When must I disclose a related party?

Disclose any transaction or arrangement where a party can influence decisions or controls resources. If a reasonable third party would view the relationship as material, include it. Follow internal policy and auditor guidance.

Do disclosures require notarization?

Most disclosures do not require notarization by default. If the disclosure is attached to a real-estate conveyance or state filing, notarization or witnesses may be required depending on jurisdiction.

Can I sign electronically?

Yes. Electronic signatures meet legal tests under the ESIGN Act and UETA when there is intent, consent, attribution, and retained records. For consumer-facing records, provide required consumer disclosures per 15 U.S.C. §7001.

What supporting documents should I attach?

Attach contracts, invoices, board minutes, proof of ownership/control, valuation memos, and payment records. Lack of evidence prompts auditor follow-up or qualification.

How long must I keep disclosures?

Retain disclosures at least as long as the document lifecycle requires: IRS minimum 3 years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)) where applicable, and longer where state law or contract requires.

Who can sign the form on behalf of the company?

Authorized signatories are typically officers or delegated managers listed in corporate resolutions. For high-value matters, board-level approval or a director signature may be required; check internal authority policies.

Electronic Signature
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Related Party Disclosure Form

Related Party Disclosure Form

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Related Party Disclosure Form

Parties and Identification

Disclosing Party Name:

Disclosing Party Entity Type:

Individual Corporation LLC Partnership Other:

Disclosing Party Address:

Receiving Party Name:

Receiving Party Address:

WHEREAS

WHEREAS, Disclosing Party Name: has information regarding interests and transactions that may constitute related party relationships under applicable governance and the policies of the Receiving Party; and

WHEREAS, Receiving Party Name: requires disclosure of such relationships and transactions to evaluate conflicts of interest, compliance obligations, and the integrity of dealings between the parties; and

NOW, THEREFORE, the parties agree that Disclosing Party shall provide the disclosures and certifications set forth below and the Receiving Party shall rely upon such disclosures for its internal review and recordkeeping.

Related Parties and Transactions (Provide all applicable entries)

Related Party 1 — Name Relationship / Capacity Nature of Interest or Transaction

Amount Involved: Effective Date:

Related Party 2 — Name (if applicable) Relationship / Capacity Nature of Interest or Transaction

Amount Involved: Effective Date:

Additional Related Parties and Material Details

Scope of Work

Describe the services, obligations or relationship that give rise to the need for this disclosure:

Payment Terms

Payment Amount:

Schedule and Method of Payment

Late Payment Fee: Invoices Due Within: days of invoice

All payments shall be made in lawful currency and in the manner agreed by the parties. Late fees shall accrue from the date payment is due until paid. Acceptance of late payment does not constitute a waiver of any other remedies.

Term and Termination

Term Start Date: Term End Date (if any):

Either party may terminate this engagement for convenience upon providing written notice to the other party not less than days prior to termination. Termination for cause shall be effective upon written notice when the non‑terminating party has materially breached obligations and failed to cure within a reasonable cure period.

Confidentiality

Each party acknowledges that disclosures made under this form may include confidential, proprietary or financial information. The receiving party agrees to keep such disclosed information confidential and to use it solely for purposes reasonably related to evaluation, compliance and performance of the obligations described in this form. Confidential information shall not include information that is publicly known through no fault of the receiving party, independently developed without reference to the disclosed materials, or rightfully received from a third party having no confidentiality obligations.

Governing Law

This form shall be governed by and construed in accordance with the laws of the State of , excluding its conflict of laws rules. Venue for any dispute arising out of this disclosure shall be the state or federal courts located in the aforesaid state.

Entire Agreement and Amendment

This Related Party Disclosure Form, together with any attachments, constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior discussions and understandings. Any amendment or waiver must be in writing and signed by both parties.

Attachments and Supporting Documentation

List or describe attached documents supporting disclosures (financial statements, agreements, board minutes, etc.):

Certification and Acknowledgement

By checking the box below and signing, the undersigned certifies that the information provided in this Related Party Disclosure Form is true, complete, and accurate to the best of their knowledge; that all material related party relationships and transactions have been disclosed; and that the undersigned will promptly supplement this disclosure if any material change occurs.

I certify under penalty of perjury that the foregoing statements are true and correct.

Disclosing Party:

By:

Date:

Receiving Party:

By:

Date:

What the Related Party Disclosure Form Is and when it's used

The Related Party Disclosure Form documents transactions, relationships, or arrangements between an organization and parties that have a close connection to it (affiliates, owners, officers, family members, or entities under common control). Typical uses include financial reporting, procurement, conflict-of-interest reviews, and regulatory filings. The form captures identities, the nature of relationships, transaction descriptions, values, dates, and supporting documentation to enable auditors, compliance teams, and regulators to assess whether disclosures are complete and whether special approvals or remedial steps are required.

Why a clear disclosure matters for compliance and governance

Accurate related party disclosures reduce audit risk, support transparent financial reporting, and help resolve conflicts of interest. They provide a documented basis for valuation decisions and internal approvals, and they facilitate external reporting to auditors, lenders, or regulators that review related-party transactions.

Who typically completes or reviews this form

Use the form to create an auditable record that supports internal approvals and external reporting requirements.

Compliance and legal teams responsible for regulatory reporting and internal policy enforcement.
Accounting and finance staff preparing financial statements and auditor schedules.
Procurement and contract managers assessing vendor/partner relationships and approvals.

Basic steps to prepare and file the disclosure

Follow a consistent four-step process to gather facts, document transactions, and retain evidence before submission.

01

Gather Records: Collect contracts, invoices, board minutes, and ownership documents that show the relationship.
02

Complete Form: Enter names, relationship, dates, amounts, and attach supporting files.
03

Internal Review: Legal or compliance reviews for conflicts and completeness before approvals.
04

Submit & Retain: Send to relevant regulator/auditor and store originals with audit trail.

Configure an online workflow for secure completion

Design fields and signer order, then set authentication and retention rules before publishing the form.

Field	Configuration
Signer Order	Sequential signing with role-based approvals
Authentication Level	Email link or SMS code; use KBA for higher assurance
Attachments	Allow PDF uploads with size limits and required fields
Retention Policy	Enable secure storage and export to document repository

Typical routing and submission process

A streamlined routing sequence reduces delays and creates a verifiable audit trail.

Internal Intake: Requestor uploads form with attachments for initial validation
Compliance Review: Compliance/legal confirms disclosures and mitigation steps
External Reporting: File with auditors, lenders, or regulators as required
Records Retention: Store signed copy and audit log for retention period

Digital signing and platform considerations

Ensure the platform can provide a timestamped audit trail, long-term export in PDF/A, and role-based access control for compliance purposes.

Supported Formats: PDF | DOCX | Excel
Integrations: Salesforce | NetSuite | Google Workspace
Authentication: Email, SMS, KBA or SSO

Timing expectations and common deadlines

Set clear internal deadlines tied to transaction dates, reporting cycles, and audit requests to avoid late disclosures.

Upon Transaction:

Disclose related-party transactions at or near the date of occurrence to maintain contemporaneous records.

Quarterly Reporting:

Include disclosures in interim financial packages ahead of quarter-close reviews.

Annual Financials:

Provide complete related-party schedules for year-end reporting and external audit.

Audit Requests:

Respond to auditor information requests typically within 10–30 business days.

Regulatory Filings:

Meet any industry-specific reporting deadlines set by regulators or lenders.

Common preparation mistakes to avoid

Incomplete identities: using nicknames or missing EIN/SSN causes matching failures during audits.
Vague descriptions: omitting key transaction terms or dates creates uncertainty about valuation and intent.
Missing approvals: failing to record board or committee approvals increases legal and governance risk.
Poor attachments: absent contracts, invoices, or payment records undermine the disclosure's credibility.

Consequences of incorrect or late disclosure

Financial Restatement: Potential restatement of financials leading to penalties

Regulatory Action: SEC or industry regulator investigations and fines

Tax Exposure: Incorrect tax treatment or backup withholding rules

Audit Findings: Qualified opinions or internal control deficiencies

Contract Risks: Voidable agreements if undisclosed conflicts exist

Reputational Harm: Loss of stakeholder trust and business relationships

Essential elements of a professional Related Party Disclosure Form

A robust form standardizes disclosures, captures supporting evidence, and enables efficient review and retention for audits and reporting.

Identity Fields

Distinct fields for reporting entity and related party legal names, tax identifiers, and contact information to ensure accurate matching in financial and tax records.

Relationship Type

Predefined relationship categories (ownership, family, control) plus a free-text field to capture nuances of influence or control.

Transaction Summary

Clear description of goods, services, dates, consideration, and payment terms to support valuation and audit procedures.

Supporting Documents

Structured attachment slots for contracts, invoices, board minutes, and valuation memos to substantiate the disclosure.

Approvals

Fields for internal approvals, reviewer name, position, and dates to document governance and decision authority.

Audit Trail

Versioning, timestamps, and signer authentication records to demonstrate provenance and protect against tampering.

Practical examples of when the form is used

Real-world scenarios illustrate how disclosures support governance, audits, and contractual transparency.

Real Estate Transaction

A developer sells land to a company majority-owned by the developer's executive

price was set below market
the disclosure recorded the relationship, attached valuation support, and documented board approval to satisfy lender and auditor inquiries.

Vendor Arrangement

A purchasing manager awards a services contract to a firm owned by a close relative

contract terms include annual renewals
the form captured relationship, documented competitive bids, and recorded conflict mitigation steps for compliance review.

Typical eSignature platform considerations for executing the form

Platform selection affects cost, compliance, and throughput. Compare starting price, trial availability, bulk-send features, audit trail presence, HIPAA support, and envelope caps.

	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	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Practical tips for accurate, efficient disclosures

Adopting consistent practices reduces errors and accelerates review cycles.

Standardize the form

Use a single template with mandatory fields and dropdowns for relationship types to limit ambiguity and speed reviewer checks.

Attach supporting evidence

Require contracts, invoices, and approval minutes at submission to prevent follow-up requests and audit delays.

Use role-based approvals

Route forms to legal, finance, and executive approvers in sequence to document governance and decision rationale.

Maintain an audit trail

Capture timestamps, IP addresses, and signer authentication to support later verification and regulatory inquiries.

How to update or amend an existing disclosure

Follow a controlled amendment workflow to preserve history and show reasons for changes.

01

Identify Change:

Record what changed and why.

02

Prepare Amendment:

Complete an amendment form referencing the original disclosure.

03

Internal Approval:

Obtain the same level of approvals as the original.

04

Sign & Date:

Have all required parties sign the amendment.

05

Attach Evidence:

Add documents supporting the change.

06

Archive Version:

Store prior and amended versions with audit trail.

Frequently asked questions about completing the Related Party Disclosure Form

Answers to common questions about scope, signatures, attachments, and retention for this disclosure.

Need help? Contact support

When must I disclose a related party?
Disclose any transaction or arrangement where a party can influence decisions or controls resources. If a reasonable third party would view the relationship as material, include it. Follow internal policy and auditor guidance.
Do disclosures require notarization?
Most disclosures do not require notarization by default. If the disclosure is attached to a real-estate conveyance or state filing, notarization or witnesses may be required depending on jurisdiction.
Can I sign electronically?
Yes. Electronic signatures meet legal tests under the ESIGN Act and UETA when there is intent, consent, attribution, and retained records. For consumer-facing records, provide required consumer disclosures per 15 U.S.C. §7001.
What supporting documents should I attach?
Attach contracts, invoices, board minutes, proof of ownership/control, valuation memos, and payment records. Lack of evidence prompts auditor follow-up or qualification.
How long must I keep disclosures?
Retain disclosures at least as long as the document lifecycle requires: IRS minimum 3 years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)) where applicable, and longer where state law or contract requires.
Who can sign the form on behalf of the company?
Authorized signatories are typically officers or delegated managers listed in corporate resolutions. For high-value matters, board-level approval or a director signature may be required; check internal authority policies.

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