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Legal Information Statement

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LEGAL INFORMATION STATEMENT

This Legal Information Statement (the "Statement") is made and entered into as of Effective Date: by and between Disclosing Party Name: with principal address: and Recipient Party Name: with principal address: .

RECITALS

WHEREAS, Disclosing Party possesses certain legal, regulatory, contractual and factual information relevant to the relationship between the parties, including without limitation matters concerning litigation, regulatory inquiries, insolvency, material contracts, and intellectual property (collectively, the "Disclosed Matters"); and

WHEREAS, Recipient requires a written statement of specified legal information from Disclosing Party for the purpose of evaluating, performing, or completing obligations contemplated by the parties' business dealings; and

WHEREAS, Disclosing Party is willing to provide this Statement, and Recipient will rely on the truthfulness and completeness of the representations and disclosures set forth herein.

NOW THEREFORE, in consideration of the mutual covenants and representations contained herein, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows:

1. DEFINITIONS

For purposes of this Statement, the following terms shall have the meanings set forth below: "Disclosed Matters" means those legal, regulatory, contractual and factual matters described in the Recitals; "Material Adverse Effect" means any circumstance that has a material adverse effect on the business, financial condition, operations or legal standing of a party; and "Representative" means any director, officer, employee, counsel or advisor of a party who is bound by confidentiality obligations.

2. DISCLOSURES AND REPRESENTATIONS

Disclosing Party represents and warrants to Recipient that, to the best of its knowledge after reasonable inquiry: (a) all material pending or threatened litigation, arbitration, administrative proceeding, injunction, or governmental investigation involving Disclosing Party that is related to the Disclosed Matters is disclosed in this Statement; (b) there are no undisclosed judgments, liens or writs that would reasonably be expected to give rise to a Material Adverse Effect; and (c) the information provided in response to the Disclosure Checklist in Section 3 is true, complete and accurate in all material respects as of the Effective Date.

3. DISCLOSURE CHECKLIST

Please indicate the existence of the following by checking "Yes" where applicable. For any item checked "Yes", provide a concise factual explanation in the field below.

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

4. USE, CONFIDENTIALITY AND LIMITATIONS

Recipient acknowledges that Disclosing Party's statements and supporting documents provided under this Statement are made solely for the limited purpose set forth in the Recitals. Recipient shall treat the contents of this Statement as Confidential Information and shall not disclose such information to any third party except to its Representatives who have a legitimate need to know and who are bound by confidentiality obligations at least as protective as those applicable to Recipient. The parties understand and agree that this Statement is not, and shall not be construed as, an admission of liability, a waiver of any privilege, or a representation that all matters of potential legal significance have been identified.

5. CERTIFICATION; ACCURACY; CONTINUING OBLIGATION

The undersigned certifies, under penalty of perjury and to the best of the undersigned's knowledge and belief, that the statements and representations contained in this Statement are true, complete and accurate in all material respects as of the Effective Date. Disclosing Party agrees to promptly notify Recipient in writing of any material change in the Disclosed Matters that occurs after the Effective Date and prior to the consummation of any transaction or performance of any obligation that is the subject of Recipient's reliance on this Statement.

6. INDEMNIFICATION

Disclosing Party shall indemnify, defend and hold harmless Recipient, its affiliates and their Representatives from and against any losses, claims, liabilities, damages and expenses (including reasonable attorneys' fees) arising out of any material inaccuracy or breach of the representations made in Section 2 or any failure to disclose a Disclosed Matter required by this Statement, provided that Recipient gives prompt written notice of a claim and cooperates in the defense.

7. NOTICES

All notices, requests, demands and other communications required or permitted under this Statement shall be in writing and shall be delivered to the addresses set forth below (or such other address as a party shall designate by written notice):

8. AMENDMENTS; WAIVER

No amendment, waiver or modification of any provision of this Statement shall be effective unless in writing and signed by authorized representatives of both parties. No failure or delay by any party in exercising any right under this Statement shall operate as a waiver of that right, nor shall any single or partial exercise of any right preclude any other or further exercise of that right.

9. GOVERNING LAW

This Statement shall be governed by and construed in accordance with the laws of the state or jurisdiction identified below without regard to its conflict of law principles.

10. ENTIRE AGREEMENT

This Statement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous negotiations, understandings and agreements, whether written or oral, relating to such subject matter.

11. SEVERABILITY

If any provision of this Statement is held to be invalid, illegal or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect and the parties shall negotiate in good faith to replace the invalid provision with a valid provision that achieves, to the greatest extent possible, the original intent of the parties.

12. COUNTERPARTS

This Statement 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 transmitted by facsimile, electronic image or other electronic means shall be binding and treated as original signatures for all purposes.

AUTHORIZATION

The individual signing on behalf of each party represents and warrants that he or she is duly authorized to execute and deliver this Statement on behalf of such party and that this Statement constitutes a legal, valid and binding obligation of such party enforceable against it in accordance with its terms.

Disclosing Party:

By:

Date:

Recipient Party:

By:

Date:

Enter text✕

What a Legal Information Statement Is

A Legal Information Statement is a written declaration that summarizes the legal basis, factual assertions, and key identifiers required for a particular transaction, application, or filing. It typically records party names, effective dates, governing law, scope of representations, and any statutory disclosures the recipient must receive. Organizations use it to create a clear record of what was represented and relied upon while preserving a retrievable record for auditors, regulators, or legal counsel. This document is frequently combined with contracts, forms, or filings and may require signatures, notarization, or witness attestation depending on jurisdictional rules.

Why a Clear Legal Information Statement Matters

A concise Legal Information Statement reduces ambiguity, supports evidentiary needs, and documents consent and attribution for electronic transactions under U.S. law.

Why a Clear Legal Information Statement Matters

Who Typically Prepares and Relies on This Statement

The Legal Information Statement is prepared by parties who need a short, verifiable summary of legal facts and disclosure language tied to a transaction or filing.

  • In-house legal and contract teams preparing closing documents, certifications, and compliance disclosures.
  • Human resources and payroll teams attaching statements to employment or onboarding records.
  • Finance or tax teams completing informational statements for reporting or withholding purposes.

Common recipients include counterparties, compliance teams, regulators, and recordkeepers who require a clear, auditable statement of key legal facts and signatory intent.

Typical Signatories and Their Roles

Corporate Counsel

General counsel or an authorized attorney often prepares and verifies the Legal Information Statement to ensure the language aligns with corporate policies, regulatory obligations, and contract terms; they also confirm who is authorized to sign on behalf of the entity.

Business Officer

An executive or authorized officer (CEO, CFO, Director) signs to attest to factual representations and corporate authority; their signature creates legal attribution and can support reliance by third parties or regulators.

Essential Compliance and Security Details to Include

Encryption: TLS 1.2/1.3 in transit
Data at Rest: AES-256 encryption
Audit Trail: Timestamped action log
Authentication: Email, SMS, or 2FA
Regulatory Fit: ESIGN and UETA aligned
HIPAA Support: BAA available

Step-by-Step: Completing a Legal Information Statement

Follow these steps to prepare, sign, and preserve a compliant Legal Information Statement for use in filings or records.

  • 01
    Prepare: Gather IDs, TINs, and supporting documents before drafting.
  • 02
    Complete Fields: Enter names, dates, and facts using required formats.
  • 03
    Review: Have legal or compliance review key statements and citations.
  • 04
    Sign and Store: Execute signature, notarize if required, and archive securely.

Digital Workflow Settings for eSubmission

Configure an eSignature workflow that enforces required fields, signer order, and retention of a complete audit trail before sending.

Field Configuration
Required Fields Make name, date, and signature mandatory
Signer Order Set role-based sequential signing where needed
Authentication Enable email link or SMS code
Audit Options Capture IP, timestamp, and download history

How Electronic Completion and Delivery Typically Works

A typical eSubmission flow streamlines signature capture while preserving legal attestation and a reproducible record for regulators or auditors.

  • Upload: Sender uploads and tags required fields
  • Assign: Add signer emails and set order
  • Authenticate: Signer verifies identity per workflow
  • Finalize: Signed copy and certificate are stored

Platform Capabilities to Check Before eSigning

Ensure your platform supports the legal, security, and export requirements needed for the statement and downstream filings.

  • Integrations: Salesforce, NetSuite, Google Workspace
  • File Formats: PDF, DOCX, and export to cloud storage
  • Authentication: Email, SMS, KBA where required

Core Elements to Include in a Professional Statement

A complete Legal Information Statement balances concise factual assertions with legally significant metadata so recipients can rely on the record and organizations can meet audit requirements.

Identifying Data

Full party names, tax identifiers, and contact details so the parties are unambiguous for regulators and recordkeeping.

Statement of Facts

Concise, numbered factual assertions describing the material facts, scope, and any limiting conditions or dependencies.

Legal Basis

Cite applicable statutes, regulations, or contract provisions that support the representations or disclosures.

Effective Date

A clear effective date drives retention periods and determines when obligations and rights commence under the document.

Signature Details

Name, title, signature method, and timestamp; for entity signers include corporate capacity and authority statement.

Attachments

List and attach supporting documents, exhibits, or waivers that substantiate the statements or are required for the filing.

Supporting Documents Commonly Submitted with the Statement

Attach documents that corroborate factual claims and provide the evidentiary basis for any assertions or legal references made in the statement.

Identification

Government-issued ID copies for individuals and formation documents for entities to link signers to stated identities.

Tax Forms

W-9 or other IRS forms when tax identification, withholding, or payer validation is implicated by the statement.

Contracts and Exhibits

Underlying agreements, schedules, or exhibits referenced in the statement to preserve context for reviewers.

Notarizations

Notary acknowledgements or witness affidavits if the jurisdiction or recipient requires notarized attestations.

Key Deadlines and Time-Sensitive Considerations

Certain filings and tax-related uses of a Legal Information Statement are time sensitive. Observe filing and distribution deadlines to avoid penalties.

W-9 Provision Timing:

Provide a completed W-9 upon payer request; no fixed IRS deadline

1099-NEC Deadline:

Provide recipient and file with IRS by January 31

1040 Individual Return:

April 15 is the standard filing deadline

FBAR Filing:

April 15 with automatic extension to October 15

Retention Start:

Effective Date often controls retention and limitation periods

Typical Processing Milestones for a Legal Information Statement

Track milestones from draft to final archive so each stage has a clear owner and timestamped record for compliance and auditability.

01

Draft and Internal Review

Legal drafts and compliance review to confirm factual accuracy and regulatory language.

02

Signer Execution

Authorized signatory executes the statement using required authentication and signature method.

03

Notarization or Witnessing

If required, complete notarization or witness attestation and record the notary journal entry.

04

Archival and Distribution

Store signed record in secure archive and distribute copies to required stakeholders.

Common Preparation Mistakes to Avoid

  • Using informal or abbreviated legal names that do not match government or formation records, causing acceptance issues or tax withholding triggers.
  • Failing to include an effective date or using ambiguous date language which can affect retention and enforceability.
  • Omitting authentication details or audit trail metadata that make it hard to attribute the signature under ESIGN or UETA.
  • Attaching unsupported statements without corroborating documents, leaving assertions vulnerable during audits or disputes.

Penalties and Risks of Incomplete or Incorrect Statements

Tax Penalties: See IRC §6721 for information return penalties
Backup Withholding: 24% withholding if TIN is missing or incorrect
I-9 Violations: Civil fines under DHS regulations
Contractual Risk: Misstatements can void contractual representations
Evidentiary Loss: Missing audit trail undermines admissibility
Notarization Failure: Invalid or missing notarization can invalidate filing

eSignature Pricing and Feature Comparison

Compare basic pricing and key feature availability for common eSignature vendors. signNow is listed first as the reference vendor in this comparison.

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 trial Varies Varies Varies Varies
Bulk Send Yes Varies Varies Varies Varies
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 Use

These brief examples show how organizations apply a Legal Information Statement in practice.

Martin Properties

A small real estate firm standardized statements for lease and closing packets to reduce in-person signing.

  • The change cut turnaround time for lease execution.
  • Tim Martin, Founder, reported consistent compliance across mobile and offline signing while preserving a secure audit trail for each tenant agreement.

Fertility Centers of Illinois

A healthcare provider attached specific consent language and privacy addenda to patient statements for online intake.

  • HIPAA BAA arranged with the vendor.
  • John Butler, Founder, cited improved responsiveness from patients and a clear retention record meeting clinical and regulatory requirements.

Frequently Asked Questions About Legal Information Statements

Answers to common questions about drafting, signing, and preserving a Legal Information Statement in the United States.


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