Are electronic signatures valid?

Yes. Electronic signatures are legally valid for most transactions under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.

When is a notarization required?

Notarization depends on state law and document purpose; deeds and some powers of attorney typically require notarization. Check the applicable state statute or county recorder rules.

What if the declared value is later disputed?

Maintain supporting evidence (appraisals, invoices, photos) and an audit trail; these records are primary defenses in disputes and audits.

Can a third party complete the form?

Yes if authority is documented. Use a signed agent authorization or corporate resolution to evidence signing authority and avoid later invalidation.

How long must disclosures be kept?

Retain per applicable federal and industry rules: at least three years for tax records (IRC §6501(a)) and six years for HIPAA-covered records (45 CFR §164.530(j)), subject to state variations.

What authentication level is advisable?

Use email and SMS or stronger multi-factor authentication for high-value disclosures; consider notarization or RON for additional verification.

Value Disclosure Form

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VALUE DISCLOSURE FORM

Parties and Disclosure Date

Disclosing Party (Owner / Furnisher) Disclosing Party Address Receiving Party (Recipient) Receiving Party Address

Disclosure Date:

WHEREAS

WHEREAS, Disclosing Party is in possession of certain items, assets, or data for which a stated monetary value is being disclosed to the Receiving Party for a limited, specified purpose; and

WHEREAS, Receiving Party requires an express written statement of Value from Disclosing Party for the purpose identified in this form, and agrees to rely on the disclosures subject to the limitations and certifications contained herein; and

WHEREAS, the parties wish to set forth the terms under which such Value is disclosed, including scope, limitations, confidentiality, and the responsibilities of each party.

Description of Items and Declared Value

List each item, asset, or dataset for which a value is disclosed. Attach supporting documentation when available. If additional space is required, attach a separate exhibit and reference exhibit number below.

Item 1 — Description Item 1 — Declared Monetary Value Item 1 — Basis of Valuation / Methodology

Effective Date for Item 1 Value:

Item 2 — Description (optional) Item 2 — Declared Monetary Value Item 2 — Basis of Valuation / Methodology

Effective Date for Item 2 Value:

Scope of Work

Describe the purpose and intended use of the disclosed value, and any limitations on use or reliance by Receiving Party.

Payment Terms (if applicable)

If compensation is payable for preparation or delivery of the Value Disclosure, specify amount and schedule below. If no compensation is required, enter "N/A".

Total Fee Payment Schedule / Terms Late Fee or Interest for Delinquent Payment

Term and Termination

This Disclosure is effective as of the Start Date and, unless earlier terminated, remains in effect through the End Date specified below. Either party may terminate for material breach if the breach is not cured within the specified notice period.

Start Date: End Date:

Notice Period for Termination (days)

Confidentiality

Receiving Party shall treat all disclosed values, methodologies, supporting documents and other non-public information provided under this form as Confidential Information. Receiving Party shall not disclose Confidential Information to any third party except: (a) with Disclosing Party's prior written consent; (b) to its employees or advisors on a need-to-know basis who are bound by confidentiality obligations no less protective than those herein; or (c) as required by law or valid order of a court or regulatory authority, provided that Receiving Party provides prompt written notice to Disclosing Party to allow Disclosing Party to seek protective measures.

Receiving Party acknowledges and agrees to the confidentiality obligations set forth in this section.

Representations, Limitations and Certification

Disclosing Party represents that, to the best of its knowledge, the values declared in this form are accurate as of the effective dates specified. Disclosing Party further certifies that the valuation basis stated reflects the method used. Receiving Party understands that this Disclosure is not an appraisal opinion by a licensed appraiser unless explicitly stated and accompanied by the appraiser's credentials.

Disclosing Party agrees to indemnify Receiving Party against claims arising from any material misrepresentations contained in the disclosed values, except to the extent such claims arise from Receiving Party's improper use or further dissemination of the disclosed information.

Disclosing Party Certification: I certify under penalty of law that the information and values provided in this form are true, correct, and complete to the best of my knowledge, and that supporting documentation, if any, is accurate and maintained as indicated.

Disclosing Party acknowledges and certifies the representations and limitations set forth above.

Governing Law and Dispute Resolution

This Agreement and any dispute arising out of or relating to this Disclosure shall be governed by the laws of the state of:

The parties agree to attempt to resolve disputes promptly through good-faith negotiations. If unresolved, disputes shall be resolved in the competent courts located in the state identified above.

Entire Agreement

This Value Disclosure Form, including any exhibits or attachments expressly referenced herein, constitutes the entire agreement between the parties with respect to the subject matter hereof, and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written.

No amendment or modification of this form shall be effective unless in writing and signed by authorized representatives of both parties.

Additional Provisions

Exhibits / Supporting Documents Attached (list) Additional Terms or Notes

Disclosing Party:

By:

Date:

Receiving Party:

By:

Date:

What the Value Disclosure Form Is and When It Applies

A Value Disclosure Form documents the declared monetary or non-monetary value assigned to an asset, service, donation, or transaction for the purposes of a sale, transfer, tax reporting, insurance, or regulatory compliance. It typically records item descriptions, declared values, the valuation date, supporting documentation such as appraisals or invoices, and signature blocks for the reporting parties. Organizations use the form to create a consistent, auditable record of value that supports closing processes, accounting entries, and any downstream legal or tax obligations.

Why a Clear Value Disclosure Matters

Accurate value disclosures reduce ambiguity in transactions, support tax and accounting accuracy, and create an auditable record for regulatory review and dispute resolution.

Typical Users and Responsible Parties

Teams that complete or collect Value Disclosure Forms vary by industry and role; the following profiles are most common.

Real estate closing agents and brokers preparing property value disclosures during sale or lease signings.
Accounts payable and receivable teams documenting asset transfers, trade-ins, or vendor credits.
Compliance or legal teams capturing declared values for contracts, settlements, or regulatory filings.

Ensure the person completing the form can verify values and sign on behalf of the organization; require delegation evidence when an agent signs.

Core Parts of a Professional Value Disclosure Form

A complete form balances clarity and evidentiary support so recipients and reviewers can verify the declared value quickly.

Header

Identifies parties, transaction type, and form version so reviewers know scope and applicability of the disclosed value.

Item Description

Detailed description of goods or services including serial numbers, quantities, and condition to tie the declared value to a specific asset.

Declared Value

Numeric value stated in clear currency units; specify whether the figure is fair market value, replacement cost, or estimated value.

Valuation Basis

Reference to appraisal, invoice, market comparables, or methodology used to determine the value for auditability.

Supporting Documents

Attach appraisal reports, invoices, photos, or inspection notes that substantiate the declared value for future review.

Signature Block

Includes printed name, title, signature, date, and authority statement confirming the signer may bind the party.

Step-by-Step: Completing a Value Disclosure Form

Follow these sequential steps to ensure the form is complete and auditable before submission.

01

Gather Evidence: Collect invoices, appraisals, and photos supporting the declared value.
02

Enter Details: Complete item, valuation date, and declared value fields accurately.
03

Attach Documents: Upload supporting files and reference numbers for each attachment.
04

Sign and Record: Signer executes the form and retains an electronic certificate of completion.

Where the Form Goes: Routing and Filing

Typical routing ensures the disclosure reaches accounting, legal, and recordkeeping systems for finalization.

Submit to Accounting: Accounting records value for ledger and tax tracking.
Legal Review: Legal confirms valuation basis for contracts or settlements.
Archive: Store the signed record in a secure repository for retention compliance.
Share with Counterparty: Provide executed copy to the counterparty for their records.

Digital Workflow Settings to Configure

Configure the online form to reduce manual steps and ensure consistent data capture.

Field	Configuration
Auto-fill	Use template variables to pre-populate repeat fields.
Conditional Fields	Show valuation details only when declared value exceeds threshold.
Required Attachments	Enforce upload of appraisal or invoice before submission.
Signer Authentication	Require email plus SMS code or higher for high-value items.

Technical Considerations for eSubmission and eSigning

Choose a platform that supports secure attachments, tamper-evident records, and traceable signatory attribution.

File Formats: Support for PDF, DOCX, and image attachments ensures broad compatibility.
Integrations: Integrate with systems such as Salesforce, NetSuite, and Google Workspace for routing and archival.
Authentication: Use email, SMS, or advanced signer authentication for higher assurance workflows.

Ensure the platform preserves an audit trail and allows secure export to your records management system for retention and review.

Typical Timelines and Processing Expectations

Set clear internal timelines so disclosures are captured before financial close or tax reporting events.

Pre-Closing Submission:

Submit disclosures at least 3–5 business days before closing for review.

Accounting Entry:

Accounting should record the value within the same reporting period.

Tax Reporting Window:

Provide documentation promptly if value affects tax reporting or withholding.

Retention Start:

Retention periods typically begin on the valuation date.

Internal SLA:

Establish a 7–14 day SLA for completing internal reviews.

Consequences of Inaccurate or Incomplete Disclosures

Incorrect Value: May trigger tax adjustments and penalties

Missing Signature: Can render the form unenforceable

Tax Reporting: 1099 penalties: $60/$130/$330 per form

Notarization Failure: May invalidate transfer in certain jurisdictions

Fraud Allegation: Exposes parties to civil or criminal liability

Retention Lapse: Loss of evidentiary support in audits or litigation

Security and Compliance Controls to Require

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

Audit Trail: Timestamped action log and signer attribution

Certifications: SOC 2 Type II and ISO 27001 available

HIPAA Support: BAA required for protected health information

21 CFR Part 11: Support for electronic records in regulated workflows

Access Controls: Role-based permissions and SSO options

Practical Examples of Value Disclosure Use

Two short examples show how organizations use the form to support transactions and compliance.

Real Estate Closing

A closing agent recorded appliance and fixture values to support prorated credits.

This reduced post-closing disputes.
The completed disclosure, attached appraisal, and signed record allowed accounting to reconcile closing statements and reduced follow-up questions from the buyer and seller.

Charitable Donation

A nonprofit documented the fair market value of donated equipment for acknowledgment letters.

Donor required substantiation.
Including serial numbers, condition notes, and an appraisal reference enabled accurate donor receipts and simplified year-end accounting.

Practical Tips for Accurate and Efficient Completion

Follow these best practices to minimize errors and accelerate acceptance of disclosed values.

Use Standard Templates

Standardized forms reduce ambiguity and ensure required fields are completed consistently across transactions.

Attach Verifying Evidence

Always attach invoices, photos, or appraisals to substantiate declared values and reduce later verification work.

Require Appropriate Authentication

For high-value items, require multi-factor signer authentication and a notarization or remote online notarization where jurisdiction requires it.

Preserve the Audit Trail

Keep the signed PDF and metadata (timestamps, IP, signer identity) to support later audits or disputes.

How a Value Disclosure Form Differs from Related Documents

Compare typical document types to choose the correct form for your transaction and evidentiary needs.

Criteria	Value Disclosure	Appraisal Report	Bill of Sale
Legal Weight	informative	high	transfer evidence
Required Expertise		licensed appraiser
Typical Use	disclosure/record	valuation opinion	transfer proof
Supporting Docs	receipts/invoices	appraisal report	receipt/invoice

eSignature Vendor Comparison Relevant to Value Disclosure Workflows

Basic vendor pricing and feature availability for eSignature platforms commonly used to collect and archive Value Disclosure Forms.

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

Frequently Asked Questions and Troubleshooting

Answers to common questions about validity, signatures, and compliance when using a Value Disclosure Form.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures are legally valid for most transactions under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.
When is a notarization required?
Notarization depends on state law and document purpose; deeds and some powers of attorney typically require notarization. Check the applicable state statute or county recorder rules.
What if the declared value is later disputed?
Maintain supporting evidence (appraisals, invoices, photos) and an audit trail; these records are primary defenses in disputes and audits.
Can a third party complete the form?
Yes if authority is documented. Use a signed agent authorization or corporate resolution to evidence signing authority and avoid later invalidation.
How long must disclosures be kept?
Retain per applicable federal and industry rules: at least three years for tax records (IRC §6501(a)) and six years for HIPAA-covered records (45 CFR §164.530(j)), subject to state variations.
What authentication level is advisable?
Use email and SMS or stronger multi-factor authentication for high-value disclosures; consider notarization or RON for additional verification.

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