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Legal Disclosure for Signature

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LEGAL DISCLOSURE FOR SIGNATURE

This Legal Disclosure for Signature (the "Disclosure") is made as of by and between Disclosing Party Name: and Receiving Party Name: .

Disclosing Party entity type:

Receiving Party entity type:

RECITALS

WHEREAS, Disclosing Party possesses certain non-public information, documents, and materials related to its business, operations and/or a potential transaction, and desires to disclose that information to Receiving Party for evaluation and limited use as set forth herein;

WHEREAS, Receiving Party desires to receive such information for the purpose described herein and acknowledges that such information may be confidential and proprietary; and

WHEREAS, the parties intend that the terms of this Disclosure establish the nature, scope, and permitted use of the information disclosed and the respective rights and obligations of the parties with respect thereto.

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

1. DEFINITIONS

For purposes of this Disclosure, "Confidential Information" means all information, whether written, oral, electronic or visual, provided by Disclosing Party to Receiving Party, including but not limited to business plans, financial data, customer lists, technical information, trade secrets, and any analyses, compilations, studies or other documents prepared by Receiving Party that contain, reflect or are based upon such information. Confidential Information does not include information that (a) is or becomes generally available to the public through no act or omission of Receiving Party; (b) was rightfully in Receiving Party's possession prior to receipt from Disclosing Party without an obligation of confidentiality; or (c) is rightfully obtained by Receiving Party from a third party without breach of an obligation of confidentiality.

2. DISCLOSURE

Disclosing Party hereby discloses the information set forth below. The itemized disclosures describe the subject matter, scope, and any limitations of the information being provided. Disclosing Party represents, to the best of its knowledge as of the Effective Date, that the disclosures are true, correct and complete in all material respects, subject to the limitations expressly stated herein.

Known material adverse facts or omissions specifically called to Receiving Party's attention:

3. REPRESENTATIONS AND WARRANTIES

Disclosing Party represents and warrants only that it has the right to disclose the information described in Section 2. Except as expressly set forth in this Disclosure, Disclosing Party makes no representation or warranty, express or implied, regarding the accuracy, completeness, merchantability, fitness for a particular purpose, or non-infringement of any Confidential Information. Receiving Party acknowledges that it has not relied upon any representation or warranty other than those expressly set forth in this Disclosure.

4. USE AND LIMITATIONS

Receiving Party shall use Confidential Information solely for the purpose of evaluating or negotiating the potential business relationship or transaction described in the recitals (the "Permitted Purpose"). Receiving Party shall not use Confidential Information for any competitive purpose, to solicit employees or customers of Disclosing Party, or for any other purpose adverse to Disclosing Party.

5. CONFIDENTIALITY OBLIGATIONS

Receiving Party shall (a) keep Confidential Information in strict confidence and take reasonable measures to protect its confidentiality, at least as stringent as those it uses to protect its own confidential information; (b) disclose Confidential Information only to those employees, agents, advisors or contractors with a need to know for the Permitted Purpose, provided that such persons are bound by confidentiality obligations at least as protective as those in this Disclosure; and (c) not disclose Confidential Information to any third party without the prior written consent of Disclosing Party, except as permitted by law.

6. MANDATORY DISCLOSURE; LEGAL PROCESS

If Receiving Party is compelled by law, regulation or a valid order of a court or governmental body to disclose Confidential Information, Receiving Party shall, to the extent legally permitted, provide Disclosing Party prompt written notice to permit Disclosing Party to seek protective measures. Receiving Party shall disclose only that portion of Confidential Information that is legally required and shall use reasonable efforts to obtain confidential treatment for any disclosed portion.

7. NO RELIANCE

Receiving Party acknowledges that Disclosing Party makes no assurance that the Confidential Information is sufficient for any transaction or decision. Receiving Party shall rely on its own independent investigation and judgment. No statement by Disclosing Party shall be deemed a representation or warranty except as expressly set forth in Section 3.

8. INDEMNIFICATION

Receiving Party shall indemnify, defend and hold harmless Disclosing Party and its officers, directors, employees and agents from and against any and all losses, liabilities, damages, costs and expenses (including reasonable attorneys' fees) arising out of or in connection with Receiving Party's breach of this Disclosure or unauthorized use or disclosure of Confidential Information.

9. LIMITATION OF LIABILITY

Except for liability arising from a party's willful misconduct or gross negligence, neither party shall be liable to the other for any consequential, incidental, special, punitive or exemplary damages, even if advised of the possibility of such damages. The aggregate liability of either party for direct damages arising out of a breach of this Disclosure shall not exceed the actual, documented direct damages proven by the non-breaching party.

10. NOTICES

All notices, requests, consents and other communications required or permitted under this Disclosure shall be in writing and delivered to the addresses set forth below or to such other address as either party designates by written notice.

11. GOVERNING LAW

This Disclosure shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of laws principles.

12. ENTIRE AGREEMENT

This Disclosure constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous oral or written agreements, understandings, or representations concerning the disclosure and use of the Confidential Information.

13. SEVERABILITY

If any provision of this Disclosure is held to be invalid, illegal or unenforceable in whole or in part, such provision shall be modified to the extent necessary to make it valid, or if modification is not possible, severed, and the remaining provisions shall continue in full force and effect.

14. AMENDMENTS; WAIVER; COUNTERPARTS

No amendment or waiver of any provision of this Disclosure will be effective unless in writing and signed by both parties. A waiver of any breach shall not be deemed a waiver of any subsequent breach. This Disclosure may be executed in counterparts and by electronic or facsimile signature, each of which shall be deemed an original and all of which together shall constitute one instrument.

15. ACKNOWLEDGMENT AND CERTIFICATION

By signing below, each party certifies that it has read and understands this Disclosure, that it will abide by its terms, and that the person signing has authority to bind the party for whom they sign. Each party acknowledges that damages at law may be an inadequate remedy for breach and that injunctive relief may be appropriate in addition to other remedies.

Disclosing Party - Print Name:

By:

Date:

Receiving Party - Print Name:

By:

Date:

Enter text✕

What the Legal Disclosure for Signature Is and Why It Appears

The Legal Disclosure for Signature is a written statement presented to signers that explains the legal effect of electronic signing, the record-keeping approach, and any signer rights or choices. It typically describes intent to sign, consumer disclosure and consent requirements under the ESIGN Act (15 U.S.C. ch. 96, 2000) and, for intrastate transactions, UETA where adopted. The disclosure clarifies how the signature will be attributed, what authentication methods may be used, how records will be retained and how a signer may withdraw consent or request a paper copy.

Why Including a Clear Disclosure Matters

A concise disclosure establishes consent, clarifies the signer’s rights, and supports enforceability under ESIGN (15 U.S.C. ch. 96) and state UETA laws; it reduces later disputes about intent and retention.

Why Including a Clear Disclosure Matters

Who Typically Completes or Receives This Disclosure

The disclosure is used by organizations that collect electronic signatures and by individuals asked to sign electronically.

  • Employers and HR teams sending onboarding and I-9 related disclosures
  • Healthcare providers seeking HIPAA-compliant consent to electronic records
  • Banks and financial services requesting e-sign consent for account forms

Tailor distribution and authentication to the recipient type and the legal sensitivity of the document.

Who Signs and Their Typical Roles

Authorized Signatory

An executive or officer who has contract authority; must confirm identity and corporate capacity before signing to ensure enforceability and to bind the entity.

Individual Signer

A private person providing consent for electronic records; consumer-facing disclosures must explain the right to paper and how to withdraw consent per 15 U.S.C. §7001.

Core Elements a Professional Disclosure Should Contain

A thorough Legal Disclosure for Signature lists purpose, the signer’s rights, authentication methods, accessibility, retention, and withdrawal procedures in clear language.

Purpose

Describe why the signature is requested and the transaction’s legal effect so the signer understands the consequences of signing.

Consent

State that the signer agrees to conduct the transaction electronically and acknowledge the right to receive a paper copy.

Access Requirements

Confirm the file formats and device/browser requirements needed to access records and demonstrate how to obtain paper copies.

Authentication

Explain authentication options used (email link, SMS, KBA, or advanced methods) and the data captured for attribution.

Retention

Set out how long records will be retained and how they will be produced on request in legible form.

Withdrawal

Describe the procedure to withdraw consent and the effect of withdrawal on the transaction or record format.

Essential Data Collected and Stored with Each Signature

Signer Name: Full legal name
Email Address: Contact and attribution
Timestamp: Date and time of signing
IP Address: Network attribution
Auth Method: Email, SMS, KBA, or 2FA
Consent Record: Consumer disclosure acceptance

Step-by-Step: Delivering and Capturing the Disclosure

Follow a repeatable sequence to present the disclosure before signature, collect consent, and preserve an audit trail that meets ESIGN/UETA standards.

  • 01
    Prepare: Attach disclosure to the signing package as a required field.
  • 02
    Present: Display the disclosure before any signature field is enabled.
  • 03
    Obtain Consent: Collect affirmative consent via checkbox or signature action.
  • 04
    Capture Audit Trail: Record timestamps, IP, and authentication steps.

Configuring an Online Disclosure Workflow

Set these workflow options to require the disclosure and to capture consent before the signer can proceed to signature fields.

Field Configuration
Require Disclosure Set as required field before signature
Auth Strength Choose email-only, SMS, or KBA
Conditional Logic Show additional fields if signer indicates 'No' or needs paper copy
Retention Setting Mark record retention period and export format

Technical Delivery and File Format Considerations

Confirm platform compatibility, file formats, and signer device requirements before sending the disclosure.

  • File Formats: PDF, DOCX, HTML supported
  • Browser Support: Modern Chrome, Edge, Safari
  • Integrations: CRM, storage, and SSO available

Where to Send the Completed Disclosure and Signed Record

After signature, route the signed disclosure to required parties and archives per your governance rules to preserve notice and compliance.

  • Signer Copy: Automatically email a signed PDF to the signer
  • Business Records: Store master copy in secure document repository
  • Legal or Compliance: Send a copy to counsel when required
  • Regulatory Filing: Transmit copies to regulators as applicable

Timing: When to Present and Preserve the Disclosure

Certain rights and filing windows require the disclosure be presented and consent documented at specific times; preserve records according to governing rules.

Before Signing:

Present disclosure and obtain affirmative consent

Record Retention Start:

Retention begins on effective date or signature date

Consumer Paper Option:

Paper option must be offered before consent is recorded

Tax Document Timing:

Provide required disclosures before tax reporting where applicable

Regulatory Requests:

Produce signed records within regulator deadlines

Key Milestones from Draft to Archived Record

Track these stages to ensure the disclosure is presented, accepted, signed, and preserved with a complete audit trail.

01

Draft and Review

Finalize disclosure text and legal approval

02

Prepare Package

Attach disclosure to signing workflow

03

Sign and Capture

Collect signature, consent checkbox, audit data

04

Archive and Produce

Store signed record and produce on valid request

Representative eSignature Vendor Comparison for Delivering Disclosures

This table compares common vendor criteria for delivering and tracking Legal Disclosures for Signature; signNow appears first to match the platform column ordering requirement.

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 Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real-World Examples of Disclosure Use

These examples show how organizations present disclosures and maintain compliance while collecting signatures remotely.

Fertility Centers of Illinois

airSlate SignNow integrated the disclosure into patient consent packages to collect electronic authorization quickly

  • Improved mobile signing rates
  • The clinic retained complete audit trails and met HIPAA retention requirements for patient records.

Martin Properties

Used an embedded disclosure for lease signings to confirm tenant electronic consent

  • Enabled remote signatures at move-in
  • The property manager captured timestamp, IP, and emailed copies to tenants for durable consent proof.

Common Mistakes to Avoid When Preparing the Disclosure

  • Presenting the disclosure after the signature field is enabled, which can invalidate proof of prior consent and lead to disputes.
  • Using ambiguous language about the right to paper copies instead of the clear statements required by ESIGN consumer-disclosure rules.
  • Failing to capture authentication metadata (IP, timestamp, auth method), weakening attribution evidence in legal challenges.
  • Omitting retention instructions or failing to store a tamper-evident copy, complicating regulatory responses and litigation.

Penalties and Legal Risks for Incorrect or Missing Disclosures

1099 Late Filing: $60–$330 per form (IRC §6721)
Intentional Disregard: $660+ per form, no cap
I-9 Paperwork: $281–$2,789 per violation (8 CFR §274a.2)
HIPAA Noncompliance: Civil penalties and corrective action
Contract Challenge: Risk of unenforceability if intent or consent missing
Notary/Witness Errors: State-level invalidation risk for certain documents

Practical Tips for Clear, Enforceable Disclosures

Follow these practices to reduce legal risk and improve signer understanding.

Use Plain, Direct Language
Write disclosures in straightforward terms, avoid legalese, and explicitly state the signer’s right to a paper copy and the steps to withdraw consent.
Require Affirmative Consent
Make consent an explicit action (checked box or signature) presented before any signature field; record the exact action and timestamp for evidentiary purposes.
Match Authentication to Risk
Use stronger authentication (SMS, KBA, 2FA) for high-value or regulated transactions to improve admissibility and deter fraud.
Preserve a Tamper-Evident Record
Store signed PDFs with embedded audit trails and retain records for applicable statutory periods; ensure retrieval processes are tested.

Supporting Documents and Attachments to Include

Attach companion documents that reinforce identity, authority, and context to strengthen the signed record.

Identification

A scanned government ID or identity proofing record supports signer attribution and helps meet notary or KBA requirements.

Privacy Notice

A HIPAA or privacy addendum clarifies health or consumer data handling and complements the disclosure language.

Authority Proof

Corporate resolution or power-of-attorney documents demonstrate signers’ authority to bind an entity when required.

Related Agreements

Attach the primary contract or form referenced in the disclosure so the signer sees the exact obligations being accepted.

Frequently Asked Questions and Troubleshooting

Answers to common questions about legal effect, consent withdrawal, authentication, and recordkeeping related to the Legal Disclosure for Signature.


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