Can the chart be e-signed and certified?

Yes. Electronic signatures satisfy federal ESIGN requirements (15 U.S.C. ch. 96) and UETA in adopting states when intent, consent, attribution, and record retention are present; include a clear approval line and audit trail for certification.

Is notarization required for reliance?

Usually not for internal use. If an external party requests certification for legal transactions, a notarized or RON-certified copy may be preferable; remote notarization requirements vary by state and may mandate identity proofing and a recorded session.

Who should sign the Organograma?

A corporate certifier such as the board secretary or CEO typically signs and dates the chart to attest to its accuracy; include title and approval date to strengthen external reliance.

How often should it be updated?

Update on any officer appointment, structural reorganization, merger, or at least annually before the annual report; maintain version control and an audit log for each change.

How long must copies be retained?

Retain the master document for the active term plus recommended retention periods (see federal IRS rules and industry-specific retention like HIPAA 45 CFR §164.530(j)); state rules may require longer retention.

What if a signer's name changes later?

Keep the original dated and versioned chart intact and publish an updated chart showing the new incumbent and effective date; preserve records demonstrating continuity to resolve any retrospective authority questions.

Electronic Signature
Templates
Miscellaneous
Organizational Chart Organograma

Organizational Chart Organograma

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

ORGANIZATIONAL CHART — ORGANOGRAMA

This Organizational Chart and accompanying terms (the Agreement) is made effective as of between (the Company) and (the Provider).

WHEREAS

WHEREAS, the Company requires a formal, documented organizational chart (Organograma) that identifies positions, reporting relationships, departmental structure and incumbents for the effective management of Company operations; and

WHEREAS, the Provider is engaged to prepare, update and deliver the Organizational Chart and related documentation in accordance with the Scope of Work and Payment Terms set forth in this Agreement; and

WHEREAS, the parties agree that the Organizational Chart constitutes confidential business information and will be used and disclosed only as provided in this Agreement.

SCOPE OF WORK

Scope of Work — Summary of Services

ORGANIZATIONAL CHART DETAILS

The Provider shall prepare an organizational chart that identifies at minimum the following attributes for each position: Position Title, Incumbent Name, Reports To (Position Title), Department, Position Type, Level and Location. The form below collects the initial data set; additional positions may be attached as an addendum.

Position 1 — Primary Executive

Position Type Full-time Part-time Contractor

Position 2

Position Type Full-time Part-time Contractor

Position 3

Position Type Full-time Part-time Contractor

For additional positions beyond those shown, attach an addendum titled "Organizational Chart Addendum" and list each additional position with the same attributes.

PAYMENT TERMS

Total Fee Payment Schedule / Milestones Late Payment Fee

TERM AND TERMINATION

This Agreement commences on and continues until unless earlier terminated in accordance with this section.

Termination Notice Period (days)

Either party may terminate this Agreement for material breach by the other party if the breach remains uncured for the notice period set forth above. Termination for convenience by either party requires providing the notice period and payment of fees due for work performed through the effective termination date.

CONFIDENTIALITY

The parties acknowledge that the Organizational Chart and associated personnel information constitute Confidential Information. Each party shall (a) hold Confidential Information in strict confidence, (b) not disclose Confidential Information except to those employees, agents or advisors who have a need to know and who are bound by confidentiality obligations at least as protective as those herein, and (c) use Confidential Information solely for purposes of performing obligations under this Agreement. Confidential Information shall not include information that is publicly known through no fault of the receiving party, or that is rightfully obtained from a third party without breach of any obligation.

Confidential Materials — Specific Limits or Exceptions

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of without regard to conflict of laws principles.

ENTIRE AGREEMENT

This Agreement, together with any attached addenda and the Organizational Chart deliverables referenced herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements, proposals, representations and understandings, whether written or oral. No modification shall be effective unless in writing and signed by authorized representatives of both parties.

ADDITIONAL TERMS

Special Provisions / Attachments

Company Printed Name:

By:

Date:

Provider Printed Name:

By:

Date:

What the Organizational Chart Organograma represents

An Organizational Chart Organograma is a structured diagram that shows an entity's reporting relationships, roles, and departmental structure. It records titles, supervisory lines, and effective dates for officers and managers and can serve as an internal governance record, a board reference, or a supplement to filings that require officer or director information. For companies, the chart helps document who holds authority for decisions, who signs particular agreements, and which units perform core functions. It is typically updated after changes in leadership, reorganizations, or corporate events such as mergers, acquisitions, or public filings.

Why a clear Organizational Chart matters for governance

A concise Organograma reduces ambiguity about decision-making, clarifies signature authority, and supports compliance with corporate governance, tax reporting, and HR processes. It provides a single reference for internal reviewers, external auditors, and regulators when confirming officer or department responsibilities.

Who prepares and relies on an Organizational Chart Organograma

Typical preparers include corporate secretaries, HR leaders, compliance officers, and general counsel; users span internal stakeholders and external reviewers.

Company Secretary or Corporate Counsel — maintains legal records and ensures chart aligns with bylaws and filings
Human Resources Director — uses the chart for org planning, onboarding, and role alignment
Finance and Compliance Teams — reference the chart for approval authority, tax reporting, and audits

The document is useful across departments and often accompanies annual reports, committee charters, and transaction due diligence materials.

Primary signers and approvers

Board Secretary

The corporate or board secretary typically certifies the Organograma as an official company record. Their certification may be requested by banks, auditors, or counterparties to verify officer appointments and authority.

Chief Executive Officer

The CEO or delegated executive often approves the chart to confirm accuracy of reporting lines and authorities; this approval establishes internal accountability and may be required for external reliance.

Key data elements to include on the Organograma

Entity Name: Full legal name of the company

Position Title: Official job title

Incumbent Name: Full legal name of person in role

Reporting Line: Immediate supervisor or department head

Effective Date: MM/DD/YYYY start date

Version/Revision: Document version and last updated date

Consequences of incorrect or outdated charts

Contract risk: Counterparty may challenge signer authority

Regulatory risk: Incorrect filings can trigger compliance reviews

Tax issues: Misstated officers can affect withholding or reporting

Operational confusion: Role overlap may delay approvals

Liability exposure: Unauthorized signings increase corporate risk

Audit findings: Auditors may note poor recordkeeping

Common preparation pitfalls to avoid

Using informal or outdated titles that do not match payroll or corporate filings creates discrepancies during audits and third-party verification.
Failing to list effective dates or version history makes it impossible to determine which chart applied at the time of a transaction.
Including informal reporting relationships rather than formal supervisory chains can misrepresent authority for signature and approval.
Providing partial contact details or using internal nicknames reduces the chart's usefulness for external counterparties and compliance checks.

Step-by-step: preparing an accurate Organograma

Follow these steps to create a clear, auditable organizational chart that aligns with legal records and operational practice.

01

Collect source data: Pull payroll, HRIS, and board minutes
02

Define roles: Use formal job titles from bylaws or contracts
03

Map reporting lines: Show direct supervisor for each role
04

Record metadata: Add effective dates and version ID

Typical workflow for approval and distribution

A standard Organograma workflow spans drafting, review, approval, and secure distribution to stakeholders.

Drafting: Create initial chart from source records
Internal review: HR and legal confirm accuracy
Executive approval: CEO or board secretary signs off
Distribution: Share final copy with stakeholders

Elements of a professional Organizational Chart Organograma

A professional chart balances clarity and verifiability: it must be easy to read, tied to source records, and include audit information so reviewers can confirm accuracy.

Title and Scope

Identify the legal entity, business unit, and the chart's scope (e.g., consolidated company, region, or department) to avoid misuse across different legal entities.

Clear Hierarchy

Display reporting lines visually and with labels so authority flows and escalation paths are obvious to internal and external reviewers.

Named Incumbents

List full legal names for each position and avoid nicknames; include employee IDs where helpful for internal reconciliation.

Effective Dates

Include start dates for each assignment and the chart's issue date so actions can be tied to the correct organizational snapshot.

Version Control

Show version number and last update to provide an audit trail for changes and to prevent reliance on superseded charts.

Approvals

Include signature block or certification line showing who prepared and approved the chart and the approval date for evidentiary value.

Practical tips for accuracy and efficiency

Implement consistent processes and controls to keep the Organograma accurate and useful over time.

Use authoritative sources for names

Synchronize with HRIS, payroll, and board minutes to avoid discrepancies between internal systems and the official chart; update concurrently across systems.

Require versioned updates after changes

Mandate a versioned update process tied to personnel changes so every chart includes an issuance date and change log for auditability.

Include approval metadata

Record the approving officer and date; where external parties rely on the chart, include a certification statement signed by the corporate secretary or CEO.

Store securely with access controls

Keep master copies in a secure document repository with restricted edit rights, and distribute read-only copies to relevant stakeholders.

Timing considerations and routine update triggers

Maintain a cadence for updates and align revisions with filings, board meetings, and major corporate events.

Annual reporting cycle:

Update annually in advance of the annual report or shareholder meeting

Post-transaction updates:

Revise immediately after mergers, acquisitions, or major reorganizations

Officer appointment changes:

Update upon board resolution or officer appointment

Regulatory filing alignment:

Ensure chart reflects positions listed in any state or federal filings

Ad hoc audits or due diligence:

Provide a current chart when requested for audits or transaction diligence

eSignature vendor comparison for signing and certifying the Organograma

This table shows representative starting prices and core capabilities across common eSignature vendors; signNow is listed first per platform comparison convention.

	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	No	No	Yes, limited	Yes, limited
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	Varies

Frequently asked questions about the Organizational Chart Organograma

Answers address common legal, procedural, and technical questions encountered when preparing, certifying, and sharing an Organograma.

Need help? Contact support

Can the chart be e-signed and certified?
Yes. Electronic signatures satisfy federal ESIGN requirements (15 U.S.C. ch. 96) and UETA in adopting states when intent, consent, attribution, and record retention are present; include a clear approval line and audit trail for certification.
Is notarization required for reliance?
Usually not for internal use. If an external party requests certification for legal transactions, a notarized or RON-certified copy may be preferable; remote notarization requirements vary by state and may mandate identity proofing and a recorded session.
Who should sign the Organograma?
A corporate certifier such as the board secretary or CEO typically signs and dates the chart to attest to its accuracy; include title and approval date to strengthen external reliance.
How often should it be updated?
Update on any officer appointment, structural reorganization, merger, or at least annually before the annual report; maintain version control and an audit log for each change.
How long must copies be retained?
Retain the master document for the active term plus recommended retention periods (see federal IRS rules and industry-specific retention like HIPAA 45 CFR §164.530(j)); state rules may require longer retention.
What if a signer's name changes later?
Keep the original dated and versioned chart intact and publish an updated chart showing the new incumbent and effective date; preserve records demonstrating continuity to resolve any retrospective authority questions.

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