Can a List of Exhibits be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, electronic signatures are legally valid for most contracts and exhibit indices if they show intent, consent, attribution, and retention. Confirm any sector-specific exceptions before relying on e-signatures for statutory documents.

Are exhibits required to be notarized?

Not typically. Notarization is only required where the underlying document or local rules demand it. For certain deeds, powers of attorney, or filings, notarization or witness rules may apply depending on state law.

What happens if an exhibit is missing in a filing?

Missing exhibits can prompt rejection, require supplemental filings, or cause evidentiary issues. For court filings, check local rules; for contracts, update the list and exchange signed amendment or affidavit documenting the omission and correction.

How should I show updated exhibits after signing?

Create an amended List of Exhibits with a version number and execution date, have authorized parties sign the amendment or joinder, and preserve prior versions in the archive to maintain an auditable chain of custody.

Do healthcare exhibits need special handling?

Yes. Exhibits containing protected health information must meet HIPAA safeguards. Use a BAA with the eSignature vendor, limit shared fields, and retain access logs and consent documents to support compliance (45 CFR §164.530(j)).

Which party must sign the exhibit list?

Signatories depend on contract terms. Often the authorized signatory for the agreement or delegated legal representative signs to confirm that the listed exhibits are correct and incorporated by reference.

List of Exhibits

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

What a List of Exhibits Is and when it’s used

A List of Exhibits is an organized index attached to a contract, court filing, RFP response, or transaction that identifies each exhibit, its label or number, a short description, and where the exhibit is stored or attached. It creates a clear reference so parties and reviewers can locate supporting materials, verify which documents are incorporated into the agreement, and avoid ambiguity during performance or dispute resolution.

Why a clear List of Exhibits matters

A well-prepared List of Exhibits reduces interpretation risk, speeds review, and creates an audit-ready trail that supports contract performance, regulatory review, or court filing requirements under applicable electronic signature laws such as ESIGN (15 U.S.C. ch. 96) and UETA.

Who typically prepares and relies on a List of Exhibits

Small teams to enterprise legal departments use exhibit lists to standardize documentation and ensure each referenced item is accessible.

Contract managers and legal counsel who draft and review agreements and need definitive exhibit cross-references.
Procurement and bid teams assembling RFP responses and attachments for consistent submission and evaluation.
Paralegals and court filing clerks preparing exhibit indexes for pleadings, motions, and evidence packages.

Accurate lists save time in negotiation, discovery, and client review while reducing the chance of omitted or misreferenced exhibits.

Core elements every professional List of Exhibits should include

A consistent structure makes exhibits searchable and legally useful. Include identifiers, concise descriptions, cross-references, storage locations, sign-off status, and version or Bates ranges so reviewers can locate and verify documents quickly.

Exhibit ID

Unique number or letter for precise cross-referencing within the agreement or filing.

Title

Short descriptive title that identifies the exhibit’s content or purpose for quick scanning.

Description

One- or two-line summary describing what the exhibit contains and why it’s included.

Reference Clause

Document section or clause that incorporates the exhibit by reference or requires it.

Location

Storage path, link, filing reference, docket number, or physical binder location.

Page or Bates Range

Page numbers or Bates range to show exact scope of the exhibit.

Required details to record for each exhibit

Exhibit ID: Alpha or numeric label

Short title: 3–8 words

Description: One-line summary

Reference clause: Section number

File location: URL, folder, or binder

Page range: Begin–end pages

Step-by-step: Creating and attaching a List of Exhibits

Follow these practical steps to prepare an unambiguous, auditable exhibit index suitable for contracts, court filings, and regulatory submissions.

01

Gather exhibits: Collect all documents to be referenced and confirm final versions.
02

Assign IDs: Give each exhibit a unique number or letter consistent with the agreement.
03

Describe each: Write a concise title and one-line description for clarity.
04

Link or attach: Record location, Bates range, or attach file to the agreement package.

How to configure an online exhibit list workflow

Set up fields and routing to keep the exhibit list synchronized with signed documents and attachments in your eSignature platform.

Field	Configuration
Exhibit ID	Auto-numbering or user entry
File attachment	Require file upload for each listed exhibit
Reviewer sign-off	Conditional approval field before finalization
Retention tag	Apply retention policy metadata

Where the completed List of Exhibits goes next

After assembly and approval, routing depends on the document type — contract package, court docket, procurement portal, or corporate records.

Contract file: Attach indexed exhibits to the executed agreement
Court filing: Include exhibit index with exhibits in the docket
Procurement portal: Upload indexed attachments per RFP instructions
Records archive: Store master copy with retention metadata

How to share and distribute an exhibit list

Use methods that preserve the exhibit list’s integrity and access controls when sharing with counterparties or regulators.

Email delivery: Attach PDF with audit trail
Secure portal: Controlled access and versioning
Signing link: Send view-and-sign link

Choose distribution channels that maintain document versioning and chain-of-custody; prefer platforms that capture metadata and audit events.

Common timing considerations and deadlines

Timing depends on transaction type. Note internal approval windows and any filing deadlines tied to court, regulatory or procurement schedules.

Contract signing:

Exhibits due at signature execution

Court filing:

File exhibits per local docket rules

RFP submission:

Upload exhibits by bid closing time

Regulatory review:

Provide exhibits within requested timeframe

Internal retention:

Capture exhibits in records within 30 days

Common mistakes when preparing a List of Exhibits

Omitting exhibit page ranges causes reviewers to search and delays verification and approvals.
Using inconsistent exhibit IDs across documents leads to ambiguity and potential contract disputes.
Failing to attach final signed exhibits results in mismatches between the index and the executed package.
Not applying retention metadata makes regulatory retrieval and legal holds more difficult.

Risks and potential consequences of an incorrect exhibit list

Contract ambiguity: Invalid or missing references

Filing rejection: Court may reject incomplete filings

Discovery costs: Increased time and expense

Regulatory delay: Slower approvals or audits

Financial exposure: Incorrect obligations or payments

Compliance risk: Failure to meet retention rules

How a List of Exhibits compares to an Exhibit Schedule

Lists and schedules are related but distinct: a List of Exhibits is an index, while an Exhibit Schedule may include additional delivery, access, or payment terms tied to each exhibit.

Criteria	List of Exhibits	Exhibit Schedule
Purpose	index	index + terms
Formality	high	high
Typical use	reference	conditional obligations
Notarization	rare	rare

How to update or revise an existing List of Exhibits

Follow a controlled amendment process to preserve prior versions and show an auditable change history when exhibits are added, removed, or replaced.

01

Version:

Record a version number and date for each update

02

Approval:

Obtain sign-offs from authorized parties before changes

03

Audit log:

Keep a change log showing who modified entries

04

Attachment replace:

Replace files and update Bates ranges consistently

05

Notify parties:

Send updated list to all contract signatories

06

Archive:

Keep earlier versions according to retention rules

Practical examples of exhibit lists in real workflows

Two real-world excerpts show how teams structure exhibits to support contract execution and operations.

Martin Properties (Real Estate)

Tim Martin needed mobile-ready exhibit delivery for lease closings.

He centralized attachments with consistent Exhibit A–F labeling.
The approach reduced in-person follow-ups and made property disclosures and signed lease exhibits immediately available for all parties and counsel.

Fertility Centers of Illinois (Healthcare)

John Butler required strict handling of patient forms and consents as exhibits.

The team attached access-controlled PDFs and recorded access logs.
Maintaining exhibit metadata and retention tags supported HIPAA compliance and streamlined consent verification during audits.

Who typically signs or approves the exhibit list

Authorized Signatory — General Counsel

General counsel or delegated legal officers often approve exhibit lists to confirm legal sufficiency and alignment with contract clauses before execution or filing.

Exhibit Coordinator — Contract Manager

Contract managers or contract administrators typically assemble exhibits, verify attachments, and maintain the master list and version history.

Key milestones for exhibit preparation and submission

Plan sequential milestones to avoid last-minute gaps: collection, verification, sign-off, attachment, and distribution.

01

Document collection

Assemble all source materials and confirm final versions

02

Internal review

Legal and operations verify descriptions and references

03

Signatory approval

Authorized parties sign the exhibit list or consent

04

Distribution and filing

Attach and distribute or file with the controlling body

Representative eSignature pricing and capability comparison

This vendor comparison highlights starting prices and core capabilities relevant when digitizing exhibit lists; signNow appears first by design.

	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 (plan)	Depends on plan	Depends on plan	Depends on plan	Depends on plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA)	Yes (BAA)	Yes (BAA)	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

FAQs and troubleshooting for Lists of Exhibits

Answers to common questions about preparing, signing, and managing exhibit lists, with attention to legal and operational pitfalls.

Need help? Contact support

Can a List of Exhibits be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, electronic signatures are legally valid for most contracts and exhibit indices if they show intent, consent, attribution, and retention. Confirm any sector-specific exceptions before relying on e-signatures for statutory documents.
Are exhibits required to be notarized?
Not typically. Notarization is only required where the underlying document or local rules demand it. For certain deeds, powers of attorney, or filings, notarization or witness rules may apply depending on state law.
What happens if an exhibit is missing in a filing?
Missing exhibits can prompt rejection, require supplemental filings, or cause evidentiary issues. For court filings, check local rules; for contracts, update the list and exchange signed amendment or affidavit documenting the omission and correction.
How should I show updated exhibits after signing?
Create an amended List of Exhibits with a version number and execution date, have authorized parties sign the amendment or joinder, and preserve prior versions in the archive to maintain an auditable chain of custody.
Do healthcare exhibits need special handling?
Yes. Exhibits containing protected health information must meet HIPAA safeguards. Use a BAA with the eSignature vendor, limit shared fields, and retain access logs and consent documents to support compliance (45 CFR §164.530(j)).
Which party must sign the exhibit list?
Signatories depend on contract terms. Often the authorized signatory for the agreement or delegated legal representative signs to confirm that the listed exhibits are correct and incorporated by reference.

Explore Templates

Florida Motion for Extension Florida Motion Florida Injunction Against Violence Form Florida Injunction Florida Order of Protection Florida Injunction

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now