Is an electronic affidavit legally valid?

Yes. Electronic signatures are legally binding under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.

Do affidavits of insurance require notarization?

Many counterparties require notarization or a notarized acknowledgment for sworn statements. Requirements vary by recipient and state; confirm whether a physical notary or RON session is acceptable.

Who is authorized to sign the affidavit?

An authorized representative of the insured (owner, officer, or broker) usually signs. The signer’s title and relationship to the insured must be stated to establish authority.

How do I correct a signed affidavit?

If minor, attach a signed amendment or corrected affidavit referencing the original. For substantive errors, complete a new affidavit and note withdrawal of the prior version.

What supporting documents should accompany the affidavit?

Attach the insurer’s declarations page, relevant endorsements, and carrier contact information to enable rapid verification and reduce follow-up requests.

Can an affidavit be revoked or rescinded?

A sworn affidavit may be superseded by a new sworn affidavit or rescinded with a clear written statement. Legal consequences depend on the context and any third-party reliance on the original.

Electronic Signature
Templates
Legal
Legal Affidavit of Insurance

Legal Affidavit of Insurance

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

LEGAL AFFIDAVIT OF INSURANCE

State of: County of: .

Affiant Name: , Title: , on behalf of Insurer Name: , having a principal place of business at Insurer Address: , being duly sworn, deposes and says under penalty of perjury:

RECITALS

WHEREAS, Certificate Holder: has requested written evidence that certain insurance is in effect for the benefit of Certificate Holder in connection with Project: ; and

WHEREAS, Affiant is an authorized representative of Insurer and is authorized to execute this affidavit and bind the Insurer with respect to the statements contained herein.

NOW, THEREFORE, in consideration of the foregoing recitals and the mutual covenants contained herein, Affiant affirms, represents and warrants as follows:

1. DEFINITIONS

For purposes of this Affidavit, the following terms shall have the meanings ascribed: "Insurer" means the insurance company identified above; "Insured" means the named insured under the policy described below; "Policy" means the insurance policy or policies identified in Section 2 below; "Certificate Holder" means the entity identified above.

2. INSURANCE COVERAGE

Insurer hereby certifies that the Insured named below is the holder of the following insurance policies in full force and effect as of the date of this Affidavit:

Insured Name Policy Number

Type(s) of Coverage (check all that apply) General Liability Automobile Liability Workers' Compensation Professional Liability Excess / Umbrella

Policy Effective Date Policy Expiration Date Policy Limits (describe each applicable limit)

3. REPRESENTATIONS AND WARRANTIES

Affiant represents and warrants that: (a) the information contained in this Affidavit is true and correct to the best of Affiant's knowledge and records; (b) the Policy is valid, binding and in full force and effect on the effective date set forth above; (c) premiums due and payable under the Policy have been paid through the date of this Affidavit unless otherwise indicated in writing attached hereto; and (d) there are no notices of cancellation, nonrenewal or material modification in effect as of the date of this Affidavit other than as disclosed in writing to Certificate Holder.

Affiant further affirms that, except as otherwise provided by endorsement or written agreement, the insurer will provide Certificate Holder with not less than days' written notice prior to cancellation or material reduction of coverage where such notice is required by policy terms or law.

4. ENDORSEMENTS AND ADDITIONAL INSURED

If Additional Insured status or specific endorsements have been granted to the Certificate Holder, those endorsements are set forth below. If no endorsements apply, indicate "None".

Endorsements / Additional Insured Details

5. NOTICE OF CANCELLATION

Affiant certifies that to the extent permitted by the Policy and applicable law, the Insurer will endeavor to provide written notice of cancellation, nonrenewal or reduction in coverage to Certificate Holder at the address set forth in Section 9 below. Such notice, where contractually required, shall be provided in accordance with the Policy terms and applicable law.

6. CLAIMS-MADE OR OCCURRENCE

The Policy is written on a Occurrence Claims-Made basis. If Claims-Made, Prior Acts coverage and retroactive date (if any) are:

7. INDEMNITY AND RELIANCE

Certificate Holder may rely upon the statements contained in this Affidavit as a material representation upon which Certificate Holder may rely in accepting this evidence of insurance. This Affidavit does not alter, extend, or change the Policy in any respect. Nothing in this Affidavit constitutes a waiver of any terms, conditions, limitations or defenses available to the Insurer under the Policy or at law.

8. NOTICES

All notices required or permitted under this Affidavit shall be in writing and delivered to the following addresses:

Insurer Notice Address Certificate Holder Notice Address

9. MISCELLANEOUS PROVISIONS

Governing Law: This Affidavit shall be governed by and construed in accordance with the laws of the State of , without regard to its conflict of laws principles.

Entire Agreement: This Affidavit, together with any endorsements or attachments expressly referenced herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior oral or written representations or agreements.

Severability: If any provision of this Affidavit is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Amendments and Waiver: No amendment or waiver of any provision of this Affidavit shall be effective unless in writing and signed by the party against whom enforcement is sought. The failure of any party to enforce any provision shall not constitute a waiver of future enforcement.

Counterparts: This Affidavit may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one and the same instrument.

10. AFFIRMATION

I, the undersigned Affiant, being duly sworn, affirm under penalty of perjury under the laws of the State of that I am authorized to execute this Affidavit on behalf of the Insurer and that the statements set forth herein are true and correct to the best of my knowledge, information and belief.

Affiant (Insurer Representative) - Print Name:

By (Signature):

Date:

Certificate Holder - Print Name:

By (Signature):

Date:

What a Legal Affidavit of Insurance Is and when it’s used

A Legal Affidavit of Insurance is a sworn, written statement by an insured party or insurer that verifies the existence, scope, and effective dates of an insurance policy. It is commonly used to confirm coverage for contracting, permitting, lease execution, and regulatory compliance. The affidavit typically identifies the insurer, policy number, named insured, covered risks, limits, and the effective and expiration dates, and it is signed under oath or penalty of perjury and often notarized to support admissibility and third-party reliance.

Why this affidavit matters for contracts and compliance

A clear affidavit reduces administrative delays by providing a single, sworn source of insurance facts that counterparties and regulators can rely on.

Who commonly prepares and requests this affidavit

Typical users range across sectors that require proof of insurance before work begins or access is granted.

Contractors and subcontractors who must show coverage before bidding or mobilization
Property managers and landlords that require proof of liability and property coverage
Lenders and title companies that need assurance of insurance prior to closing

Understanding each party’s role helps determine who completes, signs, notarizes, and retains the affidavit.

Core elements to include in a professional affidavit

A complete affidavit of insurance clearly identifies parties, policy details, coverage limits, effective dates, affirmation language, and authentication steps such as notarization or witness statements.

Affiant Identity

Name, title, and relationship to insured. Include contact phone and email for verification and chain-of-custody reasons when third parties need confirmation.

Insurer Details

Legal name of insurer, address, and policy administrator contact. This enables third parties to confirm coverage directly with the carrier if needed.

Policy Information

Policy number, type (e.g., general liability, workers’ comp), and endorsements. List policy subtypes to avoid ambiguity about covered exposures.

Coverage Period

Effective and expiration dates in MM/DD/YYYY format. State whether coverage is continuous, renewed, or scheduled to lapse within a contract term.

Limits and Deductibles

Express limits (per occurrence, aggregate) and deductible amounts. Cite policy sections or endorsements for unusual limit structures.

Authentication

Sworn statement language, signature block, and notarization or witness details. Include space for notary acknowledgment and RON session ID when applicable.

Required factual fields at a glance

Insurer Name: Full legal insurer name

Policy Number: Exact alphanumeric policy ID

Coverage Types: Liability, property, etc.

Policy Limits: Per-occurrence and aggregate

Effective Dates: MM/DD/YYYY–MM/DD/YYYY

Named Insured: Legal name of insured

Step-by-step: completing and authenticating the affidavit

Follow this ordered checklist to prepare a legally reliable affidavit and minimize rework.

01

Prepare Draft: Assemble insurer documents and policy declarations page
02

Enter Data: Populate all fields and verify numeric entries
03

Authenticate: Sign under oath and obtain notarization or RON
04

Distribute: Provide copies to stakeholders and retain originals

Configuring an online affidavit workflow

Set up digital fields, signer roles, and authentication to match your verification requirements before routing for signature.

Field	Configuration
Authentication	Email link, SMS code, or two-factor
Attachments	Require declarations page upload
Reminders	Automated reminders every 3–7 days
Retention	Auto-save PDF with audit trail

Technical considerations for eSigning and eNotarization

Choose a platform that supports required authentication, RON if used, and secure document export.

Authentication: Email or SMS verification
RON Support: Audio-video recording and credentialing
File Formats: PDF/A export and audit trail

Typical digital signing flow for online affidavits

A predictable online flow reduces signer friction and preserves legal evidence required for sworn statements.

Upload Document: Sender uploads affidavit template to the platform
Place Fields: Add signature, date, and attachment fields
Send for Signature: Platform delivers secure signing links to signers
Complete and Archive: Signed PDF and audit trail are stored

Timing expectations and common deadlines

Affidavit timing is often set by the requesting party; plan for verification and authentication time when scheduling.

Request Window:

Provide affidavit upon request before contract award

Processing Time:

Carrier verification typically 1–3 business days

Notary Timing:

In-person or RON session may take 15–60 minutes

Renewal Updates:

Submit updated affidavit when policy renews or changes

Retention Trigger:

Retain per recordkeeping rules after execution

Key milestones in affidavit processing

Track these sequential milestones to ensure timely verification and acceptance by third parties.

01

Draft Complete

Form fields fully populated and internally reviewed

02

Carrier Verification

Insurer or broker confirms policy details and limits

03

Notarization

Signer appears before notary or completes RON session

04

Distribution

Finalized affidavit delivered to requestor and archived

Common mistakes that cause rejections or delays

Entering a policy number with transposed characters prevents automated carrier lookups and requires manual correction, delaying acceptance.
Using abbreviations or trade names instead of the insured’s legal name creates mismatches with carrier records and may void reliance.
Failing to notarize when requested or using an unsupported RON method can render the affidavit unacceptable to certain counterparties.
Omitting insurer contact information removes the easiest path for third-party verification and increases administrative back-and-forth.

Consequences of incorrect or false affidavits

Contract Termination: Counterparty may terminate for noncompliance

Coverage Gap: Uninsured losses may become the insured’s liability

Perjury Exposure: False sworn statements risk criminal penalties

Claim Denial: Carrier may contest coverage for misrepresented facts

Financial Penalties: Contract damages or fines may apply

Reputational Risk: Trust and future contracting harmed

eSignature vendor comparison for affidavit workflows

Compare basic pricing and capabilities relevant to affidavit signing and notarization. signNow is listed first per table conventions.

	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	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about the Legal Affidavit of Insurance

Answers to common procedural and legal questions that arise when preparing, signing, and submitting an affidavit of insurance.

Need help? Contact support

Is an electronic affidavit legally valid?
Yes. Electronic signatures are legally binding under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.
Do affidavits of insurance require notarization?
Many counterparties require notarization or a notarized acknowledgment for sworn statements. Requirements vary by recipient and state; confirm whether a physical notary or RON session is acceptable.
Who is authorized to sign the affidavit?
An authorized representative of the insured (owner, officer, or broker) usually signs. The signer’s title and relationship to the insured must be stated to establish authority.
How do I correct a signed affidavit?
If minor, attach a signed amendment or corrected affidavit referencing the original. For substantive errors, complete a new affidavit and note withdrawal of the prior version.
What supporting documents should accompany the affidavit?
Attach the insurer’s declarations page, relevant endorsements, and carrier contact information to enable rapid verification and reduce follow-up requests.
Can an affidavit be revoked or rescinded?
A sworn affidavit may be superseded by a new sworn affidavit or rescinded with a clear written statement. Legal consequences depend on the context and any third-party reliance on the original.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now