Are electronic signatures valid?

Yes. Electronic signatures are legally valid in the United States under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, attribution, and durable record retention to meet legal requirements.

Who must sign the disclosure?

An authorized official or designated compliance officer typically signs. The signatory should have authority to attest to the accuracy of the disclosure and be able to certify records for audit purposes.

How do I correct a submitted disclosure?

Submit an amended disclosure as required by the awarding agency, noting the material change. Many agencies expect amendments within 30 days of a material change; check award terms for precise timing.

What records should I keep?

Retain underlying invoices, contracts, and communication logs supporting reported lobbying amounts. Follow federal grant retention rules (e.g., 3 years per 2 C.F.R. §200.333) and longer periods if specified by state law.

When is a notary or witness required?

Most federal disclosures do not require notarization; state forms or related filings sometimes do. Follow the specific agency or state instruction to determine notarization or witness needs.

Can subcontractor lobbying be omitted?

No. Report lobbying carried out by subcontractors or third parties when it is attributable to the prime award or contract. Omissions can trigger audit findings, penalties, or corrective actions.

Electronic Signature
Templates
Legal
Disclosure of Lobbying Activities

Disclosure of Lobbying Activities

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

What the Disclosure of Lobbying Activities Is

The Disclosure of Lobbying Activities is a formal statement used to report lobbying contacts, expenditures, and agents when seeking or receiving government awards, contracts, or grants. Commonly submitted with federal applications and contracts, the form identifies the parties engaged in lobbying, the specific recipients and officials contacted, and the amounts spent or obligations made. Many federal and state awarding agencies require an executed disclosure to satisfy transparency rules and to determine whether additional certifications, withholdings, or disclosures are necessary under applicable procurement and grant regulations.

Why a Clear Disclosure Matters

Accurate disclosures ensure compliance with federal and state lobbying rules, reduce the risk of contract disqualification or funding delays, and document transparency for audit purposes. They also protect organizations from penalties, debarment, and reputational harm that can arise from incomplete or late reporting.

Who Typically Prepares and Files This Disclosure

These disclosures are prepared by the entity or individual with lobbying activity to report; responsibility often lies with legal, grants, or compliance teams.

Federal contractors and subcontractors who engage lobbyists or make lobbying expenditures during procurement and post-award periods.
Grant applicants and recipients reporting lobbying related to federal or state grant applications and award administration.
In-house government affairs or external lobbying firms that must document contacts on behalf of clients.

Responsibilities may vary by award or state; always confirm which party (prime or sub) must file and whether updates are needed after material changes.

Common Signatories and Their Roles

Compliance Officer

A compliance officer or grants manager usually completes and certifies the disclosure, attesting to accuracy and maintaining documentation for audit and retention requirements.

Authorized Official

An authorized company officer or legal counsel signs where required to bind the organization and confirm truthfulness under applicable procurement, grant, or ethics rules.

Essential Fields You Must Provide

Entity Name: Full legal business or individual name

Award Identifier: Contract or grant number

Lobbyist Name: Individual or firm representing the entity

Contacts Made: Officials or agencies contacted

Expenditures: Dollar amounts or obligations

Signature: Signatory name and date

Key Penalties and Risks of Incorrect Disclosure

Monetary Fines: Civil penalties and fines

Debarment: Suspension from future awards

Withholding: Payments or reimbursements withheld

Contract Termination: Award rescission or breach claims

False Claims Exposure: Potential False Claims Act liability

Reputational Harm: Loss of trust with agencies

Common Preparation Mistakes to Avoid

Failing to report lobbying performed by subcontractors or third parties, which can leave the prime contractor exposed during audits.
Entering incomplete award identifiers or wrong contract numbers, creating processing delays or misrouted records with the awarding agency.
Misclassifying expenditures (for example, reimbursable expenses versus payments to lobbyists), which can trigger post-award adjustments.
Delaying updates after material changes in lobbying activity; many agencies require prompt amendment within a prescribed timeframe.

Step-by-Step: Completing the Disclosure

Follow these sequential steps to assemble, review, and submit a Disclosure of Lobbying Activities accurately.

01

Gather award details: Collect contract/grant numbers and award dates
02

List lobbyists and contacts: Identify all agents and officials contacted
03

Calculate expenditures: Sum fees, travel, and related lobbying costs
04

Certify and submit: Sign, date, and file with the awarding authority

How to Configure an Online Submission Workflow

A reliable eSubmission workflow ensures correct fields, signer order, authentication, and storage for audits.

Field	Configuration
Authentication	Email + optional SMS code
Signature Type	Electronic signature with audit trail
Notifications	Automated reminders to signers
Retention	Secure storage with export options

Digital Submission and Platform Considerations

Choose a platform that supports audit trails, secure storage, and the file formats required by awarding agencies.

File Formats: PDF and DOCX accepted widely
Integrations: CRM and cloud storage ready
Security: TLS in transit; AES-256 at rest

Ensure the provider supports record export for audits, optional signer authentication methods, and a clear certificate of completion to demonstrate intent and attribution.

Where to File and How Records Move

Submission paths vary; use the award notice, solicitation instructions, or agency grants portal to determine the required filing destination.

Awarding Agency Portal: Upload disclosure with the grant or contract file
Contracting Officer: Deliver signed disclosure to the contracting office
Grant Administrator: Attach disclosure to drawdown or payment requests
Record Retention: Store signed copies for audit and compliance

Timelines, Deadlines, and What to Expect

Agencies often require disclosures at specific points in the award lifecycle; confirm timing with the solicitation and award terms.

At Application:

Include disclosure with initial proposal or grant application

Upon Award:

Provide signed disclosure when accepting the award

Material Change Update:

Amend disclosure within 30 days of a material change

Prior to Payment:

Some agencies require disclosure before first drawdown

Retention for Audit:

Keep records per award retention rules

Practical Tips for Accurate, Efficient Disclosures

Adopt standardized internal procedures and templates to reduce errors and accelerate filing.

Centralized Recordkeeping

Maintain a single source of truth for lobbying invoices, contracts, and contact logs to simplify disclosures and support audits.

Consistent Naming

Use exact legal names and consistent award numbers to prevent misfiling and agency follow-up requests.

Automated Workflows

Implement prefilled templates and reminder notifications for updates to ensure timely amendments after material changes.

Periodic Review

Schedule quarterly reconciliations between accounting, legal, and government affairs records to catch omissions early.

How This Disclosure Differs from Other Filings

Compare the Disclosure of Lobbying Activities with related filings to determine the correct form and filing path.

Criteria	Disclosure of Lobbying	Lobbyist Registration
Purpose	report lobbying tied to awards	register lobbyists with state
When Filed	with application or award	upon commencement of lobbying
Scope	award-specific lobbying	ongoing state-level activity
Authority	federal award rules	state ethics/lobbying statute

E-signature vendor comparison for submitting disclosures

Basic vendor features and starting prices shown for typical eSignature platforms used to collect and store signed disclosures.

	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	Yes	Yes	Yes	Yes
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions About Disclosures

Answers to common questions about legality, amendments, signatures, retention, and practical filing issues for Disclosure of Lobbying Activities.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures are legally valid in the United States under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, attribution, and durable record retention to meet legal requirements.
Who must sign the disclosure?
An authorized official or designated compliance officer typically signs. The signatory should have authority to attest to the accuracy of the disclosure and be able to certify records for audit purposes.
How do I correct a submitted disclosure?
Submit an amended disclosure as required by the awarding agency, noting the material change. Many agencies expect amendments within 30 days of a material change; check award terms for precise timing.
What records should I keep?
Retain underlying invoices, contracts, and communication logs supporting reported lobbying amounts. Follow federal grant retention rules (e.g., 3 years per 2 C.F.R. §200.333) and longer periods if specified by state law.
When is a notary or witness required?
Most federal disclosures do not require notarization; state forms or related filings sometimes do. Follow the specific agency or state instruction to determine notarization or witness needs.
Can subcontractor lobbying be omitted?
No. Report lobbying carried out by subcontractors or third parties when it is attributable to the prime award or contract. Omissions can trigger audit findings, penalties, or corrective actions.

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