Can the statement be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; validity depends on evidence of intent, consent, attribution, and reliable record retention rather than a particular technology.

Is notarization required for the statement?

Typically no for a Marketing Capabilities Statement itself; notarization is only required when an attached affidavit or a specific procurement instruction requests notarized acknowledgment. Remote online notarization (RON) availability and rules vary by state.

How should I address HIPAA or healthcare claims?

If the statement supports healthcare work, declare HIPAA applicability and indicate whether a Business Associate Agreement (BAA) is available; HIPAA records retention is governed by 45 CFR §164.530(j).

How do I correct an error after signing?

Do not alter the signed original. Prepare a signed amendment or corrected addendum that clearly references the original effective date and retains the original audit trail to preserve evidentiary integrity.

Who is authorized to sign the statement?

An authorized corporate officer or delegated signatory with actual authority should sign. Verify your internal delegation policy and ensure the signer’s authority is documented to avoid contract formation disputes.

How long must signed statements be retained?

Retention depends on applicable law: IRS-related records at least 3 years (IRC §6501(a)); HIPAA-related materials 6 years (45 CFR §164.530(j)); securities or industry rules may require longer retention. Check state and industry-specific mandates.

Electronic Signature
Templates
Marketing
Marketing Capabilities Statement

Marketing Capabilities Statement

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

MARKETING CAPABILITIES STATEMENT

Parties and Effective Date

Brand / Client Name: Agency / Creator Name:

Effective Date:

Company Overviews

Brand / Client Overview Agency / Creator Capabilities Summary

Core Services & Capabilities

Select primary services offered:

Social media strategy & management
Content production (video, photo, copy)
Influencer partnerships & talent management
Paid media planning & buying
Measurement, analytics & reporting

Additional Capabilities / Tools

Key Personnel & Contacts

Primary Brand Contact Primary Agency Contact

Campaign Scope & Objectives

Campaign Name Objectives Target Audience and Key Markets

Primary Channels:

Deliverables (Specify Items, Format, Quantity, Due Dates)

Deliverable 1 — Description

Format: Quantity: Due Date:

Deliverable 2 — Description

Format: Quantity: Due Date:

Compensation & Payment Terms

Total Fee (USD):

Payment Schedule and Milestones

Deposit required on engagement:

Late payment interest:

Usage Rights, IP & Deliverable Ownership

Agency hereby grants Brand a license to use Deliverables as described below. Territory: ; Duration: .

Unless otherwise expressly assigned in writing, Agency retains ownership of pre-existing IP and underlying materials; Brand receives only the license rights expressly granted above. Any assignment of copyrights or transfer of moral rights must be evidenced in a separate written instrument signed by both parties.

Specific IP Terms / Exceptions

Exclusivity

Exclusivity required: (check if Brand requires exclusivity). If checked, exclusivity scope and duration must be specified below.

Exclusivity Scope and Duration

Compliance and FTC Disclosure

Agency and Brand acknowledge obligations under consumer protection and advertising statutes, including clear and conspicuous disclosures of material connections in promotional content. Agency confirms it will include required disclosures on paid or sponsored posts and will provide proposed disclosure language for Brand approval.

Proposed Disclosure Language

Agency certifies that all endorsements will reflect genuine opinions and experiences and that paid partnerships will be disclosed in accordance with applicable advertising standards: (check to certify).

Termination; Kill Fee

Either party may terminate this engagement by providing written notice to the other party. Notice period (days): .

In the event of termination not for cause by Brand, Agency shall be entitled to a kill fee equal to: which covers work completed, committed third-party costs, and reasonable wind-down expenses.

Confidentiality

Each party will maintain as confidential any non-public information disclosed in connection with the engagement. Confidential information excludes information that is or becomes public through no breach, was known to recipient prior to disclosure, or is required to be disclosed by law. This confidentiality obligation survives termination for a period of 3 years unless otherwise agreed in writing.

Representations, Indemnity & Limitation of Liability

Each party represents it has authority to enter this agreement and will comply with applicable laws. Agency warrants that Deliverables will not knowingly infringe third-party rights. Each party agrees to indemnify and hold the other harmless from claims arising from its breach, negligence, or willful misconduct. Except for indemnification for intellectual property infringement and breaches of confidentiality, neither party's aggregate liability shall exceed the total fees paid under this Statement.

References and Case Studies

Notable Case Studies / Past Campaigns

Additional Terms

Special Conditions or Requirements

Acceptance and Signatures

Brand / Client:

By:

Date:

Agency / Creator:

By:

Date:

What a Marketing Capabilities Statement Is and when it’s used

A Marketing Capabilities Statement is a concise document that summarizes a company's marketing services, core competencies, personnel, platforms, and performance metrics for prospective clients, partners, or procurement teams. It typically includes an executive summary, measurable outcomes, past performance examples, technology integrations, and compliance declarations. Organizations use it to standardize vendor comparisons, support RFP responses, and make it easier for reviewers to validate claims and evaluate fit for specific engagements.

Why a clear, standardized statement matters

A well-prepared Marketing Capabilities Statement shortens evaluation time, improves comparability for procurement teams, and presents measurable evidence of capability and compliance without requiring detailed supplemental materials.

Typical users and audiences for the statement

Typical users include marketing agencies, in-house marketing teams, small business owners, and procurement or vendor evaluation teams.

Marketing agencies responding to RFPs and building client portfolio summaries.
In-house marketing teams demonstrating capacity, metrics, and third-party integrations and platforms.
Procurement, partners, and agency evaluators assessing scope, compliance, and measurable results.

Tailor the statement to the audience: procurement reviewers need concise metrics, while business development contacts may want illustrative case summaries and contact details.

Core sections to include in a professional statement

Organize the Marketing Capabilities Statement with predictable sections so reviewers can find evidence quickly: an executive summary, core competencies, past performance, team and resources, technology/integrations, and compliance credentials.

Executive Summary

Summarize your core value proposition, primary services, target markets, differentiators, and one or two key metrics that demonstrate recent campaign performance or measurable business impact.

Core Competencies

List primary marketing capabilities such as strategy, digital advertising, SEO, content marketing, analytics, CRM integration, and creative production with brief evidence of scale, certifications, or notable results.

Past Performance

Provide brief case summaries with measurable outcomes (KPIs, spend, conversion rates), client names or anonymized references, contract value ranges, and timeframe for each engagement.

Team & Resources

Identify key personnel, roles, relevant certifications, full-time equivalents available, technical support, and capacity to support new engagements or integrations.

Technology & Integrations

Note marketing technology stack, CRM and analytics integrations, API endpoints, data export formats, and enterprise connectors such as Salesforce, NetSuite, Google Workspace, or Box.

Compliance & Certifications

List relevant compliance frameworks, data handling practices, privacy measures, certifications (SOC 2, ISO 27001), HIPAA considerations, and any consumer disclosure procedures.

Step-by-step: preparing and finalizing your statement

Use this sequence to assemble, verify, and sign a Marketing Capabilities Statement suitable for proposals, RFPs, or vendor evaluations.

01

Gather Documents: Collect case studies, certifications, and team bios.
02

Draft Sections: Write executive summary, competencies, and performance highlights.
03

Verify Data: Confirm metrics, dates, and client permissions.
04

Finalize & Sign: Obtain authorized signature and export PDF.

Configuring an online template and signature workflow

Set up your online template with required fields, the desired authentication level, and routing so the completed document meets procurement and legal requirements.

Field \| Configuration	Setting
Template Name and Internal Description	Set descriptive title and internal use notes for reuse.
Required Signature and Data Fields	Mark name, signature, date, and required checkboxes as mandatory.
Signer Authentication and Verification Methods	Choose email, SMS, KBA, or SSO per risk profile.
Document Routing Order and Options	Define sequential or parallel signing and approval steps.
Audit Trail and Retention Settings	Enable timestamps, IP logs, and exportable audit records.

Where to send or submit the completed statement

Decide where the signed PDF should be delivered: client procurement email, vendor portal upload, CRM attachment, or secure cloud archive, then follow that channel's file format requirements.

Client Email: Send PDF to procurement or primary contact email.
Vendor Portal: Upload to the RFP or procurement portal per instructions.
Sales/CRM: Attach signed copy to the opportunity record in Salesforce or NetSuite.
Cloud Archive: Store executed copy in secure cloud storage for auditability.

Technical considerations for eSubmission and file formats

Confirm platform support for required file types, authentication methods, and integration endpoints before finalizing the workflow.

File Formats: PDF, DOCX, or HTML accepted.
Integrations: Salesforce, NetSuite, Google Workspace.
Authentication: Email, SMS, KBA, or SSO.

Typical timing and deadlines to plan for

Submission and review timelines vary by procurement process. Confirm RFP deadlines, allow time for legal and compliance review, and plan for internal approval cycles before the client deadline.

Provide Upon Request:

No fixed deadline — supply when requested by payer or client.

RFP Submission Deadline:

Follow the RFP deadline; upload early to avoid portal issues.

Internal Review Period:

Allow 3–5 business days for compliance, finance, and legal review.

Client Evaluation Window:

Expect 1–3 weeks for procurement comparison and scoring.

Record Retention Start:

Retention typically begins from the effective date or final signed copy.

Common mistakes to avoid when preparing the statement

Omitting measurement periods or data sources for KPIs causes reviewers to discount performance claims and can disqualify bids during technical evaluation.
Claiming compliance without documentation or failing to disclose whether a Business Associate Agreement (BAA) is available for HIPAA-regulated work can result in immediate rejection.
Using inconsistent legal names, DBAs, or abbreviations across documents creates vendor setup delays and payment hold issues during procurement.
Providing long, unstructured case narratives without clear KPIs, timelines, or client permission can obscure results and reduce credibility with evaluators.

Risks and potential consequences of errors

Disqualification: Misleading or unsupported claims can lead to bid rejection.

Contract Delays: Verification issues delay execution and payments.

HIPAA Violation: Incorrect privacy or BAA statements can trigger compliance penalties.

False Advertising: Material misrepresentations may create legal exposure.

Tax Reporting Impact: Incorrect revenue or client representations can affect tax filings.

Reputation Risk: Loss of trust with clients and partners.

Real-world examples of capability statements in use

These representative examples show how concise statements and signed evidence helped organizations reduce friction and accelerate decision cycles.

Optica Ventures — COO

Optica Ventures used a concise capability summary to streamline client onboarding and clarify service scopes for prospects.

Reduced proposal turnaround from days to hours.
Brian Fitzgibbons, COO at Optica Ventures LLC, said the interface is simple and easy to use for the team and customers, and the streamlined statement helped present results and close assessments more quickly.

Martin Properties — Founder

Martin Properties integrated capability summaries with online signing to execute leasing and marketing agreements remotely.

Enabled remote closings and faster execution.
Tim Martin, Founder of Martin Properties, said he can process and execute documents online with compliance and built-in security, and obtain necessary signatures efficiently on mobile or offline workflows.

Vendor pricing and feature snapshot for eSignature options

Comparison of common pricing points and feature indicators across major eSignature providers, with signNow listed first for reference; verify vendor terms and plan details directly.

	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	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions and practical answers

Common questions about electronic execution, notarization, compliance, and retention, answered with references to the controlling U.S. legal standards and practical steps you can take.

Need help? Contact support

Can the statement be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; validity depends on evidence of intent, consent, attribution, and reliable record retention rather than a particular technology.
Is notarization required for the statement?
Typically no for a Marketing Capabilities Statement itself; notarization is only required when an attached affidavit or a specific procurement instruction requests notarized acknowledgment. Remote online notarization (RON) availability and rules vary by state.
How should I address HIPAA or healthcare claims?
If the statement supports healthcare work, declare HIPAA applicability and indicate whether a Business Associate Agreement (BAA) is available; HIPAA records retention is governed by 45 CFR §164.530(j).
How do I correct an error after signing?
Do not alter the signed original. Prepare a signed amendment or corrected addendum that clearly references the original effective date and retains the original audit trail to preserve evidentiary integrity.
Who is authorized to sign the statement?
An authorized corporate officer or delegated signatory with actual authority should sign. Verify your internal delegation policy and ensure the signer’s authority is documented to avoid contract formation disputes.
How long must signed statements be retained?
Retention depends on applicable law: IRS-related records at least 3 years (IRC §6501(a)); HIPAA-related materials 6 years (45 CFR §164.530(j)); securities or industry rules may require longer retention. Check state and industry-specific mandates.

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