Can this statement be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act and state UETA laws when they demonstrate signer intent, consent to an electronic record, signer attribution, and durable record retention. Use stronger authentication for high-risk matters.

Is notarization required for validity?

Not always. Notarization or witness requirements depend on the purpose and jurisdiction; some recipients insist on notarized or RON-executed statements to increase evidentiary weight.

Who is authorized to sign the statement?

The signer must have direct knowledge or delegated authority to attest to the facts. When signing for an entity, include the signer's title and attach proof of authority if requested.

How do I correct a mistake after signing?

Prepare an amended statement or add an addendum signed and dated by the same declarant; avoid handwritten corrections on the executed copy unless initialed and dated by all parties.

How should executed statements be stored?

Store signed PDFs with an audit trail in secure, access-controlled systems. Retain originals and exhibits per applicable retention rules and export tamper-evident copies for long-term archival.

What if a recipient disputes the statement?

Provide supporting exhibits, the platform audit trail, signer contact details, and any notarization or witness attestations. Counsel-assistance may be needed for formal challenges.

Electronic Signature
Templates
Legal
Third Party Legal Statement

Third Party Legal Statement

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

THIRD PARTY LEGAL STATEMENT

This Third Party Legal Statement (the Statement) is made this day of , by and between Declarant Name: with principal address: (Declarant), and Recipient Name: with principal address: (Recipient).

RECITALS

WHEREAS, Recipient has requested certain information, statements, or records concerning a third party for purposes related to business, legal, or administrative review; and

WHEREAS, Declarant possesses relevant knowledge or records regarding the third party and is willing to provide a written statement under the terms set forth herein; and

WHEREAS, the parties desire to set forth the terms under which Declarant will provide the information and the rights of Recipient to rely upon such information.

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

1. STATEMENT AND ATTESTATION

1.1 Declarant hereby provides the following statement of facts, observations and account within Declarant’s personal knowledge or review of records. Declarant affirms that the facts set forth below are true and correct to the best of Declarant’s knowledge:

Third Party Identified: Relationship to Declarant: Statement of Facts:

2. AUTHORIZATION TO RELEASE INFORMATION

2.1 Declarant authorizes any custodian of records or other third party identified in Declarant’s Statement to disclose relevant documents and information to Recipient and its authorized agents. This authorization is limited to the scope described below and is effective only for the period expressly stated.

Scope of Authorization: Authorization Effective Date (if applicable):

3. REPRESENTATIONS AND WARRANTIES

3.1 Declarant represents and warrants that: (a) Declarant has personal knowledge of, or has access to, the records relied upon and that the information provided is true, accurate and complete as of the date of this Statement; (b) Declarant has the authority to make the representations and to authorize disclosure as provided herein; and (c) to Declarant’s knowledge, no material fact within Declarant’s knowledge has been withheld.

4. CONFIDENTIALITY AND LIMITED USE

4.1 Recipient agrees that the Statement and any supporting documents disclosed pursuant to this Statement shall be used solely for the purpose stated in the Recitals and shall not be disclosed to third parties except as required by law or with the prior written consent of Declarant.

4.2 Notwithstanding the foregoing, Recipient may disclose the Statement to its attorneys, accountants, insurers or other advisors who agree to maintain confidentiality under terms no less protective than those set forth herein.

5. INDEMNIFICATION; LIMITATION OF LIABILITY

5.1 Declarant agrees to indemnify, defend and hold Recipient harmless from and against any losses, damages, liabilities, costs and expenses (including reasonable attorneys’ fees) arising out of any false statement, material omission or breach of the representations made by Declarant in this Statement.

5.2 Recipient’s right to rely on the Statement shall not create liability for Recipient beyond reliance in good faith on the Statement; nothing in this Statement shall be construed to waive any statutory protections applicable to either party.

6. NOTICES

6.1 All notices, demands or other communications required or permitted under this Statement shall be in writing and shall be deemed delivered when personally delivered, sent by nationally recognized overnight courier, or sent by certified mail, return receipt requested, to the addresses provided below or to such other address as a party designates by notice in accordance with this section.

Declarant Notice Address: Declarant Contact Email: Recipient Notice Address: Recipient Contact Email:

7. AMENDMENTS; WAIVER; COUNTERPARTS

7.1 This Statement may be amended only by a written instrument executed by both parties. No waiver of any provision of this Statement shall be effective unless in writing and signed by the party waiving compliance. This Statement may be executed in counterparts, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument.

8. GOVERNING LAW; ENTIRE AGREEMENT; SEVERABILITY

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

8.2 This Statement 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.

8.3 If any provision of this Statement is held to be invalid, illegal or unenforceable in any respect, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired.

9. CERTIFICATION

9.1 Declarant certifies under penalty of perjury under the laws of the state specified in Section 8 that the foregoing is true and correct to the best of Declarant’s knowledge and belief. Declarant understands that knowingly providing false information may subject Declarant to civil or criminal penalties under applicable law.

Additional Comments or Qualifications (if any):

Declarant:

By:

Date:

Recipient:

By:

Date:

What a Third Party Legal Statement Is and when it's used

A Third Party Legal Statement is a written declaration by a non-party or external source describing facts, observations, or qualifications relevant to a legal matter or transaction. It is typically used to record independent verification, declarations of relationship, or factual summaries used in contracts, compliance reviews, or litigation support. When executed properly it provides an auditable record that can support contractual obligations, regulatory filings, vendor attestations, or investigatory processes while preserving chain-of-custody and signer attribution.

Why a clear Third Party Legal Statement matters

A clear, complete statement reduces ambiguity, supports compliance, and creates an evidentiary record that helps resolve disputes. Proper structure and authenticated signatures improve enforceability under ESIGN and state electronic signature law.

Typical users and recipients of Third Party Legal Statements

Organizations and professionals rely on third party statements when independent confirmation is needed during contracting, compliance reviews, or dispute resolution.

Legal teams and outside counsel verifying independent facts in litigation or transaction due diligence.
Compliance officers and risk teams confirming vendor practices or regulatory adherence.
Vendors, subcontractors, and third-party certifiers providing attestations or factual summaries.

Ensure the chosen signer matches the role required by the recipient (attorney, vendor representative, expert witness, or certifying officer).

Core elements to include in a professional Third Party Legal Statement

Include concise, verifiable elements so the statement can be relied upon by recipients and, if needed, by courts or regulators.

Declarant identity

Full legal name, title, employer or relationship, and contact details so attribution is clear and the declarant can be contacted for follow-up.

Statement of facts

A chronologically ordered, specific factual narrative limited to direct knowledge; avoid hearsay or conclusory legal arguments.

Scope and limits

Describe the context, period observed, and any limits to the declarant's knowledge to prevent overreach or misunderstanding.

Attachments

List and attach supporting documents or exhibits (logs, photos, invoices) referenced in the statement to corroborate assertions.

Signature block

Include printed name, signature, date, and capacity; provide corporate authority when signing on behalf of an organization.

Authentication

Note notarization, witness statements, or electronic authentication method used to validate the signer and preserve evidentiary weight.

Security, compliance, and authentication basics

Encryption: TLS 1.2/1.3; AES-256 at rest

Audit trail: IP, timestamp, and action log

HIPAA support: BAA available where required

Access controls: Role-based permissions

Signer authentication: Email, SMS, KBA, or advanced methods

Record retention: Tamper-evident storage options

Step-by-step: preparing and executing the statement

Follow a clear sequence to prepare, authenticate, and distribute the Third Party Legal Statement to reduce errors and ensure legal weight.

01

Draft: Prepare a factual, dated narrative with numbered paragraphs and referenced exhibits.
02

Verify identity: Confirm the declarant's legal name and authority using ID or organizational documents.
03

Authenticate: Choose notarization, witness signing, or electronic authentication appropriate to jurisdiction and recipient needs.
04

Distribute: Send signed copies to counsel, recipients, and retain secure archival copies with audit trail.

How to set up a secure online workflow for this statement

Configure workflow settings to collect accurate identity data, attach exhibits, and preserve an auditable record for each execution.

Field	Configuration
Authentication	Email link, SMS code, or knowledge-based verification
Template fields	Mandatory name, date, statement, attachments, signature
Notary requirement	Enable e-notary or designate in-person notarization step
Retention	Preserve signed PDF and audit trail for required period

Typical routing and submission flow

A simple, repeatable flow ensures timely collection and correct routing of signed statements to all required parties.

Prepare document: Upload statement and attach exhibits
Assign signer: Add declarant and any witness or notary
Authenticate & sign: Signer completes authentication then signs
Deliver copies: Send signed copy to recipients and archive

Technical and platform considerations for eSubmission

Choose a platform that supports required file formats, signer authentication, and an auditable certificate of completion.

File formats: Accept PDFs and DOCX for reliable rendering
Integrations: Integrates with CRM, cloud storage, and document systems
Authentication: Supports email, SMS, KBA, and advanced methods

Ensure the selected configuration preserves timestamps, signer attribution, and a tamper-evident copy for long-term retention.

Timing: when to prepare and deliver the statement

Timely preparation and delivery depend on the recipient's needs and any statutory deadlines tied to the underlying matter.

Upon request:

Deliver promptly when requested by counsel or regulator; delay may harm evidentiary value

Contract milestones:

Coordinate statement date with contract effective or inspection dates

Notary scheduling:

Allow additional time for notarization or remote online notarization sessions

Retention triggers:

Retention period typically begins on execution date

Response windows:

Provide signed copies within the time frame specified by requestor

Common mistakes to avoid when preparing the statement

Using vague language or legal conclusions rather than specific, observable facts undermines reliability and admissibility.
Failing to verify the declarant's authority or identity can render the statement inadmissible for contractual reliance.
Missing dates, exhibit references, or signature capacity lines creates inconsistencies that complicate enforcement.
Skipping notarization or required witness steps where jurisdiction or recipient demands them reduces evidentiary weight.

Key legal risks and potential penalties

Perjury risk: False statements can expose declarant to criminal penalties

Voidability: Incorrect authority details can void reliance on the statement

Regulatory fines: Noncompliance with disclosure rules may trigger administrative penalties

Tax consequences: Incorrect tax-related facts can prompt IRS penalties or withholding

HIPAA exposure: Unauthorized health disclosures risk HIPAA penalties

Evidence challenges: Weak authentication invites admissibility objections in court

eSignature vendor comparison for executing Third Party Legal Statements

Selected vendor features and starting prices to compare platform capabilities for secure execution and audit trail preservation.

	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	Free trial available	Free trial available	Free trial available	Free trial available
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real examples of third-party attestations in practice

These examples show how organizations use independent statements to document facts and streamline approvals.

Optica Ventures — COO

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

Declarant recorded inspection results and attached photos.
The signed statements cut follow-up questions and provided a clear record for contract closeout and client communications.

Xerox — Director of NetSuite Operations

airSlate SignNow provides us with the flexibility needed to get the right signatures on the right documents, in the right formats, based on our integration with NetSuite.

Third-party vendor confirmations were collected electronically.
This reduced manual rework and ensured third-party attestations were retained with an auditable trail for enterprise systems.

Frequently asked questions about Third Party Legal Statements

Answers to common questions about validity, notarization, e-signatures, corrections, and retention when using third party statements.

Need help? Contact support

Can this statement be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act and state UETA laws when they demonstrate signer intent, consent to an electronic record, signer attribution, and durable record retention. Use stronger authentication for high-risk matters.
Is notarization required for validity?
Not always. Notarization or witness requirements depend on the purpose and jurisdiction; some recipients insist on notarized or RON-executed statements to increase evidentiary weight.
Who is authorized to sign the statement?
The signer must have direct knowledge or delegated authority to attest to the facts. When signing for an entity, include the signer's title and attach proof of authority if requested.
How do I correct a mistake after signing?
Prepare an amended statement or add an addendum signed and dated by the same declarant; avoid handwritten corrections on the executed copy unless initialed and dated by all parties.
How should executed statements be stored?
Store signed PDFs with an audit trail in secure, access-controlled systems. Retain originals and exhibits per applicable retention rules and export tamper-evident copies for long-term archival.
What if a recipient disputes the statement?
Provide supporting exhibits, the platform audit trail, signer contact details, and any notarization or witness attestations. Counsel-assistance may be needed for formal challenges.

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