Is an electronic signature valid?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, electronic signatures and records are generally legally equivalent to handwritten signatures if the transaction meets intent, consent, attribution, and retention requirements.

When is notarization required for this declaration?

Notarization depends on recipient and state law. Some agencies or courts require a notarized or witnessed declaration; others accept an electronic signature with proper authentication. Confirm the recipient’s requirements and whether remote online notarization (RON) is acceptable.

How to fix errors after signing?

If the signed declaration contains errors, prepare an amended declaration that references the original submission and explains corrections. Obtain fresh signatures from all required parties and retain both the original and amended records for audit trails.

What makes a signature admissible?

Admissibility rests on proving intent to sign, consent to electronic records, proper attribution, and reliable retention. Authentication methods, audit trails, IP addresses, and signer identification strengthen evidentiary weight in disputes and regulatory reviews.

How long must copies be kept?

Retention varies by document type and statute. As a federal baseline, retain tax-related records at least three years (IRC §6501(a)), HIPAA records six years (45 CFR §164.530(j)), and maintain audit trails per regulatory requirements.

Can a declaration be revoked or canceled?

Revocation requires a clear notice to the recipient and, where applicable, a replacement or withdrawal document. For electronically signed records, document the revocation method, time, and any re-submission; consult recipient policies and applicable statutes for effect.

Electronic Signature
Templates
Miscellaneous
Submission Confirmation Declaration

Submission Confirmation Declaration

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

SUBMISSION CONFIRMATION DECLARATION

Parties and Recitals

Submitter Name: Recipient Name:

WHEREAS, the Submitter has delivered or proposes to deliver certain materials, documents, proposals, data, or other items described herein (the "Submission") to the Recipient for evaluation, retention, or performance of services; and

WHEREAS, the Recipient acknowledges receipt of the Submission and the parties intend to set forth the terms under which the Submission shall be treated, any payment obligations, and the conditions for termination and confidentiality.

Submission Details

Submission Reference Number: Submission Date:

Scope of Submission / Scope of Work Attachments Included (if any)

Payment Terms

Payment Amount Due (if applicable):

Payment Schedule and Conditions

Late Payment Fee:

Term and Termination

Effective Start Date: Termination / End Date:

Either party may terminate this Declaration for convenience upon written notice to the other party delivered at least days prior to termination. Termination for cause may be immediate upon material breach that remains uncured for a period of 15 days after written notice of breach.

Check if automatic renewal applies:

Confidentiality

The parties acknowledge that certain information contained in the Submission may be confidential or proprietary. The Recipient shall treat all information reasonably designated in writing by the Submitter as confidential, and shall not disclose such information to third parties except to employees, contractors, or agents who have a need to know and who are bound by confidentiality obligations at least as protective as those set forth herein. Confidential information does not include information that (a) is or becomes publicly available through no breach by the Recipient; (b) is independently developed by the Recipient without use of the Submitter's confidential information; or (c) is rightfully obtained by the Recipient from a third party without restriction.

Upon written request of the Submitter or upon termination of this Declaration, the Recipient shall promptly return or destroy all confidential materials and certify in writing the completion of such return or destruction, except to the extent retention is required by applicable law or bona fide document retention policies.

Representations and Warranties

The Submitter represents and warrants that it has the right to submit the materials and that the Submission does not infringe third-party intellectual property rights to the Submitter's knowledge. The Recipient represents that it will use commercially reasonable efforts to evaluate and process the Submission in accordance with the terms of this Declaration.

Governing Law

This Declaration shall be governed by and construed in accordance with the laws of the state or jurisdiction indicated by the parties below. The parties submit to the exclusive jurisdiction of the courts located in that jurisdiction for any dispute arising under this Declaration.

Governing Jurisdiction

Entire Agreement

This Declaration, together with any attachments and incorporated schedules, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, representations, and understandings, whether written or oral. Any amendment or modification must be in writing and signed by authorized representatives of both parties.

Acknowledgment and Certification

By signing below, the undersigned certify that they are authorized to execute this Declaration on behalf of their respective parties; that the information provided in this Declaration and any attachments is true and correct to the best of their knowledge; and that they agree to be bound by the terms set forth herein.

Submitter

Printed Name:

By:

Date:

Recipient

Printed Name:

By:

Date:

What the Submission Confirmation Declaration Is

The Submission Confirmation Declaration is a short, signed statement confirming that a party has submitted a specific document, application, or record to a named recipient and that the information provided is accurate to the signer’s knowledge. It typically identifies the submitter, the document title, submission date, recipient, and any declarations or certifications required by the receiving authority. Agencies and private parties use it to create an auditable record of compliance or delivery. Where permitted, an electronic signature meeting ESIGN and UETA requirements can render the declaration legally enforceable for interstate and intrastate transactions.

Why a Clear Submission Confirmation Declaration Matters

Use a Submission Confirmation Declaration to document delivery, reduce disputes, and meet recipient verification requirements. It creates a clear, time-stamped record that supports compliance and audit trails, and can be executed electronically under the ESIGN Act and applicable state UETA or ESRA rules.

Who Typically Completes These Declarations

Who completes these declarations varies by context: applicants, corporate officers, legal representatives, and administrative staff submitting documents to agencies or counterparties.

Individual applicants submitting licenses, benefit applications, or enrollment forms who must certify the accuracy of provided data.
Authorized officers or agents signing on behalf of companies to confirm formal submissions and regulatory attestations.
Clerical and records staff sending documents to government agencies, courts, or business partners and tracking proof of delivery.

Confirm the signer's role and authority before submission to prevent processing delays and to ensure the declaration binds the correct individual or entity.

Step-by-Step: Preparing and Submitting a Declaration

Follow these steps to prepare and submit a compliant Submission Confirmation Declaration, whether paper or electronically signed.

01

Prepare: Gather supporting documents and identify the recipient.
02

Complete: Enter full legal names, dates, and reference numbers.
03

Authenticate: Choose appropriate signer verification method.
04

Record: Retain signed copy and audit trail for records.

How Submission and Routing Typically Work

Typical submission workflow: create the declaration, attach files, route to recipient, capture signature, and record proof of delivery.

Upload: Attach the declaration and any supporting documents.
Assign: Designate signers and set signing order if needed.
Notify: Send secure link or email invitation to signers.
Complete: Capture signature, timestamp, and audit trail automatically.

Core Elements to Include in Every Declaration

Key elements of a professional Submission Confirmation Declaration ensure clarity, legal sufficiency, and traceability across manual and electronic submissions for audit purposes.

Document Title

Clearly identify the referenced document, application number, and version. Including precise identifiers reduces misrouting and ensures the declarant and recipient reference the same record during review or dispute resolution.

Declarative Statement

Include an explicit declaration clause such as 'I certify under penalty of perjury' when required by the receiving authority, and specify the factual assertions being verified by the signer.

Signatory Info

Provide full legal name, title or capacity, organization (if applicable), contact email, and a government-issued identifier where required; mismatches here are a common basis for processing denials.

Date and Time

Record the exact submission date and time in MM/DD/YYYY and 24-hour or clearly specified time zone format to establish sequence and comply with deadline-sensitive filings.

Attachments

List and attach supporting documents by filename and short description, and confirm attachment integrity; missing exhibits are a frequent cause of rejection or requests for resubmission.

Notary/Acknowledgment

Where required, include notary blocks or witness lines and specify remote online notarization acceptance; clarify whether a physical notarization or RON session is required by the recipient.

Security and Compliance Considerations

In-transit Encryption: Transport encryption using TLS 1.2 and 1.3.

At-Rest Encryption: AES-256 encryption for stored data.

Certifications: SOC 2 Type II and ISO 27001.

HIPAA: BAA available for covered entities.

Regulatory Acts: ESIGN and UETA legal compliance.

FDA Records: Supports 21 CFR Part 11 controls.

Key Penalties and Risks from Incorrect Declarations

1099 Filing Penalties: Up to $330 per form (IRC §6721)

Intentional Disregard: $660+ per form, no cap.

W-2 Late Penalties: Same scale as 1099 series.

I-9 Violations: $281–$2,789 per violation (DHS)

Notary Errors: Improper notarization risks rejection.

Incorrect Signatory: May void submission or trigger audit.

Common Preparation Mistakes to Avoid

Using an informal signature image without an audit trail makes attribution difficult and can complicate disputes about who actually signed and when.
Mismatched names between the submission, government ID, and corporate register delay processing and may trigger requests for additional documentation.
Failing to include the precise document title or reference number can result in misfiling or the receiving office treating the declaration as incomplete.
Using weak signer authentication, such as email-only without verification, increases the risk of fraudulent submissions and reduces evidentiary weight.

Practical Tips for Accurate and Efficient Completion

Adopt clear templates, consistent field names, and strong authentication to reduce errors and speed processing of Submission Confirmation Declarations.

Confirm signer identity and authority

Verify identity with government ID, two-factor authentication, or validated corporate authority documents. Maintain a record of the authentication method and any credential evidence so that audits or legal challenges can link the signature to a verified individual.

Standardize document identifiers and titles

Use consistent naming conventions and include application or case numbers on every page. Consistency prevents misfiling and enables automated systems to match declarations to the underlying submissions without manual intervention.

Keep a signed audit trail and copies

Retain a timestamped certificate of completion, IP address, and any authentication logs. For electronic executions, preserve a reproducible record and a durable copy, meeting ESIGN retention requirements and facilitating future verification.

Confirm recipient acceptance criteria in advance

Check whether the recipient requires original signatures, notarization, RON, or specific declaration language. If a consumer-facing transaction, provide ESIGN consumer disclosures and document the signer's consent to electronic records.

Timing Expectations and Key Deadlines

Understand timing expectations for submission, statutory deadlines, and internal retention windows to prevent late filing penalties or processing delays.

Immediate upon submission:

Record date and time when declaration is sent.

Tax reporting deadlines:

Forms like 1099-NEC require Jan 31 delivery to recipients and IRS.

I-9 retention:

Retain for three years after hire or one year after termination, whichever is later.

Agency-specific deadlines:

Follow recipient's stated filing window to avoid rejection.

Internal retention start:

Begin retention from submission date unless law specifies otherwise.

Recommended Digital Workflow Settings

Configure digital workflow settings to enforce signing order, authentication, and required attachments before submission and audit retention.

Field	Configuration
Authentication Level	Email link, SMS code, or KBA verification.
Signing Order	Sequential or parallel signing options available.
Notarization Requirement	Require in-person or RON session where mandated.
Required Attachments	Specify filenames and accepted file types.
Retention Policy	Set automatic retention and archival durations.

Pricing and Feature Snapshot: signNow and Common Alternatives

Pricing and feature differences affect total cost of ownership for eSignature workflows; compare starting prices, trial terms, bulk send, and compliance features across vendors.

	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 plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Practical Examples from Real Organizations

The Submission Confirmation Declaration is commonly used in real workflows to document delivery and acceptance across organizations of varying size.

Optica Ventures

Optica Ventures used a Submission Confirmation Declaration to document investor and partner submission receipts and reduce manual follow ups.

Faster acknowledgement and clearer tracking.
Brian Fitzgibbons, COO, observed that the signNow interface is simple and easy-to-use for the team and customers; using signed confirmation declarations reduced manual follow-ups and streamlined recordkeeping across transactions without additional calls.

Martin Properties

Martin Properties incorporated confirmation declarations into lease and offer workflows to establish clear submission records for each transaction.

Improved compliance and reduced cycle time.
Tim Martin, Founder, said he can process and execute documents online with full compliance and built-in security, enabling mobile and offline completion and returning forms efficiently to required parties across transactions.

Frequently Asked Questions

Answers to common questions about acceptance, execution, authentication, notarization, corrections, and record retention for Submission Confirmation Declarations.

Need help? Contact support

Is an electronic signature valid?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, electronic signatures and records are generally legally equivalent to handwritten signatures if the transaction meets intent, consent, attribution, and retention requirements.
When is notarization required for this declaration?
Notarization depends on recipient and state law. Some agencies or courts require a notarized or witnessed declaration; others accept an electronic signature with proper authentication. Confirm the recipient’s requirements and whether remote online notarization (RON) is acceptable.
How to fix errors after signing?
If the signed declaration contains errors, prepare an amended declaration that references the original submission and explains corrections. Obtain fresh signatures from all required parties and retain both the original and amended records for audit trails.
What makes a signature admissible?
Admissibility rests on proving intent to sign, consent to electronic records, proper attribution, and reliable retention. Authentication methods, audit trails, IP addresses, and signer identification strengthen evidentiary weight in disputes and regulatory reviews.
How long must copies be kept?
Retention varies by document type and statute. As a federal baseline, retain tax-related records at least three years (IRC §6501(a)), HIPAA records six years (45 CFR §164.530(j)), and maintain audit trails per regulatory requirements.
Can a declaration be revoked or canceled?
Revocation requires a clear notice to the recipient and, where applicable, a replacement or withdrawal document. For electronically signed records, document the revocation method, time, and any re-submission; consult recipient policies and applicable statutes for effect.

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