Can this form be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act and UETA when parties consent and records are retained (15 U.S.C. §7001). Ensure the signer demonstrates intent and that a reproducible record is kept.

When is notarization required?

Notarization depends on the document’s legal effect and state law; deeds and certain acknowledgements generally require notary acknowledgement under state statutes.

Which law governs enforceability?

Federal ESIGN (15 U.S.C. §7001) and state UETA statutes govern electronic signatures; New York applies its ESRA provisions instead of UETA.

How do I correct a signed form?

Prepare an amendment or correction document and obtain new signatures from all affected parties; preserve both original and amendment for auditability.

How long must I keep the form?

Follow applicable retention: IRS records 3 years (IRC §6501(a)); HIPAA records 6 years (45 CFR §164.530(j)); industry or state rules may require longer retention.

What if the site address changes after signing?

Issue an updated Location Order Form or amendment listing the new address and effective date; obtain signatures to document the change and preserve both records.

Location Order Form

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LOCATION ORDER FORM

Parties and Order Reference

Location Provider (Legal Name) Provider Address Client Name (Lessee) Client Address

Order Reference Number: Order Date:

Recitals

WHEREAS, Location Provider represents that it owns or holds the necessary authority to permit temporary commercial use of the site described below (the "Location"); and

WHEREAS, Client desires to secure access to and exclusive use (to the extent specified herein) of the Location for the purpose of photography, motion-picture production, event staging, or other agreed activities; and

NOW, THEREFORE, in consideration of the mutual covenants and payment set forth in this Location Order Form, the parties agree as follows.

Scope of Work / Use of Location

Detailed Description of Use (Scope of Work) Location Address

Scheduled Access Start: Scheduled Access End: Daily Access Window:

Estimated Number of Crew / Personnel Special Requirements / Conditions (parking, power, access points)

Payment Terms

Total Location Fee:

Payment Schedule

Recommended entries: deposit amount and due date, final balance and due date, invoicing instructions.

Late Fee / Interest

Term and Termination

Commencement Date: Expiration Date:

Notice Period for Termination (days)

Either party may terminate this Order for material breach if the breaching party fails to cure within the notice period specified above. Termination does not relieve Client of payment obligations incurred for dates of actual use or for non-cancelable commitments procured by Provider in reliance on this Order.

Insurance, Indemnity and Safety

Client shall maintain commercial general liability insurance, automobile liability insurance (as applicable) and workers' compensation coverage in forms and limits customary for the industry and reasonably acceptable to Provider. Client shall name Provider as an additional insured with respect to Client's activities at the Location when requested. Client shall indemnify and hold Provider harmless from and against claims, losses or liabilities arising directly from Client's use of the Location, except to the extent caused by Provider's gross negligence or willful misconduct.

Confidentiality

Each party shall keep confidential all non-public business information disclosed by the other party in connection with this Order and shall not disclose such information to third parties except as necessary to perform obligations under this Order or as required by law. Confidential information shall not include information that is or becomes publicly known other than through a breach of this provision.

Permits and Compliance

Client is responsible for obtaining any permits, licenses, or approvals required for Client's intended use of the Location, unless otherwise agreed in writing. Client shall comply with all applicable laws, municipal rules, and Provider rules pertaining to the Location.

Governing Law

This Order shall be governed by and construed in accordance with the laws of the jurisdiction in which the Location is situated, without regard to conflict-of-law principles.

Entire Agreement

This Location Order Form, together with any attachments or schedules expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, representations, and agreements, whether written or oral. Any amendment must be in writing and signed by authorized representatives of both parties.

Acknowledgment and Authorization

By signing below, each signatory represents and warrants that they are duly authorized to execute this Order on behalf of the party for which they sign and that the party agrees to be bound by all terms set forth in this Order.

Location Provider:

By:

Date:

Client:

By:

Date:

What a Location Order Form Is and when it’s used

A Location Order Form documents the precise physical site where services, deliveries, installations, or inspections must occur. It records the site address, on‑site contact, access instructions, timing windows, permit references, and any special requirements that affect execution. Organizations use the form to coordinate vendors, confirm billing and tax treatment by location, and create an auditable record for operations, compliance, and dispute resolution. The form is often executed electronically under U.S. e‑signature laws when parties consent to electronic records and signatures.

Why a clear Location Order Form matters

A well‑designed Location Order Form reduces scheduling errors, clarifies responsibility, and speeds approvals. Digital completion preserves an audit trail and can support ESIGN/UETA compliance while minimizing in‑person coordination and paperwork.

Who typically completes and relies on this form

Different teams use the Location Order Form for operational coordination, permitting, and billing.

Real estate managers and leasing teams who schedule inspections, move‑ins, or handovers.
Facilities and operations groups coordinating vendors, access hours, and security clearances.
Contractors and subcontractors confirming delivery locations, staging areas, and permit IDs.

Assign the form to the business owner or site manager who best knows onsite logistics; keep a copy in shared records.

Step‑by‑step: completing and circulating the Location Order Form

Follow these steps in order to minimize rework and ensure all stakeholders have the same information.

01

Prepare: Gather address, contact, permits, and scope details before opening the form.
02

Verify: Confirm address format and on‑site contact details with the site owner.
03

Attach: Add supporting files: site map, permit numbers, ID photos, or vendor instructions.
04

Sign: Execute signatures electronically or in person, then distribute the completed form.

Configuring an online workflow for Location Order Forms

Set up a repeatable workflow to collect fields, route approvals, and archive completed forms.

Field	Configuration
Signer Authentication	Email link or SMS code; choose stronger methods for sensitive sites.
Field Validation	Require ZIP, MM/DD/YYYY dates, and phone number formats to reduce errors.
Conditional Fields	Show permit fields only if the work requires local permits.
Routing Order	Send to site owner, then operations, then finance for billing confirmation.

Where to send the completed Location Order Form

Choose recipients based on role: operations, vendor, permitting office, and records archive.

Operations: Primary routing for scheduling and resource assignment.
Vendor: Provide vendor with site, access, and staging instructions.
Permitting Office: File permit references or copies when required by local authorities.
Records: Archive final signed form in the project or corporate records system.

Digital delivery and platform integration considerations

Verify supported file types, authentication methods, and integrations before digitizing the process.

Integrations: Salesforce, NetSuite, Google Workspace
File formats: PDF, DOCX, XLSX
Authentication: Email link, SMS code, SSO options

Typical timelines and processing expectations

Plan for lead times that cover permitting, vendor scheduling, and contingency for access issues.

Submission deadline:

Provide the form at least 10 business days before planned work when permits are required.

Permit lead time:

Local permits commonly require 7–30 days depending on jurisdiction and complexity.

Vendor confirmation:

Allow 48–72 hours for vendor resource scheduling confirmation.

Onsite readiness:

Confirm access and safety measures 24 hours before arrival.

Record retention start:

Retention begins on the execution date of the signed form.

Common errors that delay execution

Incorrect or incomplete site address entries that result in failed deliveries or missed appointments.
Missing or incorrect on‑site contact information that prevents access and leads to rescheduling.
Uploading incompatible file formats or scanned poor‑quality maps that vendors cannot interpret.
Unsigned or partially completed signature blocks that invalidate the form for billing or permit purposes.

Potential consequences of an incorrect or incomplete form

Delayed Service: Rescheduling and added costs.

Permit Rejection: Loss of approval and re‑submission delays.

Billing Errors: Incorrect invoicing by location.

Liability Exposure: Increased risk for onsite incidents.

Data Breach: Improper handling of contact data.

Tax Consequences: Incorrect location can affect tax reporting.

Real usage examples and outcomes

Two customer scenarios illustrate how a Location Order Form reduces onsite friction and supports compliance.

Optica Ventures LLC

The interface is simple and easy‑to‑use for our team; more importantly, it is just as easy for our customers.

Quick implementation cut scheduling calls by half.
The firm standardized its location forms and reduced reschedules, improving vendor coordination and customer satisfaction while keeping an auditable record for billing.

Martin Properties

I can process and execute all of these documents online with 100% compliance and built‑in security.

Mobile signing on site saved time.
Using standardized electronic location orders, the company eliminated paper handoffs, reduced onsite delays, and maintained consistent documentation for tenant move‑ins.

Security and compliance highlights for electronic completion

Encryption: TLS 1.2/1.3 in transit

At‑Rest Protection: AES‑256 at rest

Certifications: SOC 2 Type II available

Healthcare: HIPAA compliant with BAA

Regulatory: 21 CFR Part 11 supported

Standards: ISO 27001 and WCAG 2.0 AA

Pricing and feature comparison for eSignature platforms

Compare common plan starting prices and core features. signNow appears first as the reference column; competitor pricing is shown for comparison.

	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

Frequently asked questions about Location Order Forms

Answers to common questions about signing, revision, notarization, retention, and addressing errors when using Location Order Forms.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act and UETA when parties consent and records are retained (15 U.S.C. §7001). Ensure the signer demonstrates intent and that a reproducible record is kept.
When is notarization required?
Notarization depends on the document’s legal effect and state law; deeds and certain acknowledgements generally require notary acknowledgement under state statutes.
Which law governs enforceability?
Federal ESIGN (15 U.S.C. §7001) and state UETA statutes govern electronic signatures; New York applies its ESRA provisions instead of UETA.
How do I correct a signed form?
Prepare an amendment or correction document and obtain new signatures from all affected parties; preserve both original and amendment for auditability.
How long must I keep the form?
Follow applicable retention: IRS records 3 years (IRC §6501(a)); HIPAA records 6 years (45 CFR §164.530(j)); industry or state rules may require longer retention.
What if the site address changes after signing?
Issue an updated Location Order Form or amendment listing the new address and effective date; obtain signatures to document the change and preserve both records.

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