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Legal EPIA Agreement

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Legal EPIA Agreement

This Employee Proprietary Information and Inventions Agreement ("Agreement") is made as of Effective Date: by and between Company Name: with principal address: (hereinafter "Company"), and Employee Name: residing at: (hereinafter "Employee").

RECITALS

WHEREAS, Company is engaged in the development, manufacture, marketing and sale of products and services in its business and possesses valuable confidential information, trade secrets and intellectual property; and

WHEREAS, Employee is or will be employed by Company and, in the course of such employment, will have access to and may conceive, develop or reduce to practice certain inventions, discoveries, improvements, works of authorship and confidential information related to Company's business; and

WHEREAS, Company desires to protect its proprietary interests and Employee is willing to assign and protect such interests on the terms set forth herein.

NOW, THEREFORE, in consideration of Employee's employment and the mutual promises contained in this Agreement, the parties agree as follows:

1. DEFINITIONS

1.1 "Confidential Information" means all non-public information disclosed by Company to Employee, whether disclosed orally, visually, in writing or electronically, including but not limited to technical data, trade secrets, formulas, software (source and object code), algorithms, designs, drawings, processes, specifications, customer lists, pricing, marketing plans and financial information.

1.2 "Invention" means any idea, discovery, improvement, process, machine, manufacture, composition of matter, design, work of authorship, algorithm or other subject matter conceived, developed, reduced to practice or authored by Employee alone or with others, whether or not patentable or protectable by copyright, and whether conceived or developed during or outside normal working hours.

2. ASSIGNMENT OF INVENTIONS

2.1 Employee hereby assigns and agrees to assign to Company the entire right, title and interest in and to all Inventions that (a) are made, conceived or reduced to practice by Employee, alone or with others, during the period of Employee's employment by Company and (b) result from work performed for Company or from use of Company time, facilities, materials or Confidential Information. Employee shall promptly disclose in writing to Company all such Inventions.

2.2 Employee agrees to execute and deliver such instruments and do such other acts as may be necessary or desirable, at Company's expense, to obtain, maintain, enforce and transfer patents, copyrights and other proprietary rights in such Inventions in Company’s name.

3. BACKGROUND INVENTIONS / SCHEDULE A

3.1 Employee represents that all inventions listed in Schedule A are Employee's preexisting inventions and are not subject to assignment under this Agreement. Any item not listed on Schedule A shall be presumed to be an Invention subject to assignment.

4. CONFIDENTIALITY

4.1 Employee shall hold in strict confidence and shall not disclose, use or permit the use of any Confidential Information except as necessary to perform Employee's duties for Company. Employee shall take all reasonable measures to protect Confidential Information from unauthorized use or disclosure.

4.2 The obligations in this Section shall not apply to information that Employee can demonstrate (a) is or becomes generally available to the public other than through breach of this Agreement; (b) was rightfully in Employee's possession prior to disclosure by Company and not subject to another confidentiality obligation; or (c) is rightfully obtained by Employee from a third party without restriction.

5. THIRD-PARTY OBLIGATIONS AND REPRESENTATIONS

5.1 Employee represents that Employee has no current obligations, including prior invention assignment agreements, that would prevent Employee from fully performing the obligations of this Agreement, except as disclosed below.

Employee certifies that Employee is not subject to any prior agreement that conflicts with this Agreement.

6. RETURN OF MATERIALS

Upon termination of Employee's employment or upon Company's request, Employee shall promptly deliver to Company all documents, notebooks, files, prototype devices, electronic media and other materials containing or embodying Confidential Information or Inventions and shall not retain any copies.

7. REMEDIES

7.1 Employee acknowledges that any breach of Sections 2 or 4 would cause Company irreparable harm for which money damages may be an inadequate remedy, and Company shall be entitled to injunctive relief in addition to any other available remedies, without bond or other security and without proof of actual damages.

7.2 Employee agrees to indemnify Company and to pay reasonable attorneys' fees and costs incurred in enforcing Company's rights under this Agreement if Company prevails in any action to enforce the terms hereof.

8. SURVIVAL

The obligations of Employee under Sections 2 and 4 shall survive termination of Employee's employment for the longer of (a) five (5) years following termination or (b) the period during which the information remains a trade secret under applicable law.

9. NOTICES

Notices shall be in writing and deemed given when delivered in person, sent by nationally recognized overnight courier, or three (3) days after deposit in the U.S. mail, postage prepaid, to the addresses set forth above or such other address as a party designates in writing.

10. AMENDMENTS; WAIVER; COUNTERPARTS

This Agreement may be amended only by a writing signed by both parties. No waiver shall be effective unless in writing and signed by the party against whom enforcement is sought. This Agreement may be executed in counterparts, each of which shall be an original and all of which together shall constitute one instrument.

11. GOVERNING LAW; ENTIRE AGREEMENT; SEVERABILITY

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

11.2 Entire Agreement: This Agreement constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior and contemporaneous agreements, whether written or oral.

11.3 Severability: If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall continue in full force and effect to the maximum extent permitted by law.

ACKNOWLEDGMENT

Employee acknowledges receipt of a copy of this Agreement, that Employee has had the opportunity to review this Agreement and to consult with counsel of Employee's choice, and that Employee understands the terms and consequences of this Agreement.

Employer:

By:

Date:

Employee:

By:

Date:

Enter text✕

What the Legal EPIA Agreement is and when to use it

A Legal EPIA Agreement is a written authorization that permits a designated agent to act on behalf of a principal for defined legal, financial, or transactional tasks. It establishes the agent's scope, any limitations, effective and termination dates, and execution formalities such as notarization or witness requirements. In many workflows the agreement is completed and transmitted electronically; when done correctly it satisfies ESIGN (15 U.S.C. §7001) and state UETA rules. Use this agreement where a principal needs delegated authority documented in a durable and reproducible format.

Why a clear Legal EPIA Agreement matters for enforceability

A precise EPIA Agreement reduces disputes by documenting intent, scope, and duration; it supports enforcement under ESIGN (15 U.S.C. §7001) and UETA where electronic execution is used, and clarifies notarization or witness needs that vary by state.

Why a clear Legal EPIA Agreement matters for enforceability

Who typically prepares, signs, or receives this agreement

The Legal EPIA Agreement is used across legal, financial, and property workflows where delegation of authority must be documented.

  • In-house legal and corporate counsel who draft controlled delegation language for agents and third parties.
  • Real estate and title professionals who need recorded authorizations for property conveyances or closings.
  • Healthcare and business administrators who designate authorized representatives for records or transactions.

Signers and recipients should confirm state-specific notarization or witness requirements before executing or recording the agreement.

Core components to include in a professional Legal EPIA Agreement

A complete agreement combines identity, authority, timing, limits, execution mechanics, and dispute-resolution terms to make delegation enforceable and auditable.

Parties

Full legal names and capacities of the principal and agent, including entity type for organizations and government ID references when required for verification.

Grant of Authority

A precise description of powers being delegated (signing contracts, recording deeds, managing bank accounts), including any exclusions and express limitations.

Scope & Duration

Effective date, termination conditions, and any event-based triggers that begin or end the agent’s authority, such as incapacity or written revocation.

Consideration

If required, a statement of consideration or reference to an underlying transaction to avoid claims of invalidity for lack of consideration.

Execution Formalities

Signature blocks, date lines, notary blocks, witness lines, and any RON or audio-video retention clauses needed for remote notarization.

Governing Law

Choice of law and venue provisions that indicate which state’s laws interpret the agreement; important where UETA/ESIGN interplay may differ.

Essential data elements to collect and verify

Signer Identity: Full name and ID verification
Effective Date: MM/DD/YYYY
Scope: Specific authorities listed
Expiration: End date or trigger
Notarization: Notary or RON details
Governing Law: State designation

Step-by-step process to complete the Legal EPIA Agreement

Follow a consistent sequence to prepare, verify, execute, and store the agreement to reduce legal and operational risk.

  • 01
    Prepare the draft: Populate parties, authority, dates, and governing law.
  • 02
    Verify identities: Use ID checks or KBA if RON/notary required.
  • 03
    Execute signatures: Signers execute with witnesses/notary or via approved RON process.
  • 04
    Store copies: Retain signed document and audit trail securely.

Digital workflow settings to configure before sending

Configure authentication, field behavior, and retention before routing the agreement for signatures to meet legal and audit requirements.

Field Configuration
Authentication Email + SMS OTP or KBA for higher assurance
RON Enabled Enable audio-video recording and ID proofing when notarization is remote
Conditional Fields Show or hide fields based on prior answers
Retention Set automatic export and secure storage of audit trail

Where to file, send, or submit the executed agreement

Knowing the appropriate destination after execution avoids recording errors and ensures third parties recognize delegated authority.

  • To the Agent: Provide the agent with a certified copy for transactions and third-party presentation.
  • To Financial Institutions: Banks often require original or notarized copies to act on authority.
  • County Recorder: If the EPIA authorizes real estate acts, record the instrument with the county recorder where property lies.
  • Filing vs. Retention: Most states do not require recording but recommend retaining notarized originals for proof.

Digital signing and system compatibility considerations

Ensure your eSignature platform supports your required authentication, file formats, and integrations before sending an agreement for signature.

  • File formats: PDF and DOCX are widely supported
  • Integrations: CRM, storage, and ERP integrations reduce manual steps
  • Compliance: Support for audit trails and HIPAA BAAs when necessary

For audited workflows, confirm the platform captures a tamper-evident audit trail, supports RON session recording when required, and integrates with enterprise storage.

Key timelines, deadlines, and processing expectations

Track dates tied to effectiveness, recording, revocation, and statutory timelines to avoid gaps in authority.

Effective Date Entry:

Must be set in MM/DD/YYYY; governs when agent may act.

Recording Window:

Record deeds promptly after execution to protect priority; county deadlines vary.

RON Retention:

Audio-video recordings commonly retained 5–10 years under RON rules.

Revocation Notice:

Provide written revocation and notify third parties promptly to stop agent authority.

Document Retention:

Retain signed file and audit trail per regulatory retention requirements.

Common mistakes people make when preparing the agreement

  • Using informal or undefined authority language that leads to disputes over what the agent may actually do under the agreement.
  • Failing to confirm and capture the notarization or witness formalities required by the state before submitting the document to third parties.
  • Mismatching signer names between the agreement and government ID, causing banks or recorders to reject the document.
  • Relying on simple click-accept records where stronger authentication or a cryptographic signature is required by industry rules.

Risks and legal consequences of an improperly completed agreement

Invalid Delegation: Court refusal to enforce agent actions
Recording Rejection: County recorder may not accept uncertified or improper documents
Financial Liability: Banks may refuse transactions, causing business disruption
Regulatory Exposure: HIPAA or financial rules may impose fines if data handled incorrectly
Fraud Claims: Improper identity proofing increases fraud risk
Revocation Disputes: Failure to notify third parties leads to continued agent authority

Typical vendor pricing and capability comparison for eSignature

Overview of starting prices and common enterprise features for leading eSignature providers. Pricing and plan features vary by billing term and contract.

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 No
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

Real-world examples of electronic EPIA workflows

Examples show how organizations use an electronic agreement to streamline delegation and maintain audit-ready records.

Optica Ventures

Optica converted paper authorizations to an electronic workflow to speed client onboarding and reduce in-person steps.

  • Interface simplicity improved customer completion rates.
  • Brian Fitzgibbons, COO, said the approach made execution easier for both staff and clients while preserving compliance and audit trails.

Martin Properties

A property manager used electronic execution to close leasing-related delegations remotely, reducing vacancy-related delays.

  • Signatures were collected mobile-first on site.
  • Tim Martin, founder, reported the workflow allowed processing and executing documents online with secure, compliant records that supported remote closings.

Frequently asked questions about the Legal EPIA Agreement

Answers to common execution, notarization, and revocation questions to help avoid process errors and compliance gaps.


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