Can a no-record statement be signed electronically?

Yes. Electronic signatures are generally enforceable under federal and state e-signature laws provided intent, consent, attribution, and retention are satisfied. Confirm whether the receiving party accepts electronic or notarized versions.

Is notarization always required?

Not always. Notarization depends on recipient expectations and state rules. For real property matters or some formal transactions, a notarized or remotely notarized signature may be required.

What if an error is discovered after signing?

Prepare a corrected statement or affidavit, explain the error, and have the declarant sign the correction with the same level of authentication and notarization as the original.

Are remote online notarizations (RON) acceptable?

Many states permit RON but rules vary. When using RON, ensure identity proofing, audio-video recording retention, and state compliance requirements are met.

How long should I keep signed statements?

Retention depends on purpose and industry: commonly at least three years for tax-related records, six years for HIPAA-covered health records, and longer where state law or business policy requires.

What verification should recipients request?

Recipients should request a copy of the search report, the signed statement with timestamp, any notary or RON certificate, and the platform audit trail showing signer attribution.

Electronic Signature
Templates
Legal
Legal Statement of No Record

Legal Statement of No Record

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LEGAL STATEMENT OF NO RECORD

This Legal Statement of No Record (the Statement) is executed as of , by and between Declarant Name: (Declarant) and Recipient Name: (Recipient).

Declarant Address Recipient Address

RECITALS

WHEREAS, Recipient has requested from Declarant a formal written statement indicating the absence of any record of certain specified matters maintained by Declarant or within Declarant's custody or control; and

WHEREAS, Declarant possesses the ability to review records and to certify, to the best of Declarant's knowledge after diligent inquiry, the absence of record of such matters; and

WHEREAS, Recipient desires written assurance that no such record exists as specified below and intends to rely on this Statement in connection with the matters described in this Statement.

NOW THEREFORE, in consideration of the representations and mutual covenants contained herein, Declarant and Recipient agree as follows:

1. DEFINITIONS

For purposes of this Statement, "Record" means any documented entry, file, judgment, lien, conviction, administrative finding, notice, or instrument maintained in any public or private registry or within Declarant's records that relates to the matters described in Section 2. "Knowledge" and "known" mean the actual knowledge of the individual signing on behalf of Declarant after reasonable inquiry of personnel and records reasonably likely to contain such information.

2. STATEMENT OF NO RECORD

Declarant hereby represents, warrants, and certifies that as of the Effective Date set forth above, Declarant has conducted inquiries and searches reasonably necessary under the circumstances and that there is no Record of the following matters:

Describe matters searched and asserted as having no record

The searches conducted include review of Declarant's internal records and, where applicable, searches of publicly accessible registries and indexes customarily consulted in the ordinary course of Declarant's business for the jurisdiction specified below.

Jurisdiction (state or other jurisdiction governing the searches)

3. CERTIFICATION

Declarant certifies under penalty of perjury under the laws of the jurisdiction specified herein that the foregoing statements and representations are true and correct to the best of Declarant's knowledge, information, and belief after due and reasonable inquiry. Declarant acknowledges that Recipient may rely upon this Statement for the limited purposes described herein.

4. SCOPE AND LIMITATIONS

This Statement is limited to the matters expressly described in Section 2 and to records within Declarant's custody or control as of the Effective Date. This Statement does not constitute a representation or warranty as to matters outside Declarant's possession or to records maintained by third parties beyond the reasonable reach of Declarant's customary searches. Declarant expressly disclaims any obligation to update this Statement after the Effective Date except as may be mutually agreed in writing.

Exceptions, if any

5. RELIANCE; INDEMNIFICATION

Recipient is permitted to rely upon this Statement for the purposes stated herein. Declarant agrees to indemnify, defend and hold harmless Recipient from and against any and all claims, liabilities, losses, damages, costs and expenses (including reasonable attorneys' fees) arising out of or resulting from any material misrepresentation or material omission in this Statement, except to the extent caused by Recipient's gross negligence or willful misconduct.

6. NOTICES

All notices or communications required or permitted under this Statement shall be in writing and delivered to the addresses set forth above (or to such other address as a party may designate by notice). Notice shall be deemed given when delivered personally, by courier, or three business days after deposit in the United States mail, postage prepaid, certified or registered.

7. GOVERNING LAW

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

8. ENTIRE AGREEMENT; AMENDMENTS; WAIVER

This Statement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings and representations. No amendment, modification or waiver shall be effective unless executed in writing by both parties. The waiver by any party of any breach or default shall not constitute a waiver of any other right or remedy.

9. SEVERABILITY; COUNTERPARTS

If any provision of this Statement is held to be invalid, illegal or unenforceable in any respect, the validity, legality and enforceability of the remaining provisions shall not be affected. 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.

10. REPRESENTATIONS OF AUTHORITY

Each person signing this Statement represents and warrants that he or she is duly authorized to execute and deliver this Statement on behalf of the party for whom he or she signs and that this Statement is a valid and binding obligation of such party enforceable in accordance with its terms.

Declarant

Print Name:

By:

Date:

Recipient

Print Name:

By:

Date:

What a Legal Statement of No Record Is and When it’s Used

A Legal Statement of No Record is a signed declaration by an individual or entity asserting that a specified search of public records produced no entries related to a defined subject. Common uses include employment background checks, title and lien searches for real estate closings, licensing and credential verifications, and vendor or contractor due diligence. The statement typically identifies the search scope, jurisdictions searched, search method, and the declarant’s identity and signature; when required, it may be notarized. Electronic execution and storage are widely accepted under U.S. electronic signature laws when procedural requirements are satisfied.

Why a No-Record Statement Matters for Transactions

A clear no-record statement reduces ambiguity, documents due diligence, supports closing processes, and establishes fact evidence for future disputes or audits. It creates a reproducible record that third parties can rely on when risk decisions depend on the absence of records.

Who Typically Prepares or Receives a No-Record Statement

Typical users range from individuals seeking clearances to professional parties verifying records for transactions.

Employers and licensing boards verifying applicants or contractors’ backgrounds using formal search results.
Title companies and real estate attorneys confirming absence of liens, encumbrances, or recorded claims.
Individuals or small businesses verifying no public filings exist before signing contracts or closing deals.

The document helps each party document a search result and supports administrative or legal reliance when done correctly.

Step-by-step: preparing and executing a statement

Follow these sequential steps to prepare a clear, defensible no-record statement.

01

Gather Identity: Collect full legal name and ID used for verification.
02

Perform Search: Run searches in the named jurisdictions and record the data sources.
03

Draft Statement: Describe scope, date, and result in plain, specific language.
04

Sign and Authenticate: Sign, notarize if required, and distribute to intended recipients.

Core elements that make the statement effective

A professional Legal Statement of No Record combines clear identity data, a defined scope, and authentication to support reliance by third parties.

Declarant Details

Full legal name, contact information, and identifying data so the declarant can be unambiguously identified for later verification or challenge.

Search Description

An explicit list of the record types, databases, courts, and date ranges searched so recipients understand what was included and excluded.

Affirmation Clause

A concise, sworn statement that the searches produced no records, stating the declarant’s belief and basis for that belief.

Exceptions and Limitations

A brief caveat describing limits of the search method (e.g., name variations, sealed records) to avoid misinterpretation of scope.

Authentication Block

Signature line, date, and space for notarization or witness attestation where jurisdiction or recipient requires it.

Recordkeeping Note

A statement about how the search results and the signed statement will be retained for audit or regulatory purposes.

Required identity and search data for the form

Declarant Name: Full legal name

Identification: DOB or government ID

Search Jurisdiction: State/county/court

Search Dates: Start and end dates

Search Sources: Databases and courts checked

Notary Details: Notary name and seal

How to route and file a completed statement

A standard routing process ensures authenticity, timely delivery, and traceability for recipients and records.

Prepare File: Attach search reports and completed statement.
Authenticate Signer: Confirm identity before signing or notarization.
Notarize if Needed: Complete notary or RON session where required.
Deliver Copies: Send signed PDF and index of search sources to recipients.

Digital signing and technical requirements

Electronic execution streamlines signing but requires compatible file formats, signer authentication, and secure storage.

File Formats: PDF, DOCX supported
Authentication: Email, SMS code, or stronger
Integrations: Salesforce, NetSuite, Google Workspace

Timing: when to sign, notarize, and deliver

Adhere to recipient or statutory deadlines for submission and preserve evidence of the search date and signature timestamp.

Provide on Request:

Supply statement when a counterparty or regulator asks.

Sign Before Deadline:

Sign and notarize before closing or licensing cutoffs.

Record Search Date:

The search date anchors absence of records.

RON Session Retention:

Keep audio/video per state RON rules.

Processing Expectations:

Allow 24–72 hours for verification in typical workflows.

Representative eSignature platform pricing and feature comparison

Below is a neutral comparison of typical starting prices and common capability indicators to help choose a platform for electronic execution and secure storage.

	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 plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Common preparation mistakes to avoid

Leaving the search scope vague leads to misunderstandings about what was searched and invites later disputes about omitted sources.
Using inconsistent names or abbreviations for the declarant can break identity verification or trigger rework by recipients.
Failing to notarize when the recipient expects a notarized statement can delay closings or regulatory approvals.
Not preserving the search report and signed audit trail leaves no proof of the search method or timing if challenged.

Risks and potential consequences of an incorrect statement

Invalid Declaration: Statement may be disregarded

Regulatory Exposure: Potential fines or remedial action

Contract Delays: Closings or approvals can be postponed

Notary Noncompliance: Notarization errors can void the authentication

Perjury Risk: False statements may lead to legal liability

Reputational Harm: Loss of trust among counterparties

How organizations use statements of no record in practice

Real-world examples show how the statement reduces friction in closing and verification workflows across industries.

Martin Properties — Real Estate

A mid-size brokerage needed fast lien clearance for multiple closings

Reduced turnaround for escrow with centralized search logs
"I can process and execute all of these documents online with 100% compliance and built-in security," said Tim Martin, Founder, describing faster closings and consistent audit trails.

Optica Ventures — Corporate

A venture firm required rapid confirmation of no adverse filings for founder diligence

Standardized statements reduced review time across deals
Brian Fitzgibbons, COO, noted that the interface was simple for both internal teams and external counterparties.

Practical tips for accurate and efficient completion

Adopt a consistent process to reduce errors and ensure recipients can rely on the statement without additional verification requests.

Define Search Scope

Specify which record types, jurisdictions, and date ranges were searched to avoid later disputes about omitted sources or assumptions regarding breadth.

Verify Identity

Match the declarant’s name and ID to search records and the signature block; use multi-factor or ID credential analysis when higher assurance is needed.

Use Clear Language

State results plainly—avoid subjective terms. Describe limitations such as alias names, sealed records, or third-party databases not searched.

Preserve Evidence

Retain search outputs, signed statement, audit trail, and notarization record in secure storage for the applicable retention period.

Frequently asked questions about Legal Statements of No Record

Answers to common questions about validity, notarization, corrections, electronic signing, and recordkeeping for no-record statements.

Need help? Contact support

Can a no-record statement be signed electronically?
Yes. Electronic signatures are generally enforceable under federal and state e-signature laws provided intent, consent, attribution, and retention are satisfied. Confirm whether the receiving party accepts electronic or notarized versions.
Is notarization always required?
Not always. Notarization depends on recipient expectations and state rules. For real property matters or some formal transactions, a notarized or remotely notarized signature may be required.
What if an error is discovered after signing?
Prepare a corrected statement or affidavit, explain the error, and have the declarant sign the correction with the same level of authentication and notarization as the original.
Are remote online notarizations (RON) acceptable?
Many states permit RON but rules vary. When using RON, ensure identity proofing, audio-video recording retention, and state compliance requirements are met.
How long should I keep signed statements?
Retention depends on purpose and industry: commonly at least three years for tax-related records, six years for HIPAA-covered health records, and longer where state law or business policy requires.
What verification should recipients request?
Recipients should request a copy of the search report, the signed statement with timestamp, any notary or RON certificate, and the platform audit trail showing signer attribution.

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