Can this be e-signed under U.S. law?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and UETA as adopted by most states. Ensure intent, consent, attribution, and record retention are met; certain narrow exceptions like wills and some court filings remain ineligible for e-signature.

Is notarization required?

Not typically required for routine business statements, but specific third parties or state law may demand notarization or witness signatures. Verify recipient requirements and state notary rules before execution.

When should I use RON versus wet ink?

Remote online notarization (RON) is acceptable where state law and recipient permit it; verify the state’s RON status and identity-proofing requirements. Use wet ink when a counterparty or statute expressly requires an original paper notarization.

What if the signer name doesn’t match records?

Provide a supporting delegation document or corporate resolution showing authority. Mismatched names can trigger requests for additional proof and may delay acceptance or filing.

How long should I retain the signed statement?

Retention depends on purpose: follow IRS minimums (IRC §6501(a)), industry rules, and any contractual or regulatory requirements. For HIPAA-covered matters retain six years (45 CFR §164.530(j)).

Can I rely on a scanned signature copy?

Scanned copies are acceptable if the original execution method and chain of custody are documented and admissibility is not contested; preserve the platform audit trail or notarization evidence to support authenticity.

Electronic Signature
Templates
Miscellaneous
Signed Business Statement

Signed Business Statement

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

Signed Business Statement

Recitals

WHEREAS, the Provider identified below conducts business and maintains records describing its operations, services, and financial obligations and is willing to provide the following statement of business facts and commitments to the Recipient for the purposes set forth herein; and

WHEREAS, the Recipient requires a signed, sworn statement from the Provider certifying the accuracy of specified business information, the scope of services to be performed, and the payment and confidentiality terms under which those services will be provided; and

NOW, THEREFORE, the parties agree as follows effective as of .

Parties

Provider (Business issuing this statement) Provider Business Address Provider Contact Person and Title Provider Federal Tax ID / EIN (if applicable) Recipient (Party receiving the statement) Recipient Address

Statement of Business Operations

The Provider hereby certifies that the following description accurately reflects the Provider's business activities, material services offered to the Recipient under this Statement, and the Provider's authority to enter into and perform the obligations set forth herein.

Summary of Business Activities

Scope of Work

The Provider agrees to perform the services and deliver the deliverables described below for the Recipient. The description constitutes the defined scope for purposes of payment and performance evaluation.

Detailed Scope of Work

Payment Terms

In consideration for the services described in the Scope of Work, the Recipient agrees to pay the Provider as follows.

Total Compensation Amount Payment Schedule Late Payment Fee

Term and Termination

This Statement commences on and continues until , unless earlier terminated as provided below.

Notice Period for Termination

Either party may terminate this Statement for material breach by the other party if the breach remains uncured for the period specified in the notice above. Termination does not relieve either party of payment obligations accrued prior to the effective date of termination.

Confidentiality

The parties acknowledge that in the course of performance each may receive Confidential Information from the other. "Confidential Information" means non-public business, technical, financial, customer, or proprietary information disclosed in any form. The receiving party shall:

(a) use Confidential Information solely for the purpose of performing this Statement; (b) restrict disclosure to those employees, contractors, or advisors with a need to know and require them to maintain confidentiality; and (c) take commercially reasonable measures to protect Confidential Information from unauthorized disclosure. Confidential Information does not include information that is or becomes publicly available through no breach of this Statement or that is rightfully obtained by the receiving party from a third party without restriction.

Representations and Certifications

The Provider represents and warrants that: (i) the information provided in this Statement is true, accurate and complete to the best of the Provider's knowledge; (ii) the Provider has the full power and authority to enter into and perform this Statement; and (iii) execution and delivery of this Statement by the Provider will not violate any agreement or obligation by which the Provider is bound.

Governing Law

This Statement shall be governed by and construed in accordance with the laws of the state of , without regard to its conflict of laws principles.

Entire Agreement

This Statement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous understandings, proposals, and communications, whether written or oral. Any amendment or modification must be in writing and signed by an authorized representative of each party.

Acknowledgment

By signing below, each signatory certifies under penalty of perjury that they are authorized to execute this Statement on behalf of the party they represent and that the facts and commitments contained herein are true and accurate.

Provider - Print Name:

Provider - By (Signature):

Date:

Recipient - Print Name:

Recipient - By (Signature):

Date:

What a Signed Business Statement Is and when it’s used

A Signed Business Statement is a written declaration by an authorized business representative that summarizes a company’s status, authority, or facts about a transaction, relationship, or compliance matter. It typically identifies the business, the signer’s authority, the factual assertions being made, and an effective date. Organizations use this statement for onboarding, vendor verification, financial attestations, contracting exhibits, and regulatory submissions where a concise, signed statement of facts is required. The document may be presented on company letterhead or as a separate form and can be executed on paper or electronically under U.S. e-signature law.

Why a clear Signed Business Statement matters

A well-prepared Signed Business Statement reduces ambiguity about authority and facts, speeds downstream approvals, and creates an auditable record for internal controls and external review.

Typical users and stakeholders

The statement is often routed to reviewers and archived once signed; include clear signer authority and retention instructions to avoid follow-up requests.

Compliance and legal teams verifying business status or regulatory representations prior to filing or onboarding.
Finance or accounting departments confirming tax or banking details for third-party payers or auditors.
Procurement and vendor management teams requiring authorized attestations to onboard suppliers.

Who can sign and why their role matters

Brian Fitzgibbons, COO

As COO, the signer attests to operational facts and confirms internal approvals. The statement explains the scope of authority, cites supporting attachments, and provides contact information for follow-up verification by counterparties or regulators.

Tim Martin, Founder

A company founder or executive signing a business statement confirms legal authority and factual accuracy. The statement should include title, date, and a representation that the signer is authorized to bind the company to the assertions made.

Essential elements to include in a professional Signed Business Statement

Include six core elements so the statement is clear, enforceable, and easy to verify: identity, authority, factual assertions, effective date, attachments, and signature block.

Business identification

Full legal entity name, DBAs, and identifying numbers such as EIN when relevant.

Signer authority

Signer name, job title, and a brief clause confirming authorization to make the statement.

Factual assertions

Concise numbered statements describing facts being attested to, with clear scope and dates.

Effective date

The date the statement takes effect or the date the facts are true as stated.

Supporting documents

List of attachments or references (e.g., certificates, contracts, financial summaries).

Signature block

Typed or handwritten signature, printed name, title, date, and notarization if required.

Step-by-step: preparing and signing a Signed Business Statement

Follow these four steps to prepare, authorize, and execute a Signed Business Statement with minimal friction.

01

Draft contents: List facts, cite support, and limit scope to relevant assertions.
02

Confirm authority: Verify signer authority via resolution or title confirmation.
03

Choose execution method: Decide between in-person wet-ink, RON, or eSignature based on requirements.
04

Record retention: Archive signed copy with attachments and an audit trail.

Typical online workflow settings for eSubmission

Configure fields and routing in advance to reduce signer errors and create a complete audit trail.

Field	Configuration
Signature field	Required; visible and timestamped
Title block	Required; auto-fill signer title
Attachment field	Optional; accept PDF/DOCX
Authentication	Email + SMS code or KBA where required

How eSigning typically works for a Signed Business Statement

A standard electronic signing flow follows predictable steps from upload through audit trail generation.

Upload document: Sender uploads PDF or DOCX file
Place fields: Add signature, date, and attachment areas
Authenticate signer: Use email, SMS, or KBA if required
Generate audit trail: Platform records IP, timestamp, and actions

Technical considerations for eSubmission and integrations

Confirm the document format, signer authentication, and integration points before sending for electronic signature.

File formats: PDF, DOCX supported
Integrations: Salesforce, NetSuite, Microsoft 365
Security: TLS in transit, AES-256 at rest

Common eSignature vendor comparison for executing Signed Business Statements

Price and compliance features vary across vendors; signNow is listed first to show a direct feature and price comparison with common alternatives.

	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 trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Available	Available	Available	Available	Limited
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Common timing and related statutory deadlines to consider

While Signed Business Statements often have no universal filing deadline, related forms and downstream filings may impose time limits.

W-9 timing:

Provide upon request to payer

1099 deadlines:

Recipient and IRS due Jan 31 for 1099-NEC

Income tax return:

Form 1040 due April 15 (extension to Oct 15)

FBAR deadline:

April 15 with extension to Oct 15

I-9 retention:

3 years after hire or 1 year after termination, whichever later (8 CFR §274a.2)

Key risks and penalties to avoid

Incorrect TIN: Triggers backup withholding 24%

Late filings: IRC §6721 penalties may apply

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

Fraudulent attestations: Potential civil and criminal exposure

Unenforceable statement: Missing authority may void assertions

Reputational harm: Third-party reliance disputes

Common preparation errors to avoid

Using informal titles or unsigned drafts that leave authority unclear increases the chance a recipient will require additional proof or a notarized affidavit.
Omitting precise dates for asserted facts can create ambiguity about the applicable time period and impair enforcement or verification by auditors.
Failing to attach or reference supporting documents forces manual follow-up, slowing onboarding and increasing administrative costs for both parties.
Selecting weak signer authentication for high-risk statements (no verification or only email) can raise admissibility questions in disputes or regulatory reviews.

Required identification and supporting items

Full Legal Name: As on formation documents

EIN: Nine-digit tax ID

Signer Title: Official corporate role

Effective Date: MM/DD/YYYY format

Supporting ID: Driver's license or passport

Attachment List: Named exhibits and dates

Real-world examples of Signed Business Statements in use

Practical examples show how different organizations use the statement to streamline verification and closing processes.

Optica Ventures — COO

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

Used as a vendor onboarding attestation.
The COO signed a statement with attachments verifying financial thresholds, reducing follow-up paperwork and accelerating onboarding timelines by eliminating separate confirmation emails.

Martin Properties — Founder

I can process and execute all of these documents online with 100% compliance and built-in security.

Used for lease-related disclosures.
The founder provided a Signed Business Statement confirming property management authority and attaching a corporate resolution, which replaced multiple in-person verifications.

Practical tips for accurate and efficient completion

Adopt consistent templates, require minimal necessary fields, and pair electronic signing with appropriate authentication to balance speed and legal defensibility.

Use a standard template

Standardize the language and structure so recipients know where to find authority, dates, and attachments. Templates reduce review time and lower the risk of missing required statements.

Limit statements to verifiable facts

Avoid opinions or open-ended commitments. Keep assertions objective, date-bound, and supported by attachments to reduce dispute risk and simplify verification.

Choose appropriate signer authentication

For routine attestations, email plus SMS is often sufficient; for high-risk or regulatory attestations, require multi-factor or identity-proofing measures to strengthen evidentiary value.

Retain an audit trail

Archive signed copies with metadata (timestamps, IP, signer email) and list retained attachments and storage location for future proof of execution.

FAQs and troubleshooting for Signed Business Statements

Answers to frequent practical and legal questions encountered when preparing or submitting a Signed Business Statement.

Need help? Contact support

Can this be e-signed under U.S. law?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and UETA as adopted by most states. Ensure intent, consent, attribution, and record retention are met; certain narrow exceptions like wills and some court filings remain ineligible for e-signature.
Is notarization required?
Not typically required for routine business statements, but specific third parties or state law may demand notarization or witness signatures. Verify recipient requirements and state notary rules before execution.
When should I use RON versus wet ink?
Remote online notarization (RON) is acceptable where state law and recipient permit it; verify the state’s RON status and identity-proofing requirements. Use wet ink when a counterparty or statute expressly requires an original paper notarization.
What if the signer name doesn’t match records?
Provide a supporting delegation document or corporate resolution showing authority. Mismatched names can trigger requests for additional proof and may delay acceptance or filing.
How long should I retain the signed statement?
Retention depends on purpose: follow IRS minimums (IRC §6501(a)), industry rules, and any contractual or regulatory requirements. For HIPAA-covered matters retain six years (45 CFR §164.530(j)).
Can I rely on a scanned signature copy?
Scanned copies are acceptable if the original execution method and chain of custody are documented and admissibility is not contested; preserve the platform audit trail or notarization evidence to support authenticity.

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