Can this be e-signed?

Yes—electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Verify whether the transaction is an exception to electronic execution and whether the counterparty accepts e-signatures.

Is notarization required?

Not always. Whether notarization is required depends on the recipient or the record type and state law. When required, follow either in-person notarization or the state’s RON rules if available.

How to handle identity verification?

Use government-issued ID scans and, where stronger assurance is needed, knowledge-based authentication, SMS codes, or provider-backed credential analysis to establish signer identity.

What supporting documents are needed?

Common attachments include articles of incorporation, corporate resolutions, a power of attorney, and a clear government ID for the signer. Attach the documents referenced in the authority clause.

How to correct a completed statement?

If material errors exist, prepare an amended statement or a corrective affidavit signed and executed with the same level of authentication as the original; note the correction date.

How long must records be kept?

Follow the longest applicable retention rule: IRS records minimum 3 years (IRC §6501(a)), HIPAA 6 years (45 CFR §164.530(j)), and industry-specific standards as applicable.

Electronic Signature
Templates
Legal
Legal ASIC Statement

Legal ASIC Statement

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

LEGAL ASIC STATEMENT

This Legal ASIC Statement is made on by Declarant Name: (Position/Office: ) for and on behalf of Company Name: , ACN/ABN: , ASIC File Number: , Registered Office:

RECITALS

WHEREAS the Declarant is a duly appointed officer or authorised agent of the Company and is empowered under the Company's constitution and applicable law to make this statement to the Australian Securities and Investments Commission (ASIC) for the purpose of notifying or confirming the matters set out in this Statement.

WHEREAS the facts and particulars set out in this Statement and any attachments are provided for the purposes of statutory lodgement, record amendment or formal confirmation and are true and correct as at .

WHEREAS the Company requires a formal signed statement that such facts are accurate, and the Declarant acknowledges the legal consequences of making a false or misleading statement to ASIC.

NOW, THEREFORE, in consideration of the matters recited above, the Declarant makes the following statements, warranties and acknowledgements:

1. STATEMENT OF FACTS

The Declarant certifies that the facts set out below are true, complete and accurate to the best of the Declarant's knowledge and belief. The Declarant attaches or lists any documents relied upon beneath and confirms those documents form part of this Statement.

Description of matters being certified Supporting documents (identify by title and date)

2. AUTHORITY AND CAPACITY

The Declarant warrants that at the time of signing this Statement the Declarant holds the office specified above and has the authority to make this Statement and to supply the documents and information referred to herein for the purposes stated.

Entity capacity (tick applicable):
Director Company Secretary Authorised Agent Other (specify below)

If Other, specify capacity

3. ACKNOWLEDGEMENTS AND LEGAL CONSEQUENCES

The Declarant acknowledges that knowingly or recklessly providing false or misleading information or documents in this Statement may give rise to civil and criminal liability under applicable corporations and statutory laws. The Declarant confirms that the information contained in this Statement is provided for the purposes of lodgement, record amendment or official confirmation and may be relied upon by the Company and regulatory authorities.

Material facts relied upon

4. INDEMNITY

The Declarant indemnifies and agrees to hold harmless the Company and its officers from and against any loss, liability, cost or expense arising directly from any breach of the warranties in this Statement, including but not limited to claims resulting from inaccurate or incomplete information provided by the Declarant.

Scope of indemnity (optional specificity)

5. CONFIDENTIALITY AND PUBLIC RECORD

The Declarant acknowledges that the information contained in this Statement may become part of the public records maintained by regulatory authorities. To the extent permitted by law, the Company and the Declarant will keep confidential any information expressly identified as confidential at the time of lodgement.

6. NOTICES

All notices, requests or other communications required or permitted under this Statement must be in writing and delivered to the addresses set out below.

Company notice address Company contact person Company email/phone Declarant notice address Declarant contact person Declarant email/phone

7. AMENDMENTS AND WAIVER

No amendment, modification or waiver of any provision of this Statement is effective unless made in writing and signed by both the Company and the Declarant. No failure or delay by a party in exercising a right under this Statement shall operate as a waiver of that right.

8. GOVERNING LAW

This Statement is governed by and must be construed in accordance with the laws of and the parties submit to the non-exclusive jurisdiction of the courts of that jurisdiction.

9. ENTIRE AGREEMENT

This Statement constitutes the entire agreement between the parties with respect to the subject matter of this Statement and supersedes all prior agreements, understandings, negotiations and discussions, whether oral or written, between the parties.

10. SEVERABILITY

If any provision of this Statement is held to be illegal, invalid or unenforceable in whole or in part, the remaining provisions will continue in full force and effect.

11. COUNTERPARTS

This Statement may be executed in counterparts and may be delivered by electronic transmission. Each counterpart constitutes an original instrument but all counterparts together constitute one and the same instrument.

EXECUTION

The undersigned declare that they have read and understood the contents of this Statement and that the information provided is true and correct. The parties execute this Statement on the dates set out below.

Company:

By:

Date:

Declarant:

By:

Date:

What the Legal ASIC Statement Is and When It’s Used

A Legal ASIC Statement is a formal written declaration by an authorized signatory that confirms identity, corporate authority, and specific facts required by a counterparty or regulator. It typically lists the signatory’s full legal name, official title, corporate identifiers, and a certification of authority to bind the entity. Organizations use this statement for KYC checkpoints, contract execution, cross-border transactions, vendor onboarding, and regulatory filings where counterparties require documented evidence of signatory authority. The statement can be executed electronically when the underlying transaction permits electronic signatures under U.S. law.

Why a Clear Legal ASIC Statement Matters

A concise ASIC Statement reduces onboarding friction, documents authority for counterparties, and provides an auditable record of who committed the organization to obligations. It clarifies identity and avoids downstream disputes about contract validity.

Typical Users and Situations for Filing a Legal ASIC Statement

Organizations and individuals request and complete ASIC Statements when a transaction or regulator requires verified signatory authority.

Corporate legal teams conducting contract execution and signature verification
Banks and compliance officers for KYC and account opening checks
Real estate and escrow agents verifying authorized signers for closings

The document is also used by vendors, government contractors, and international counterparties that require a formal certification of signing authority before releasing funds or executing agreements.

Core Elements to Include in a Professional ASIC Statement

A complete statement should be structured, unambiguous, and supported by identification or corporate records to allow third parties to rely on the certification.

Signatory Identity

Full legal name, government ID reference, contact information, and any professional credentials that verify the signer.

Authority Clause

Clear language stating the signer’s capacity to bind the entity, including corporate role and citation to governing documents when applicable.

Company Details

Registered business name, state of formation, registration or EIN number, and principal place of business.

Certification Language

A short sworn or certified statement attesting to accuracy, often signed under penalty of perjury where required.

Supporting Attachments

Attach articles of incorporation, corporate resolution, power of attorney, or ID copies to substantiate authority.

Signature Block

Signed and dated signature block including printed name, title, date, and any notary or witness information when required.

Key Required Data Fields and Security Indicators

Full Legal Name: As on government ID

Title / Role: Corporate title and scope

Entity Identifier: EIN or state registration

Execution Date: MM/DD/YYYY format

Supporting ID: Passport or driver’s license

Data Security: TLS 1.2/1.3; AES-256 at rest

Step-by-Step: Filling and Finalizing the ASIC Statement

Follow these ordered steps to prepare, verify, and execute a legally usable statement.

01

Prepare Documents: Gather corporate records and ID copies
02

Complete Fields: Enter required data and attach files
03

Verify Authority: Confirm signer is authorized per corporate documents
04

Sign and Notarize: Execute signature and obtain notarization if needed

Where to Send or File the Completed Statement

Routing depends on the recipient’s requirements; common destinations include counterparties, escrow agents, and internal compliance teams.

Counterparty: Deliver signed statement to the contracting party
Escrow Agent: Provide to escrow for closing verification
Regulator: File with regulator when requested in regulatory matters
Internal Records: Save in corporate compliance repository

Digital Workflow Settings to Use When eSubmitting

Configure the signing workflow to match authentication and retention requirements before distribution.

Field	Configuration
Authentication	Email link or SMS code
Conditional Fields	Show supporting ID only when required
Audit Trail	Enable full timestamps and IP logging
Retention	Set document retention per policy

Technical Considerations for eSubmission and Storage

Ensure the chosen digital platform supports required authentication, formats, and retention policies before sending.

signNow: Integrations with Salesforce, NetSuite, Microsoft 365
File Formats: PDF, DOCX, HTML, Excel supported
Security: SOC 2, ISO 27001, AES-256 encryption

Configure platform-level audit trails and retention settings to meet legal and internal compliance requirements; preserve copies in a secure records system.

Typical Timing and Response Expectations

Expect requests for an ASIC Statement to be time-sensitive; set internal SLAs to avoid contract hold-ups or regulatory delays.

On Request:

Provide statement immediately when requested

Internal Review:

Allow 2–5 business days for legal review

Notarization Booking:

Schedule notary within 1–7 days

eSubmission Confirmation:

Expect signed copy within 24–48 hours

Retention Start:

Retention begins on execution date

Key Processing Milestones for an ASIC Statement

A sequential milestone view clarifies responsibilities from preparation through final filing.

01

Drafting

Prepare statement language and attachments

02

Internal Approval

Legal or compliance signs off on content

03

Execution

Authorized signer signs and dates

04

Submission

Send to requesting party and archive copy

Common Preparation Errors to Avoid

Submitting a statement with a name that does not match government ID causes verification failure and delays.
Omitting the corporate resolution or power of attorney that evidences authority often triggers an additional document request.
Using vague authority language instead of a precise role citation invites refusal by counterparties or escrow agents.
Signing before notarization when a notary is required can render the statement noncompliant for its intended use.

Potential Legal and Financial Risks

Backup Withholding: 24% if TIN missing

Contract Invalidity: Agreement risk if signer lacks authority

Regulatory Fines: Penalties for false corporate filings

Notarization Failure: Document may be rejected

Data Exposure: Improper storage risks breach

Fraud Liability: Civil/criminal exposure possible

How a Legal ASIC Statement Compares to a Standard Signatory Letter

Comparing document features helps determine which form best meets a counterparty’s verification needs.

Criteria	ASIC Statement	Signatory Letter
Formality	higher	lower
Supporting Docs	attached required	often optional
Notarization	often required	rarely required
Use Case	regulatory/escrow	general contracting

eSignature Provider Comparison for Executing the ASIC Statement

Select an eSignature vendor that meets authentication, notarization, and retention needs; pricing and features vary by plan and vendor.

	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, no CC	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA required)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions and Troubleshooting

Answers to common questions about signing, notarization, electronic submission, and recordkeeping for an ASIC Statement.

Need help? Contact support

Can this be e-signed?
Yes—electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Verify whether the transaction is an exception to electronic execution and whether the counterparty accepts e-signatures.
Is notarization required?
Not always. Whether notarization is required depends on the recipient or the record type and state law. When required, follow either in-person notarization or the state’s RON rules if available.
How to handle identity verification?
Use government-issued ID scans and, where stronger assurance is needed, knowledge-based authentication, SMS codes, or provider-backed credential analysis to establish signer identity.
What supporting documents are needed?
Common attachments include articles of incorporation, corporate resolutions, a power of attorney, and a clear government ID for the signer. Attach the documents referenced in the authority clause.
How to correct a completed statement?
If material errors exist, prepare an amended statement or a corrective affidavit signed and executed with the same level of authentication as the original; note the correction date.
How long must records be kept?
Follow the longest applicable retention rule: IRS records minimum 3 years (IRC §6501(a)), HIPAA 6 years (45 CFR §164.530(j)), and industry-specific standards as applicable.

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