Establishing secure connection…Loading editor…Preparing document…

Owner Statement Template

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

OWNER STATEMENT

This Owner Statement is made effective as of (the Effective Date), by and between Owner Name: and Recipient Name: .

WHEREAS

WHEREAS, Owner Name: is the lawful owner of the assets, property, or interests described herein and has authority to make the statements and representations set forth in this Owner Statement;

WHEREAS, Recipient Name: requires a formal written statement from Owner describing ownership, encumbrances, and related transaction terms for the purposes stated below;

WHEREAS, the parties intend that this Owner Statement memorialize factual ownership, representations, permitted uses, payment and other terms relevant to the parties' transaction or evaluation.

OWNER IDENTIFICATION

Individual    Corporation    LLC    Other:

STATEMENT OF OWNERSHIP

Owner hereby states, represents, and warrants that Owner is the sole legal and beneficial owner of the following property, asset(s), or equity interest(s) (each an "Owned Asset") as of the Effective Date. Describe each Owned Asset with sufficient detail, including identifying numbers, physical location, and any distinguishing characteristics.

REPRESENTATIONS AND WARRANTIES

Owner represents and warrants to Recipient that:

1. Ownership and Authority: Owner is the lawful owner of the Owned Asset(s) and has full power and authority to make this statement, and to sell, grant, assign, or otherwise convey any interest in the Owned Asset(s) subject to the terms agreed by the parties.

2. Liens, Encumbrances and Exceptions: Except for the encumbrances listed below, the Owned Asset(s) are free and clear of all liens, security interests, claims, pledges, options, and other encumbrances. Encumbrances (if any) are described here or indicated on an attachment incorporated into this Statement.

3. No Pending Actions: There are no pending or threatened lawsuits, administrative proceedings, or governmental orders that affect Owner's title or right to transfer the Owned Asset(s) except as disclosed in writing to Recipient.

SCOPE OF TRANSFER / PERMITTED USE

Describe the intended transfer, permitted uses, limitations, and any conditions upon which Owner grants rights or transfers interests in the Owned Asset(s). If transaction is for evaluation, collateral, sale, lease, or other purpose, specify here.

PAYMENT TERMS

If consideration is payable to Owner in connection with transfer or licensing of Owned Asset(s), specify amount, schedule, and late payment terms.

Late payments shall accrue interest at or the maximum permitted by law, whichever is less.

TERM AND TERMINATION

This Owner Statement shall commence on Start Date: and, unless earlier terminated in accordance with this paragraph, shall expire on End Date: .

Either party may terminate this Statement for material breach by the other party if the breaching party fails to cure such breach within Notice Period: days after receipt of written notice. Termination shall not affect rights or obligations that accrued prior to termination.

CONFIDENTIALITY

All non-public information provided by Owner to Recipient in connection with this Owner Statement, including business information and descriptions of Owned Asset(s), shall be treated as confidential and shall not be disclosed by Recipient except (a) to its affiliates, agents or advisors on a need-to-know basis who are bound to maintain confidentiality, (b) as required by law, or (c) with Owner's prior written consent. Recipient shall use no less than reasonable care to protect such confidential information.

GOVERNING LAW; DISPUTE RESOLUTION

This Owner Statement shall be governed by and construed in accordance with the laws of the State of without regard to its conflict-of-law principles. The parties agree that any action arising out of or relating to this Statement shall be brought exclusively in the state or federal courts located in that state unless otherwise mutually agreed in writing.

ENTIRE AGREEMENT

This Owner Statement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous understandings, agreements, representations and warranties, both written and oral. Any amendment or modification of this Statement must be in writing signed by both parties.

NOTICES

Owner Printed Name:

By:

Date:

Recipient Printed Name:

By:

Date:

Enter text✕

What an Owner Statement Template Is and When It’s Used

An Owner Statement Template is a standardized document used to declare ownership, interest, or control over an asset, property, business, or account. It typically records owner name, ownership percentage, effective date, property or asset description, encumbrances, and any certifications about authority or accuracy. Organizations use it for real estate closings, insurance claims, loan applications, corporate filings, and vendor or escrow processes where a formal written attestation of ownership or status is required.

Why an Owner Statement Template Matters for Accuracy and Legal Clarity

A clear Owner Statement reduces disputes by documenting facts, signatures, and dates; it supports title or lien searches and satisfies counterparties requiring written attestations. When executed correctly, an electronic Owner Statement is legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.

Why an Owner Statement Template Matters for Accuracy and Legal Clarity

Who Typically Prepares or Signs an Owner Statement

Common users range from individual property owners to corporate officers and third-party agents who must certify ownership or control.

  • Individual Owners: Homeowners or small-business owners who confirm title, occupancy, or equity interests in a single-asset transaction.
  • Company Officers: C-suite or authorized officers who attest to corporate ownership percentages and sign for entities.
  • Lenders and Escrow Agents: Financial institutions and closing agents that request the statement to clear underwriting or escrow conditions.

Identify the person with legal authority to sign; corporate signers often require a board resolution or corporate authorization to confirm signing authority.

Step-by-step: Completing an Owner Statement Template

Follow a consistent sequence to reduce errors: enter identity and property details, declare ownership facts, attach supporting documents, and sign with proper authority.

  • 01
    Prepare details: Collect legal names, addresses, and ID numbers before you start.
  • 02
    Describe asset: Include exact address, parcel ID, VIN, or account number as applicable.
  • 03
    State ownership: List ownership percentage, type of ownership, and effective date.
  • 04
    Sign and date: Have authorized signer sign, date, and include title or capacity.

Configuring an electronic workflow for the Owner Statement

Set up a simple routing template that enforces required fields, signer order, and authentication to maintain a legally defensible record.

Field Configuration
Signature Order Define sequential or parallel signer order to match transaction needs.
Authentication Use email plus SMS or knowledge-based authentication for higher assurance.
Expiration Set link expiration (e.g., 30 days) to reduce stale agreements.
Template Name Save a reusable template labeled by transaction type.

Typical electronic routing for an Owner Statement

A reliable e-sign workflow ensures each party receives, authenticates, signs, and receives final copies with a preserved audit trail.

  • Upload document: Sender uploads the template and applies fillable fields.
  • Assign signers: Enter signer emails and set signing order.
  • Authenticate signer: Signer confirms identity via configured method.
  • Complete signing: Signed copies and audit record are saved and distributed.

Technical considerations for eSigning and submission

Choose a platform that supports secure audit trails, conditional fields, and the authentication strength your transaction requires.

  • File formats: PDF, DOCX, and structured templates are supported.
  • Signer authentication: Email, SMS, KBA, or advanced options for high-assurance cases.
  • Integrations: Look for CRM or document-storage connectors to automate routing.

Ensure the chosen platform supports ESIGN/UETA compliance, preserves an immutable audit trail, and stores records with appropriate encryption and access controls for retention requirements.

Essential elements to include in a professional Owner Statement Template

A complete template combines identity details, a precise asset description, a clear ownership declaration, supporting attachments, authority statements, and a verifiable signature block.

Owner Identity

Full legal name, business legal entity name if applicable, mailing address, and contact information to unambiguously identify the declarant.

Asset Details

Exact address, parcel number, VIN, account or policy number, and any dimensions or unit identifiers relevant to the ownership claim.

Statement of Ownership

Clear language stating the percentage or type of ownership, how title is held, and the effective date of ownership.

Encumbrances

List mortgages, liens, easements, or other encumbrances that affect the asset and reference supporting documents or recording numbers.

Authority Declaration

For entity signers provide capacity (officer, manager), a statement of authority, and attach corporate resolution if required.

Supporting Attachments

Attach deeds, trust documents, formation filings, or prior recorded instruments that substantiate the ownership claim.

Security and compliance checklist for handling Owner Statements

In-transit encryption: TLS 1.2/1.3
At-rest encryption: AES-256
Authentication options: Email, SMS, KBA, 2FA
Audit trail: Detailed timestamps and IP logs
Regulatory standards: ESIGN, UETA compliance
Enterprise controls: SSO, role-based access

Common preparation errors to avoid

  • Incomplete identity fields that fail to match government ID, triggering re-verification or rejection by escrow or lender.
  • Vague asset descriptions that omit parcel IDs, VINs, or account numbers and cause ambiguity in title or lien searches.
  • Incorrect signer capacity for corporate entities—omitting an officer title or resolution can make the statement unenforceable.
  • Failing to attach required supporting documents such as recorded deeds or formation certificates, causing processing delays.

Penalties and legal risks from incorrect Owner Statements

Tax consequences: Incorrect ownership can trigger IRS issues and potential audit adjustments.
Escrow delays: Missing or mismatched data may delay closings or funding.
Liability claims: False statements expose declarant to tort or contract liability.
Recording rejections: Improperly executed documents may be refused by county recorders.
Notarization risks: Absent or incorrect notarization can invalidate certain filings.
Backup withholding: Incorrect TIN data can trigger 24% backup withholding for payments.

eSignature pricing and feature comparison relevant to Owner Statements

Basic pricing and feature differences affect cost and suitability for notarization, bulk sends, and HIPAA-covered workflows. signNow is listed first for comparison.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Bulk Send Yes (Business Premium) Varies by plan Varies by plan Varies by plan Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA available) Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year limit Varies by plan Varies by plan Varies by plan

Frequently asked questions about using an Owner Statement Template

Answers to common questions about validity, notarization, corrections, and recordkeeping for Owner Statements.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users