compliance and covenant reporting.

Why a clear monthly statement matters

A consistent Financial Monthly Statement improves transparency, speeds decision-making, and reduces errors in period-end close. It supports lender covenants, tax preparation, and audit readiness while providing a single source of truth for operational planning and stakeholder review.

Core sections to include in a professional statement

A complete Financial Monthly Statement groups data so reviewers can find balances, trends, and exceptions quickly; standard headings and reconciliations make month-to-month comparisons reliable.

Cover Summary

One-page executive summary with closing cash, net income, and brief explanation of major variances to budget or prior month for quick stakeholder review.

Balance Sheet

Statement of assets, liabilities, and equity with current month and comparative columns, plus notes on any material balance changes or classification movements.

Profit & Loss

Income and expense schedule with month-to-date and year-to-date totals, grouped by category and reconciled to the general ledger to show source of variances.

Cash Flow

Direct or indirect cash flow summary showing operating, investing, and financing activities with opening and closing cash reconciled to bank statements.

Reconciliations

Bank, AP, AR, payroll and other reconciliations attached or summarized to demonstrate that reported balances match independent records.

Notes & Attachments

Narrative explanations, supporting schedules, and scanned invoices or contracts that substantiate material transactions or accounting estimates.

Step-by-step: compile and finalize your monthly statement

Follow these steps in order to produce a complete, review-ready Financial Monthly Statement with supporting reconciliations and approvals.

01

1. Close books: Post month-end entries and lock the accounting period in the general ledger.
02

2. Reconcile accounts: Complete bank and sub-ledger reconciliations and attach variance explanations.
03

3. Prepare schedules: Assemble P&L, balance sheet, cash flow and variance commentary in standardized templates.
04

4. Review & sign: Route to approvers, capture signatures, and archive signed copies with the audit trail.

Typical routing and delivery workflow

A consistent routing flow ensures timely reviews and secure distribution. The following illustrates common recipient order and delivery practices.

Prepare: Accounting team prepares the statement and attaches reconciliations and supporting documents.
Internal review: Controller or finance manager reviews figures, queries discrepancies, and requests adjustments if needed.
Approvals: Designated signatories approve and sign the statement; approvals are recorded in the document history.
Distribute: Send finalized statement to stakeholders, lenders, or departments via secure channels.

Typical monthly timelines and expectations

Organizations set internal deadlines to ensure consistent delivery; below are commonly adopted timing targets to support reporting and compliance needs.

Close date target:

Complete ledger close within 3–5 business days after month end.

Reconciliation deadline:

Finish bank and sub-ledger reconciliations within 5–7 business days.

Management review:

Controller review completed within 2 business days after reconciliations.

Sign-off:

Obtain required signatures and approvals within 10 business days of month end.

External distribution:

Deliver to lenders or external stakeholders within agreed covenant timing, commonly 10–15 days.

Security and compliance considerations

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

Access controls: Role-based permissions and SSO support

Audit trail: Comprehensive timestamped signing history

HIPAA: BAA required for handling PHI

21 CFR Part 11: Compliant options for regulated records

Certifications: SOC 2 Type II and ISO 27001 available

Common risks and consequences of inaccurate statements

Tax exposure: Incorrect reporting increases IRS audit risk

Covenant breach: Incorrect figures can trigger lender remedies

Regulatory fines: HIPAA or SEC violations carry penalties

Operational disruption: Late statements delay payments and approvals

Audit qualification: Errors may lead to qualified audit opinions

Data breach: Poor controls increase exposure and liability

Who typically prepares and reviews these statements

Multiple roles touch the Financial Monthly Statement depending on organization size and complexity.

Accounting staff: prepares statements, posts adjustments, completes reconciliations.
Controller/Finance Manager: reviews, approves, and explains significant variances.
External stakeholders: lenders, investors, or auditors who rely on final signed versions.

Define clear owner and approver roles to speed close and ensure accountability each month.

Common eSignature vendor comparison for signing and distributing monthly statements

Platform choice affects cost, bulk distribution, and compliance features; the table compares common capability and starting prices across vendors.

	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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
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 monthly statements and e-signing

Answers address common legal, operational, and technical issues encountered when preparing and signing Financial Monthly Statements.

Need help? Contact support

Is an electronic signature legally valid?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent to electronic records, attribution, and reliable retention to meet the four-part validity test.
When is notarization required?
Notarization is rarely required for internal monthly statements but may be requested by lenders or in transaction-specific exhibits. If a notarized signature is needed, follow state notary and RON rules and retain the notary journal or audio-video record as applicable.
How do I correct a discovered error after signing?
Prepare an amended statement that clearly references the original, explain the correction, obtain required approvals and new signatures, and retain both versions with audit notes to preserve the change history.
Which signers are authorized?
Authorized signers typically include the controller, CFO, or other officers designated in corporate governance documents. Confirm signing authority against corporate resolution or delegation of authority policies.
Can I use remote online notarization (RON)?
Use RON only in states that permit permanent RON and where the notarization meets lender or counterparty requirements; follow identity-proofing and recording retention standards for the state involved.
How should signed statements be stored?
Store signed copies with intact audit trails in encrypted, access-controlled repositories. Retain per regulatory schedules (e.g., IRS three-year standard, HIPAA six years) and ensure exportable copies for audits.

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