Can I sign this form electronically?

Yes. Electronic signatures generally satisfy legal requirements under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided the signer demonstrates intent, consent to electronic records, attribution, and reliable record retention. Some exceptions may apply.

What makes an e-signature legally valid?

A legally valid e-signature shows intent to sign, consent to conduct business electronically, clear attribution to the signer, and the ability to retain and reproduce the record. These four elements align with ESIGN and UETA enforceability requirements.

Are notarization or witnesses required?

Notarization and witness requirements depend on state law and the document's purpose. Many product application forms do not require notarization, but if the form creates statutory obligations or affects title-like rights, a notary or witnesses may be necessary under state rules.

What file formats should I submit?

Submit signed documents as PDF for auditability; PDF and DOCX are commonly accepted. Use flattened or certified PDF output for long-term preservation and to maintain signature appearance and layout.

How long must completed forms be retained?

Retention depends on content and regulation: IRS-related records generally require at least three years (IRC §6501), and HIPAA-covered healthcare records require six years (45 CFR §164.530(j)). Confirm industry-specific requirements.

Who can sign on behalf of the company?

Authorized signers include officers, managers, or agents with documented authority. Verify corporate authorization with a board resolution, power of attorney, or certificate of incumbency to reduce enforceability risk.

Electronic Signature
Templates
Miscellaneous
Product Application Form

Product Application Form

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

PRODUCT APPLICATION FORM

This Product Application Form and Agreement is entered into by and between the Applicant and the Company as of the date of submission. Applicant Name: . Company Name: . Application Date:

WHEREAS

WHEREAS, Applicant designs, manufactures or supplies the product(s) described in this application and seeks authorization from Company to list, distribute, market or otherwise onboard the product(s) as set forth herein; and

WHEREAS, Company evaluates product submissions for compliance with Company standards, applicable law and commercial suitability and, subject to acceptance, will enter into a separate commercial agreement for the sale or distribution of accepted products.

NOW, THEREFORE, Applicant submits the following information and agrees to the terms and conditions contained in this Product Application Form and Agreement.

APPLICANT INFORMATION

Legal Business Name Business Entity Type (check all that apply)

Corporation LLC Partnership Individual/Sole Proprietor

Primary Business Address Primary Contact Tax Identification Number (if applicable)

PRODUCT DETAILS

Product Name SKU / Model Number Product Category Short Product Description Intended Use / Target Market Manufacturer / Origin Suggested Retail Price (MSRP) Wholesale / Dealer Price Target Launch Date

SCOPE OF WORK

Applicant requests that Company evaluate, approve and onboard the product for distribution and/or listing. If accepted, Applicant will perform the obligations described below and Company will perform evaluation and onboarding services in accordance with the terms set forth in this form and any subsequent commercial agreement.

Detailed Scope of Work

PAYMENT TERMS

Applicant acknowledges that Company may charge fees for onboarding, listing or other services. The initial fee and payment schedule are set forth below; acceptance of the application is conditioned upon payment of any required fees.

Application / Onboarding Fee Payment Schedule Late Fee

TERM AND TERMINATION

The application and any onboarding services commence on Start Date: and continue until End Date: , unless earlier terminated in accordance with this section.

Notice Period for Termination

Either party may terminate for material breach if the breaching party fails to cure within the notice period specified above. Company may suspend onboarding activities immediately upon discovery of noncompliance with applicable law, safety requirements or material misrepresentations by Applicant.

CONFIDENTIALITY

Each party shall hold in confidence all non-public information disclosed by the other party in connection with this application and shall not disclose such information except to those employees, contractors or advisors who have a need to know and who are bound by confidentiality obligations no less protective than those set forth herein. Confidential information excludes information that is publicly known through no fault of the receiving party or that is independently developed.

COMPLIANCE AND REPRESENTATIONS

Applicant represents and warrants that all information provided in this application is true and complete, that Applicant possesses all necessary rights to market the product, and that the product complies with all applicable laws, safety standards and labeling requirements in jurisdictions where it will be offered. Applicant will provide certificates of compliance, test reports and product labels upon request.

Does the product require any regulatory certification or listing? Yes No

If yes, provide details

GOVERNING LAW

This Product Application Form and any dispute arising out of or related to it shall be governed by and construed in accordance with the laws of the jurisdiction specified by Company at acceptance, without regard to conflict of laws principles. To the extent allowed by law, the parties consent to exclusive jurisdiction and venue in the courts of that jurisdiction.

ENTIRE AGREEMENT

This Product Application Form, together with any attachments or schedules 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 and negotiations. No amendment shall be effective unless in writing and signed by both parties.

ACKNOWLEDGMENT

By signing below, Applicant certifies that the information provided is accurate and authorizes Company to verify any information as necessary to evaluate the product application. Applicant understands that submission of this form does not guarantee acceptance and that additional commercial terms may be negotiated upon acceptance.

Applicant:

By:

Date:

Company:

By:

Date:

What the Product Application Form Is and When it's Used

The Product Application Form is a standardized document used to collect essential information about a product for listing, approval, procurement, or vendor onboarding. Typical content includes product identification, technical specifications, compliance declarations, commercial terms, and contact details for responsible parties. Organizations use the form to ensure consistent evaluation, track review history, and create auditable records for procurement and regulatory teams. The form may be completed on paper or electronically and is often integrated with digital signing and document-management systems to preserve integrity and evidentiary value.

Why a Structured Product Application Form Matters

A consistent Product Application Form reduces review cycles, lowers the risk of missing information, and creates a clear audit trail for compliance and procurement. Standardized fields make comparisons across products faster and more objective, improving review predictability.

Who Typically Completes or Requests This Form

Product managers, procurement teams, compliance officers, and vendor onboarding specialists commonly complete or request the Product Application Form during sourcing and approval workflows.

Procurement teams: gather specs, pricing, supplier credentials, and approval history to compare offers.
Product managers: confirm technical specifications, compliance claims, labeling, and change-control contacts prior to release.
Compliance officers: verify declarations, certifications, and required supporting documents for regulatory audit readiness.

Each stakeholder uses different sections: procurement focuses on commercial terms, product teams on specifications, and compliance on certifications and supporting evidence.

Core Sections to Include in a Professional Form

A complete Product Application Form groups information logically: identification, specifications, compliance, commercial terms, supporting documents, and signature details to support efficient review and recordkeeping.

Product Identification

Include product name, model or SKU, version, and any trade or brand names; attach images or spec sheets to avoid ambiguity during technical evaluation.

Technical Specifications

Provide dimensions, materials, performance metrics, and environmental tolerances. Cite applicable standards and include measurement units and test reports where available to support compliance checks.

Regulatory Declarations

Declare applicable certifications, safety standards, and regulatory status. Attach certificates or test reports and note any pending approvals that affect marketability or shipment.

Commercial Terms

State pricing, minimum order quantities, lead times, packaging details, and warranty terms. Clarify currency and payment terms to facilitate procurement assessment.

Supporting Documents

List attachments such as SDS, user manuals, certificates of analysis, and lab reports. Properly labeled attachments speed validation and reduce follow-up requests.

Signature & Dates

Include authorized signatory name, title, company, dated signature, and contact information. Signatures indicate acceptance of statements and trigger official review steps.

Step-by-Step: From Preparation to Submission

Follow these steps to prepare, complete, sign, and route the Product Application Form for review and approval.

01

Prepare Documents: Gather technical specifications, certificates, and images before starting.
02

Complete Fields: Fill each required field using specified formats.
03

Attach Evidence: Attach supporting documents and label them clearly.
04

Sign and Submit: Sign electronically or physically and route for review.

Typical Electronic Submission Workflow

A common eSubmission flow includes upload, field placement, signer authentication, signature capture, and audit trail generation for compliance and recordkeeping.

Upload Document: Upload completed form and attachments as PDF or DOCX.
Place Fields: Define required fields, signatures, and conditional logic.
Authenticate Signer: Use email, SMS, or advanced authentication (KBA) as needed.
Capture Audit Trail: Store timestamps, IP, and action history for records.

Configuring an Automated Review and Routing Workflow

Configure an electronic workflow to automate routing, reminders, and validation for high-volume Product Application Form processing.

Field	Configuration
Signing Order	Sequential or parallel routing per approver list.
Reminders	Automated email reminders at custom intervals.
Validation Rules	Mandatory fields, format checks, and conditional logic.
Authentication	Email link, SMS code, or KBA as required.

Technical Requirements and Common Integrations

Ensure the platform supports PDF and DOCX imports, audit trails, secure storage, and integrations with document management and CRM systems used by your organization.

Supported Formats: PDF, DOCX, and flattened PDF files
Integrations: Salesforce, NetSuite, Google Workspace, Box
Authentication: Email, SMS, SSO, and KBA options

Typical Processing Deadlines and Response Targets

Common internal and external timelines for Product Application Forms, including submission targets and review response windows to monitor for SLA compliance.

Submission Deadline:

Provide within 10 business days of product launch or request.

Initial Review:

Procurement completes preliminary review within 5–10 business days.

Compliance Review:

Regulatory checks may take 2–6 weeks depending on complexity.

Applicant Response:

Respond to clarification requests within 7 business days.

Retention Trigger:

Retention period begins on effective date of approved submission.

Key Milestones in the Form Lifecycle

Track milestone stages from submission through approval and archival to maintain visibility and enforce SLAs across the process.

01

Submission Received

System records submission timestamp and attachments.

02

Initial Screening

Check for completeness and required supporting documents.

03

Technical and Compliance Review

Specialist review for specs, certifications, and test reports.

04

Approval and Archival

Final approval logged; store signed form in archive.

Security and Compliance Features to Expect

Encryption (in transit): TLS 1.2 and 1.3 protocols

Encryption (at rest): AES-256 encryption for stored data

Certifications: SOC 2 Type II, ISO 27001, PCI DSS

HIPAA: HIPAA-compliant; BAA available

ESIGN / UETA: Compliant with ESIGN and UETA

Accessibility: WCAG 2.0 Level AA compliant

Penalties and Risks of Incorrect or Incomplete Forms

Incorrect TIN: Triggers backup withholding (24%)

Late Information Returns: Penalties $60–$330 per return (IRC §6721)

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

False Certifications: Civil penalties and contract termination risk

Missing Notarization: May invalidate signature-dependent declarations

Data Breach: Regulatory fines and reputational damage

eSignature Pricing and Plan Features — vendor comparison

Selective plan attributes for common eSignature vendors relevant to Product Application Forms; signNow is shown first in the vendor column order.

	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
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions and Troubleshooting

Answers to common questions about completing, signing, and submitting the Product Application Form, with guidance on legal and technical concerns.

Need help? Contact support

Can I sign this form electronically?
Yes. Electronic signatures generally satisfy legal requirements under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided the signer demonstrates intent, consent to electronic records, attribution, and reliable record retention. Some exceptions may apply.
What makes an e-signature legally valid?
A legally valid e-signature shows intent to sign, consent to conduct business electronically, clear attribution to the signer, and the ability to retain and reproduce the record. These four elements align with ESIGN and UETA enforceability requirements.
Are notarization or witnesses required?
Notarization and witness requirements depend on state law and the document's purpose. Many product application forms do not require notarization, but if the form creates statutory obligations or affects title-like rights, a notary or witnesses may be necessary under state rules.
What file formats should I submit?
Submit signed documents as PDF for auditability; PDF and DOCX are commonly accepted. Use flattened or certified PDF output for long-term preservation and to maintain signature appearance and layout.
How long must completed forms be retained?
Retention depends on content and regulation: IRS-related records generally require at least three years (IRC §6501), and HIPAA-covered healthcare records require six years (45 CFR §164.530(j)). Confirm industry-specific requirements.
Who can sign on behalf of the company?
Authorized signers include officers, managers, or agents with documented authority. Verify corporate authorization with a board resolution, power of attorney, or certificate of incumbency to reduce enforceability risk.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now