Form 8-A is a sworn affidavit used to identify a party in connection with legal filings or administrative matters. It records the declarant's identity, relationship to the matter, and is signed under penalty of perjury.

Can I e-sign Form 8-A?

Yes, electronic signatures are acceptable where ESIGN and UETA apply and the receiving authority permits them. Confirm whether notarization or RON is required and that the eSignature method meets intent, attribution, and retention tests.

Is notarization always required?

Many jurisdictions require a notary acknowledgement or jurat for affidavits. Check the local court or agency rules; some states permit Remote Online Notarization with specific identity-proofing requirements.

How do I fix an error after signing?

Do not alter a signed affidavit. Prepare an amended affidavit or errata statement, have it signed and notarized if required, and file according to the receiving office's correction procedures.

Who can sign on behalf of an entity?

An authorized officer or an individual with written corporate authorization may sign. Attach a board resolution or power of attorney showing authority to bind the entity when requested.

How should I store the affidavit?

Store a certified copy in a secure, access-controlled system with tamper-evident PDF and an audit trail. Follow retention rules such as IRS, HIPAA, or agency-specific periods.

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Form 8-A Affidavit Identifying Party

Form 8-A Affidavit Identifying Party

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AFFIDAVIT IDENTIFYING PARTY (AGENCY)

22 NYCRR 205.53(b)(2)

Form 8-A

(Adoption- Affidavit

Identifying

Party-Agency)

4/2002

SURROGATE'S COURT OF THE STATE OF NEW YORK

COUNTY OF

In the Matter of Adoption of
A Child Whose First Name Is

(Docket)(File) No.

STATE OF NEW YORK )

COUNTY OF )ss.:

I , having been duly sworn, deposes and states the following:

1. [Delete if inapplicable]: I am an attorney at law duly licensed to practice under the laws of the State of New York and have an office at

2. I know

and I know that he she is the same person described in and who executed the annexed

[delete if inapplicable]: and who is now present before the Court.

3. [Delete if inapplicable]: I know

and I know that he she is the same person described in and who executed the annexed

[delete if inapplicable]: and who is now present before the Court.

Affiant

Sworn to before me this
day of

Judge of the Court

What the Form 8-A Affidavit Identifying Party Is

The Form 8-A Affidavit Identifying Party is a sworn written statement used to identify an individual or entity in connection with a legal filing, court proceeding, or administrative matter. It records the declarant's identity, relationship to the matter, and any factual details required by the receiving authority. The affidavit is signed under penalty of perjury and typically requires notarization or other authentication depending on jurisdictional rules. Use clear, verifiable identity information and follow jurisdictional witness or notarization rules to preserve admissibility.

Why a Correct Form 8-A Matters

A properly completed Form 8-A establishes identity on the record, reduces processing delays, and supports chain-of-custody for legal matters. Accuracy helps preserve admissibility and prevents avoidable challenges to the affidavit’s authenticity.

Who Typically Prepares and Completes Form 8-A

Ensure the preparer understands local notarization and witness rules before submission to avoid rejection or evidentiary objections.

Attorneys and paralegals handling filings or client verifications in litigation or administrative proceedings.
Corporate compliance and HR teams verifying signatory authority for transactions or filings.
Individual filers, witnesses, or claimants who must prove identity for a court or government agency.

Typical Signers and Preparers

Attorney

An attorney preparing Form 8-A will confirm factual statements, attach supporting exhibits, and coordinate notarization or remote online notarization to meet court or agency requirements before filing.

Individual

An individual completing Form 8-A must provide government ID details, contact information, and sign under penalty of perjury; they may need a notary or witness depending on the jurisdiction.

Step-by-Step: Completing Form 8-A Accurately

Follow these sequential steps to complete, authenticate, and submit the affidavit with minimal risk of rejection.

01

Gather ID: Collect government-issued ID and supporting documents for proofing.
02

Enter Details: Fill name, DOB, address, and relationship exactly.
03

Sign & Date: Sign in presence of notary or use approved RON if allowed.
04

Submit: File with court or agency per their submission rules.

Typical Processing Flow After Filing

After submission the affidavit typically moves through verification, acceptance, and filing steps; timelines vary by agency and court.

Verification: Receiving office checks identity, signatures, and notarization.
Acceptance: Office accepts or returns documents for correction.
Indexing: Affidavit is recorded and linked to the case or file.
Notification: Parties receive confirmation of filing or required fixes.

Digital Workflow Setup for Form 8-A

Configure an e-signature workflow to preserve intent, attribution, and retention before sending the Form 8-A for signature.

Field	Configuration
Authentication	Email + SMS or knowledge-based authentication as required.
Signature Type	Choose simple e-signature or PKI digital signature per policy.
Notarization	Enable RON session or local in-person notary settings if required.
Audit Trail	Capture IP, timestamp, and action log for evidentiary use.

Technical Requirements for Electronic Affidavits

Confirm platform compliance with ESIGN/UETA, and if health data is involved, HIPAA protections and a necessary BAA.

Authentication Options: Email, SMS, KBA, or advanced signer authentication.
Notarization Support: RON support or integration with remote notary providers.
Retention & Audit: Tamper-evident PDF with exportable audit trail.

Key Sections to Include in a Professional Form 8-A

A complete Form 8-A contains identity data, declarant statement, event or matter details, signature block, notarization block, and attachments. Each section supports evidentiary weight.

Identity Block

Full legal name, aliases, date of birth, and government ID details so the declarant can be reliably matched to official records and cross-checked by the receiving authority.

Declarant Statement

A concise sworn statement stating the declarant's role and the factual assertions being made, written in the first person and signed under penalty of perjury to establish legal accountability.

Matter Details

Reference case numbers, filing dates, and a short factual summary explaining why identification is required, which helps clerks and judges link the affidavit to the correct matter.

Exhibit List

A numbered list of attachments such as copies of ID, corporate documents, or authorization letters that corroborate identity and authority claimed in the affidavit.

Notary Block

Notary acknowledgement or jurat with notary name, commission number, date, and signature. For RON include the audio-video retention statement if required by state law.

Signature Lines

Signature and printed name plus the date; if signed electronically, include an explicit attribution line and an audit trail proving intent and consent under ESIGN/UETA.

Supporting Attachments Often Required

Attach documents that corroborate the declarant's identity and authority to minimize follow-up requests and strengthen the affidavit's evidentiary value.

Government ID

A clear copy of a government-issued photo ID such as a driver’s license or passport showing name and date of birth to support identity verification.

Proof of Address

Recent utility bill or bank statement that matches the address on the affidavit, used by receiving authorities to confirm residency where relevant.

Corporate Authorization

If signing on behalf of an entity, include a board resolution, bylaws excerpt, or signed corporate authorization showing the signer’s authority.

Case Reference

Court case number, agency file number, or related filing receipts to ensure the affidavit is applied to the correct docket or administrative record.

Timing Considerations and Practical Deadlines

There is no single federal deadline for Form 8-A; timing depends on the receiving court or agency. Follow local filing rules and respond promptly to requests for corrected affidavits.

File on Demand:

Provide the affidavit when requested by court or agency; some proceedings require immediate submission.

Notarization Timing:

Sign in presence of notary or RON immediately before notarization to maintain validity.

Correction Window:

If returned, correct and resubmit within the timeframe given by the clerk or agency to avoid delays.

Retention at Filing:

Keep a certified copy after filing; agencies often require retention for case records.

Urgent Matters:

When used for emergency relief, expect expedited review and same-day processing in some courts.

Common Mistakes to Avoid

Incomplete identity details: omitting full ID numbers or aliases delays verification and can lead to rejection.
Improper notarization: failing to use permitted RON or in-person acknowledgment undermines admissibility.
Vague relationship statements: unclear description of authority invites challenges to standing and relevance.
Missing exhibits: not attaching required supporting documents forces additional requests and processing delays.

Legal Risks and Consequences of Errors

Perjury Exposure: Criminal or civil penalties for false statements.

Evidentiary Exclusion: Court may exclude affidavit for improper authentication.

Filing Rejection: Clerk can return the affidavit as deficient.

Delay Costs: Delays can increase litigation or administrative expenses.

Authority Challenges: Third parties may dispute signer authority.

Sanctions Risk: Potential sanctions for bad-faith filings.

Electronic vs Paper Affidavit: Practical Differences

Compare key attributes to determine whether to submit a signed electronic Form 8-A or a paper original based on jurisdiction and evidentiary needs.

Criteria	Electronic Affidavit	Paper Affidavit
Notarization Accepted	yes, where ron allowed	yes, traditional notarization
Authentication Strength	high with pki or advanced auth	high via notary seal
Filing Speed	faster electronic routing	slower physical delivery
Retention Ease	easier digital storage	requires physical archiving

eSignature Vendor Pricing Overview for Form 8-A Workflows

Compare starting price, trial availability, bulk send, audit trail, and HIPAA support to choose a platform that meets authentication and retention needs. Pricing shown reflects vendor list-rate entry-level plans.

	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
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-World Examples Using Form 8-A with Digital Workflows

The following brief examples show how organizations combine affidavits with digital tools and notarization to speed processing and maintain evidence.

Optica Ventures LLC

Optica used digital affidavits to streamline investor verifications and reduce time to acceptance.

The platform simplified identity capture across devices.
The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Fertility Centers of Illinois

A healthcare provider digitized patient-authority affidavits to reduce office visits and improve record retention.

HIPAA controls limited data exposure during capture.
The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company.

FAQs and Troubleshooting for Form 8-A Affidavits

Answers to common questions about completing, authenticating, and storing the Form 8-A to avoid common errors and ensure legal validity.

Need help? Contact support

What is Form 8-A?
Form 8-A is a sworn affidavit used to identify a party in connection with legal filings or administrative matters. It records the declarant's identity, relationship to the matter, and is signed under penalty of perjury.
Can I e-sign Form 8-A?
Yes, electronic signatures are acceptable where ESIGN and UETA apply and the receiving authority permits them. Confirm whether notarization or RON is required and that the eSignature method meets intent, attribution, and retention tests.
Is notarization always required?
Many jurisdictions require a notary acknowledgement or jurat for affidavits. Check the local court or agency rules; some states permit Remote Online Notarization with specific identity-proofing requirements.
How do I fix an error after signing?
Do not alter a signed affidavit. Prepare an amended affidavit or errata statement, have it signed and notarized if required, and file according to the receiving office's correction procedures.
Who can sign on behalf of an entity?
An authorized officer or an individual with written corporate authorization may sign. Attach a board resolution or power of attorney showing authority to bind the entity when requested.
How should I store the affidavit?
Store a certified copy in a secure, access-controlled system with tamper-evident PDF and an audit trail. Follow retention rules such as IRS, HIPAA, or agency-specific periods.

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