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Signature Agreement

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SIGNATURE AGREEMENT

This Signature Agreement ("Agreement") is entered into as of by and between:

Client Name:

Service Provider Name:

WHEREAS

WHEREAS, Client desires to engage Service Provider to perform certain services related to the execution, verification, or management of signatures and related documentation as set forth in this Agreement; and

WHEREAS, Service Provider represents that it has the experience, personnel, and systems necessary to perform the services described herein and is willing to perform such services under the terms and conditions of this Agreement; and

NOW, THEREFORE, in consideration of the mutual covenants and promises contained herein, the parties agree as follows:

SCOPE OF WORK

PAYMENT TERMS

Total Fee: $

Late Payment Fee:    days.

Client shall reimburse Service Provider for reasonable out-of-pocket expenses incurred in the performance of services, provided that any single expense in excess of $ is pre-approved in writing by Client.

TERM AND TERMINATION

Term Commencement Date:    Term Expiration Date:

Either party may terminate this Agreement for convenience upon days' prior written notice to the other party. Either party may terminate immediately for cause if the other party materially breaches any provision of this Agreement and fails to cure such breach within days after receipt of written notice specifying the breach.

Upon termination, Service Provider shall deliver to Client all work in progress and shall be entitled to payment for services performed and expenses incurred through the effective date of termination, subject to offsets for Client's documented claims for breach.

CONFIDENTIALITY

"Confidential Information" means nonpublic information disclosed by either party to the other, whether oral or written, that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. Confidential Information includes, without limitation, client lists, signature records, authentication procedures, and any documents bearing signatures or signature metadata.

Each party agrees: (a) to use Confidential Information solely to perform its obligations under this Agreement; (b) to restrict disclosure of Confidential Information to those employees, contractors, or agents who need to know and who are bound by confidentiality obligations no less protective than those herein; and (c) to employ reasonable administrative, technical, and physical safeguards to protect Confidential Information from unauthorized access or disclosure.

The obligations in this section shall survive termination of this Agreement for a period of three (3) years, except that trade secrets and signature authentication methods shall remain subject to protection for as long as they remain trade secrets under applicable law. A breach of this Confidentiality provision may cause irreparable harm for which monetary damages may be inadequate; accordingly, the non-breaching party shall be entitled to injunctive relief in addition to any other remedies.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of law principles. The parties submit to the exclusive jurisdiction of the state and federal courts located in that State for any action arising out of or relating to this Agreement.

ENTIRE AGREEMENT; AMENDMENT

This Agreement, including all exhibits and attachments hereto (if any), constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and communications, whether oral or written. No amendment or modification of this Agreement shall be effective unless in writing and signed by authorized representatives of both parties.

INDEPENDENT CONTRACTOR; ASSIGNMENT

Service Provider is an independent contractor and is not an employee, partner, or joint venturer of Client. Neither party may assign its rights under this Agreement without the prior written consent of the other party, except that Service Provider may assign to an affiliate or in connection with a merger or sale of substantially all of its assets.

MISCELLANEOUS

If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect. The parties agree to negotiate in good faith to replace any invalid provision with a valid provision that most closely approximates the parties' original intent.

Client

Party Label:

By:

Date:

Service Provider

Party Label:

By:

Date:

Enter text✕

What a Signature Agreement Is and when it’s used

A Signature Agreement is a written instrument that records how parties will authorize, execute, and accept signatures on a specific transaction or series of transactions. It typically defines who may sign, the methods permitted (wet ink, electronic, or digital), authentication and notarization requirements, and retention responsibilities. In the United States, electronic execution is routinely enforceable under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws, subject to documented intent, signer attribution, consent, and reliable record retention.

Why a clear Signature Agreement matters for legal certainty

A Signature Agreement clarifies authority, reduces disputes over validity, and documents signer intent and method of authentication. Defining permitted signature types and retention practices helps ensure enforceability under ESIGN (15 U.S.C. §7001) and state UETA rules.

Why a clear Signature Agreement matters for legal certainty

Who commonly prepares or signs a Signature Agreement

Organizations and individuals use Signature Agreements to control signing authority, standardize electronic processes, and meet statutory or sector-specific recordkeeping requirements.

  • Real estate brokers, landlords, and title companies who need consistent rules for lease, purchase, and closing signatures.
  • Healthcare providers and administrators who must specify permitted e-sign methods and HIPAA-protected workflows.
  • Corporate legal and finance teams who centralize signing authority for contracts, NDAs, and approvals.

Clear allocation of signer roles and methods reduces execution delays and helps meet compliance obligations across industries.

Essential elements to include in a professional Signature Agreement

A comprehensive Signature Agreement sets the execution framework: identifies signers, permits signing methods, specifies authentication strength, requires acknowledgements, assigns retention obligations, and records amendment pathways.

Parties Identified

List full legal names and roles of each signing party, including corporate capacity when applicable.

Permitted Methods

State which signature types are acceptable: handwritten, simple electronic, or PKI-based digital signatures.

Authentication

Define required signer authentication: email link, SMS code, knowledge-based verification, or multi-factor methods.

Notarization

Note whether notarization or remote online notarization (RON) is required and any state-specific constraints.

Record Retention

Assign who retains the final signed record, its format, and retention period in line with legal standards.

Amendments

Describe how changes must be executed and whether electronic amendment acknowledgements are acceptable.

Technical and security controls to specify

Transport Encryption: TLS 1.2/1.3
Data-at-Rest: AES-256 encryption
Audit Trail: Timestamped action log
Certifications: SOC 2 Type II
Healthcare Compliance: HIPAA (BAA required)
Regulatory Support: 21 CFR Part 11 available

Key risks and consequences of a deficient Signature Agreement

Invalid Execution: Contract unenforceable
Tax Penalties: Information returns misfiled
HIPAA Violations: Potential fines, BAA breach
Notary Defects: Recording or recording rejection
Chain-of-Custody Issues: Signatures disputed
Retention Failures: Regulatory noncompliance

Common mistakes to avoid when preparing a Signature Agreement

  • Failing to define which electronic methods are acceptable, leaving ambiguity about whether a typed name or PKI certificate is sufficient.
  • Omitting signer capacity details (e.g., signing on behalf of a corporation), which may allow signers to act outside their authority.
  • Ignoring state-specific notarization or witness requirements that can invalidate certain instruments, such as deeds or powers of attorney.
  • Not specifying record retention or reproduction methods, which can prevent reliable presentation of the signed record in disputes.

Step-by-step: executing a Signature Agreement

Follow a clear execution sequence to reduce errors and preserve evidentiary value: prepare, confirm authority, choose method, authenticate, sign, and archive.

  • 01
    Prepare Document: Draft agreement, identify parties
  • 02
    Authorize Signers: Confirm signer capacity and authority
  • 03
    Select Method: Specify wet ink, e-sign, or digital
  • 04
    Authenticate & Sign: Apply chosen identity verification

How electronic execution typically proceeds

A standard eSigning workflow follows a predictable path from upload to audit-trail capture and final storage.

  • Upload Document: Sender uploads file to platform
  • Place Fields: Add signature, initial, and date fields
  • Notify Signer: Send email or provide signing link
  • Audit Trail: System records timestamp and IP

Configuring a digital signing workflow

Map workflow settings to the agreement to ensure correct routing, authentication, and archival.

Field Configuration
Signing Order Sequential or parallel routing
Authentication Email link, SMS code, or KBA
Reminders Auto-reminders and expiry settings
Storage PDF/A export and retention tagging

Technical considerations for eSubmission and platform selection

Ensure the chosen platform supports required authentication, audit trails, and integrations needed to meet the agreement.

  • Authentication Options: Multiple tiers: email, SMS, KBA
  • Integrations: CRM and storage connectors
  • Export Formats: PDF, PDF/A, DOCX support

Confirm that the platform can produce a tamper-evident PDF with a complete audit trail and supports any regulatory requirements such as HIPAA or 21 CFR Part 11.

Time-sensitive dates and compliance deadlines to track

Some sign-related obligations and related filings have statutory or practical deadlines; track these to avoid penalties or late filings.

W-9 Delivery:

Provide W-9 upon request from a payer (no fixed IRS due date)

1099-NEC Deadline:

Issue recipient and IRS copies by January 31 each year

Form 1040 Filing:

Individual tax returns due April 15 (Form 4868 extends to Oct 15)

I-9 Retention:

Retain I-9 for 3 years after hire or 1 year after termination, whichever is later (8 CFR §274a.2)

RON Recordkeeping:

Retain audio-video and journal entries per state RON rules (often 5–10 years)

Key processing milestones for a Signature Agreement

A typical lifecycle has distinct milestones from preparation through final archiving; map responsibilities at each stage.

01

Drafting and Review

Legal and business teams finalize terms and signature rules

02

Signer Authorization

Confirm who is authorized and collect any corporate resolutions

03

Execution

Parties sign using specified method and authentication

04

Archival

Custodian stores the executed record with audit trail

eSignature vendor comparison for Signature Agreement workflows

Basic pricing and feature differences across common eSignature vendors; signNow is shown first for column parity.

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 (Business Premium) Yes Yes Yes Yes
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Practical tips to ensure valid, auditable Signature Agreements

Adopt consistent controls and documentation to make execution defensible and administrative processing repeatable.

Document signer authority clearly
Record and attach any corporate resolutions, board approvals, or delegation letters to show the signer’s legal power to bind the organization.
Choose appropriate authentication
Match authentication level to transaction risk: simple email for low-value agreements, multi-factor or KBA for higher-value or regulated records.
Specify notarization and RON rules
State whether notarization is required and, if RON is permitted, specify accepted identity-proofing and retention obligations for A/V recordings.
Preserve an immutable audit trail
Ensure the platform captures timestamps, IP addresses, action history, and a tamper-evident final PDF for evidentiary use.

Real-world examples of Signature Agreement use

These case notes illustrate how organizations apply Signature Agreements to reduce friction and document authority.

Optica Ventures (COO)

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

  • Operational efficiency improved for remote closings and approvals.
  • Optica reduced turnaround time by eliminating wet-ink steps and kept a single authoritative archive for all signed agreements.

Fertility Centers of Illinois (Founder)

The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company.

  • Integrated signing into clinical workflows.
  • The center standardized consent and release forms electronically while maintaining HIPAA controls and audit trails.

Frequently asked questions about Signature Agreements and eSigning

Answers to common legal and technical questions about executing and managing Signature Agreements in the U.S.


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