Can this be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and state UETA statutes where adopted, provided the signature shows intent, consent, attribution, and retention capability.

Who is authorized to sign?

Authorized signers are typically the campaign owner, legal counsel, privacy officer, and finance approver. Authority should be established by role or delegation in company policy.

Is notarization required?

Most marketing declarations do not require notarization. If a notarized attestation is needed for a particular use, follow state notary rules or use RON where authorized and supported by law.

How do I revoke or amend a declaration?

Create a dated amendment or revocation signed by the same authorized parties. Retain both the original and amendment in the record. Note that revocation does not retroactively change actions already taken.

How should executed records be stored?

Store the executed declaration and audit trail in a secured repository with access controls, TLS encryption in transit, AES-256 at rest, and documented retention policies to support audits.

What platform features support compliance?

Look for audit trails, signer authentication options, bulk send, HIPAA BAA availability when needed, and exportable signed PDFs. signNow plans include Business, Business Premium, Enterprise and Site License options with varying capabilities.

Electronic Signature
Templates
Marketing
Marketing Campaign Declaration

Marketing Campaign Declaration

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

MARKETING CAMPAIGN DECLARATION

Parties

Brand / Client Legal Name Brand Primary Contact & Address Brand Contact Email / Phone Agency / Creator Legal Name Agency Contact & Address Agency Contact Email / Phone

Recitals

This Marketing Campaign Declaration (the "Declaration") is entered into by Brand: and Agency: effective as of .

The parties intend to collaborate to plan, produce and distribute a marketing campaign described below (the "Campaign") pursuant to the terms and conditions set forth in this Declaration.

Campaign Overview

Campaign Name Primary Objectives (measurable goals) Target Audience Primary Channels / Media

Social Media Paid Search Display / Programmatic Email Broadcast / TV Out-of-Home Other

Deliverables & Schedule

The Agency shall deliver the content items described below in the formats and quantities specified, and within the deadlines set forth.

Deliverable 1 — Description

Format: Quantity: Deadline:

Deliverable 2 — Description

Format: Quantity: Deadline:

Additional Deliverables / Notes

Compensation & Payment

Total Compensation (USD):

Payment Schedule / Milestones

Invoices shall be issued to Brand and are payable within days of receipt unless otherwise agreed in writing.

Usage Rights & Intellectual Property

Subject to full payment of all amounts due, Agency hereby grants Brand a non-exclusive / exclusive (select applicable) license to use the Deliverables as set forth below. Choose: Non-exclusive Exclusive

Territory: Duration:

Ownership: Brand retains ownership of pre-existing Brand assets provided to Agency. Agency retains ownership of pre-existing Agency materials and underlying methodologies. Agency hereby irrevocably assigns to Brand all right, title and interest in the specifically commissioned Deliverables, except as expressly reserved in this Declaration. Specific exceptions and reserved rights (if any) are set forth here:

FTC Disclosure Compliance

The parties acknowledge that any paid, sponsored or gifted content shall be clearly and conspicuously disclosed in accordance with applicable endorsement and advertising disclosure practices. Agency affirms that any influencer or creator content will include required disclosures. A sample disclosure statement to be used on creative and copy:

Agency warrants that it will advise Brand promptly of any conflict between disclosure requirements and the proposed content.

Exclusivity

Exclusivity: Yes No If exclusivity applies, scope and duration shall be:

Termination & Kill Fee

Either party may terminate this Declaration upon written notice to the other party. Notice period: days.

If Brand terminates without cause after Agency has commenced work, Brand agrees to pay a kill fee equal to or the pro rata portion of work performed, whichever is greater.

Confidentiality

Warranties, Indemnification & Liability

Agency represents and warrants that (a) it has full right and authority to enter into this Declaration and grant the rights described herein; (b) Deliverables will not infringe third-party intellectual property rights; and (c) materials provided will not be false or misleading. Brand represents that it has the right to provide Brand assets used in the Campaign.

Each party shall indemnify and hold harmless the other from losses arising out of breaches of its representations, willful misconduct or gross negligence. Except for indemnification obligations, neither party's aggregate liability shall exceed the total amounts paid under this Declaration.

Governing Law & Dispute Resolution

This Declaration shall be governed by the laws of: without regard to conflict of laws principles. The parties agree to negotiate in good faith to resolve disputes; if unresolved within 60 days, disputes shall be resolved by binding arbitration unless otherwise agreed in writing.

Representations & Certifications

By signing below, each party certifies that: (a) the signatory is authorized to bind the party; (b) the information provided in this Declaration is accurate; and (c) the party will comply with all applicable laws and advertising standards in the performance of the Campaign.

Brand Name:

By:

Date:

Agency Name:

By:

Date:

What the Marketing Campaign Declaration Is

A Marketing Campaign Declaration is a formal record that describes a planned marketing activity, its objectives, approvals, data use, channels, budget, and compliance controls. Organizations use it to document legal reviews, consent mechanisms, targeted audiences, tracking methods, and performance metrics before launch, creating an auditable trail for internal governance and regulatory review.

Why a Declaration Helps Your Team and Compliance

Documenting campaign details centralizes approvals, clarifies responsibilities, and reduces legal and privacy risk. It supports consistent reviews, eases audits, and provides a single authoritative source for post-launch reporting and dispute resolution.

Who Typically Prepares and Signs This Declaration

Small project teams and enterprise marketing groups both use this declaration to align stakeholders before campaign launch.

Marketing managers and campaign owners responsible for scope, creative, and budget approval.
Legal and compliance reviewers confirming regulatory and contractual consistency before publication.
Finance or procurement approving spend and vendor engagements for the campaign.

Legal, privacy, and finance reviewers commonly sign off, ensuring the campaign meets internal policy and external requirements.

Core Sections a Professional Declaration Should Include

A robust declaration organizes campaign information into clear sections so reviewers can assess risk, budget, channels, data flows, and performance expectations without chasing supporting documents.

Campaign ID

Unique identifier and short name for tracking across systems and reports; ensures consistent references in approvals and invoices.

Scope

Description of objectives, timeline, target audience, and geographic boundaries so reviewers understand where and how the campaign will run.

Budget

Detailed budget line items and payment terms, including third-party media buys and agency fees to support finance approval and auditability.

Data Use

List of personal data elements, sources, retention, sharing partners, and consent basis to assess privacy and regulatory compliance.

Creative & Claims

Summaries of key messages, promotional claims, and required disclosures to allow legal review for misleading statements or required disclaimers.

Approvals

Signatory block for marketing, legal, privacy, and finance with dates and versioning to provide an auditable chain of authority.

Required Fields to Capture at Minimum

Campaign Name: Exact title

Owner: Responsible person

Effective Date: MM/DD/YYYY

Budget Total: USD amount

Data Sources: List providers

Signatures: Signed and dated

Step-by-Step: Completing the Declaration

Follow a consistent sequence to minimize omissions and speed approvals: prepare, attach materials, circulate for review, collect signatures, and archive the final record.

01

Prepare: Gather creative, tracking specs, and vendor contracts.
02

Document: Complete all required fields and attach supporting files.
03

Review: Circulate to legal, privacy, and finance for sign-off.
04

Finalize: Collect dated signatures and store the executed copy.

How to Configure an Online Approval Workflow

Set up a digital approval flow that enforces reviewer order, required fields, and retention to reduce bottlenecks and preserve an audit trail.

Field	Configuration
Approval Order	Sequential or parallel routing
Authentication	Email, SMS code, or stronger MFA
Conditional Fields	Show fields only for certain audiences
Retention Policy	Automatic archive after approval

Where to Send the Declaration After Completion

Route the executed declaration to the teams and systems that need it for compliance, billing, and reporting; capture the final storage location in the record.

Marketing Archive: Central repository for campaign records
Legal Folder: Retain for contract and claims review
Finance System: Attach for invoicing and audit trails
Analytics Platform: Link tracking IDs and performance reports

Digital Tools and Format Requirements

Use platforms that support signed PDFs, audit trails, role-based approvals, and secure storage to ensure the declaration remains admissible and auditable.

File Formats: PDF, DOCX, and exportable PDF/A
Integrations: CRM, cloud storage, and analytics
Security: TLS in transit; AES-256 at rest

Typical Timing and Deadline Expectations

Establish internal lead times and legal review windows to avoid rushed launches or missed approvals; timelines vary by campaign complexity and channel.

Pre-Launch Review:

At least 10 business days before launch

Legal Review Window:

Allow 3–5 business days for standard review

Privacy Review:

Allow 5–7 business days when personal data is used

Vendor Contracting:

Complete procurement 7–14 days before spend

Post-Launch Reporting:

Initial performance report within 7 days

Common Mistakes to Avoid When Preparing the Declaration

Omitting data sources and consent bases, which creates privacy risk and delays when legal requests for evidence arise.
Using vague budget entries like 'marketing spend' instead of itemized amounts, complicating finance approval and audit reconciliation.
Failing to attach creative and tracking specs, causing misalignment between what launches and what reviewers approved.
Not specifying geographic or platform scope, which can lead to regulatory exposure in regions with stricter advertising rules.

Potential Consequences of an Incorrect or Incomplete Declaration

Privacy Violations: Regulatory fines and remediation costs

TCPA Exposure: Call/SMS marketing noncompliance risk

FTC Action: Enforcement for deceptive claims

Contract Breach: Vendor indemnity and liability

Data Subject Complaints: Customer opt-out and dispute handling

Brand Damage: Reputational and commercial loss

Frequently Asked Questions About the Declaration and eSignatures

Answers to common questions about validity, signing authority, notarization, revocation, and secure storage when using electronic workflows for declarations.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and state UETA statutes where adopted, provided the signature shows intent, consent, attribution, and retention capability.
Who is authorized to sign?
Authorized signers are typically the campaign owner, legal counsel, privacy officer, and finance approver. Authority should be established by role or delegation in company policy.
Is notarization required?
Most marketing declarations do not require notarization. If a notarized attestation is needed for a particular use, follow state notary rules or use RON where authorized and supported by law.
How do I revoke or amend a declaration?
Create a dated amendment or revocation signed by the same authorized parties. Retain both the original and amendment in the record. Note that revocation does not retroactively change actions already taken.
How should executed records be stored?
Store the executed declaration and audit trail in a secured repository with access controls, TLS encryption in transit, AES-256 at rest, and documented retention policies to support audits.
What platform features support compliance?
Look for audit trails, signer authentication options, bulk send, HIPAA BAA availability when needed, and exportable signed PDFs. signNow plans include Business, Business Premium, Enterprise and Site License options with varying capabilities.

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