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Office Locations Document

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OFFICE LOCATIONS AGREEMENT

This Office Locations Agreement ("Agreement") is made and entered into as of Date: by and between:

WHEREAS

WHEREAS, Party A operates, manages or otherwise maintains one or more office locations and has authority to designate the physical premises described herein for the business operations of Party B; and

WHEREAS, Party B desires to designate certain office locations for use in connection with its business activities and to establish the responsibilities of each party with respect to such locations; and

WHEREAS, the parties wish to set forth the scope, payment, confidentiality and termination provisions applicable to the office locations set forth below.

SCOPE OF LOCATIONS & WORK

Party A will make the following office locations available to Party B under the terms of this Agreement. For each location, list the street address, primary on-site contact, approximate rentable area and the date on which the location becomes effective for Party B's use.

Primary Contact:

Square Footage:

Effective Date:

Primary Contact:

Square Footage:

Effective Date:

PAYMENT TERMS

In consideration for the access to and/or management of the office locations, Party B shall pay Party A in accordance with the schedule below.

Late payments shall accrue interest and fees as set forth below.

TERM AND TERMINATION

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

Either party may terminate this Agreement for convenience upon written notice to the other party at least days prior to the intended termination date. Either party may terminate for material breach if such breach remains uncured for thirty (30) days after written notice of breach.

CONFIDENTIALITY

Each party shall maintain in confidence all nonpublic information disclosed by the other party that is marked confidential or that should reasonably be understood to be confidential given the nature of the information and the circumstances of disclosure ("Confidential Information"). Confidential Information shall not include information that (i) is or becomes generally available to the public other than by breach of this Agreement; (ii) was lawfully in the receiving party's possession prior to receipt from the disclosing party; (iii) is rightfully received from a third party without restriction; or (iv) is independently developed by the receiving party without use of the disclosing party's Confidential Information.

The receiving party shall use Confidential Information solely for the purposes of performing its obligations under this Agreement and shall not disclose Confidential Information to any third party except to its employees, agents or professional advisors who have a need to know and who are bound by confidentiality obligations no less protective than those contained herein. Upon termination of this Agreement, the receiving party shall return or destroy Confidential Information in accordance with the disclosing party's reasonable instructions.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of laws principles. The parties submit to the exclusive jurisdiction of the state and federal courts located in that state for disputes arising under this Agreement.

ENTIRE AGREEMENT

This Agreement, including any exhibits and attachments hereto, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, negotiations and communications, whether written or oral. No amendment or modification of this Agreement shall be effective unless in writing and signed by authorized representatives of both parties.

MISCELLANEOUS PROVISIONS

Each party represents and warrants that it has the authority to enter into this Agreement and to perform its obligations hereunder. Neither party shall assign this Agreement without the prior written consent of the other party, except that Party A may assign to an affiliate or in connection with a merger or sale of substantially all of its assets.

Party A (Provider) — Printed Name:

By:

Date:

Party B (Client) — Printed Name:

By:

Date:

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What the Office Locations Document Is and When it’s Used

An Office Locations Document lists one or more physical addresses and related contact details that an organization uses for corporate records, regulatory filings, licensure, vendor management, and public or internal directories. It typically identifies each office name, street address, county, mailing address (if different), primary contact, and operational hours. Organizations use this document to update state filings, support service-of-process routing, maintain emergency and safety planning, and provide accurate location data to partners, insurers, and government agencies.

Why a Clear Office Locations Document Matters

A concise Office Locations Document reduces administrative errors, supports regulatory compliance, and ensures that notices and official communications are routed correctly. Accurate location records also limit service delays, support insurance and tax filings, and protect legal rights tied to jurisdiction and venue.

Why a Clear Office Locations Document Matters

Who Typically Prepares and Relies on This Record

Multiple internal and external stakeholders prepare or reference Office Locations Documents depending on the organization size and regulatory needs.

  • Corporate administrators and compliance teams who update Secretary of State records and business licenses.
  • Facilities and operations managers who coordinate site access, safety plans, and vendor deliveries.
  • Human resources and payroll teams that need accurate worksite addresses for tax and I-9 purposes.

Use clear ownership and a single maintained source of truth to avoid conflicting versions across teams and filings.

Essential Parts to Include in a Professional Office Locations Document

A well-structured document groups each office into a repeatable record format so locations can be copied into filings or systems without re-entry errors.

Office Name

Consistent legal or business name for the location; use the exact entity name when a site hosts licensed activities to avoid mismatch.

Street Address

Full street address including suite number, city, state, and ZIP; avoid P.O. boxes unless the site accepts legal service there.

County / Jurisdiction

County or other local jurisdiction for permitting, taxation, and emergency services determinations.

Mailing Address

Separate mailing address if different from physical address, clearly labeled to prevent misrouted mail.

Primary Contact

Name, title, phone, and email for the person responsible for site operations and official correspondence.

Operational Notes

Hours, access instructions, and any license or permit numbers tied to the location.

Required Data Fields at a Glance

Official Name: Legal entity or dba
Physical Address: Street, city, state, ZIP
County: Local jurisdiction
Mailing Address: If different
Primary Contact: Name and phone
License IDs: Relevant permit numbers

Step-by-Step: Preparing and Finalizing the Office Locations Document

A short, repeatable process reduces errors and keeps location data current across systems and filings.

  • 01
    Gather Records: Collect lease, licensing, and registration documents for each site.
  • 02
    Complete Fields: Enter fields following the fillable-fields guide precisely.
  • 03
    Verify: Cross-check names and addresses with state business records and local permits.
  • 04
    Distribute: Share the finalized document with compliance, HR, insurers, and vendor teams.

Where to Send or File the Completed Document

Routes differ by purpose: some recipients need a record for internal use, others require an official filing or notarized copy.

  • Secretary of State: File when a change of principal office is required for your entity.
  • Licensing Agency: Submit updated addresses for site-specific licenses and permits.
  • Insurance Carrier: Provide locations for coverage and risk assessments.
  • Internal Teams: Share with HR, facilities, and vendor management for operational use.

How to Configure an Online Document Workflow

Set up a standardized online template and routing to keep records synchronized and auditable.

Field Configuration
Template Create one master template per entity with repeatable location blocks
Signer Order Designate who reviews and who approves; set role-based order
Authentication Require email or SMS code for signer verification
Notifications Enable completion notifications to compliance and HR

Digital Signing, File Formats, and Integrations to Consider

Choose a platform that supports common file types and required authentication methods for your workflows.

  • File Formats: PDF, DOCX supported
  • Integrations: CRM and storage connectors
  • Authentication: Email, SMS, KBA options

Confirm the platform can produce an audit trail, export signed PDFs, and connect with your payroll or ERP systems to minimize manual re-entry and auditing gaps.

Common Timelines and Expected Processing Times

Timing depends on the destination and whether a notarized or certified copy is required.

Internal Update Cycle:

Review and update location records at least annually

State Filings:

Submit changes according to your Secretary of State process; some require immediate update

License Updates:

Permit issuers may require updates within 30 days of a change

Notarization Lead Time:

Account for scheduling and potential RON session processing time

Insurer Notification:

Notify carriers per policy terms to avoid coverage gaps

Common Preparation Errors to Avoid

  • Using inconsistent office names across filings, which causes mismatches in public records and vendor systems.
  • Entering mailing addresses instead of physical addresses for site-specific licenses and inspections.
  • Failing to identify the correct county or jurisdiction, which can delay permits and emergency services coordination.
  • Not updating the primary contact or phone number, leading to missed regulatory notices or service-of-process issues.

Potential Consequences of Incorrect Location Records

Filing Rejection: State or licensing filings may be rejected
Coverage Gaps: Insurance claims may be denied for wrong location
Regulatory Fines: Late or incorrect updates can trigger penalties
Service Risks: Legal notices may be misdelivered
Tax Issues: Incorrect nexus data can affect tax filings
Operational Delays: Vendors may delay deliveries or access

Pricing and Feature Snapshot for eSignature Tools

A concise comparison of starting price and common feature distinctions across representative eSignature vendors; signNow is listed first per the comparison format.

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 trial Varies by plan Varies by plan Varies by plan Varies by plan
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 by plan Varies by plan Varies by plan

Real-World Examples of Office Location Records in Use

Examples show how organizations formalize and distribute location records for operational and regulatory needs.

Optica Ventures LLC (COO)

Optica created a standardized location register to speed customer onboarding and partner verification.

  • The record format mapped to their lease and license IDs for each site.
  • "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Martin Properties (Founder)

Martin Properties centralized all office and property addresses into a single template used by leasing and closing teams.

  • The template included contact and county fields to match title company requirements.
  • "I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Frequently Asked Questions and Troubleshooting

Answers to common questions about preparing, validating, and distributing Office Locations Documents.


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