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Legal Declaration of No Processes

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LEGAL DECLARATION OF NO PROCESSES

This Legal Declaration of No Processes (the Declaration) is made effective as of by and between Declarant Name: whose principal address is (Declarant), and Recipient Name: whose principal address is (Recipient).

RECITALS

WHEREAS, Recipient has requested a written declaration from Declarant that, as of the effective date stated above, there are no Processes pending, existing, or threatened against Declarant that would affect Declarant's ability to perform its obligations or transfer title or interest in relation to the Transaction described below; and

WHEREAS, Declarant is willing to provide such a declaration to induce Recipient to proceed with the Transaction and to allocate risk and remedies in the event of later-discovered Processes.

WHEREAS, the parties intend that this Declaration provide a definitive statement of the facts described herein and the remedies available to Recipient in the event such facts prove to be untrue.

NOW, THEREFORE, in consideration of the mutual covenants and agreements contained herein, the parties agree as follows:

1. DEFINITIONS

For purposes of this Declaration, the following terms have the meanings set forth below:

"Process" or "Processes" means any claim, action, suit, arbitration, administrative proceeding, enforcement action, attachment, levy, lien, judgment, bankruptcy, insolvency proceeding, or governmental inquiry, whether civil, criminal, regulatory, or administrative, whether commenced or threatened, and whether at law or in equity.

2. DECLARATION

Declarant hereby declares and represents to Recipient that, except as expressly disclosed in the Additional Disclosures section below, as of the effective date:

(a) There are no Processes pending or instituted against Declarant; (b) Declarant has not received written notice of any threatened Process; (c) there are no liens, judgments, restraining orders, attachments, or other encumbrances affecting Declarant's assets or that would impair Declarant's ability to perform under the Transaction; and (d) Declarant has not filed a petition for bankruptcy, reorganization, or arrangement under any federal or state insolvency law and is not aware of any facts or circumstances that would reasonably be expected to give rise to such a filing.

3. REPRESENTATIONS AND WARRANTIES

Declarant represents and warrants that: (a) Declarant is duly authorized to execute and deliver this Declaration and to make the statements contained herein; (b) the statements in this Declaration are true, complete and correct to Declarant's knowledge after reasonable inquiry; and (c) no material information has been omitted that would render the statements in this Declaration misleading.

4. COVENANTS

Declarant covenants that, if after the date of this Declaration Declarant becomes aware of any Process that would cause any representation herein to be untrue or incomplete, Declarant will notify Recipient in writing within calendar days of such awareness and will provide full particulars of the newly discovered Process.

5. INDEMNIFICATION

Declarant shall indemnify, defend, and hold harmless Recipient and its officers, directors, agents, and employees from and against any and all losses, liabilities, damages, costs and expenses (including reasonable attorney's fees) arising out of or relating to any breach of the representations, warranties or covenants contained in this Declaration or any untrue statement or omission made by Declarant in connection with this Declaration.

6. REMEDIES

The remedies provided in this Declaration are cumulative and in addition to any other remedies available at law or in equity. Recipient may pursue specific performance, injunctive relief, damages, or any combination thereof for breach of this Declaration.

7. NOTICES

All notices, requests, consents and other communications required or permitted under this Declaration shall be in writing and delivered to the addresses set forth below. Notices shall be deemed given when delivered personally, one business day after deposit with a nationally recognized overnight courier, or three business days after deposit in the United States mail, postage prepaid, certified or registered mail.

8. AMENDMENT; WAIVER; COUNTERPARTS

This Declaration may be amended only by a written instrument signed by both parties. No failure or delay by either party in exercising any right or remedy shall operate as a waiver. This Declaration 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.

9. GOVERNING LAW

This Declaration shall be governed by and construed in accordance with the laws of the state of without regard to conflict of laws principles.

10. ENTIRE AGREEMENT; SEVERABILITY; SURVIVAL

This Declaration constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements and understandings, whether written or oral. If any provision of this Declaration is held invalid or unenforceable by a court of competent jurisdiction, the remainder of this Declaration shall not be affected and shall remain in full force and effect. The representations, warranties, indemnities and covenants of the parties shall survive the termination of this Declaration to the extent necessary to effectuate their intent.

11. CERTIFICATION

Declarant certifies under penalty of perjury under the laws of the governing jurisdiction specified herein that the statements contained in this Declaration are true and correct to the best of Declarant's knowledge as of the effective date.

Individual Corporation LLC Partnership Other:

Declarant:

Party Label:

By:

Date:

Recipient:

Party Label:

By:

Date:

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What a Legal Declaration of No Processes Is and when it’s used

A Legal Declaration of No Processes is a written, signed statement by an individual or entity asserting that no legal actions, proceedings, liens, judgments, or administrative processes are pending, threatened, or served against the declarant as of a stated date. Commonly used in transactions, financings, mergers, closings, and due diligence, the declaration may be formatted as an affidavit or sworn declaration and can be executed electronically where permitted by law (see 15 U.S.C. ch. 96, ESIGN, and applicable state UETA provisions). Parties rely on it to allocate risk and document representations.

Why a clear declaration matters for transactions and compliance

A precise Declaration of No Processes provides counterparties with formal assurance that no undisclosed litigation or encumbrances exist, reducing closing risk and clarifying indemnity exposure.

Why a clear declaration matters for transactions and compliance

Who typically prepares and requests this declaration

The declaration is used by transaction teams, counsel, lenders, title agents, and corporate officers who need a formal representation about pending legal matters.

  • Corporate counsel and general counsel teams reviewing representations for M&A or financings.
  • Lenders, underwriters, and title officers seeking assurances before funding or closing.
  • Buyers, investors, and trustees who require a warranty about a counterparty’s litigation status.

Use this statement as part of a diligence packet, keep a signed copy in corporate records, and follow state-specific authentication rules before relying on it.

Core elements to include in a professional declaration

A robust declaration follows a standard legal structure so third parties can quickly verify its scope, authority, and effective date before relying on the statement.

Title and caption

Clear heading identifying the document (Legal Declaration of No Processes), parties, and matter to avoid ambiguity when filed or combined with other documents.

Declarant identity

Full legal name, entity type, jurisdiction of formation, and any EIN or registration number needed to verify the party making the representation.

Scope of representation

A concise statement listing the categories covered (civil actions, criminal indictments, liens, judgments, administrative proceedings) and any materiality threshold.

Effective date and coverage

A specific effective date (MM/DD/YYYY) that identifies the cut-off for the search or inquiry the declarant relied upon.

Consequence and warranty language

Language describing reliance by third parties, indemnity or remedies for misrepresentation, and statements about continuing obligations to disclose new processes.

Execution and notarization

Signature block with printed name, title, date, and notary or witness clause where required by state law or by the counterparty.

Step-by-step: prepare, sign, and distribute a declaration

Follow a short, verifiable workflow to produce a declaration that third parties can rely upon.

  • 01
    Prepare draft: Assemble facts, entity data, and the search basis for the no-process statement.
  • 02
    Review internally: Have counsel or an authorized officer confirm the facts and scope before signing.
  • 03
    Execute and notarize: Sign in presence of required witnesses or a notary, or complete RON where permitted.
  • 04
    Distribute copies: Send signed copies to counterparties and retain an audited record.

How to set up an online workflow for the declaration

Configure a reproducible electronic workflow so each declaration follows the same verification and retention steps.

Field Configuration
Signer Role Designate authorized officer or agent
Authentication Email + SMS code or stronger for high-value deals
Notary Step Add RON or in-person notarization step if required
Storage Enable audit trail + secure archive

Digital signing, formats, and integration considerations

Choose platforms and file formats that preserve signature evidence and metadata required for legal reliance.

  • Accepted formats: PDF, DOCX, HTML
  • Authentication options: Email, SMS code, KBA, RON
  • Common integrations: Salesforce, NetSuite, Google Workspace

Preserve the audit trail, signed PDF, and metadata; ensure the service supports required authentication and retention policies.

Where to send or file the completed declaration

Distribute executed declarations to every party who requested it, and add signed copies to official corporate and transaction records.

  • Counterparty: Deliver a signed copy to the requesting party or its counsel.
  • Title / Escrow: Provide to title or escrow for closings when required.
  • Lender / Underwriter: Send to lenders for loan closing or underwriting files.
  • Corporate records: Store in corporate minute book or records repository.

Essential information to collect and record

Declarant identity: Full legal name
Entity details: Type and jurisdiction
Statement text: Scope of no-process representation
Effective date: MM/DD/YYYY
Signature data: Signer name and title
Authentication: Notary or eSign evidence

Potential legal and commercial risks of an incorrect declaration

Perjury exposure: Criminal risk where the document is sworn
Civil liability: Damages and indemnity claims
Contract rescission: Counterparty may void the deal
Regulatory fines: Penalties where disclosure obligations exist
Closing delay: Additional verification and extended diligence
Reputational harm: Loss of trust with stakeholders

Common preparation errors to avoid

  • Using vague phrases like 'no known processes' instead of a concrete scope and effective date.
  • Listing an incorrect legal entity or misspelling the declarant’s official name, causing identity mismatches.
  • Failing to notarize or witness when state law or counterparty requires authentication for reliance.
  • Not preserving a complete audit trail or signed PDF, which complicates later disputes over execution.

Timing expectations and common deadlines

Timely delivery preserves deal flow; response windows can be contractual or set by the requesting party.

Provide on request:

Supply promptly when a counterparty requests a declaration

Due at closing:

Often required before or at the closing table

Contractual deadline:

Follow any date specified in agreements

Typical turnaround:

3–10 business days for internal verification

Record start date:

Retention begins on the effective date

Key milestones from drafting to storage

A concise milestone sequence helps teams plan verification, signing, and recordkeeping steps.

01

Draft and Gather Facts

Assemble entity data and search results to support the statement.

02

Legal Review

Have counsel confirm wording and scope before execution.

03

Execution and Notarization

Sign in required form and complete notary or RON steps.

04

Distribution and Archive

Deliver to parties and store signed copies with audit trails.

Comparing eSignature vendors for executing declarations

Platform selection affects authentication, audit trail quality, and cost; signNow is listed first for comparison purposes.

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 No
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

Frequently asked questions and practical answers

Answers to common questions about validity, notarization, corrections, and electronic execution of a declaration of no processes.


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