Can the template be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Exemptions apply for certain testamentary instruments and court filings. Obtain signer intent, consent, attribution, and retention to meet the four-part e-signature validity test.

When is notarization or witness authentication required?

Notarization is required when state law or the template clauses demand it, commonly for deeds, certain powers of attorney, and real estate transfer documents. Remote online notarization may be permitted depending on state rules — verify with the state notary commission.

What if party names differ from ID?

Mismatched names can create enforceability issues and may trigger backup withholding for tax forms. Use the full legal name as on government ID; document any known variations in an exhibit. Correct discrepancies before execution or include a name clarification clause.

How to maintain records for audits?

Retain a complete executed copy, audit trail, and any notarization recordings according to retention requirements. For financial records follow IRS rules; for healthcare follow HIPAA 45 CFR §164.530(j). Store documents with TLS and AES-256 encryption when kept electronically.

Can I use conditional and calculated fields?

Yes. Conditional and calculated fields are acceptable to capture variable terms, trigger approval routing, or compute payments. Test logic thoroughly and include fallback values. Ensure formulas do not obscure material terms and remain visible in the final executed record.

Who can sign on behalf of a company and how?

An authorized officer or an individual with delegated signing authority may execute documents for an entity. Verify corporate authorization via board resolution, officer certificate, or power of attorney. For title and authority disputes, attach evidence of authorization to prevent later challenges.

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NAIOP Business Document Template

NAIOP Business Document Template

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

NAIOP Business Document Template

Parties

Client Name:

Client Address

Service Provider Name:

Service Provider Address

Recitals

WHEREAS, Client seeks professional services related to commercial real estate development, leasing and related advisory services as further described in this Agreement; and

WHEREAS, Service Provider represents that it has the experience, personnel, and resources to perform the services described herein and is willing to perform such services for Client under the terms and conditions set forth in this Agreement; and

NOW, THEREFORE, in consideration of the mutual covenants and promises contained herein, the parties agree as follows.

Scope of Work

Description of Services

Service Provider shall perform the services described above (the "Services") in a diligent, professional manner consistent with industry standards. Deliverables, milestones, and acceptance criteria shall be documented in writing and appended as exhibits when applicable.

Payment Terms

Total Fee Payment Schedule Payment Due (Net Days) Late Fee

All amounts payable under this Agreement are exclusive of applicable taxes. Client shall pay any sales, use or other taxes imposed on payments hereunder, except taxes based on Service Provider's net income. Service Provider shall submit invoices in accordance with the Payment Schedule and Client shall remit payment in U.S. dollars within the payment terms set forth above.

Term and Termination

Term: This Agreement shall commence on Start Date: and shall continue in effect until End Date: unless earlier terminated in accordance with this Section.

Termination Notice Period

Either party may terminate this Agreement for convenience upon written notice to the other party given in accordance with the Notice provisions and subject to payment for Services rendered through the effective date of termination. Either party may terminate for material breach if the breaching party fails to cure such breach within the notice period set forth above.

Confidentiality

Each party (the "Receiving Party") shall keep confidential and shall not disclose to any third party any non-public information disclosed by the other party (the "Disclosing Party") that is designated confidential or that, by its nature, should reasonably be understood to be confidential ("Confidential Information"). Confidential Information does not include information that (a) is or becomes publicly available through no fault of the Receiving Party; (b) was rightfully in the Receiving Party's possession prior to disclosure; (c) is rightfully received from a third party without restriction; or (d) is independently developed without use of the Disclosing Party's Confidential Information.

The Receiving Party may disclose Confidential Information to the extent compelled by law, regulation or valid order of a court or other governmental authority, provided the Receiving Party gives the Disclosing Party prompt written notice and cooperates reasonably in any effort to obtain confidential treatment or a protective order.

Governing Law

Choice of Law

This Agreement shall be governed by and construed in accordance with the laws of the state specified above, without regard to conflict of laws principles. The parties consent to the exclusive jurisdiction and venue of the state and federal courts located in the selected jurisdiction for any disputes arising out of or relating to this Agreement.

Entire Agreement

This Agreement, together with any exhibits or attachments expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written. No amendment or waiver of any provision of this Agreement shall be effective unless in writing and signed by authorized representatives of both parties.

Notices

All notices, requests, consents and other communications required or permitted under this Agreement shall be in writing and delivered to the addresses below or such other address as a party may designate by written notice to the other party.

Client Notice Address Service Provider Notice Address

Miscellaneous

If any provision of this Agreement is held to be invalid or unenforceable, the remainder of this Agreement shall remain in full force and effect. The parties acknowledge that Service Provider may engage subcontractors, provided that Service Provider remains responsible for subcontractor performance. Neither party may assign this Agreement without the prior written consent of the other, except that Service Provider may assign to an affiliate or in connection with a change of control.

Client:

By:

Date:

Service Provider:

By:

Date:

What the NAIOP Business Document Template Is

The NAIOP Business Document Template is a standardized commercial form designed for use by NAIOP members and real estate professionals to capture consistent transaction details, responsibilities, and signatures across leasing, development, and project management workflows. It organizes party identification, scope of services, financial terms, timelines, deliverables, and basic compliance clauses into a single, fillable document suitable for negotiation, recordkeeping, and execution. When completed correctly it supports audit trails, enables electronic submission, and can be combined with notarization or witness sections where state law requires additional authentication.

Why Use a Standardized NAIOP Template

Use the NAIOP Business Document Template to reduce drafting variation, ensure essential business terms are present, and provide a clear framework for approvals and signatures. Standardized templates improve consistency across transactions and simplify compliance, auditing, and post-execution referencing.

Who Typically Completes This Template

Primary users include NAIOP members, property managers, leasing agents, project managers, and legal teams preparing transaction documents.

Real estate developers and brokers who require consistent lease and sale documentation across portfolios.
In-house legal and contract administrators standardizing clauses, signatures, and execution workflows.
Property managers and project leads collecting approvals, schedules, and financial terms for projects.

The template supports multiple signer roles and can be integrated into electronic workflows or printed for in-person execution.

Core Sections to Include in a Professional Template

Core sections in a professional NAIOP Business Document Template define responsibilities, financial terms, risk allocation, schedules, and signature blocks for reliable execution and auditing.

Parties

Identify all contracting parties with legal entity names, business types, and representative contact details. Include DBAs and parent company where applicable to avoid ambiguity in enforcement.

Scope

Describe the services, deliverables, milestones, and acceptance criteria in unambiguous terms. Attach exhibits or schedules for technical specifications and delivery timelines when needed. Use numbered lists to simplify references.

Payment

Set precise payment amounts, invoicing cadence, late fees, retainage, and acceptance triggers. Clarify billing contact, electronic funds transfer details, and any required tax reporting documents.

Risk

Allocate indemnities, limits on liability, insurance requirements, and indemnitor obligations. Include specific insurance types, coverage amounts, and certificates of insurance requirements. Reference caps on consequential damages and carve-outs for willful misconduct.

Schedules

Attach project timelines, delivery milestones, and approval deadlines as numbered exhibits. Clearly define dependencies and cure periods to reduce dispute over performance timing, and include contact points for schedule changes.

Signatures

Provide signature blocks for each party including printed name, title, and date. Specify whether electronic signatures, notarization, or witness signatures are required for execution and attach authority evidence when necessary.

Step-by-Step: Complete and Execute the Template

Follow the sequence below to complete and execute the NAIOP Business Document Template accurately and in compliance with jurisdictional requirements.

01

Step 1: Identify parties and enter full legal names and entity types.
02

Step 2: Specify scope, deliverables, payment terms, and performance milestones clearly.
03

Step 3: Confirm governing law, dispute resolution, and insurance requirements.
04

Step 4: Collect signatures, dates, and any notarization or witness acknowledgements.

Configure an Electronic Workflow for the Template

Set up an electronic workflow for the NAIOP template to enforce signer order, field validation, and retention.

Field	Configuration
Signer Order	Sequential or parallel routing enforced automatically.
Field Validation	Require formats, dropdowns, and conditional logic.
Authentication	Email link, SMS code, or KBA options.
Storage	Encrypted storage with downloadable signed PDF.

Typical Electronic Execution Workflow

Typical electronic execution workflow for the template, from upload through signature capture and final audit trail generation.

Upload: Sender uploads PDF or DOCX and prepares fields.
Assign: Add signers, order, and authentication methods.
Sign: Signers receive link, authenticate, and apply signatures.
Complete: System issues signed copy and audit certificate.

Platform Capabilities and Integrations to Consider

Required platform features and integrations to support electronic completion and secure storage, including CRM connectors, cloud storage, and single sign-on.

Integration: Salesforce, NetSuite, Google Workspace
Formats: PDF, DOCX, HTML supported
Authentication: SSO, MFA, and advanced options

Security and Compliance Essentials

Encryption (Transit): TLS 1.2 and TLS 1.3

Encryption (At Rest): AES-256 encryption at rest

Certifications: SOC 2 Type II and ISO 27001

HIPAA: HIPAA BAA available when required

21 CFR Part 11: Compliant for FDA-regulated signatures

Accessibility: WCAG 2.0 Level AA support

Common Preparation Mistakes to Avoid

Failing to use full legal names or correct entity types, which leads to enforceability disputes and delays in title transfer or tax reporting.
Leaving payment terms vague (for example 'payment upon completion') instead of specifying amounts, invoicing schedule, and remedy for late payment.
Not confirming governing law or dispute resolution forum, causing jurisdictional uncertainty that can double legal costs during enforcement.
Failing to record electronic consent and retention capabilities required by ESIGN, risking admissibility of the electronic record in dispute.

Consequences of Errors or Omission

1099 Filing Errors: $60–$330 per form; $660+ intentional

Backup Withholding: 24% withholding rate

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

Notarization Failures: May invalidate signature evidence

Missing Authority: Contracts voidable or challenged

Retention Noncompliance: Regulatory fines and audits

Key Dates and Deadlines to Track

Key submission and execution deadlines to monitor when using the NAIOP Business Document Template in active transactions.

Offer Expiration:

Specify date and time to prevent open-ended offers.

Initial Payment Due:

State payment amount and due date relative to execution.

Performance Milestones:

List deliverable dates and acceptance windows clearly.

Notice Periods:

Define cure periods, notice addresses, and delivery methods.

Document Retention:

Specify how long each party will retain records after termination.

Milestone Timeline from Negotiation to Recordkeeping

Sequential milestones from negotiation through execution, recording, and post-signature obligations for the NAIOP template workflow.

01

Negotiation

Finalize terms, exhibits, and redlines before approval.

02

Approval

Obtain internal approvals, signatures, and authority documentation.

03

Execution

All parties sign, date, and notarize if needed.

04

Post-Execution

Distribute executed copies, update systems, and store records.

eSignature Pricing and Feature Comparison

Compare typical eSignature pricing and feature availability to choose an appropriate plan for executing the NAIOP Business Document Template.

	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

Frequently Asked Questions and Troubleshooting

Common questions and troubleshooting steps for filling, signing, and submitting the NAIOP Business Document Template appear below.

Need help? Contact support

Can the template be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Exemptions apply for certain testamentary instruments and court filings. Obtain signer intent, consent, attribution, and retention to meet the four-part e-signature validity test.
When is notarization or witness authentication required?
Notarization is required when state law or the template clauses demand it, commonly for deeds, certain powers of attorney, and real estate transfer documents. Remote online notarization may be permitted depending on state rules — verify with the state notary commission.
What if party names differ from ID?
Mismatched names can create enforceability issues and may trigger backup withholding for tax forms. Use the full legal name as on government ID; document any known variations in an exhibit. Correct discrepancies before execution or include a name clarification clause.
How to maintain records for audits?
Retain a complete executed copy, audit trail, and any notarization recordings according to retention requirements. For financial records follow IRS rules; for healthcare follow HIPAA 45 CFR §164.530(j). Store documents with TLS and AES-256 encryption when kept electronically.
Can I use conditional and calculated fields?
Yes. Conditional and calculated fields are acceptable to capture variable terms, trigger approval routing, or compute payments. Test logic thoroughly and include fallback values. Ensure formulas do not obscure material terms and remain visible in the final executed record.
Who can sign on behalf of a company and how?
An authorized officer or an individual with delegated signing authority may execute documents for an entity. Verify corporate authorization via board resolution, officer certificate, or power of attorney. For title and authority disputes, attach evidence of authorization to prevent later challenges.

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