Can this form be e-signed?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are legally valid when intent, consent, attribution, and record retention are met.

Is a notary or witnesses required?

Most marketing forms do not require notarization, but jurisdictional rules vary. Use the state-specific requirements and verify whether the form creates a record that requires authentication.

What happens if fields are mismatched?

Inaccurate names, dates, or budget codes can delay approvals, trigger rework, and complicate audits; correct and re-sign the form when discrepancies are found.

How should sensitive data be handled?

Limit personally identifiable information to necessary items, apply role-based access, and encrypt stored copies. Healthcare campaigns must follow HIPAA requirements when PHI is present.

How long must I keep the records?

Retain for at least three years from relevant filing or termination events; longer periods apply for tax, HIPAA, or industry-specific rules as noted in retention guidance.

Which signer has legal authority?

Only an authorized signatory with delegated authority should sign. Confirm signing authority in corporate governance documents or procurement delegations before final approval.

Electronic Signature
Templates
Marketing
Marketing Promotional Activities Form

Marketing Promotional Activities Form

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

Marketing Promotional Activities Form

Parties

Brand/Client Name:

Brand/Client - Registered Address Brand/Client Primary Contact

Email: Phone:

Agency/Creator Name:

Agency/Creator - Registered Address Agency/Creator Primary Contact

Email: Phone:

Campaign Overview

Campaign Name Primary Objectives

Target Audience:

Channels (select all applicable)

Social Media Email Paid Media Events Influencer

Campaign Period: From to

Deliverables & Schedule

Provide a clear description of each deliverable, required format, quantity, and firm delivery deadline. Agency/Creator shall deliver all items described below in accordance with the Acceptance Criteria and Approval Process set forth herein.

Deliverable 1 - Description

Format: Quantity: Delivery Deadline:

Deliverable 1 - Acceptance Criteria Deliverable 2 - Description

Format: Quantity: Delivery Deadline:

Deliverable 2 - Acceptance Criteria

If additional deliverables are required, attach an itemized schedule signed by both parties and reference it here:

Compensation & Payment Terms

Total Fee Payment Schedule

Deposit Due: Payment Terms:

Invoices must be submitted to Brand/Client and will be payable within the Payment Terms above. All fees are exclusive of taxes; Brand/Client shall be responsible for applicable sales, VAT, and other taxes unless Agency/Creator is required to collect and remit such taxes.

Usage Rights & Intellectual Property

Agency/Creator hereby grants Brand/Client a perpetual, worldwide, transferable, sublicensable, royalty-free license to use, reproduce, distribute, display, and create derivative works of the Deliverables solely for the uses specified in this Agreement, subject to payment in full. Unless expressly stated otherwise, pre-existing materials and third-party licensed content remain the property of their respective owners.

Territory/Scope Duration of License

If Agency/Creator asserts moral rights or any retained rights, those must be expressly described and agreed in writing prior to use. Credit and attribution requirements (if any):

FTC Disclosure Compliance

Agency/Creator represents and warrants that all promotional content will include clear and conspicuous disclosures of material connections between Agency/Creator and Brand/Client as required by applicable advertising and consumer protection regulations. Agency/Creator will include the following disclosure language in social and digital posts where required:

Agency/Creator confirms that all required disclosures will be included and maintained for the duration of the campaign.

Exclusivity

Exclusive Engagement: If selected, Agency/Creator shall not promote or represent competing products or services as defined below during the exclusive period.

Scope of Exclusivity:

Exclusive Period: From to

Approval, Revisions & Acceptance

Brand/Client will have an initial review period of business days for each submitted deliverable. If Brand/Client does not respond within the approval period, the deliverable shall be deemed accepted. Revisions outside the scope of the agreed Acceptance Criteria will be billed separately at rates set forth in the Payment Schedule or as otherwise mutually agreed in writing.

Termination & Kill Fee

Either party may terminate this Agreement by providing written notice to the other party. Except for material breach, termination requires days' prior written notice. In the event Brand/Client terminates without breach, Brand/Client agrees to pay a kill fee equal to of unearned fees plus reasonable costs incurred prior to termination.

Immediate termination is permitted where a party materially breaches any representation, warranty, or any deliverable contains unlawful or defamatory content; in such cases, the non-breaching party may terminate for cause and seek all available remedies.

Representations, Indemnity & Limitations

Agency/Creator represents and warrants that all Deliverables will be original to Agency/Creator or properly licensed, will not infringe third-party intellectual property rights, and will comply with applicable laws. Agency/Creator shall indemnify and hold Brand/Client harmless from and against any claims, liabilities, costs, and expenses arising from breach of these representations or from Agency/Creator's negligence.

Except for amounts owed under the indemnity obligations for third-party intellectual property claims and willful misconduct, neither party shall be liable to the other for incidental, consequential, or punitive damages. The aggregate liability of either party arising from this Agreement shall not exceed the total fees actually paid by Brand/Client under this Agreement.

Confidentiality

Each party shall treat as confidential all non-public information disclosed by the other party marked as confidential or that reasonably should be understood to be confidential. Confidential information does not include information that is already publicly available without breach, independently developed without use of confidential materials, or required to be disclosed by law, provided notice is given where permitted.

Insurance & Compliance

Agency/Creator shall maintain appropriate insurance coverage (including general liability and, where applicable, errors and omissions) and provide proof of insurance upon request. Agency/Creator shall comply with all applicable laws, including advertising, privacy, and data protection laws, in performing services hereunder.

Miscellaneous Provisions

Governing Law: This Agreement shall be governed by the laws of the state specified here: . Any disputes will be resolved through arbitration unless the parties mutually agree otherwise.

Amendments: Any amendment or modification to this Agreement must be in writing and signed by both parties. This Agreement constitutes the entire agreement between the parties with respect to the subject matter herein.

Acknowledgment

By signing below, each party represents that it has the authority to enter into this Agreement, that the terms are binding, and that it accepts the obligations, payment terms, and licenses set forth herein.

Brand/Client - Printed Name:

By:

Date:

Agency/Creator - Printed Name:

By:

Date:

What the Marketing Promotional Activities Form Is

The Marketing Promotional Activities Form documents planned promotional efforts, specifies responsible parties, and records approvals for marketing materials and activities. It typically captures campaign scope, target audiences, creative assets, budget allocations, compliance checks, and timelines so approvals and audit trails are explicit. Organizations use the form to coordinate cross-functional review, verify legal or regulatory requirements, and create a paper or electronic record tied to expenditures and vendor agreements. When completed, it supports internal controls, financial tracking, and post-campaign measurement while preserving a clear chain of responsibility.

Why this form matters for compliance and coordination

A standardized Marketing Promotional Activities Form reduces ambiguity about campaign scope, confirms budget and approvals, and creates a retrievable record for audits. It helps demonstrate due diligence for regulatory or contractual obligations.

Who typically completes and approves the form

Marketing managers usually prepare the form; legal, finance, and data/privacy teams review and approve entries before launch.

Marketing managers and campaign leads responsible for scope, assets, and vendor selection.
Legal and compliance reviewers who verify claims, disclosures, and regulatory language.
Finance or procurement approvers who confirm budget, payment terms, and vendor contracts.

Approval chains vary by organization size; ensure the designated approver field matches the entity's delegated authority.

Step-by-step: Filling out the form for a campaign

Follow these steps in order to prepare a complete, review-ready form and minimize approval cycles.

01

Draft: Populate campaign details, assets, and budget fields.
02

Attach assets: Upload creative files and sample copy for review.
03

Internal review: Send to legal, privacy, and finance for comments.
04

Final approval: Capture signatures, dates, and distribution instructions.

Essential components of a professional form

A complete Marketing Promotional Activities Form combines administrative details, asset references, compliance checks, budget approvals, timeline controls, and signature capture to make campaigns repeatable and auditable.

Campaign details

Clear title, description, objectives, and KPIs that define success metrics and guide creative and media choices for measurable outcomes.

Asset inventory

List of creative files, versions, approvals, and storage locations so reviewers and publishers use the correct final assets without ambiguity.

Audience and targeting

Precise audience definitions and consent status to ensure compliance with privacy laws and targeted delivery controls across channels.

Budget and payment

Line-item budget, vendor info, payment terms, and internal cost centers to align campaign spend with procurement controls.

Compliance checklist

Document checks for required disclosures, claim substantiation, COPPA/HIPAA considerations where applicable, and any regulatory constraints.

Signatures and audit

Designated approver signatures, dates, and an audit trail showing who approved each stage and when for accountability and recordkeeping.

Supporting materials and export options

Include supporting documents and use standard export formats to preserve records and simplify sharing with reviewers and auditors.

Supporting documents

Attach vendor contracts, creative briefs, regulatory approvals, and test results that substantiate claims and justify spend.

PDF exports

Export a flattened PDF/A file for archival and audit purposes to ensure consistent readability across platforms.

Editable source files

Keep original DOCX, PSD, or design files in a linked repository for future edits and version control.

Signed certificate

Include an audit certificate showing signer identity, timestamp, and IP address for e-signed submissions.

Key data points to protect on the form

Personal Data: Names, emails, and phone numbers

Financial Data: Budget figures and vendor payment details

Health Data: Any PHI in healthcare-related campaigns

Creative IP: Drafts and unpublished assets

Approval History: Signatures and timestamps

Access Controls: Role-based permission records

Risks and potential consequences of errors

Regulatory fines: Privacy or advertising violations

Contract breaches: Missed vendor obligations

Brand damage: Misleading claims or incorrect assets

Financial loss: Unapproved spend or double payments

Audit failures: Incomplete records on inspection

Delayed launches: Missing approvals or signatures

Common preparation mistakes to avoid

Incomplete asset lists that cause publishers to run incorrect creative or fail QA checks, increasing rework and cost.
Missing compliance checks for target audiences or required disclosures, which can trigger regulatory review or takedowns.
Unclear budget coding that prevents accurate invoicing and leads to reconciliation delays between marketing and finance.
Using informal sign-off channels (chat or email) without a retrievable audit trail, making it hard to demonstrate approval history.

How routing and approvals typically flow

A clear routing workflow reduces friction and shows each required approval before campaign activation.

Create form: Marketing fills core fields and attaches assets.
Legal review: Legal checks claims, disclosures, and compliance.
Finance approval: Finance verifies budget and payment terms.
Final sign-off: Authorized approver signs and timestamps.

Typical online workflow settings

Configure workflow fields to match your organization's approval gates and authentication requirements.

Field	Configuration
Signers	Sequence or parallel; specify order
Authentication	Email, SMS code, or stronger methods
Notifications	Reminders and escalation rules
Retention	Archive policy and export settings

Digital signing and submission considerations

Confirm the eSignature provider supports required authentication, audit trails, and secure storage for your records.

Authentication: Email, SMS, KBA options
File formats: PDF, DOCX, and image files
Integrations: CRM and cloud storage

Ensure vendor compliance aligns with your industry needs (for example HIPAA for healthcare) and that signed records are exportable for audits.

Comparison of common eSignature providers for form signing

Pricing and feature availability vary; signNow is listed first. Confirm vendor plans directly for plan-specific limits and enterprise options.

	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	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions and troubleshooting

Answers to common practical questions about completing, signing, and preserving the Marketing Promotional Activities Form.

Need help? Contact support

Can this form be e-signed?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are legally valid when intent, consent, attribution, and record retention are met.
Is a notary or witnesses required?
Most marketing forms do not require notarization, but jurisdictional rules vary. Use the state-specific requirements and verify whether the form creates a record that requires authentication.
What happens if fields are mismatched?
Inaccurate names, dates, or budget codes can delay approvals, trigger rework, and complicate audits; correct and re-sign the form when discrepancies are found.
How should sensitive data be handled?
Limit personally identifiable information to necessary items, apply role-based access, and encrypt stored copies. Healthcare campaigns must follow HIPAA requirements when PHI is present.
How long must I keep the records?
Retain for at least three years from relevant filing or termination events; longer periods apply for tax, HIPAA, or industry-specific rules as noted in retention guidance.
Which signer has legal authority?
Only an authorized signatory with delegated authority should sign. Confirm signing authority in corporate governance documents or procurement delegations before final approval.

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