Who must disclose a relationship?

Any party with a direct or indirect connection to the counterparty that could reasonably influence the transaction should disclose the relationship. When in doubt, disclose and let reviewers determine materiality.

Is an electronic signature valid?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided the transaction does not fall within statutory exceptions.

Do I need a notary or witness?

Notarization or witness requirements depend on jurisdiction and document purpose. Some states or contract types require notarization; check state rules before execution.

What if information changes later?

Submit an updated declaration whenever a material change occurs. Maintain version control and attach the updated signed form to the transaction record.

How long must I keep the form?

Retain for the active period plus at least three years; tax and healthcare records may require longer retention (see IRC §6501(a) and 45 CFR §164.530(j)).

How to correct mistakes?

Do not overwrite a signed record. Prepare an amended declaration, have it signed with the same authentication level, and attach both the original and amendment to the file.

Electronic Signature
Templates
Miscellaneous
Related Parties Declaration Form

Related Parties Declaration Form

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

RELATED PARTIES DECLARATION FORM

WHEREAS

WHEREAS, Client Name: (the "Declarant") is entering into or performing obligations under one or more agreements, contracts, or engagements with Recipient Name: (the "Recipient") as of Effective Date: .

WHEREAS, the parties require a formal written declaration of Related Parties, ownership interests, and any material transactions with Related Parties to identify potential conflicts of interest and to comply with contractual and regulatory obligations.

NOW, THEREFORE, the Declarant hereby declares and certifies the information set forth in this Related Parties Declaration Form under the terms and conditions contained herein.

SCOPE OF DECLARATION

Scope of Work / Engagement Covered by this Declaration

RELATED PARTIES DISCLOSURE

The Declarant must disclose all individuals and entities that are related to the Declarant or that have a material relationship with the Declarant, including but not limited to: immediate family members, entities controlled by the Declarant or by the Declarant's family, joint ventures, significant shareholders, directors, officers, and entities subject to common control (collectively, "Related Parties").

I certify that there are no Related Parties to disclose in connection with the scope of work identified above.

If Related Parties exist, provide the following information for each Related Party. Use additional pages if necessary and attach as Exhibit A.

Related Party 1 — Full legal name Relationship to Declarant Ownership / Control (if applicable) Nature of Past or Pending Transactions Monetary Value of Material Transactions

Related Party 2 — Full legal name Relationship to Declarant Ownership / Control (if applicable) Nature of Past or Pending Transactions Monetary Value of Material Transactions

If more than two Related Parties exist, attach a signed addendum entitled "Exhibit A — Additional Related Parties" containing the same fields and identifying information. All attachments are incorporated by reference and are deemed part of this Declaration.

PAYMENT TERMS (IF APPLICABLE)

If the engagement described in the Scope of Work involves payments to or from a Related Party, disclose the payment arrangement below.

Total Agreed Amount Payment Schedule Late Payment Fee

TERM AND TERMINATION

This Declaration is effective as of Start Date: and shall remain in effect until End Date: , unless earlier terminated in accordance with the notice provisions below.

Notice Period for Termination

Either party may terminate any related engagement for material breach by the other party if such breach is not cured within the notice period specified above, or immediately for reasons of fraud, criminal conduct, or material misrepresentation relating to Related Parties.

CONFIDENTIALITY

All information disclosed pursuant to this Declaration that is designated as confidential or that reasonably should be understood to be confidential shall be held in strict confidence by the Recipient and shall not be used except for the purpose of evaluating conflicts of interest or performing obligations under the Scope of Work. This obligation shall survive termination of this Declaration for Confidentiality Period: years.

GOVERNING LAW

This Declaration is governed by and construed in accordance with the laws of the State/Jurisdiction of: without regard to conflict of laws principles.

ENTIRE AGREEMENT

This Declaration, together with any attachments or exhibits expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous representations, understandings, and agreements, whether written or oral.

CERTIFICATION

The Declarant certifies, under penalty of perjury and as an authorized representative of the Declarant, that the information provided herein is true, complete, and accurate to the best of the Declarant's knowledge as of the Effective Date stated above. The Declarant agrees to promptly notify the Recipient in writing of any material changes to the information provided.

Declarant Position / Title Contact for Follow-up (address, phone or email)

Declarant — Printed Name:

By:

Date:

Recipient — Printed Name:

By:

Date:

What the Related Parties Declaration Form Is

A Related Parties Declaration Form is a written disclosure used to identify relationships between parties that could affect a proposed transaction, contract, or reporting obligation. Typical uses include corporate procurement, contract negotiation, grant applications, and financial reporting where related-party status triggers additional review, approval, or disclosure. The form records names, the nature of the relationship, material transactions, and any potential conflicts of interest. Accurate completion helps organizations meet internal governance rules and regulatory expectations, and supports auditability of decisions that involve affiliated persons or entities.

Why this Declaration Matters for Compliance and Transparency

Disclosing related-party relationships reduces legal and financial risk by documenting potential conflicts, enabling approvals, and creating an auditable record. Proper disclosure supports regulatory compliance and informed decision-making.

Who Typically Prepares and Signs This Form

The form is commonly prepared by individuals with direct knowledge of relationships and completed by parties to the transaction, their counsel, or compliance officers.

Corporate officers and executives who have financial or familial ties to counterparties that must be disclosed.
Legal and compliance teams responsible for conflict-of-interest review, contract approval, and audit trails.
Third-party contractors, vendors, or subsidiaries asked to declare ownership or affiliation before contract award.

Ensure the person completing the form has authority and current information; inaccurate or incomplete declarations increase review time and legal exposure.

Essential Elements Found in a Professional Declaration

A complete Related Parties Declaration Form combines identification, description, documentation, and attestations so reviewers can assess materiality and required controls.

Party Identification

Full legal names and entity identifiers for each related party, including EIN or tax ID when applicable, to avoid ambiguity and enable cross-checking.

Relationship Type

Clear statement of the relationship (ownership, family, control, prior employment, board membership) and the timeframe during which the relationship existed or was active.

Transaction Details

Description of any material transactions, consideration amounts, dates, and the nature of goods/services exchanged that could influence decisions.

Materiality Assessment

Summary of why the relationship is or is not material to the transaction, including thresholds or policies used to determine materiality.

Supporting Documents

Attach contracts, invoices, organizational charts, or ownership documents that corroborate the relationship and transaction details.

Signature and Attestation

Signed declaration, printed name, title, and date from an authorized representative certifying the accuracy and completeness of the disclosure.

Required Information and Mandatory Fields

Declarant Name: Full legal name

Related Party: Full legal name

Relationship Type: Ownership or affiliation

Transaction Value: Monetary amount

Supporting Evidence: Attach documents

Signature Block: Signed and dated

Step-by-Step: Completing the Declaration

Follow these steps to prepare, verify, and submit a valid Related Parties Declaration Form.

01

Prepare the draft: Collect names, IDs, contracts, and transaction records before drafting.
02

Complete fields: Fill all mandatory fields, attach evidence, and confirm amounts.
03

Review internally: Legal or compliance should validate materiality and completeness.
04

Sign and submit: Obtain authorized signature and route to the appropriate filing destination.

Configuring the Form for Online Use

Set up the digital workflow to reduce errors, automate routing, and preserve an audit trail.

Field Types	Text, date, currency, attachment and checkbox fields for structured capture.
Conditional Logic	Show follow-up fields only when relationship or transaction boxes are checked.
Authentication	Use email, SMS code, or stronger authentication for signer verification.
Retention Settings	Set automatic archival and legal hold options per retention policy.
Template Saving	Save as a reusable template for consistent future declarations.

Where to Send and How Submission Works

Understand the typical routing so the completed declaration reaches decision-makers and record systems.

Internal Reviewer: Send to compliance or legal for materiality assessment.
Approvals: Route to approving manager or committee if thresholds are exceeded.
External Filing: Provide copies to counterparties or regulators when required.
Archive: Store the signed record in the document management system.

Digital Signing and Platform Requirements

Use a secure eSignature platform that preserves signer identity, timestamps, and an immutable audit trail.

File Formats: PDF, DOCX supported
Authentication: Email, SMS, or advanced methods
Integrations: Connectors for ERPs and CRMs

Ensure the platform meets legal and industry requirements (ESIGN, UETA, HIPAA when health data is present) and retains records in tamper-evident form.

Timelines and Typical Deadlines to Observe

Deadlines vary by organization and transaction; confirm internal SLAs and any regulatory filing windows tied to the declared relationship.

Before Contract Execution:

Complete disclosure prior to final signature to inform approvals.

Procurement Review:

Submit with bid or proposal where required by procurement rules.

Regulatory Filings:

File contemporaneously if disclosure is required by regulator.

Material Change:

Update within a defined window after any material relationship change.

Retention Start:

Retention typically begins on execution date of the signed form.

Common Mistakes That Cause Delays

Omitting entity identifiers (EIN/Tax ID) that prevent identity verification and slow review processes.
Using vague relationship descriptions that leave materiality unresolved and force follow-up questions.
Failing to attach supporting documents such as contracts or invoices that prove transaction amounts.
Signing without proper authority, which can render the declaration non-binding and require re-execution.

Consequences of Incomplete or False Declarations

Contract Risk: Transaction may be voided or subject to rescission

Financial Penalties: Fines or disgorgement by regulators

Tax Exposure: Incorrect reporting may trigger IRS penalties

Reputational Harm: Damaged trust with counterparties and stakeholders

Compliance Sanctions: Internal discipline or external enforcement

Audit Findings: Increased scrutiny in financial or procurement audits

Who Can Legally Sign the Declaration

Authorized Officer

An authorized officer (e.g., CEO, CFO, managing partner) may sign for an entity after internal approval. Ensure the signer has delegated authority under corporate bylaws or governing documents and that the signature is documented in the corporate records.

Legal Representative

An attorney-in-fact or in-house counsel may sign when properly authorized by a power of attorney or board resolution. Retain written evidence of the delegation to avoid challenges to authority.

Representative Use Cases

Real-world examples show how the form clarifies obligations and speeds approvals while supporting audit trails.

Corporate Procurement

A purchasing manager discloses vendor ownership overlap

The procurement team flags the relationship for review
The declaration enabled a documented waiver and required oversight conditions to proceed with the contract.

Grant Application

A nonprofit reports board member involvement with a vendor

Grantor requests additional documentation
The declaration and attachments satisfied the grantor’s conflict checks and preserved funding eligibility.

Example eSignature Vendor Comparison for This Form

Platform choice affects authentication, retention, and cost. The table below summarizes common plan features and compliance options; signNow is listed first for direct comparison.

	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	Yes, 7-day trial	Varies	Varies	Varies	Varies
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 storing Related Parties Declaration Forms.

Need help? Contact support

Who must disclose a relationship?
Any party with a direct or indirect connection to the counterparty that could reasonably influence the transaction should disclose the relationship. When in doubt, disclose and let reviewers determine materiality.
Is an electronic signature valid?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided the transaction does not fall within statutory exceptions.
Do I need a notary or witness?
Notarization or witness requirements depend on jurisdiction and document purpose. Some states or contract types require notarization; check state rules before execution.
What if information changes later?
Submit an updated declaration whenever a material change occurs. Maintain version control and attach the updated signed form to the transaction record.
How long must I keep the form?
Retain for the active period plus at least three years; tax and healthcare records may require longer retention (see IRC §6501(a) and 45 CFR §164.530(j)).
How to correct mistakes?
Do not overwrite a signed record. Prepare an amended declaration, have it signed with the same authentication level, and attach both the original and amendment to the file.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now