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Statutory Disclosure Form

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STATUTORY DISCLOSURE FORM

This Statutory Disclosure Form (the Agreement) is made and entered into as of , by and between Discloser: Discloser Name: with principal address , and Recipient: Recipient Name: with principal address .

RECITALS

WHEREAS, Discloser possesses certain information, records, facts and material conditions that by statute must be disclosed to a prospective counterparty in connection with the transaction described as (the Transaction); and

WHEREAS, Recipient requires such disclosures to evaluate the Transaction and to satisfy statutory or regulatory obligations; and

WHEREAS, the parties intend that this Form constitute the written statutorily mandated disclosure by Discloser to Recipient of all material facts known to Discloser that must be disclosed prior to the closing or completion of the Transaction.

NOW, THEREFORE, in consideration of the mutual covenants and agreements contained herein, and other good and valuable consideration, the sufficiency of which is acknowledged, the parties agree as follows:

1. DEFINITIONS

For purposes of this Form, the following terms shall have the meanings set forth below. "Material Facts" means any matter or circumstance that would reasonably be expected to affect the decision of a prudent party in consenting to, entering into, or completing the Transaction. "Disclosed" or "Disclosure" means information furnished in writing in this Form or in attachments executed and delivered under the signature of Discloser.

2. DISCLOSURE OBLIGATIONS

Discloser certifies that, except as expressly set forth herein, to the best of Discloser's knowledge after reasonable inquiry, there are no Material Facts that have not been disclosed. Discloser shall disclose all known facts required by statute, including but not limited to those identified in Section 3 below.

3. REQUIRED SPECIFIC DISCLOSURES

Indicate all matters applicable to the subject of this Disclosure by checking the corresponding box and provide a narrative explanation in the space provided below. If none apply, check the box labeled "None of the following."

4. REPRESENTATIONS AND WARRANTIES

Discloser represents and warrants that: (a) the information contained in this Form and any attachments is true, correct and complete to the best of Discloser's knowledge as of the date signed; (b) Discloser has disclosed all Material Facts known to Discloser that are required by statute to be disclosed; and (c) there are no other material facts known to Discloser that would render any statement in this Form materially misleading.

5. CONFIDENTIALITY

Unless otherwise agreed in writing, Recipient acknowledges that certain information provided by Discloser may be confidential. Recipient shall keep confidential any trade secrets or proprietary information designated as confidential by Discloser and shall not disclose such information except as required by law or as necessary to complete the Transaction, provided Recipient uses reasonable measures to preserve confidentiality.

6. REMEDIES AND LIMITATION OF LIABILITY

Recipient's remedies for any breach of this Form shall include all remedies available at law or in equity. Discloser shall not be liable for any consequential, punitive or incidental damages except to the extent such damages arise from willful misrepresentation or intentional concealment of Material Facts by Discloser.

7. NOTICES

All notices, requests, consents and communications required or permitted under this Form shall be in writing and shall be delivered to the addresses set forth in the opening paragraph or to such other address as a party may designate by notice in accordance with this Section. Notices are effective upon personal delivery, courier receipt, or three business days after deposit in the United States mail, postage prepaid, certified mail, return receipt requested.

8. GOVERNING LAW

This Form shall be governed by and construed in accordance with the laws of the jurisdiction identified by the following choice of law: without regard to its conflict of law principles.

9. ENTIRE AGREEMENT

This Form, together with any attachments and schedules executed by the parties, constitutes the entire written disclosure between the parties with respect to the subject matter herein and supersedes all prior oral and written disclosures and understandings relating thereto.

10. SEVERABILITY

If any provision of this Form is held to be invalid, illegal or unenforceable by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect and shall be construed so as to best effectuate the parties' intent.

11. AMENDMENTS; WAIVER

No amendment, modification or waiver of this Form will be effective unless in writing and signed by both parties. No waiver by either party of any breach shall constitute a waiver of any other breach.

12. COUNTERPARTS; ELECTRONIC SIGNATURES

This Form may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one instrument. Signatures transmitted by facsimile or electronic image shall be binding and deemed originals for all purposes.

CERTIFICATION

By signing below, Discloser certifies, under penalty of perjury where applicable, that the information provided in this Statutory Disclosure Form and any attachments is true, complete and accurate to the best of Discloser's knowledge as of the date set forth below, and Discloser acknowledges the legal consequences of providing false or misleading disclosures required by statute.

Discloser

Printed Name:

By:

Date:

Recipient

Printed Name:

By:

Date:

Enter text✕

What the Statutory Disclosure Form Is

The Statutory Disclosure Form is a formal written record used to satisfy a statutory or regulatory requirement to disclose specific facts, material information, or declaratory statements. It identifies the parties, summarizes required disclosures, and creates a traceable record for regulators, counterparties, or consumers. These forms appear in transactions across real estate, healthcare, finance, and government contexts and may be executed on paper or electronically when executed under ESIGN (15 U.S.C. ch. 96) or state electronic signature laws.

Why Accurate Statutory Disclosures Matter

A complete Statutory Disclosure Form demonstrates compliance with specific legal mandates, reduces regulatory and litigation exposure, and provides an auditable record of what was disclosed and when. Clear, consistent disclosures also streamline reviews and support enforceability in disputes or inspections.

Why Accurate Statutory Disclosures Matter

Who Typically Prepares and Receives These Forms

The Statutory Disclosure Form is used by professionals who must meet statutory disclosure obligations or who manage regulated transactions.

  • Real Estate agents and brokers handling property condition or transfer disclosures in state-regulated closings.
  • Healthcare administrators and providers when statutory patient notices or authorizations are required under HIPAA.
  • Finance and compliance teams issuing required notices or regulatory disclosures to customers and agencies.

In many organizations preparation is handled by legal, compliance, or transaction teams; recipients include consumers, counterparties, and government agencies.

Essential Parts of a Professional Statutory Disclosure Form

A well-structured statutory disclosure groups required elements clearly and includes fields for validation, dates, and signatory data to reduce ambiguity.

Title

Clear document title identifying the statutory basis or citation and the purpose of the disclosure to avoid confusion about applicability.

Parties

Full legal names and roles of the discloser and recipient to ensure correct attribution and avoid identity mismatches during enforcement or audits.

Disclosure Items

Numbered, itemized statements of the facts or conditions required by statute, written in plain language and aligned to regulatory checklist items.

Effective Date

A precise effective or disclosure date in MM/DD/YYYY format so applicable limitation periods and compliance windows are clear.

Signature Block

Designated signature, printed name, title, and date fields for signatories, and space for notary or witness information where required.

Attachments

Referenced exhibits or supporting documents listed and attached to create a single, auditable filing set for reviewers or agencies.

Security, Compliance, and Data Protections to Include

Encryption: AES-256 at rest
Transport Security: TLS 1.2/1.3 in transit
Audit Trail: Timestamps and IP logging
HIPAA Support: BAA available
21 CFR Part 11: Compliant options exist
Access Controls: Role-based permissions

Step-by-Step: Completing the Statutory Disclosure Form

Follow these sequential steps to prepare, verify, and execute the form correctly for regulatory and evidentiary purposes.

  • 01
    Gather Requirements: Identify the statutory citation and required disclosure items.
  • 02
    Populate Fields: Enter party details, dates, and itemized disclosures.
  • 03
    Attach Evidence: Include exhibits or supporting certificates as referenced.
  • 04
    Sign and Record: Execute signatures and retain an audit trail or notary as required.

Configuring an Online Workflow for This Form

Set up the digital workflow to match signing order, authentication, and retention needs before sending the form for signature.

Field Configuration
Authentication Level Email link, SMS OTP, or KBA as required
Field Types Required text, date, checkbox, file attachment
Conditional Logic Show or hide fields based on prior answers
Retention Policy Set archival location and export format

Typical Routing and Submission Flow

A clear routing sequence reduces signer friction and preserves the audit trail; plan routing before release.

  • Upload Document: Sender uploads finalized disclosure form
  • Place Fields: Assign signature, date, and attachment fields
  • Add Signers: Enter signer emails and signing order
  • Execute and Archive: Signers complete form; final PDF archived

Platform Needs for Digital Execution

Choose an eSignature platform that supports required authentication, audit trails, and the file formats you use.

  • Integrations: Salesforce, NetSuite, Google Workspace
  • File Formats: PDF, DOCX, HTML supported
  • Authentication: Email, SMS OTP, or KBA

Ensure the provider supports ESIGN/UETA, allows retention and export in ISO-compliant PDF, and offers role-based access controls for audits and regulatory inspections.

Timing Considerations and Deadlines

Some statutory disclosures require immediate provision or have short windows; others are retained rather than filed. Track deadlines to avoid late penalties.

Provide on Request:

Deliver the form promptly when required by statute or contract.

Agency Filing Windows:

Filing deadlines vary by agency and statute.

Effective Date:

Date entered governs statutory start of obligations.

Record Retention:

Follow retention rules applicable to the record type.

Response Periods:

Recipients may have limited time to dispute disclosures.

Common Preparation Errors to Avoid

  • Omitting required statutory language or checklist items, which can render the disclosure noncompliant and subject to administrative challenge.
  • Entering inconsistent names or dates that prevent meaningful attribution and create reconciliation issues during audits or disputes.
  • Failing to attach referenced exhibits or evidence, leaving the disclosure unsupported and vulnerable to regulatory inquiry.
  • Using informal initials or unsigned fields where the statute requires a full signature or notarization, risking non-enforceability.

Penalties and Legal Risks for Incorrect Disclosures

Tax Filing Penalties: IRC §6721 fines for incorrect returns
HIPAA Violations: Civil penalties and HIPAA enforcement actions
I-9 Violations: Fines per 8 CFR §274a.2 paperwork errors
Civil Liability: Breach or fraud claims from inaccurate statements
Contract Risk: Form defects may void remedies or rights
Intentional Disregard: Enhanced penalties with no statutory cap

Typical eSignature Pricing and Capability Comparison

When choosing an eSignature provider for executing statutory disclosures, consider per-user pricing, envelope limits, and compliance features such as HIPAA support and audit trails.

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 Yes, 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
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Frequently Asked Questions about Statutory Disclosures

Answers below address common legal, technical, and processing questions when preparing or executing a Statutory Disclosure Form.


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