How do I prove a signer’s authority?

Provide a signed authorization list plus the corporate resolution or board minutes that delegated authority. Banks and vendors commonly require supporting documentation to accept signatures as binding.

Is notarization always required?

Not always. Notarization is often required by banks or for real estate documents; requirements vary by recipient and state. Confirm the counterparty’s acceptance criteria before sending.

Can the list be eSigned and accepted?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, electronic signatures are generally enforceable, provided intent, consent, attribution, and retention are documented.

What if a signer leaves the company?

Immediately update the list, notify banks and key vendors, and distribute a revocation or replacement list so third parties stop relying on the former signer.

How long should I keep prior lists?

Retain prior versions for at least the federal minimums applicable to the document type and longer where industry rules apply; HIPAA and IRS rules may mandate multi-year retention.

Who should I contact about verification failures?

Contact the requesting institution first to understand their requirements; if legal ambiguity remains, seek counsel to prepare a clarifying resolution or certified document.

Electronic Signature
Templates
Miscellaneous
Signatory Authorization List

Signatory Authorization List

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

SIGNATORY AUTHORIZATION LIST

Parties and Identifying Information

Principal Entity Name Principal Entity Address Administrative Contact Contact Email / Phone

Recitals

WHEREAS, Principal Entity: is a duly organized and validly existing entity authorized to conduct business in its jurisdictions of formation and operation; and

WHEREAS, the Principal Entity requires a formal record of individuals authorized to execute documents, instruments, checks, and other matters on its behalf and to bind the Principal Entity within the scope defined herein; and

WHEREAS, the parties desire to set forth the authorized signatories, the limits of their authority, effective periods, and the administrative and legal terms governing such authorizations.

Scope of Authority (Scope of Work)

Scope of Authority Description

Authorized Signatories

The following individuals are authorized signatories of the Principal Entity for the purposes described in this document. Each entry below identifies the signatory, the specific authorities granted, effective period, and a specimen of the authorized signature.

Signatory 1 — Full Name Title / Position Scope of Authority (select all that apply)

Execute contracts Sign checks/payments Open/close bank accounts Certify corporate documents

Specimen Signature

Effective From:

Effective To:

Signatory 2 — Full Name Title / Position Scope of Authority (select all that apply)

Execute contracts Sign checks/payments Open/close bank accounts Certify corporate documents

Specimen Signature

Effective From:

Effective To:

Signatory 3 — Full Name Title / Position Scope of Authority (select all that apply)

Execute contracts Sign checks/payments Open/close bank accounts Certify corporate documents

Specimen Signature

Effective From:

Effective To:

Additional signatories may be added to this list by submission of a signed and dated amendment in the form prescribed by the Principal Entity or by replacement of this entire list. Any change shall be effective only when certified in writing and signed by an authorized officer of the Principal Entity.

Payment Terms

In consideration for administrative processing and record maintenance relating to the authorizations set forth in this document, the parties agree the Principal Entity shall pay the Service Provider the fees described below.

Fee Amount Payment Schedule Late Fee

Term and Termination

This authorization list becomes effective on and shall continue in effect until unless earlier terminated as provided herein.

Either party may terminate this authorization by providing written notice to the other party no fewer than days prior to the intended termination date. Termination does not affect obligations incurred prior to termination.

Confidentiality

Each party acknowledges that information concerning the Principal Entity's accounts, signatory lists, specimen signatures, banking arrangements, and related transactional information is confidential. Neither party shall disclose such confidential information to third parties except as required by law or as necessary to perform obligations under this authorization. The receiving party shall use at least the same degree of care in protecting confidential information as it uses with respect to its own confidential information, but in no event less than reasonable care.

Limitation and Revocation

This authorization grants only the authorities expressly set forth in this list. The Principal Entity retains the right to impose restrictions, require pre-approval for specific transactions, or revoke any individual's authority at any time by delivering written notice to the affected parties. Revocation shall be effective upon receipt of such notice unless otherwise provided.

Governing Law

This Signatory Authorization List and any disputes arising under or relating to it shall be governed by and construed in accordance with the laws of the state or jurisdiction in which the Principal Entity is organized, without regard to conflict of laws principles.

Entire Agreement

This document constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior written or oral authorizations or agreements regarding signatory authority, except as explicitly preserved by written amendment signed by an authorized officer of the Principal Entity.

Officer Certification

I certify, under penalty of perjury, that the information contained in this Signatory Authorization List is true, complete, and current; that the individuals named herein were duly authorized by the governing body of the Principal Entity to act in the capacities indicated; and that the Principal Entity will notify any affected third parties of changes or revocations in a timely manner.

Certifying Officer Name Certifying Officer Title Certifying Officer Signature

Date Signed:

Principal Entity:

By:

Date:

Service Provider / Agent:

By:

Date:

What a Signatory Authorization List Is and When It’s Used

A Signatory Authorization List is a formal record that identifies individuals authorized to sign documents on behalf of an organization, including their title, scope of authority, and effective dates. It is used to centralize signature authority for contracts, banking instruments, government filings, and vendor agreements so third parties can verify who may bind the organization. Properly prepared lists reduce execution delays, prevent unauthorized commitments, and create an auditable trail for internal controls, procurement, and compliance reviews across corporate, healthcare, and public-sector contexts.

Why an Accurate Authorization List Matters

A clear Signatory Authorization List reduces contractual risk, speeds approvals, and provides verifiable evidence of delegated authority for audits and regulatory reviews. It supports internal controls and can be paired with eSignature workflows to maintain a complete audit trail.

Who Typically Prepares and Relies on This List

Organizations use these lists to assign signature authority and inform banks, vendors, and regulators about who may execute documents.

Corporate legal and compliance teams who manage delegation and maintain corporate records for contracts and board approvals.
Finance and treasury units that need signers for banking resolutions, ACH authorizations, and payment approvals.
HR or operations teams that maintain authorized signers for employment-related forms, vendor agreements, and lease documents.

Maintain an up-to-date list centrally and distribute copies to counterparties and internal approvers to avoid execution delays and disputes.

Step-by-Step: Prepare and Issue a Signatory Authorization List

Follow these sequential steps to create a legally effective, verifiable list and share it with counterparties.

01

Gather approvals: Confirm board or delegated authority that permits listing signers.
02

Document details: Record full names, titles, scope, effective and expiration dates.
03

Authenticate signers: Obtain signature, notarization, or other verification as required.
04

Distribute list: Send to banks, vendors, and internal systems with retention notes.

How the Authorization List Is Verified and Used by Third Parties

A clear verification path speeds acceptance: the recipient confirms identity, scope, and effective dates before relying on signatures.

Recipient Request: Bank or vendor requests an authorization list to confirm signer authority.
Sender Provides List: Organization supplies signed and dated list with supporting resolutions.
Third-Party Verification: Recipient checks internal records, contact details, and notarization if required.
Ongoing Reliance: Recipient accepts signatures until expiration or receipt of a revised list.

Configuring an eSignature Workflow for This List

Configure a simple digital workflow to collect signatures, preserve audit trails, and automate distribution.

Field	Configuration
Signature Field	Require name, signature, and date fields
Authentication	Use email + optional SMS code or KBA as needed
Notifications	Enable signer reminders and completion emails
Retention Policy	Enable automatic archiving and export to secure storage

Technical Considerations for eSubmission and Storage

Choose a platform that supports secure signatures, audit trails, and the file formats you use.

File Formats: PDF, DOCX, HTML are supported
Integrations: Connect to Microsoft 365, Google Workspace, NetSuite
Authentication: Support email, SMS, and advanced methods

Ensure the platform provides exportable certificates of completion, long-term storage options, and access controls to protect the record.

Core Elements to Include on a Professional Authorization List

A concise, standardized list is easier to verify. Include core elements below to ensure utility and legal defensibility.

Organization Info

Legal entity name, formation state, and a unique document reference so the list can be tied to corporate records and filings.

Signer Identity

Full legal name, title, and business contact information to enable quick verification and to record attribution in audit logs.

Authority Scope

Clear description of permitted actions, monetary thresholds, and any transaction types the signer may execute on behalf of the organization.

Effective Dates

Explicit effective and expiration or review dates to prevent reliance on stale or revoked authority by third parties.

Approving Resolution

Reference to board minutes, corporate resolution, or delegated authority document that authorized the listed signers.

Authentication Statement

Signature block, notarization or eSignature certificate details, and any verification steps used to confirm identity and consent.

Security and Compliance Data to Record

Encryption: TLS 1.2/1.3 in transit

At-Rest Security: AES-256 encryption at rest

Audit Trail: Timestamp, IP, and action log

Certifications: SOC 2 Type II, ISO 27001

Privacy Standards: GDPR and CCPA compliance

Healthcare Options: HIPAA support with BAA required

Common Preparation Pitfalls to Avoid

Listing informal or nickname variants of names that do not match government IDs, causing banks to reject authorization requests.
Failing to specify monetary thresholds or action limits, which leads to disputes over whether a signer had authority to bind the organization.
Distributing outdated lists after personnel changes, resulting in acceptance of unauthorized signatures and potential financial exposure.
Omitting reference to the approving corporate resolution or failing to provide supporting documentation when a bank requests proof.

Legal and Financial Risks from an Incorrect List

Contractual Risk: Counterparty may claim agreement unenforceable

Financial Loss: Unauthorized transactions can result in losses

Regulatory Exposure: Noncompliance can trigger investigations

Bank Rejection: Banks may refuse to open or modify accounts

Operational Delay: Processing halts until authority is verified

Reputational Harm: Repeated errors reduce partner trust

Timing Expectations For Issuance, Review, and Renewal

Set clear timelines for preparing, distributing, and reviewing authorization lists to keep counterparties and internal teams aligned.

Provide on Request:

Deliver the list immediately when a bank or vendor requests verification

Annual Review:

Review and reissue lists at least annually to reflect personnel changes

Notarization Lead Time:

Allow 1–5 business days for scheduling in-person notary or RON session

RON Record Retention:

Remote notarization audio-video recordings typically retained 5–10 years

Internal Processing:

Expect 3–10 business days for internal approvals depending on governance

eSignature Pricing and Feature Snapshot to Support This List

Compare typical vendor entry-level pricing and core features relevant to signing and distributing authorization lists; signNow appears first per vendor order rules.

	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 Notes

Answers to common questions about preparing, verifying, and updating a Signatory Authorization List, including eSignature and notary considerations.

Need help? Contact support

How do I prove a signer’s authority?
Provide a signed authorization list plus the corporate resolution or board minutes that delegated authority. Banks and vendors commonly require supporting documentation to accept signatures as binding.
Is notarization always required?
Not always. Notarization is often required by banks or for real estate documents; requirements vary by recipient and state. Confirm the counterparty’s acceptance criteria before sending.
Can the list be eSigned and accepted?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, electronic signatures are generally enforceable, provided intent, consent, attribution, and retention are documented.
What if a signer leaves the company?
Immediately update the list, notify banks and key vendors, and distribute a revocation or replacement list so third parties stop relying on the former signer.
How long should I keep prior lists?
Retain prior versions for at least the federal minimums applicable to the document type and longer where industry rules apply; HIPAA and IRS rules may mandate multi-year retention.
Who should I contact about verification failures?
Contact the requesting institution first to understand their requirements; if legal ambiguity remains, seek counsel to prepare a clarifying resolution or certified document.

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