Subscription Agreement
Defines scope of service, term, renewal mechanics, termination rights, and remedies. Use plain, specific language to avoid ambiguity about auto-renewals and cancellation windows.
A complete Legal Subscription Packet centralizes rights, obligations, billing authorization, and disclosures in one record, reducing disputes and easing compliance. Proper execution and retention support enforceability under the ESIGN Act (15 U.S.C. ch. 96) and UETA where applicable, and provide an auditable trail for consumer-facing disclosures and regulator reviews.
Common preparers and signers span provider operations, legal teams, and subscribing customers; responsibilities differ by role.
Aligning each role and confirming signature authority prevents execution delays and downstream compliance issues.
Defines scope of service, term, renewal mechanics, termination rights, and remedies. Use plain, specific language to avoid ambiguity about auto-renewals and cancellation windows.
Itemizes recurring and one-time charges, billing frequency, prorations, and refund conditions. Tie amounts to specific dates or service milestones to avoid disputes.
Specifies payment method, authorization language for recurring charges, and steps to revoke consent. Include collection and penalty terms for failed payments.
States how subscriber data will be used, stored, and shared. For healthcare or sensitive data, include HIPAA-compliant addenda or BAAs where required.
Attach required identity verification, W-9 or W-8 forms, and business entity documentation to support tax reporting and payment setup.
Records signatory identity, timestamp, IP or device details, and any authentication steps. Preserve a certificate of completion for evidentiary use.
| Field | Configuration |
|---|---|
| Signature Field | Require signer name, date, and capacity |
| Payment Authorization | Attach secure ACH or card tokenization |
| Authentication | Use email + SMS code or stronger ID verification |
| Retention | Enable automatic PDF archiving and audit trail |
Use a compliant eSignature platform that supports PDF and DOCX uploads, audit trails, and enterprise integrations.
| 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 (Business Premium+) | Yes | Yes | Yes | Varies by plan |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
Provide upon payer request to avoid backup withholding
Issue to contractors and IRS by Jan 31 each year
Individual tax return due April 15 (Oct 15 with extension)
FinCEN 114 due April 15 (automatic extension to Oct 15)
Retain 3 years after hire or 1 year after termination, whichever later
Optica standardized its subscription packet to streamline onboarding.
Patient consent and payment terms were consolidated into one packet.
A chief executive officer or other corporate officer may sign on behalf of the company when the board or corporate bylaws authorize execution; include title and capacity to establish authority.
An appointed agent or manager with written delegation, power of attorney, or corporate resolution may sign; retain documentation of delegated authority with the packet.
Ensure all signature and notary blocks are present before meeting the signer.
Book an in-person or RON session if the state permits remote notarization.
Confirm government ID and any KBA checks required for RON.
Have required witnesses available if the state or document requires them.
Notary completes acknowledgement, stamps, and signs the document.
For RON retain audio-video recording per state rules.
Attach notarial certificate and any self-proving affidavits.
Store notarized originals and RON recordings per retention policy.