Can the OccAcc Agreement be signed electronically?

Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the parties consent and the signature captures intent, attribution, and retention capability.

When is notarization required?

Notarization is required when state law or the parties want a notary acknowledgment for recordation or to make the instrument self-proving; check state notary rules for deeds or recordable documents.

What if names do not match IDs?

A mismatch can delay access and weaken enforceability. Require signers to provide government-issued ID or certified corporate documentation matching the agreement name.

How long should I keep executed agreements?

Keep signed agreements for the active term plus at least three years; follow specific federal or industry rules such as IRS retention (IRC §6501(a)) or HIPAA (45 CFR §164.530(j)).

Are remote notarizations (RON) acceptable?

Many states permit RON with identity proofing and audio-video recording requirements. Verify the state's RON statutes or notary commission rules before relying on a remote notary.

What platform security should I require?

Require TLS encryption in transit, AES-256 at rest, a full audit trail, and certifications such as SOC 2 Type II; for PHI require a BAA to meet HIPAA obligations.

OccAcc Agreement

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OCCUPANCY AND ACCESS AGREEMENT

This Occupancy and Access Agreement ("Agreement") is entered into as of by and between Provider Name: with principal address and Licensee Name: .

RECITALS

WHEREAS, Provider is the lawful owner or authorized controller of the real property and improvements located at (the "Property"); and

WHEREAS, Licensee requires access to the Property to perform certain work, inspections or installations described herein and Provider is willing to grant limited access under the terms set forth below; and

WHEREAS, the parties desire to set forth their respective rights, obligations, limitations of access, and conditions of occupancy in a single written agreement.

SCOPE OF WORK

Description of Work

PAYMENT TERMS

Total Compensation: $ payable in accordance with the schedule below.

Payment Schedule and Invoicing

Late Payment: Any undisputed amount not received within days after the due date shall accrue interest at the rate of per month (or the maximum rate permitted by law, if lower), plus all costs of collection, including reasonable attorneys' fees.

TERM AND TERMINATION

Term: This Agreement shall commence on and shall terminate on unless earlier terminated as provided herein.

Either party may terminate this Agreement for convenience upon days' prior written notice to the other party. Either party may terminate for material breach immediately upon written notice if the breaching party fails to cure such breach within a commercially reasonable time after receipt of written notice specifying the breach.

ACCESS, SAFETY, AND SECURITY

Licensee's access shall be limited to the areas and hours expressly set forth in the Scope of Work. Licensee shall comply with all reasonable security and safety rules provided by Provider, shall ensure that personnel and subcontractors comply with such rules, and shall maintain a safe work environment. Licensee shall promptly repair or remediate any damage to the Property caused by Licensee, its agents, or subcontractors.

INSURANCE AND INDEMNITY

Licensee shall maintain at its expense commercial general liability insurance with limits not less than those commonly maintained for the services to be performed and shall provide certificates of insurance to Provider upon request. Licensee shall indemnify, defend and hold harmless Provider from and against all claims, liabilities, losses and expenses (including reasonable attorneys' fees) arising out of Licensee's performance under this Agreement, except to the extent caused by Provider's gross negligence or willful misconduct.

CONFIDENTIALITY

Each party may disclose Confidential Information to the other in connection with this Agreement. "Confidential Information" means nonpublic information that is designated as confidential or that a reasonable person would understand to be confidential given the nature of the information and the circumstances of disclosure. Each receiving party shall (a) use Confidential Information solely for performance under this Agreement; (b) restrict disclosure to those employees and contractors who have a need to know; and (c) protect Confidential Information with at least the same degree of care it uses to protect its own confidential information, but no less than a reasonable degree of care. Confidential Information does not include information that is or becomes publicly available without breach by the receiving party, independently developed by the receiving party without use of Confidential Information, or rightfully obtained from a third party not under obligation of confidentiality.

GOVERNING LAW AND DISPUTE RESOLUTION

This Agreement shall be governed by and construed in accordance with the laws of , without regard to its conflicts of law principles. The parties shall attempt in good faith to resolve disputes through negotiation prior to pursuing litigation. Nothing herein prevents either party from seeking injunctive relief to prevent irreparable harm.

NOTICES

Provider Notice Address Licensee Notice Address

ENTIRE AGREEMENT

This Agreement, including all attachments and exhibits expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements, understandings and communications, whether written or oral. No modification of this Agreement will be effective unless in writing and signed by both parties.

MISCELLANEOUS

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions will remain in full force and effect. The parties are independent contractors and no joint venture, partnership, employment or agency relationship is created by this Agreement.

Provider:

Printed Name:

By:

Date:

Licensee:

Printed Name:

By:

Date:

What the OccAcc Agreement Is and when it applies

An OccAcc Agreement (Occupational Access Agreement) is a written contract that grants a third party temporary access to a property or site for a defined occupational purpose such as inspection, maintenance, repair, or construction. The document defines permitted access times, scope of work, insurance and indemnity obligations, safety and site rules, and the duration of access. It records consent from the property owner, assigns responsibilities for damage or personal injury, and establishes procedures for termination, notice, and dispute resolution to reduce liability and operational uncertainty.

Why organizations use an OccAcc Agreement

An OccAcc Agreement clarifies rights and obligations for both property owners and visiting contractors or inspectors, reducing ambiguity about access, liability, and timing. It establishes insurance, safety, and indemnity terms up front so projects proceed without repeated ad hoc approvals or unexpected exposure to claims.

Typical parties who complete an OccAcc Agreement

Use the agreement whenever access or work could affect safety, property condition, or third-party liability — especially for multi-day projects and when insurance or permit conditions apply.

Property owners and managers who require written consent and liability protections before granting access
Contractors, subcontractors, and maintenance vendors performing on-site work under defined hours and safety controls
Third-party inspectors, surveyors, and utility crews needing temporary entry for specific, documented tasks

Step-by-step: Completing an OccAcc Agreement

Follow a consistent sequence to collect information, verify insurance, and obtain authorized signatures before granting site access.

01

Prepare document: Customize scope, dates, and insurance requirements for the job.
02

Attach exhibits: Add site plans, work permits, or safety protocols as exhibits.
03

Verify insurance: Confirm certificates meet required coverage and list property owner as certificate holder.
04

Obtain signatures: Collect authorized signatures, witness, or notarization before access begins.

Typical workflow for issuing and approving an OccAcc Agreement

A clear workflow reduces delays: prepare the agreement, verify requirements, obtain approvals, and distribute executed copies to stakeholders.

Draft: Owner/manager completes tailored agreement and attachments.
Review: Contractor and insurer review obligations and confirm compliance.
Sign: Authorized representatives sign; notarize if state requires.
Distribute: Provide executed copies to on-site supervisors and safety teams.

Configuring an online OccAcc workflow

Configure template fields, routing order, and authentication to match your approval and safety requirements.

Field	Configuration
Routing order	Specify sequential or parallel signers and any conditional approvals.
Authentication	Choose email, SMS code, or advanced ID verification based on risk.
Attachments	Require uploaded insurance certificate or permit before signing is allowed.
Retention	Set automatic archival and access permissions after execution.

Digital signing and technical requirements

Ensure the chosen platform supports required compliance frameworks and retains a tamper-evident audit trail for later dispute resolution or regulatory review.

File formats: PDF or DOCX supported for templates and signed copies.
Integrations: Connect to storage and ERP systems (Salesforce, NetSuite, Google Workspace).
Authentication: Support email, SMS, KBA, or advanced signer verification when required.

Comparing common eSignature vendors for OccAcc Agreements

Basic vendor capabilities and pricing differ; select a provider that supports the authentication, audit trail, and retention you require for access agreements.

	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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No or limited
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

Practical tips for accurate and efficient OccAcc Agreement execution

Adopt consistent templates, verify coverage, and confirm signer authority to reduce rework and liability exposure.

Use a template with exhibits

Maintain a single controlled template with named exhibits for scope, safety plans, and insurance requirements to reduce drafting errors and speed approvals.

Verify signer authority

Confirm signers have authority to bind their organization and capture printed name and title to avoid later challenges to enforceability.

Require proof of insurance

Obtain and review ACORD certificates listing required coverages and limits before access; document insurer contact info and policy effective dates.

Record access conditions

Log site-specific instructions, permitted hours, and PPE requirements in the agreement so on-site supervisors can enforce compliance.

Common legal and operational risks of an incorrect OccAcc Agreement

Invalid Signature: Agreement unenforceable

Missing Notary: State filing rejected

Insufficient Insurance: Owner exposed to claims

Vague Scope: Disputes over responsibilities

Unauthorized Signer: Contract voidable

Poor Retention: Noncompliance with audits

Frequent mistakes to avoid when preparing an OccAcc Agreement

Leaving access times or work locations unspecified, which creates disputes and can lead to unauthorized site entry and safety violations.
Failing to require an ACORD certificate or not verifying policy dates and endorsements, exposing owners to uninsured liability for incidents.
Using abbreviated or inconsistent party names that do not match IDs or corporate registrations, which complicates enforcement and insurance verification.
Neglecting to document site-specific safety measures, emergency contacts, or signage requirements requested by local authorities or the property owner.

Frequently asked questions about the OccAcc Agreement

Answers to common questions about signing, notarization, electronic execution, and post-execution storage for OccAcc Agreements.

Need help? Contact support

Can the OccAcc Agreement be signed electronically?
Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the parties consent and the signature captures intent, attribution, and retention capability.
When is notarization required?
Notarization is required when state law or the parties want a notary acknowledgment for recordation or to make the instrument self-proving; check state notary rules for deeds or recordable documents.
What if names do not match IDs?
A mismatch can delay access and weaken enforceability. Require signers to provide government-issued ID or certified corporate documentation matching the agreement name.
How long should I keep executed agreements?
Keep signed agreements for the active term plus at least three years; follow specific federal or industry rules such as IRS retention (IRC §6501(a)) or HIPAA (45 CFR §164.530(j)).
Are remote notarizations (RON) acceptable?
Many states permit RON with identity proofing and audio-video recording requirements. Verify the state's RON statutes or notary commission rules before relying on a remote notary.
What platform security should I require?
Require TLS encryption in transit, AES-256 at rest, a full audit trail, and certifications such as SOC 2 Type II; for PHI require a BAA to meet HIPAA obligations.

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