Can I e-sign a statutory declaration?

Yes, an electronic signature can be legally valid under the ESIGN Act (15 U.S.C. §7001) and state UETA provisions where the receiving authority accepts electronic execution, but confirm any specific authentication or notary requirements first.

Is remote notarization accepted?

Remote Online Notarization (RON) is allowed in most states with permanent RON laws; requirements include identity proofing, audio-video recording, and retention—verify the state notary commission rules before relying on RON.

What happens if I sign in the wrong place?

A misplaced or omitted signature can lead to rejection; if a notary or witness is required, sign only in their presence or follow the form’s explicit instructions to avoid invalidation.

Do I need a lawyer to prepare one?

Not always; many statutory declarations are straightforward. Seek legal review when facts have legal consequences or when submitting to courts, complex agency proceedings, or transactions with significant liability.

How should I store the signed declaration?

Keep the signed document and any electronic audit trail in secure, access-controlled storage with encryption and backups consistent with retention requirements applicable to the document’s purpose.

Can a false declaration be prosecuted?

Yes. Making a knowingly false statutory declaration may trigger perjury or related criminal and civil penalties under applicable state statutes and can expose the declarant to liability.

Electronic Signature
Templates
Legal
Legal Statutory Declaration

Legal Statutory Declaration

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LEGAL STATUTORY DECLARATION

I, Declarant Name: of Address: , Occupation: , do solemnly and sincerely declare that the statements set forth in this Statutory Declaration are true to the best of my knowledge, information and belief.

RECITALS

WHEREAS the Declarant has been requested to provide a sworn declaration concerning certain facts and circumstances relevant to: Reference/Subject: .

WHEREAS the Declarant attests that the facts set out in this declaration are within the Declarant’s knowledge, or are true of the Declarant’s information and belief, and that the Declarant is competent and authorized to make this declaration.

WHEREAS this Statutory Declaration is made for the purpose of documenting the facts described herein and for all other lawful purposes.

NOW THEREFORE, in consideration of the foregoing recitals and for the purposes stated herein, the Declarant hereby states and declares as follows.

1. DECLARATION

1.1 The Declarant declares under penalty of perjury that the facts set forth in this Statutory Declaration are true and correct. The Declarant understands that intentionally making a false statement in a statutory declaration is an offense and may subject the Declarant to civil and criminal penalties.

1.2 The Declarant affirms the following facts, particulars and details (set out each fact in separate numbered paragraph where possible):

Statement of Facts

2. OATH OR AFFIRMATION

The Declarant elects to make this declaration by: Sworn Oath Solemn Affirmation

If an Oath is selected, the Declarant swears that the statements are true. If an Affirmation is selected, the Declarant solemnly affirms that the statements are true. The Declarant acknowledges that either form carries the same legal effect as provided by applicable law.

3. ATTESTATION BY AUTHORIZED OFFICER

This declaration was made and subscribed before an authorized officer. The officer certifies that the Declarant personally appeared, was identified to the officer’s satisfaction, and made the foregoing declaration in the officer’s presence.

Place of Declaration

Date of Declaration: Day: Month: Year: .

Authorized Officer Details

4. REPRESENTATIONS, WARRANTIES AND PENALTIES

The Declarant represents and warrants that: (a) the facts in this declaration are true and complete; (b) the Declarant has the authority to make this declaration; and (c) there are no material facts omitted that would render the declaration misleading.

The Declarant acknowledges that a false statutory declaration may constitute an offense under applicable statutes and may result in civil or criminal penalties, including but not limited to penalties for perjury or making false statements.

5. NOTICES

Any notices required under or relating to this Statutory Declaration shall be sent to:

Declarant Contact for Notices

6. MISCELLANEOUS

Governing Law: This Statutory Declaration shall be governed by and construed in accordance with the laws of the jurisdiction in which it is declared, and any disputes arising under or in connection with it shall be subject to the exclusive jurisdiction of the courts of that jurisdiction.

Entire Agreement: This Statutory Declaration contains the entire statement of the Declarant with respect to the matters contained herein and supersedes all prior oral or written representations relating thereto.

Severability: If any provision of this Statutory Declaration is held to be invalid or unenforceable, such invalidity or unenforceability will not affect the remaining provisions, which will remain in full force and effect.

Amendments and Waiver: No amendment, modification or waiver of any provision of this Statutory Declaration shall be effective unless in writing and signed by the Declarant and the authorized officer where required.

Declarant (Print Name):

By:

Date:

Authorized Officer (Print Name):

By:

Date:

What a Legal Statutory Declaration Is and When it’s Used

A Legal Statutory Declaration is a written, sworn statement of fact executed by an individual under penalty of perjury or similar statutory sanction. It functions like an affidavit but is often used where statute or administrative procedure calls for a declared statement rather than courtroom testimony. Statutory declarations are used to verify identity, confirm facts for government filings, attest to lost document status, or support administrative proceedings. Proper execution typically requires the declarant’s signature and either a notarial acknowledgment, witnessing, or other authentication depending on the receiving authority.

Why a Statutory Declaration Matters for Legal and Administrative Processes

A properly executed statutory declaration creates a formal, written record that an individual attests to facts based on personal knowledge; this can satisfy agency or court intake requirements and provide enforceable evidence under state law and federal rule frameworks such as the ESIGN Act and UETA when delivered electronically.

Typical Users and Scenarios for Statutory Declarations

Use depends on the requirement of the receiving body—review instructions from the agency, court, or counterparty to confirm the required formality (notary or witness) before signing.

Individuals verifying identity or lost-document circumstances.
Legal and compliance teams submitting evidence to agencies.
Real estate or title professionals for transaction exceptions.

Core Components of a Professional Statutory Declaration

A complete statutory declaration is concise, fact-based, and structured to show who is declaring, what is declared, when and where the facts arose, and the signature and authentication method used to confirm the declarant’s identity and intent.

Declarant Identity

Full legal name and identifying details (DOB or government ID) so the statement is attributable and verifiable by the receiving party.

Statement of Facts

Clear, numbered factual assertions limited to the declarant’s personal knowledge; avoid opinions and hearsay language.

Effective Date

The date the facts are sworn — affects timelines and statute-of-limitations considerations for the matter.

Jurisdiction Clause

Specify governing law or the jurisdiction where the declaration is executed if required by the receiving authority.

Signature Block

Declarant signature, printed name, and a signature date; if required, initials on each page to prevent alteration.

Authentication

Notarial acknowledgment or witnessing statement, with notary details or witness names and signatures as required by the recipient.

Step-by-Step: Completing and Executing a Statutory Declaration

Follow these sequential steps to prepare, authenticate, and deliver a valid statutory declaration to the requesting authority.

01

Prepare facts: Draft clear, numbered factual statements based on personal knowledge.
02

Complete fields: Fill name, address, and date using required formats.
03

Authenticate: Arrange notary or required witnesses and sign in their presence.
04

Submit: Deliver per recipient instructions (mail, in-person, or eSubmission).

Configuring an Online Signing Workflow for Declarations

Set digital workflow options to match the declaration’s authentication needs before sending to the declarant.

Field	Configuration
Authentication	Use email + access code or higher (SMS/KBA) where identity proofing is required.
Notary / Witness	Enable remote notarization or add witness fields if recipient accepts RON or witnessed e-sigs.
Page Locks	Apply document locks after signing to prevent post-signature edits.
Audit Trail	Enable full audit logging (IP, timestamp, actions) for legal traceability.

Technical Options for eSubmission and Authentication

Choose platform settings that match the legal formality required by the receiving agency, including identity proofing and notarization.

Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace compatibility supports automated routing and recordkeeping.
Authentication Levels: Support for email codes, SMS, knowledge-based authentication, and advanced signer checks for higher trust.
RON / Notary Support: Platforms that support Remote Online Notarization typically include audio-video recording and identity-proofing features.

Typical Digital Signing Flow for a Statutory Declaration

Digital signing follows a consistent sequence; adapt steps for required witness or notary involvement.

Upload Document: Sender uploads the declaration PDF or DOCX and prepares signature and witness fields.
Assign Signers: Add declarant email, specify signer role, and include notary or witness as signers where required.
Authenticate Signer: Select authentication strength—email code, SMS code, or KBA—based on recipient rules.
Finalize and Store: Signed copy and audit trail are delivered to parties and retained in secure storage.

Security and Compliance Considerations for Electronic Declarations

In-Transit Encryption: TLS 1.2/1.3

At-Rest Encryption: AES-256

Compliance Certifications: SOC 2 Type II, ISO 27001

Healthcare Compliance: HIPAA (BAA required)

Regulated Records: 21 CFR Part 11 support available

Legal Frameworks: ESIGN and UETA adherence

Common Pitfalls to Avoid When Preparing a Statutory Declaration

Using vague or speculative language that undermines the statement’s evidentiary value.
Signing before the notary or required witness is present, which can invalidate authentication.
Failing to include full identifying details (name, address, ID reference) required by the recipient.
Submitting an unsigned or improperly dated declaration that the agency will return or reject.

Legal Risks and Penalties for Incorrect or Fraudulent Declarations

Perjury Exposure: Criminal or civil penalties under state perjury statutes

Administrative Rejection: Agency may reject filing and assess resubmission consequences

Fines: Monetary penalties where false statements affect regulated filings

Contractual Liability: Civil liability for inducing harm through false assertions

I-9 Consequences: I-9 errors can trigger DHS fines (8 CFR §274a.2)

Tax Reporting Penalties: Incorrect documents tied to filings may trigger IRC penalties (e.g., §6721)

Timing: When to Execute and Submit Your Declaration

Timeliness is often mandated by the receiving body; execute the declaration before the deadline and allow time for notarization, witness availability, and delivery.

Agency Deadlines:

Follow the specific deadline set by the requesting agency or court; late declarations are often rejected.

Notary Scheduling:

Allow time for notary or RON appointment; some jurisdictions require video recording retention before submission.

Related Filings:

Coordinate the declaration date with linked filings (e.g., tax forms or title recordings) to avoid inconsistencies.

Document Retention Start:

Retention periods generally begin on the execution date shown on the signed declaration.

Expedited Needs:

For urgent cases, use accepted RON services or in-person notarization to avoid courier delays.

Best Practices to Ensure a Legally Reliable Declaration

Follow these practical steps to reduce risk of rejection and strengthen the declaration’s evidentiary value.

Use Plain, First-Person Language

Write clear first-person factual statements limited to what you directly know; avoid hearsay and legal conclusions that could be disputed.

Confirm Authentication Requirements

Verify whether the recipient requires a notary, specific witness language, or acceptance of remote notarization before signing.

Match Names and IDs

Ensure names, dates, and ID references exactly match supporting documents to prevent identity verification failures.

Keep a Secure Copy

Store the final signed document and audit trail in secure, encrypted storage and follow applicable retention rules.

eSignature Vendor Comparison for Executing Statutory Declarations

Platform capabilities, authentication options, and compliance vary across vendors; signNow appears first for neutral comparison of common plan attributes and compliance features.

	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 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

Frequently Asked Questions About Statutory Declarations

Answers to common execution, notarization, and submission questions encountered when preparing statutory declarations.

Need help? Contact support

Can I e-sign a statutory declaration?
Yes, an electronic signature can be legally valid under the ESIGN Act (15 U.S.C. §7001) and state UETA provisions where the receiving authority accepts electronic execution, but confirm any specific authentication or notary requirements first.
Is remote notarization accepted?
Remote Online Notarization (RON) is allowed in most states with permanent RON laws; requirements include identity proofing, audio-video recording, and retention—verify the state notary commission rules before relying on RON.
What happens if I sign in the wrong place?
A misplaced or omitted signature can lead to rejection; if a notary or witness is required, sign only in their presence or follow the form’s explicit instructions to avoid invalidation.
Do I need a lawyer to prepare one?
Not always; many statutory declarations are straightforward. Seek legal review when facts have legal consequences or when submitting to courts, complex agency proceedings, or transactions with significant liability.
How should I store the signed declaration?
Keep the signed document and any electronic audit trail in secure, access-controlled storage with encryption and backups consistent with retention requirements applicable to the document’s purpose.
Can a false declaration be prosecuted?
Yes. Making a knowingly false statutory declaration may trigger perjury or related criminal and civil penalties under applicable state statutes and can expose the declarant to liability.

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