Can this statement be signed electronically?

Yes. Electronic signatures meet federal ESIGN requirements (15 U.S.C. ch. 96) and UETA-adopting states' rules when the parties show intent, consent, attribution, and reliable retention. Confirm exceptions in the parties' contracts before relying on e-signatures.

When is notarization required?

Notarization depends on contract and state law; some lenders require a notarized signature for certification. For remote online notarization, follow the state's RON rules and identity-proofing requirements.

Who must sign the statement?

An authorized representative of the reporting entity must sign and date. The signature should match the entity's signing authority under corporate resolution or service agreement.

How do I correct an error after signing?

Do not alter a signed statement. Create and circulate a corrected supplemental statement or an amendment with clear references to the original, and obtain fresh certifications from authorized signers.

How long must I keep copies?

Retain signed statements per federal and contract requirements; IRS records generally kept at least 3 years, HIPAA-related records 6 years. Maintain an access-controlled archive for audits.

Can signNow be used to e-sign and manage these statements?

signNow supports ESIGN/UETA-compliant e-signatures, audit trails, and integrations with systems like NetSuite and Salesforce; HIPAA workflows require a signed BAA and plan features appropriate to compliance needs.

Electronic Signature
Templates
Finance
Financial Warehouse Statement

Financial Warehouse Statement

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

FINANCIAL WAREHOUSE STATEMENT

Statement Date: Account Holder: Account Number:

Warehouse and Custody Details

Warehouse Operator Name Custodian Contact Warehouse Address

Storage Location ID: Insurance Policy Number:

Inventory Summary

The table below lists units of stored collateral as of the Statement Date. Values are stated in U.S. dollars and represent the warehouse operator's recorded valuation at the time of this statement.

Item ID	Description	Quantity	Unit Value	Total Value

Subtotal Adjustments (credits/debits) Storage Charges Insurance Charges Tax / Other Fees Total Collateral Value

Encumbrances and Liens

Are any liens, security interests, or other encumbrances recorded against the inventory listed above? Yes No

If yes, describe lien(s), secured party, and filing references

Storage, Inspection, and Release Terms

Storage is provided subject to the warehouse operator's standard terms. Account Holder acknowledges that the warehouse operator may impose storage charges and setoff against stored collateral for unpaid fees. Warehouse Operator maintains the right to inspect inventory with reasonable prior notice.

Notice Required for Release (days) Holding Period (if any)

Certification and Acknowledgment

The Warehouse Operator certifies that, to the best of its knowledge and belief, the inventory listed above is held in its custody and care on the Statement Date and that the valuations shown reflect the Warehouse Operator's recorded amounts. The Warehouse Operator further certifies that it maintains insurance coverage described above unless otherwise noted in writing to the Account Holder or secured parties.

The Account Holder acknowledges receipt of this Financial Warehouse Statement and agrees that the inventory and valuations reported herein may be relied upon by secured parties and lenders for collateral evaluation, subject to any liens or encumbrances disclosed above.

Prepared By (Name and Title) Prepared On Notes / Terms & Conditions (material exceptions, special instructions, or contract references)

Contact for Questions

Contact Name Phone / Email

Warehouse Operator:

By:

Date:

Account Holder:

By:

Date:

What the Financial Warehouse Statement Is and when it's used

A Financial Warehouse Statement is a formal record that summarizes assets, loan positions, collateral, and transactional activity held in a warehouse financing arrangement or custodial account. It typically includes account identifiers, aggregate balances, itemized collateral or receivables, reconciliations to prior statements, and an authorized certification. Organizations use this statement to support funding draws, credit reporting, audits, and regulatory reviews. The document provides a single-source snapshot for counterparties, lenders, servicers, and auditors to verify current exposure and business activity tied to a warehouse facility or custodial arrangement.

Why a clear Financial Warehouse Statement matters

A well-prepared statement reduces disputes, speeds funding decisions, and supports auditability by presenting reconciled balances and certified collateral lists. It helps maintain operational transparency across originators, lenders, and custodians while supporting regulatory and tax compliance.

Primary users and stakeholders

Clear role definitions and an established routing workflow reduce bottlenecks and support faster approvals.

Warehouse lenders and credit officers who evaluate collateral quality and availability for funding decisions.
Loan originators and servicers who reconcile portfolio details and submit draw requests to the warehouse facility.
Compliance, audit, and accounting teams that verify totals, attachments, and certifications for internal and external review.

Essential sections every professional statement should include

A concise, standardized layout improves readability and reduces errors during review and funding.

Statement Header

Name of reporting entity, warehouse account number, statement date, and reporting period clearly identified to tie the document to a specific facility.

Account Summary

Aggregate balances and totals by category (e.g., loans, receivables, cash collateral) with prior-period comparatives and variance explanations.

Collateral Schedule

Itemized listing of collateral or receivables with identifiers, face amounts, haircuts, and concentration notes for quick credit assessment.

Transaction History

Recent draws, paydowns, transfers, and charge-offs with dates and references so reviewers can reconcile activity to balances.

Certification & Signatures

Authorized signer block with printed name, title, date, and a statement certifying completeness and accuracy under authorized representative signature.

Supporting Attachments

Reconciliations, aging reports, KYC/AML checks, and previously agreed exhibits appended as verifiable supporting material.

Step-by-step process to prepare and finalize the statement

Follow these sequential steps to assemble, verify, and distribute the Financial Warehouse Statement.

01

Gather source data: Export loan ledgers, custodian balances, and transactional logs for the reporting period.
02

Reconcile totals: Match line items to general ledger and resolve variances before certification.
03

Certify and sign: Obtain authorized signatures and date the statement to lock the reporting period.
04

Distribute to recipients: Send to lender, servicer, and internal audit through agreed delivery channels.

Configuring an online workflow for digital completion

A repeatable digital workflow reduces manual steps and preserves an audit trail for each statement lifecycle.

Field	Configuration
Auto-detected fields	Enable automatic field mapping from uploaded ledgers to reduce manual entry.
Conditional fields	Show collateral detail fields only when applicable to the account type.
Signer order	Set sequential signing for preparer, reviewer, then authorized signatory.
Authentication	Require email plus SMS code or stronger methods for high-value certifications.

Where to send the completed statement and typical routing

Route copies based on contractual distribution lists to ensure recipients have required evidence for funding or audit.

Primary lender: Deliver certified copy to the warehouse lender for funding and draw reconciliation.
Borrower / originator: Send a copy to the originator or servicer for internal records and dispute resolution.
Custodian / trustee: Provide supporting schedules to custodians to validate held collateral positions.
Internal audit: Archive a signed copy with audit and compliance teams for review and retention.

Technical considerations for eSubmission and file formats

Preserving a tamper-evident file and capturing an audit trail with signer metadata protects against later disputes and supports regulatory review.

File formats: PDF/A preferred; Word DOCX acceptable for drafts.
Integrations: Link to systems like NetSuite, Salesforce, or cloud storage for automated delivery.
Authentication: Use multi-factor methods for signatories on high-value statements.

Typical timing and processing expectations

Timelines vary by contract; include processing expectations so recipients know when to expect reconciled statements.

Monthly reporting window:

Commonly delivered within 5–15 business days after month-end per facility agreement.

Quarterly reconciliations:

Deeper reconciliations and supporting exhibits often submitted within 30 days of quarter close.

Year-end summaries:

Annual certification packages are typically due within 45–60 days of fiscal year-end.

Funding hold notices:

Discrepancies found during review can trigger funding holds until resolved.

Audit response timeline:

Allow at least 10 business days for internal audit or external reviewer requests.

Common mistakes to avoid when preparing the statement

Misstated totals caused by unreconciled subledgers lead to funding delays and follow-up requests.
Missing or inconsistent identifiers (loan IDs, invoice numbers) prevent automated matching and increase manual work.
Unsigned or improperly authorized certifications expose the report to non-acceptance by lenders or auditors.
Attaching out-of-date supporting schedules creates confusion and may result in requests for full rework.

Consequences of errors or noncompliance

Funding delays: Draws withheld until discrepancies are cleared.

Contractual breach: Counterparty remedies or penalties may be invoked.

Regulatory exposure: Inaccurate records can trigger audits or inquiries.

Tax implications: Misreporting may affect tax filings or withholdings.

Audit findings: Negative audit conclusions increase remediation costs.

Reputational harm: Repeated errors reduce counterparty trust.

eSignature vendor comparison for completing and certifying statements

Common capability criteria for eSignature providers when executing Financial Warehouse Statements; signNow appears first for direct comparison of price and features.

	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 trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about using and certifying this statement

Answers to common questions about e-signatures, notarization, corrections, retention, and platform options for the Financial Warehouse Statement.

Need help? Contact support

Can this statement be signed electronically?
Yes. Electronic signatures meet federal ESIGN requirements (15 U.S.C. ch. 96) and UETA-adopting states' rules when the parties show intent, consent, attribution, and reliable retention. Confirm exceptions in the parties' contracts before relying on e-signatures.
When is notarization required?
Notarization depends on contract and state law; some lenders require a notarized signature for certification. For remote online notarization, follow the state's RON rules and identity-proofing requirements.
Who must sign the statement?
An authorized representative of the reporting entity must sign and date. The signature should match the entity's signing authority under corporate resolution or service agreement.
How do I correct an error after signing?
Do not alter a signed statement. Create and circulate a corrected supplemental statement or an amendment with clear references to the original, and obtain fresh certifications from authorized signers.
How long must I keep copies?
Retain signed statements per federal and contract requirements; IRS records generally kept at least 3 years, HIPAA-related records 6 years. Maintain an access-controlled archive for audits.
Can signNow be used to e-sign and manage these statements?
signNow supports ESIGN/UETA-compliant e-signatures, audit trails, and integrations with systems like NetSuite and Salesforce; HIPAA workflows require a signed BAA and plan features appropriate to compliance needs.

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