What if the name differs from tax records?

If the legal name does not match tax or vendor records, request supporting documentation or a legal name change document; mismatches can delay payments and tax reporting.

Can this form be signed electronically?

Yes; an e-signature is valid under ESIGN (15 U.S.C. ch. 96) and UETA when intent, consent, attribution, and retention are satisfied.

Is notarization always required?

Not usually. Notarization depends on the document's legal purpose and state rules; some jurisdictions or transactions require notarized acknowledgements.

How should I attach proof documents?

Upload clear scans or photos of IDs, leases, or utility bills. Ensure uploads are legible and date-stamped to support verification.

What if the signer cannot receive email?

Use phone-based authentication, SMS codes, or in-person signing where allowed. Record the chosen authentication method in the audit trail.

How long must I keep signed forms?

Follow retention rules: at least three years for tax records (IRC §6501(a)) and six years for HIPAA-related documents (45 CFR §164.530(j)); check state variations.

Electronic Signature
Templates
Miscellaneous
Location Information Form

Location Information Form

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

Location Information Form and Site Services Agreement

Parties

This Location Information Form and Site Services Agreement (the Agreement) is entered into by and between:

Client Name: Service Provider Name:

Client Entity Type: Corporation
LLC
Individual

Provider Entity Type: Corporation
LLC
Individual

Recitals

WHEREAS, Client desires to provide certain site location information and access to the site(s) described herein for the purposes of inspection, installation, maintenance or other site services; and

WHEREAS, Provider is engaged to collect, verify and maintain technical and logistical information regarding such site(s) and to perform services as set forth in the Scope of Work; and

WHEREAS, the parties wish to record site-specific location data, access requirements, and mutually agree the terms of payment, confidentiality and liability for the provision and use of such information.

Effective Date

Effective Date:

Location Details

Site Name / Identifier: Site Address:

Parcel / Tax ID:

Suite / Floor:

Latitude:

Longitude:

Site Type (check all that apply): Retail
Warehouse
Office
Other Approximate Area (sq ft): Primary On-site Contact: Emergency Contact (Name & Phone): Access Instructions / Security Requirements:

Scope of Work

The Provider shall perform the following site-related services and deliverables as part of this Agreement. Detailed tasks, deliverables and any site surveys must be listed below.

Permits, Hazardous Materials & Compliance

The party providing the Site represents that, to the best of its knowledge, the Site complies with applicable permits and does not contain undisclosed hazardous materials. Indicate permit status and known environmental or regulatory constraints below.

Permits Required (list): Known Hazards / Environmental Concerns:

Utilities and Site Services

Utilities Available (check all that apply): Electric
Gas
Water
Telecommunications
Utility Notes / Connection Points:

Payment Terms

The Client agrees to compensate the Provider for the services described in the Scope of Work under the following terms:

Contract Amount: Payment Schedule / Terms:

Late Payment: Client shall pay a late fee of on overdue amounts, in addition to reasonable collection costs and interest where permitted by law.

Term and Termination

Term: This Agreement shall commence on and shall continue until unless earlier terminated in accordance with this section.

Either party may terminate this Agreement for convenience upon days' prior written notice to the other party. Termination for material breach shall be effective upon written notice if the breaching party fails to cure within days after receipt of written notice specifying the breach.

Confidentiality

Each party shall maintain in confidence all non-public information disclosed by the other party that is designated as confidential or that reasonably should be understood to be confidential given its nature ("Confidential Information"). Confidential Information excludes information that (i) is or becomes publicly known without breach of this Agreement; (ii) is rightfully received from a third party without restriction; (iii) is independently developed; or (iv) is required to be disclosed by law, provided the disclosing party gives prompt notice and cooperates in any lawful effort to limit disclosure. Recipient shall use Confidential Information solely to perform its obligations under this Agreement.

Liability and Insurance

Each party shall be responsible for loss resulting from its own negligence or willful misconduct. Provider shall maintain general liability insurance in commercially reasonable amounts and shall furnish proof of insurance upon request. Except for willful misconduct or gross negligence, neither party shall be liable for incidental, consequential, or punitive damages.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the state of without regard to conflict of law principles.

Entire Agreement

This Agreement, together with any attachments and the Site information provided herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements, proposals and communications, whether written or oral. Any amendment must be in writing and signed by authorized representatives of both parties.

Certifications and Acknowledgements

By signing below, each party certifies that the information provided in this Location Information Form is true and accurate to the best of its knowledge and that it has authority to enter into this Agreement and to grant necessary site access and permissions described herein.

Owner / Landlord Consent: Owner or authorized representative has consented to Provider access and services at the Site as required by this Agreement.

Client Name:

By:

Date:

Provider Name:

By:

Date:

What the Location Information Form Is and when it's used

The Location Information Form records a physical or operational address tied to an entity, project, or person and clarifies where services, deliveries, inspections, or legal notices should be directed. Organizations use it to confirm mailing and service addresses, validate site coordinates for permitting or insurance, and support tax, payroll, or vendor records. The form may capture a primary address, mailing address, delivery instructions, contact person, and any regulatory location identifiers needed to comply with federal, state, or industry rules.

Why a clear Location Information Form matters

A complete, accurate Location Information Form reduces delivery errors, supports regulatory compliance, and ensures payments and notices reach the correct place. It also creates an auditable record useful for disputes, reporting, and operational planning.

Common users and signers of Location Information Forms

Organizations use this form across departments and industries to centralize address data and confirm site details before transactions or inspections.

Real estate agents and property managers confirming property and mailing addresses for leases and closings.
HR and payroll teams recording employee worksite and payroll mailing addresses for tax and benefits.
Contractors and project managers documenting job site locations for permits, deliveries, and inspections.

Proper role assignment and signature authority reduce rework and ensure the form is accepted by payers, regulators, and counterparties.

Step-by-step: completing the Location Information Form

Follow these sequential steps to gather, verify, and record accurate location data before routing for signature.

01

Gather documents: Collect ID, lease, or tax records to confirm legal names and addresses.
02

Enter details: Complete all address fields with USPS-standard formatting.
03

Verify with party: Send the draft to the named contact for confirmation.
04

Sign and store: Obtain signatures and save a signed copy in records.

Typical routing and submission flow

A practical routing pattern helps minimize rework and establishes who reviews and approves location changes.

Initiate: Requester completes form and attaches supporting proof.
Validate: Reviewer checks address against documentation.
Authorize: Authorized signer approves and dates the form.
Archive: Signed record is saved and distributed to stakeholders.

Configuring an online Location Information workflow

Set up a repeatable digital workflow to collect addresses, evidence, and signatures with minimal manual steps.

Field	Configuration
Required Fields	Mark legal name, street address, city/state/ZIP as mandatory.
Attachment Rule	Require one proof document upload (ID, lease, or utility bill).
Signer Order	Set reviewer before final approver in sequential order.
Authentication	Use email link or SMS code for signer verification.

Digital signing and technical requirements

Choose a platform that supports PDF/Word uploads, secure audit trails, and the authentication level your jurisdiction or industry requires.

File formats: PDF, DOCX, and HTML accepted
Authentication: Email, SMS, KBA, or SSO options
Integrations: Connectors for CRM/ERP

Confirm any required business-associate agreements for health data and check state rules for remote notarization before enabling RON.

Essential data elements to capture

Legal Name: Full registered entity or individual name

Primary Address: Street, city, state, ZIP

Mailing Address: If different from primary

Contact Person: Name and phone/email

Effective Date: MM/DD/YYYY format

Supporting Proof: ID, lease, or utility bill

What a professional Location Information Form includes

A robust form combines identification, precise address fields, verification instructions, evidence upload, signature blocks, and versioning metadata to make the record legally and operationally reliable.

Identification

Fields for legal name, DBA (if applicable), and tax identifier help match the location to the correct legal entity and avoid mismatches in vendor or payroll records.

Address precision

Separate fields for street, suite, city, state, ZIP, county, and geo-coordinates when required by permitting authorities to ensure accurate routing and regulatory compliance.

Proof uploads

Instruction to attach a government ID, lease, deed, or recent utility bill reduces fraud risk and supports downstream audits or tax reporting.

Delivery notes

Optional free-text area for gate codes, delivery hours, or hazardous-material instructions that carriers and inspectors need to perform services safely and timely.

Signature and date

Designated signer block for printed name, title, signature, and date; electronic signatures acceptable if they meet ESIGN/UETA tests and any industry-specific rules.

Versioning

Fields for form version, record ID, and change history maintain an audit trail for regulatory review and internal controls.

Common risks and legal consequences of inaccurate location data

Incorrect TIN: May trigger backup withholding of 24%

Late Reporting: IRC §6721 penalties start at $60 per incorrect information return

I-9 Violations: I-9 paperwork fines range $281–$2,789 per violation

Service Failures: Missed service or notices may void notice periods

Contract Delays: Delivery errors delay project milestones and increase costs

Audit Exposure: Poor records increase risk in regulatory or tax audits

Timing considerations and common deadlines

Be aware of reporting and request deadlines tied to tax, payroll, and vendor processes when submitting location data.

Upon Request:

Provide location form immediately when requested by payer or vendor

1099-NEC Timing:

Use verified location data when preparing 1099-NEC to meet Jan 31 deadlines

Payroll Updates:

Submit worksite location changes before payroll run cutoffs to avoid tax withholding errors

Permit Filings:

Provide final address details per local permit deadlines to avoid application rejection

Record Retention:

Retain at least three years for tax records and longer where industry rules apply

Practical tips to ensure accurate and efficient completion

Adopt consistent practices to reduce rework, support compliance, and speed approvals across teams.

Use authoritative sources

Verify addresses against USPS or county records and require scanned proof to reduce disputes and carrier refusals for deliveries and notices.

Standardize formats

Enforce MM/DD/YYYY for dates and two-letter state codes, and validate ZIP codes automatically to avoid parsing errors in downstream systems.

Limit free text

Capture structured fields for critical data and use a short free-text field for special delivery notes to keep records searchable and consistent.

Keep an audit trail

Record who updated the location, when, and why; preserved metadata simplifies audits and reduces liability in disputes.

Real-world examples of where a Location Information Form helped

Two brief examples show practical outcomes when location data is collected and verified consistently.

Martin Properties

A property manager standardized location forms across listings to reduce delivery errors and missed inspections.

Resulted in fewer on-site delays during closings.
The firm reported improved turnaround times on tenant move-ins and fewer billing disputes after adopting a single verified address process.

Fertility Centers of Illinois

Clinical sites centralized site contact and delivery instructions to coordinate shipments and patient documents.

This reduced mislabeled deliveries.
Centralized records improved patient intake efficiency while maintaining compliance with retention and security requirements.

Who can sign and approve a Location Information Form

Authorized Officer

Corporate officers or authorized agents with signatory authority should sign for entities; include title and authority statement when the signer is not the named owner.

Individual Signer

For individuals or sole proprietors, the named person on government ID should sign and date; for employees, an HR representative may confirm worksite addresses with a counter-signature.

Typical eSignature vendor comparison for completing Location Information Forms

The table shows common plan-level criteria and availability; signNow appears first per vendor ordering conventions and pricing is presented on a per-user monthly basis where applicable.

	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	Yes	Yes	Yes	Yes
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

FAQs and troubleshooting for Location Information Forms

Common questions about validation, eSigning, notarization, and recordkeeping with concise answers to help resolve issues quickly.

Need help? Contact support

What if the name differs from tax records?
If the legal name does not match tax or vendor records, request supporting documentation or a legal name change document; mismatches can delay payments and tax reporting.
Can this form be signed electronically?
Yes; an e-signature is valid under ESIGN (15 U.S.C. ch. 96) and UETA when intent, consent, attribution, and retention are satisfied.
Is notarization always required?
Not usually. Notarization depends on the document's legal purpose and state rules; some jurisdictions or transactions require notarized acknowledgements.
How should I attach proof documents?
Upload clear scans or photos of IDs, leases, or utility bills. Ensure uploads are legible and date-stamped to support verification.
What if the signer cannot receive email?
Use phone-based authentication, SMS codes, or in-person signing where allowed. Record the chosen authentication method in the audit trail.
How long must I keep signed forms?
Follow retention rules: at least three years for tax records (IRC §6501(a)) and six years for HIPAA-related documents (45 CFR §164.530(j)); check state variations.

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