Can this be e-signed?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure the signer demonstrates intent and consent and retain an audit trail.

Is notarization required?

Not usually required for a holdings schedule itself, but specific lenders or attachments (affidavits, powers of attorney) may require notarization or RON depending on state rules.

How do I correct errors?

Prepare an amended statement dated and signed by the authorized signer, attach the original, and distribute the corrected version to all recipients with an explanation.

Who must sign the statement?

An authorized individual—owner, corporate officer, trustee, or agent with valid authority—must sign and state their title or capacity for verification.

How long should I keep records?

Follow industry and federal minima: at least three years for tax-related records (IRC §6501(a)) and six years for HIPAA-related records (45 CFR §164.530(j)); longer retention may be required.

What authentication is advisable?

Use an audit-capable eSignature with identity verification (email + code, SMS, or stronger methods) and retain a tamper-evident signed copy for evidentiary purposes.

Electronic Signature
Templates
Finance
Financial Statement of Holdings

Financial Statement of Holdings

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

FINANCIAL STATEMENT OF HOLDINGS

Client Name: Account Number: Reporting Date:

Reporting Entity and Account Details

Entity Type

Individual Joint Corporation Trust Other

Registered Address Primary Contact

Summary of Holdings

Provide each holding as of the Reporting Date. Include securities held directly and indirectly, cash equivalents, retirement accounts, and other investible assets. Values should reflect current market value; indicate cost basis where available.

Description

Account ID

Quantity / Units

Unit Value

Market Value

Cost Basis

Additional holdings may be attached on a signed schedule. If additional pages are attached, indicate total pages attached:

Aggregate Values

Totals (USD)

Liabilities Secured Against Holdings

Disclose any margin loans, pledges, liens, or other encumbrances secured by the assets listed above.

Custody, Registration and Disposal Instructions

Indicate custodians, registration names, transfer restrictions, or any standing disposal instructions affecting these holdings.

Certification and Authorization

I certify that the information provided in this Financial Statement of Holdings is true, complete and accurate to the best of my knowledge as of the Reporting Date specified above. I understand that knowingly making a false statement or material omission may subject me to civil and criminal penalties under applicable law. I further certify that the values reported represent the best available information, including third‑party statements, custodial reports, and internal records.

Authorization: By signing below I authorize the custodian(s) or agent(s) identified in this statement to disclose, verify, or exchange holding information with the recipient of this statement for purposes of custody confirmation, loan servicing, compliance, or regulatory reporting as may be required.

Certification checkbox: I certify under penalty of perjury that the foregoing is true and correct.

Notes, Disclosures and Terms

Preparer (if different from Client)

Holder Name:

By (Signature):

Title (if applicable):

Date:

What a Financial Statement of Holdings Is and when it’s used

A Financial Statement of Holdings is a snapshot report listing an individual’s or entity’s financial assets, liabilities, and account balances as of a specific valuation date. It typically itemizes securities, cash positions, retirement accounts, real property interests, and other reportable assets, with valuation method and custodial details. Lenders, brokers, custodians, wealth managers, and auditors use this document to assess collateral, underwriting, fiduciary obligations, or net worth. In the United States it is frequently supplied during credit underwriting, brokerage account opening, compliance reviews, and periodic portfolio reporting.

Why this statement matters for accuracy and compliance

A clear, complete Financial Statement of Holdings improves transparency, supports underwriting and audit processes, documents valuation methodology, and reduces downstream disputes. Accurate statements help satisfy lender or custodian requirements and form the basis for collateral and fiduciary decisions.

Core sections to include in a professional statement

A well-structured statement groups information logically so reviewers can verify holdings, valuation, and authority quickly.

Cover Page

Identifies the reporting party, valuation date, preparer contact, and purpose of the statement for quick context.

Holdings Schedule

Line-item list of securities, cash accounts, real property, and alternative assets with quantity, custodian, and current market value.

Valuation Method

Explains market sources, pricing time, and any fair-value assumptions or models used to arrive at reported amounts.

Liabilities

Lists secured and unsecured obligations that affect net asset value or lender collateral calculations.

Notes & Disclosures

Describes restricted assets, contested claims, pending settlements, or other items that affect interpretation of the schedule.

Signature Section

Includes preparer name, title, signature, and the signer’s authority or relationship to the reporting party.

Step-by-step: complete the statement reliably

Follow these steps in order to prepare a consistent, verifiable statement.

01

Gather records: Collect account statements, custody confirmations, deeds, and appraisal reports.
02

Compile schedule: List each asset with custodian, account ID, quantity, and valuation.
03

Document methods: Record pricing source, valuation date, and any special assumptions.
04

Sign and deliver: Obtain required signatures, notarization if needed, and send to the requesting party.

Typical preparation and delivery flow

This sequence shows common stages from preparation through distribution.

Prepare file: Assemble holdings schedule and supporting documents.
Review & sign: Authorized signer reviews, signs, and dates the statement.
Authenticate: Apply notarization or eSignature authentication if required.
Distribute: Send to lender, custodian, or internal compliance via secure channel.

How to set up an electronic workflow for the statement

Configure the digital workflow to ensure proper routing, authentication, and storage.

Field	Configuration
Authentication	Email link, SMS code, or KBA depending on signer risk profile
Conditional Fields	Show disclaimers or additional fields if asset types trigger extra disclosures
Notifications	Send automated reminders to signers and confirmation on completion
Storage	Save signed PDF to secure folder with access control and audit logging

Technical considerations for e-submission and storage

Ensure retention and encryption meet regulatory requirements and that recipients accept the chosen e-signature method.

Supported formats: PDF, DOCX, and flattened PDF/A for archival
Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace supported
Access controls: SSO, role-based access, and audit trails

Security and compliance features relevant to submission

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

Audit Trail: Timestamps, IP logs, and signer actions recorded

ESIGN / UETA: Meets ESIGN and UETA standards for enforceability

HIPAA: BAA required for protected health information

SOC 2 / ISO: SOC 2 Type II and ISO 27001 attestations available

21 CFR Part 11: Controls available for FDA-regulated records

Illustrative pricing and feature comparison for e-signature providers

Compare starting prices and common features across vendors; signNow is listed first per this comparison format.

	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 (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA)	Yes (BAA)	Yes (BAA)	No	No

Common timing expectations and delivery windows

Timing depends on transaction context; below are typical deadlines to consider when preparing the statement.

Before closing:

Provide statement to lender or counterparty at the agreed pre-closing submission date

Periodic updates:

Update annually or as required by contract or custodian rules

On request:

Supply supporting documentation within 30 days of a formal compliance or audit request

Valuation date:

Ensure valuations reflect the stated valuation date and source

Retention starts:

Start retention from creation or last effective date per regulatory schedule

Key milestones from preparation to archive

A sequential milestone view helps track tasks from initial data collection through long-term storage.

01

Data collection

Assemble account statements and custody confirmations from all relevant sources

02

Draft & reconcile

Prepare holdings schedule and reconcile against source documents

03

Approval & signature

Obtain authorized signatures and any required notarization or authentication

04

Distribution

Deliver signed copy to recipients and log delivery in audit trail

Common pitfalls to avoid when preparing the statement

Using inconsistent valuation dates across assets, which creates reconciliation mismatches and delays during underwriting.
Omitting custodial account numbers or incorrect custodian names, causing third-party confirmations to fail.
Failing to attach supporting documents such as recent statements or appraisals, prolonging verification and increasing audit risk.
Allowing unauthorized individuals to sign or not verifying signer authority, which can render the statement legally ineffective.

Legal and financial risks from inaccurate statements

Civil Liability: Misstatements can lead to breach or fraud claims

Contract Default: Incorrect holdings may trigger loan covenant breaches

Regulatory Scrutiny: Inaccurate disclosures can prompt regulatory review

Tax Consequences: Incorrect asset reporting may affect tax positions

Reputational Harm: Trust and counterparty confidence can be damaged

Costs to Remedy: Legal and remediation expenses may be significant

How organizations commonly use the Financial Statement of Holdings

Real-world examples show how the statement supports transactions and compliance.

Lender Underwriting

A regional bank required a holdings statement before credit approval

It verified collateral quickly
The structured report reduced conditional requests and shortened underwriting time for the loan closing.

Brokerage Account Opening

A broker requested a holdings schedule for high-net-worth onboarding

The custodian confirmation matched the schedule
The client’s account was opened with fewer follow-up documents and faster funding.

Frequently asked questions about preparing and submitting the statement

Answers to common questions on e-signatures, notarization, corrections, retention, and signer authority.

Need help? Contact support

Can this be e-signed?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure the signer demonstrates intent and consent and retain an audit trail.
Is notarization required?
Not usually required for a holdings schedule itself, but specific lenders or attachments (affidavits, powers of attorney) may require notarization or RON depending on state rules.
How do I correct errors?
Prepare an amended statement dated and signed by the authorized signer, attach the original, and distribute the corrected version to all recipients with an explanation.
Who must sign the statement?
An authorized individual—owner, corporate officer, trustee, or agent with valid authority—must sign and state their title or capacity for verification.
How long should I keep records?
Follow industry and federal minima: at least three years for tax-related records (IRC §6501(a)) and six years for HIPAA-related records (45 CFR §164.530(j)); longer retention may be required.
What authentication is advisable?
Use an audit-capable eSignature with identity verification (email + code, SMS, or stronger methods) and retain a tamper-evident signed copy for evidentiary purposes.

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