Is an electronic signature valid?

Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and reliable record retention are present.

When is notarization required?

Notarization depends on subject matter and state law; deeds and certain affidavits typically require notarization. Check local notary statutes before execution.

How do I correct a signed Exhibit A?

Use an amendment or replacement exhibit clearly dated and signed by authorized parties; avoid handwritten corrections on executed originals.

What if party names differ?

Mismatched legal names can impair enforcement; always use the exact legal entity name as on formation or tax records.

How long should I retain signed exhibits?

Follow retention rules cited above: at least the agreement term plus federal minimums (IRS 3 years, HIPAA 6 years) or longer where industry rules demand it.

Can I use a basic image signature?

Yes, if intent and attribution can be shown via an audit trail. Some regulated contexts may require stronger cryptographic signatures or additional authentication.

Electronic Signature
Templates
Legal
Legal Exhibit A Policy

Legal Exhibit A Policy

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

LEGAL EXHIBIT A POLICY

This Legal Exhibit A Policy (the "Policy") is attached to and incorporated into the Agreement dated between Client Name: and Service Provider Name: . The Effective Date of this Policy is .

RECITALS

WHEREAS, the parties desire to set forth the policies, procedures and controls governing the protection, handling and retention of Confidential Information and other material exchanged under the Agreement; and

WHEREAS, the parties recognize the need to impose administrative, technical and physical safeguards to mitigate risk, to ensure regulatory compliance, and to define obligations upon discovery of security incidents; and

WHEREAS, this Policy constitutes Exhibit A to the Agreement and shall have the same force and effect as if set forth verbatim in the Agreement.

NOW, THEREFORE, in consideration of the mutual covenants set forth in the Agreement and this Policy, the parties agree as follows:

1. DEFINITIONS

For purposes of this Policy the following terms shall have the meanings set forth below. Terms not defined herein shall have the meaning assigned in the Agreement.

Key Definitions (identify and describe material definitions)

2. SCOPE AND POLICY OWNER

This Policy applies to all information, systems, facilities and personnel involved in performance of the Agreement and to any third-party contractors engaged to process or store such information.

Policy Owner Policy Identifier

3. SECURITY CONTROLS AND DATA HANDLING

The parties shall implement and maintain administrative, technical and physical controls reasonably designed to protect Confidential Information from unauthorized access, disclosure, alteration or destruction. Such controls shall include, at a minimum, the measures described below.

Required Controls (describe encryption, access controls, logging) Data Classification and Handling Rules

4. ACCESS, AUTHENTICATION AND PRIVILEGES

Access to systems and information shall be granted on a least-privilege basis. Authentication mechanisms must be commensurate with the sensitivity of the information accessed.

Access Control Requirements

5. INCIDENT RESPONSE AND NOTIFICATION

Upon discovery of a Security Incident affecting Confidential Information, the discovering party shall promptly follow the incident response procedures set forth herein and notify the other party in accordance with the Notice provisions below.

Incident Response Contact Name Incident Response Contact Email or Address Maximum Notification Timeframe

6. AUDIT, RECORDS AND RETENTION

Each party shall maintain records and logs sufficient to demonstrate compliance with this Policy. Audits of compliance may be conducted by the non-breaching party in accordance with the Agreement.

Retention Period for Records Audit Procedures and Frequency

7. TRAINING AND COMPLIANCE

Each party shall ensure personnel with access to Confidential Information receive training on applicable controls and obligations at least annually and as required by material changes to systems or law.

Training Requirements and Schedule

8. SUBCONTRACTORS AND THIRD PARTIES

Use of subcontractors or third-party processors to perform services involving Confidential Information requires prior written approval and a written agreement imposing obligations at least as protective as those in this Policy.

Approved Subcontractors (if applicable)

9. AMENDMENT, WAIVER AND COUNTERPARTS

This Policy may be amended only by a written instrument executed by authorized representatives of both parties. No waiver of any provision of this Policy shall be effective unless in writing and signed by the waiving party. This Policy may be executed in counterparts and delivered by facsimile or electronic means in accordance with the Agreement.

10. NOTICES

All notices required or permitted under this Policy shall be given in the manner specified in the Agreement and shall be addressed as set forth below.

Client Notice Address Provider Notice Address

11. GOVERNING LAW

This Policy shall be governed by and construed in accordance with the laws of the jurisdiction identified below, without regard to conflict of law principles.

Governing Jurisdiction

12. ENTIRE AGREEMENT; SEVERABILITY

This Policy, together with the Agreement, constitutes the entire understanding between the parties with respect to the subject matter hereof. If any provision of this Policy is held by a court of competent jurisdiction to be invalid, illegal or unenforceable, the remaining provisions shall remain in full force and effect.

13. CERTIFICATION

Each party certifies that the information provided in this Policy is true and that the party has implemented the controls and procedures described herein to the extent applicable to its performance under the Agreement.

Client Representative Acknowledgment

I certify that I am authorized to bind the Client and that the Client will comply with this Policy.

Provider Representative Acknowledgment

I certify that I am authorized to bind the Provider and that the Provider will comply with this Policy.

Client:

Provider:

By:

Date:

What the Legal Exhibit A Policy Is and When It Applies

The Legal Exhibit A Policy is a supplementary attachment that defines specific procedures, standards, and responsibilities referenced by a primary agreement. It typically lists scope, definitions, compliance requirements, reporting intervals, and contact points so obligations in the main contract are concrete and measurable. Exhibit A is used to move operational detail out of the core agreement and into an enforceable exhibit, making updates easier while preserving the contracting parties' negotiated terms. Draft carefully to ensure cross-references to the main agreement remain consistent and to avoid contradictory language.

Why a Clear Exhibit A Policy Matters for Contract Reliability

A precise Exhibit A Policy reduces ambiguity about duties, metrics, and acceptable performance; it supports enforceability under the main contract and helps courts and arbitrators interpret parties' intent. Ensure the exhibit aligns with governing legal frameworks such as the ESIGN Act (15 U.S.C. ch. 96) and UETA where electronic records are used.

Typical users and stakeholders for an Exhibit A Policy

Different teams rely on Exhibit A: legal drafts the text, operations implement the processes, compliance oversees regulatory items, and counterparty signatories approve the terms.

Legal and contracts teams — finalize language, ensure consistency with the main agreement, and confirm enforceability.
Operations and project managers — use the exhibit as an actionable checklist for delivery, reporting, and escalation.
Compliance and risk officers — map exhibit requirements to regulatory obligations and internal controls.

Use a single, controlled Exhibit A document to minimize versioning errors and to provide a clear operational playbook for all signatories.

Core components that belong in a professional Exhibit A Policy

A well-structured Exhibit A contains measurable standards and clear workflows so duties under the main agreement can be performed and audited. Include sections that support administration, change control, and evidence of compliance.

Scope

Define covered services, locations, and parties in simple terms so the exhibit's reach is unambiguous.

Performance Metrics

List measurable KPIs or SLAs with units, measurement windows, and acceptable thresholds for compliance evaluation.

Reporting Requirements

Specify report content, frequency, delivery method, and recipient for monitoring and audit purposes.

Change Control

Describe amendment workflows, notice periods, and who may approve exhibit updates.

Security and Compliance

State required controls, certifications, and any regulatory references (HIPAA, FERPA, PCI DSS) applicable to covered data.

Escalation and Remedies

Provide contact points, remediation timelines, and specified remedies or penalties for breaches.

Essential data fields to include in Exhibit A

Policy Title: Exact exhibit name

Effective Date: MM/DD/YYYY format

Parties: Full legal names

Scope Description: Services, locations

Measurement Window: Daily, weekly, monthly

Reporting Contact: Name and role

Step-by-step: completing the Legal Exhibit A Policy

Follow this sequence to draft, review, and finalize Exhibit A so it aligns with the main agreement and is operationally implementable.

01

Draft core sections: Write scope, metrics, and reporting details first
02

Validate with stakeholders: Obtain input from operations, compliance, and legal
03

Cross-reference agreement: Ensure clauses match defined terms in the main contract
04

Finalize signatures: Confirm authorized signers and dating conventions

Where to send the completed Exhibit A and how it flows

Identify official routing for signed exhibits and maintain a single authoritative copy to avoid version conflicts.

Primary Custodian: Designate the party responsible for retaining originals
Counterparty Copies: Send signed copies to each contracting party
Compliance Archive: Store a copy with compliance records
Audit Access: Provide controlled access for authorized auditors

Digital signing considerations and platform requirements

Choose an eSignature workflow that preserves intent, attribution, and a reliable audit trail to satisfy ESIGN and UETA standards.

Authentication: Email, SMS code, or stronger multi-factor
Audit Trail: Tamper-evident timestamp and IP log
Document Format: PDF or DOCX with embedded fields

Maintain reproducible signed copies and ensure the chosen platform supports record retention and export in standard formats for legal admissibility.

How to configure the Exhibit A workflow for e-signing

Set fields and signer order to match approval sequences and evidence requirements for later audits.

Field	Configuration
Signature	Required, signer-specific
Date	Auto-fill MM/DD/YYYY
Initials	Required at material clause changes
Attachments	Permit supporting exhibits

Key timelines and notice periods to include

Embed clear deadlines in Exhibit A so parties know when to act and how long reviews or remedies may take.

Effective Date:

Date when the exhibit obligations commence

Notice Period for Changes:

Typically 30–60 days for non-urgent amendments

Reporting Frequency:

Monthly or quarterly as specified

Remediation Window:

Specify cure period, e.g., 30 days

Review Cycle:

Annual reviews recommended for operational Exhibit A items

Common risks and penalties if Exhibit A is incorrect

Contract Voidance: Ambiguity may void specific obligations

Monetary Damages: Breach can trigger damages

Regulatory Fines: Noncompliance may incur fines

Operational Disruption: Service delays and disputes

Reputational Harm: Client trust erosion

Increased Costs: Remediation and litigation expenses

Practical tips for accurate and efficient Exhibit A completion

Follow standardized drafting and review practices to reduce errors and speed execution.

Use a template

Start from a vetted template and limit ad hoc edits that create inconsistencies.

Limit cross-references

Minimize circular references with the main agreement to avoid ambiguity during enforcement.

Version control

Assign a single custodian and track document versions to avoid multiple competing copies.

Document evidence

Preserve signed PDFs, audit trails, and related correspondence for future disputes or audits.

Real-world examples of Exhibit A use

These condensed examples show how Exhibit A supports operational clarity across organizations.

Optica Ventures

Optica standardized service-level metrics to reduce disputes.

The exhibit required uptime and reporting windows.
As a result, internal teams had a single operational playbook, which simplified vendor management and reduced monthly exceptions.

Tech Data

Tech Data attached a payment schedule and acceptance tests to Exhibit A.

The exhibit tied milestones to invoicing.
That alignment clarified payment triggers and reduced billing disputes during project closeouts.

Common eSignature provider comparison for executing Exhibit A

Platform choice affects authentication, audit trails, and cost; below is a compact comparison with signNow listed first for consistency.

	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	Yes, 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

Frequently asked questions and troubleshooting tips

Answers to common questions about execution, enforceability, and digital handling of Exhibit A policies.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and reliable record retention are present.
When is notarization required?
Notarization depends on subject matter and state law; deeds and certain affidavits typically require notarization. Check local notary statutes before execution.
How do I correct a signed Exhibit A?
Use an amendment or replacement exhibit clearly dated and signed by authorized parties; avoid handwritten corrections on executed originals.
What if party names differ?
Mismatched legal names can impair enforcement; always use the exact legal entity name as on formation or tax records.
How long should I retain signed exhibits?
Follow retention rules cited above: at least the agreement term plus federal minimums (IRS 3 years, HIPAA 6 years) or longer where industry rules demand it.
Can I use a basic image signature?
Yes, if intent and attribution can be shown via an audit trail. Some regulated contexts may require stronger cryptographic signatures or additional authentication.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now