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Legal Compliance Exhibit

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LEGAL COMPLIANCE EXHIBIT

This Legal Compliance Exhibit is made effective as of by and between Company Name: with principal address at and Service Provider Name: with principal address at (each a "Party" and together the "Parties").

RECITALS

WHEREAS, the Parties are parties to a primary agreement and desire to set forth specific compliance requirements, reporting obligations and audit rights related to applicable laws, regulations and standards; and

WHEREAS, the Parties intend that this Exhibit govern the Parties' respective obligations to ensure compliance with applicable statutes, regulations, orders and industry standards in the performance of duties under the primary agreement; and

WHEREAS, the Parties require formal certification, recordkeeping and remedial procedures to address noncompliance and to permit verification of compliance by the other Party or its authorized representatives.

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the Parties agree as follows:

1. Definitions

For purposes of this Exhibit, the following terms shall have the meanings set forth below. "Applicable Law" means any statute, regulation, rule, order or binding guidance of any governmental authority applicable to the Parties' performance under the primary agreement. "Compliance Officer" means the Party representative designated to receive notices and to coordinate compliance activities as set forth in Section 3.

2. Scope of Compliance Obligations

Each Party shall, at its own expense, comply with all Applicable Law in the performance of its obligations under the primary agreement. Compliance obligations shall include, without limitation, those items described in the scope below and any additional requirements reasonably necessary to achieve and maintain compliance.

3. Compliance Officer; Point of Contact

Each Party shall appoint a Compliance Officer responsible for implementing and monitoring compliance with this Exhibit and for receiving notices and reports required hereunder.

4. Certifications; Periodic Attestations

The Service Provider shall deliver, and the Company may require, written certifications of compliance executed by an authorized officer or the Compliance Officer at intervals set forth below or upon reasonable request. Each certification shall attest that, to the signatory's knowledge after due inquiry, the Provider is in compliance with the Applicable Law and the requirements of this Exhibit.

5. Records, Inspection and Audit Rights

Each Party shall maintain complete and accurate records sufficient to demonstrate compliance with this Exhibit. Upon reasonable prior notice, the other Party and its authorized representatives shall have the right, during normal business hours, to inspect and copy such records and to conduct audits to verify compliance. Audits shall be conducted in a manner that does not unreasonably interfere with business operations.

6. Reporting and Remediation

Each Party shall promptly notify the other Party upon becoming aware of any actual or suspected noncompliance that could reasonably be expected to result in a material adverse effect. The notifying Party shall include in the report a description of the noncompliance, the steps taken to investigate, and proposed remedial measures.

7. Indemnification

Each Party shall indemnify, defend and hold harmless the other Party from and against any losses, liabilities, damages, fines, penalties, costs and expenses (including reasonable attorneys' fees) resulting from the indemnifying Party's breach of this Exhibit or violation of Applicable Law in the performance of its obligations under the primary agreement.

8. Confidentiality

Information disclosed solely in connection with compliance certifications, audits or reports under this Exhibit shall be treated as Confidential Information pursuant to the confidentiality provisions of the primary agreement. To the extent there is any inconsistency, the more protective regime shall apply.

9. Term and Termination

This Exhibit shall remain in effect for the term of the primary agreement and for such additional period as required by Applicable Law or as required to complete any outstanding audits, certifications or remedial actions. Termination of the primary agreement shall not relieve either Party of obligations accrued under this Exhibit prior to termination.

10. Notices

All notices required or permitted under this Exhibit shall be in writing and delivered in accordance with the notice provisions of the primary agreement or to the addresses identified below.

11. Amendments; Waiver

No amendment to this Exhibit shall be effective unless in writing and signed by authorized representatives of both Parties. Failure or delay by a Party to exercise any right or remedy under this Exhibit shall not constitute a waiver of that right.

12. Severability

If any provision of this Exhibit is held to be invalid or unenforceable by a court of competent jurisdiction, such provision shall be severed and the remaining provisions shall continue in full force and effect.

13. Governing Law; Entire Agreement

This Exhibit shall be governed by and construed in accordance with the laws chosen in the primary agreement. This Exhibit, together with the primary agreement, constitutes the entire agreement of the Parties with respect to the subject matter hereof and supersedes all prior and contemporaneous understandings and agreements.

14. Counterparts

This Exhibit 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. Signatures delivered by electronic transmission shall be binding.

Execution and Certification

The undersigned certify that they are duly authorized to execute this Exhibit on behalf of the Party they represent and that they have reviewed and accept the compliance obligations, reporting requirements and audit provisions set forth herein.

Company — Party Label:

By:

Title:

Date:

Service Provider — Party Label:

By:

Title:

Date:

Enter text✕

What the Legal Compliance Exhibit Is

A Legal Compliance Exhibit is a document attached to a primary agreement that documents the parties' certifications, controls, or processes required to meet legal, regulatory, or contractual obligations. It commonly records compliance statements, applicable standards, responsible parties, and verification steps so auditors and counterparties can confirm adherence. Exhibits are used in procurement, healthcare, finance, and regulated contracts to make compliance obligations explicit without lengthening the core agreement. When properly completed and retained, a Legal Compliance Exhibit becomes part of the executed contract and serves as objective evidence during audits or regulatory inquiries.

Why a Legal Compliance Exhibit Matters

A Legal Compliance Exhibit reduces ambiguity about who must meet which obligations and creates auditable evidence of promises, policies, and controls. It supports enforcement and regulatory review under ESIGN (15 U.S.C. ch. 96) and state UETA frameworks when executed electronically.

Why a Legal Compliance Exhibit Matters

Typical Users and Signers

These exhibits are completed by people closest to compliance and contract execution.

  • Compliance officers responsible for policy attestations and internal control descriptions.
  • Contract managers who attach and track exhibits as part of the contracting lifecycle.
  • External counsel or third-party auditors who review and certify compliance language.

Knowing the right participants avoids delays and helps meet filing or audit requirements.

Who May Need Signing Authority

Compliance Officer

Typically a senior compliance or risk manager who understands program controls and may certify accuracy. This person must have delegated authority to represent the organization on regulatory matters and should document the scope of their attestations.

Authorized Signer

An executive or contract signatory listed in corporate records with authority to bind the entity. The signer should ensure statements in the exhibit are accurate, and any limitations or carve-outs are noted in the signing block.

Core Components to Include in the Exhibit

A full Legal Compliance Exhibit balances clear statements with verifiable details so reviewers can confirm compliance without extra interpretation.

Scope

Define precisely which obligations, systems, locations, and time periods the exhibit covers so there is no ambiguity about applicability.

Standards

List applicable laws, regulations, and standards (for example, HIPAA, 45 CFR §164.530(j), ESIGN, UETA) that the party certifies to follow.

Controls

Describe specific technical or administrative controls in place, such as encryption, access controls, monitoring, and audit trails.

Responsible Party

Identify the individual or department accountable for maintaining compliance and for responding to audits or inquiries.

Verification

Specify how compliance will be verified: internal review, third-party audit, certificates, or sample testing and the frequency of checks.

Signature Block

Provide printed name, title, date, and signature lines; note whether electronic signature, witness, or notarization is required.

Step-by-Step: Completing the Exhibit

Follow these sequential steps to fill, verify, and attach the exhibit to the contract.

  • 01
    Prepare: Gather policy statements and supporting evidence.
  • 02
    Complete Fields: Enter required data per field guidance.
  • 03
    Review: Internal review by legal or compliance.
  • 04
    Execute: Sign using allowed eSignature or wet signature.

Configuring an Online Exhibit Workflow

Configure fields and routing to capture attestations, evidence, and signature in a single automated workflow.

Field Configuration
Required Fields Make legal name, effective date, and signature mandatory
Conditional Logic Show controls fields only when specific standards are selected
Routing Route to compliance then counsel in sequence
Audit Trail Enable time-stamped history and signer attributes

Digital Signing and Submission Considerations

Choose a platform that supports required authentication, audit trails, and retention.

  • Authentication: Email, SMS, or stronger
  • Formats: PDF, DOCX, HTML supported
  • Integrations: CRM and cloud storage

Verify the vendor provides compliant encryption, retention, and optional BAA or 21 CFR Part 11 support if required by the exhibit.

Key Timing and Filing Deadlines to Track

Certain exhibits trigger statutory or reporting deadlines; align execution and delivery to those dates.

Provide on Request:

W-9: supply taxpayer information to payer upon request

Informational Returns:

1099-NEC to recipient and IRS by Jan 31

Individual Tax Return:

Form 1040 due Apr 15 (extension to Oct 15 permitted)

I-9 Retention:

Retain per 8 CFR §274a.2(b)(2)(i)(A)

RON Records:

Maintain audio-video and journals per state RON rules

Consequences of Errors or Missing Information

Incorrect 1099: Penalties under IRC §6721
Late Filing: $60–$330 per form depending on delay
Intentional Disregard: $660+ per form, no cap
I-9 Violations: $281–$2,789 per violation
HIPAA Breach: Civil and potential criminal penalties
Contract Exposure: Breach claims or loss of indemnity

Common Preparation Mistakes

  • Using ambiguous language about scope or controls that leaves compliance obligations open to interpretation.
  • Mismatched names and titles between the exhibit and corporate records that delay processing and acceptance.
  • Omitting required citations to statutes or standards such as HIPAA or industry-specific rules, causing reviewer questions.
  • Failing to enable or retain an adequate audit trail when signing electronically under ESIGN/UETA.

Where to File or Send the Executed Exhibit

Route copies to the contract file, compliance team, and any regulator or counterparty specified in the agreement.

  • Contract Repository: Store the executed exhibit with the master contract
  • Compliance Folder: Place copies in compliance records for audit
  • Counterparty: Deliver signed copy to the other party
  • Regulators: File with regulator only if required

eSignature Pricing and Feature Comparison

Compare starting price, trial options, bulk-send availability, audit trail presence, HIPAA support, and envelope caps across major vendors; signNow is listed first.

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

Real-World Examples of Compliance Exhibits

These brief case arcs show how organizations attach exhibits to solve specific compliance needs.

Optica Ventures

Optica needed a simple compliance checklist to accompany investor docs

  • The exhibit standardized attestations across deals
  • Brian Fitzgibbons (COO) noted the interface ease and improved clarity for customers during audits.

Martin Properties

A property manager required tenant compliance confirmations

  • The exhibit captured insurance and safety attestations
  • Tim Martin (Founder) used online execution to keep full compliance and security when closing leases remotely.

Security and Compliance Controls to Document

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
HIPAA Support: BAA available for protected health information
Audit Trail: Time-stamped signer history and metadata
Certifications: SOC 2 Type II and ISO 27001
21 CFR Part 11: Controls for electronic records and signatures
Accessibility: WCAG 2.0 Level AA compliance

Frequently Asked Questions

Answers to common questions about signing, witnesses, notarization, and storage for a Legal Compliance Exhibit.


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