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Legal Solvency Declaration Form

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LEGAL SOLVENCY DECLARATION FORM

This Legal Solvency Declaration Form is executed as of by Declarant Name: , Entity Type: Corporation Limited Liability Company Partnership Individual Other , Principal Place of Business: ; and Recipient/Affected Party: , Address: .

Recitals

WHEREAS, the Declarant proposes to undertake or has undertaken certain corporate actions and requires a contemporaneous written declaration of solvency to confirm that those actions will not render the Declarant insolvent;

WHEREAS, the Declarant has prepared or will provide to the Recipient financial information and statements as of the date specified below, and the Recipient requires an express representation and warranty as to solvency in order to rely on such corporate action;

WHEREAS, the parties desire to set forth their respective understandings, representations and obligations regarding the Declarant's solvency as a condition precedent to the consummation of the transaction described herein.

NOW, THEREFORE, in consideration of the mutual covenants and agreements set forth below and other good and valuable consideration, the sufficiency of which is hereby acknowledged, the parties agree as follows:

1. Definitions

For purposes of this Declaration, the following terms shall have the meanings set forth below: "Solvent" means, with respect to Declarant at the time of this Declaration, (a) the fair value of the assets of Declarant exceeds the fair value of its liabilities, (b) Declarant is able to pay its debts as they become due in the ordinary course of business, and (c) no present intent to incur debts outside the ordinary course of business that would render Declarant unable to meet its obligations as they mature.

2. Representations and Warranties of Declarant

The Declarant hereby represents and warrants to the Recipient that, after giving effect to the transaction(s) described in this Declaration (the "Transaction"):

(a) Solvency: The Declarant is Solvent as of . The estimated aggregate fair value of the Declarant's assets is and the estimated aggregate amount of liabilities is .

(b) Payment Ability: The Declarant can, and expects to be able to, pay its debts and other liabilities as they mature, including contingent liabilities that are reasonably anticipated to become due within the next 12 months.

(c) No Pending Insolvency Proceedings: To the Declarant's knowledge, there are no existing or pending voluntary or involuntary insolvency, receivership, bankruptcy, reorganization or similar proceedings against the Declarant.

3. Financial Information and Supporting Documents

The Declarant has provided to the Recipient, or shall provide concurrently with this Declaration, true, correct and complete copies of financial statements and schedules reasonably necessary to substantiate the foregoing representations, including balance sheet, income statement and cash flow statement as of the date stated above.

4. Material Liabilities and Contingencies

5. Covenants

From the date hereof and for a period of 12 months thereafter, unless otherwise agreed in writing, the Declarant covenants that it shall not take any action or incur any obligation that would reasonably be expected to cause a material adverse effect on its solvency or ability to satisfy its liabilities as they come due without first giving written notice to the Recipient and obtaining the Recipient's written consent, which consent shall not be unreasonably withheld.

6. Reliance; Indemnification

The Recipient may rely upon the representations and warranties contained in this Declaration in consummating the Transaction. The Declarant agrees to indemnify, defend and hold harmless the Recipient and its affiliates and their respective officers, directors and agents from and against any and all losses, claims, liabilities, costs and expenses (including reasonable attorneys' fees) arising out of any breach of the representations, warranties or covenants contained herein.

7. Remedies

In the event of a breach of any representation, warranty or covenant contained in this Declaration, the Recipient shall be entitled to all remedies available at law or in equity, including injunctive relief and recovery of damages, provided that the exercise of such remedies shall be subject to any limitation expressly set forth in a separate definitive agreement between the parties governing the Transaction.

8. Notices

All notices, requests, demands and other communications required or permitted to be given under this Declaration shall be in writing and delivered to the addresses set forth below or to such other address as any party may designate by notice to the other.

9. Governing Law; Venue

This Declaration shall be governed by and construed in accordance with the laws of the state specified below without regard to conflict of laws principles. The parties submit to the exclusive jurisdiction of the state and federal courts located in the county specified below for any action arising out of or relating to this Declaration.

10. Entire Agreement; Severability

This Declaration constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings and communications, whether written or oral. If any provision of this Declaration is held to be invalid, illegal or unenforceable in any respect, such provision shall be modified to the minimum extent necessary to make it valid and enforceable; if modification is not possible, such provision shall be severed and the remainder of this Declaration shall remain in full force and effect.

11. Amendments; Waiver

This Declaration may be amended only by a written instrument executed by both parties. No failure or delay by any party in exercising any right under this Declaration shall operate as a waiver of such right, nor shall any single or partial exercise of any right preclude other or further exercise of that right.

12. Counterparts; Electronic Execution

This Declaration may be executed in counterparts, each of which shall be deemed an original, and all of which taken together shall constitute one and the same instrument. A signature transmitted by electronic means shall be deemed an original for purposes of this Declaration.

13. Certification by Declarant

The undersigned authorized officer of the Declarant certifies that the foregoing representations and warranties are true, complete and correct in all material respects as of the date set forth below, and that the undersigned is authorized to make this Declaration on behalf of the Declarant.

Declarant Representative:

By:

Date:

Recipient Representative:

By:

Date:

Enter text✕

What the Legal Solvency Declaration Form Is

A Legal Solvency Declaration Form is a signed statement by a company officer or authorized party attesting that the entity is solvent for a specified purpose, such as making distributions, dissolving the entity, or certifying compliance with creditors' rights. It typically affirms that liabilities do not exceed assets, that the corporation can meet its debts as they mature, and that the action taken will not render the entity insolvent. The form is used in corporate governance, M&A, bankruptcy-avoidance planning, and in certain statutory filings where an officer-level solvency certification is required.

Why a Solvency Declaration Matters

A clear solvency declaration documents the officer's assessment of the company’s financial condition and creates an auditable record that supports board decisions and statutory compliance.

Why a Solvency Declaration Matters

Who Typically Prepares and Signs This Form

The form is usually completed by corporate officers, in-house counsel, or the corporate secretary before distributions, dissolutions, or major asset transfers.

  • Corporate officers and directors with fiduciary responsibility for solvency assessments.
  • Company controllers or CFOs who provide the financial information that supports the declaration.
  • External counsel or accountants who prepare supporting statements and advise on statutory compliance.

Use the form when a board resolution or statutory filing requires a contemporaneous record of solvency; retain the signed copy with corporate minutes and financial workpapers.

Authorized Signers and Their Roles

Chief Financial Officer

The CFO typically provides the financial analysis and signs the declaration to attest that, based on reviewed financial statements and projections, the company can meet its obligations as they become due.

Corporate Secretary

The corporate secretary often certifies that the board passed any required resolutions authorizing the action, attaches minutes, and maintains the executed declaration in the corporate record.

Essential Information to Include

Filing Date: MM/DD/YYYY format
Entity Legal Name: Exact registered name
Officer Name: Full legal name
Officer Title: Position within entity
Statement of Solvency: Clear affirmative language
Signature Block: Signer name and date

Core Components You Should Expect in a Professional Form

A robust solvency declaration combines concise factual recitals, a clear solvency assertion, reference to supporting financials, authorization language, signature and notarization fields, and retention instructions for corporate records.

Recitals

Brief background describing the transaction or action prompting the declaration and the relevant corporate resolution or authority.

Financial Assertion

A precise statement that assets exceed liabilities and that the company can meet debts as they come due, with reference to specific statements or projections.

Supporting Documents

List of attached financial statements, cash flow projections, board minutes, or accountant opinions relied upon for the finding.

Authorization

Language confirming the signer is authorized to make the declaration and noting any board resolution or statutory basis.

Signature and Notary

Designated signature block with date, and a notary block if the jurisdiction or recipient requires notarization.

Recordkeeping Note

Instruction on where the executed form should be kept (corporate minute book, financial file) and retention period.

Step-by-Step: Completing the Form

Follow these sequential steps to ensure the declaration is accurate, authorized, and enforceable.

  • 01
    Gather Documents: Collect balance sheet, income statement, and cash flow projections supporting solvency.
  • 02
    Draft Statement: Populate recitals and the solvency assertion with specific dates and figures where appropriate.
  • 03
    Obtain Authorization: Confirm any required board resolution or officer delegation before signing.
  • 04
    Sign and Notarize: Execute the signature block and complete notarization or RON steps if required.

How to Configure an Online Completion Workflow

Set up a clear digital workflow to collect signatures, attach supporting files, and capture an audit trail.

Field Configuration
Signer Order Sequential signing: officer first, corporate secretary second
Required Attachments Upload balance sheet and board minutes as required files
Authentication Use email with SMS or ID verification for higher assurance
Retention Enable secure cloud storage and export signed PDF with audit trail

Where to Send or File the Completed Form

Decide destination based on the action: internal recordkeeping, creditor notification, or statutory filing.

  • Corporate Records: Store executed form in the corporate minute book or electronic records system.
  • Board Materials: Attach to the board resolution and meeting minutes for corporate governance purposes.
  • Creditors: Deliver copies to secured creditors if the transaction affects creditor rights.
  • Regulatory Filings: Submit with dissolution or similar filings when required by state statute.

Digital Signing and eSubmission Considerations

Use a platform that captures intent, attribution, and a tamper-evident audit trail when e-signing sensitive solvency statements.

  • Authentication: Email plus optional SMS code or advanced signer verification
  • Audit Trail: Timestamps, IP address, and action history retained
  • Document Formats: PDF and Word DOCX accepted for upload and export

Integrations with document storage and enterprise systems protect continuity; ensure chosen platform supports required compliance features such as ESIGN and UETA adherence.

Timing: When to Complete and File the Declaration

Complete the declaration contemporaneously with the corporate action it supports; timing affects creditor notice and statutory compliance.

Before Distribution:

Prepare the declaration prior to any shareholder distribution or dividend payment.

At Dissolution:

Attach declaration to dissolution filings when state statute requires solvency proof.

Board Meetings:

Finalize ahead of the board resolution authorizing the action.

Creditor Notification:

Provide copies promptly if required under the relevant agreement or statute.

Record Retention:

File executed form immediately with corporate minutes and financial workpapers.

Authentication, Notarization, and Witness Flow

Follow the proper sequence for signer authentication, notarization (in-person or RON), and witness steps where required by jurisdiction.

01

Signer Authentication

Confirm signer identity using photo ID, credential analysis, or platform MFA.

02

Notary Attendance

If in-person notarization required, sign before a commissioned notary public.

03

RON Session

If using Remote Online Notarization, follow state-mandated identity proofing and recording requirements.

04

Witness Requirements

Add witness signatures only where state law or the recipient requires them.

05

Notary Journal

Ensure the notary records the act in the official journal as required.

06

Audio-Video Record

For RON, retain the recorded session per state rules if applicable.

07

Return of Documents

Provide final executed copies to all parties and the corporate records custodian.

08

Audit Trail Export

Include the platform’s audit trail with the exported signed PDF.

Common Risks and Legal Consequences

Misstatement Risk: Civil liability for inaccurate solvency assertions
Breach of Fiduciary: Potential director or officer liability for improper distributions
Contractual Exposure: Violating creditor covenants or security agreements
Criminal Liability: Rare but possible if statements are fraudulent
Tax Implications: Adverse tax consequences from improper distributions
Recordkeeping Failures: Loss of defense without contemporaneous supporting documents

Comparing eSignature Vendors for This Form

Platform selection affects authentication, notarization, and retention capabilities; compare pricing and compliance features before committing.

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

Practical Tips for Accurate Completion

Follow these best practices to reduce risk and ensure the declaration will hold up under review.

Attach Supporting Financials
Include balance sheets and cash flow projections referenced by date to substantiate the solvency assertion.
Document Authorization
Record the board resolution or delegated authority that authorizes the officer to sign the declaration.
Use Clear Language
Avoid ambiguous terms; state the basis for the solvency conclusion and identify assumptions used.
Preserve the Audit Trail
Retain signed PDFs, signer audit logs, and notarization records in a secure repository.

Use-Case Examples

Real situations where a solvency declaration is commonly used and why the document mattered.

Corporate Distribution Scenario

A board approved a shareholder distribution

  • CFO attached a solvency declaration referencing the quarter-end balance sheet
  • The executed form and minutes preserved the record used to defend the distribution during an audit and creditor inquiry.

Dissolution Filing

A company filed dissolution papers with the state

  • Officer signed a solvency declaration affirming no outstanding unsecured liabilities
  • The declaration was included in the filing packet and retained in the corporate records for seven years.

Frequently Asked Questions and Troubleshooting

Answers to common questions about completing, signing, and retaining a Legal Solvency Declaration Form.


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