Ownership Statutory Declaration Form

Use a Ownership Statutory Declaration template to make your document workflow more streamlined.

What the ownership declaration does

An Ownership Statutory Declaration Form is a signed statement identifying and confirming an ownership position for a U.S. business or transaction. The signer supplies the facts requested by the specific document, confirms that the statement is accurate, and signs with intent to create a record. It may be completed on paper or electronically when applicable law and the transaction permit electronic records. ESIGN, 15 U.S.C. ch. 96, and UETA generally recognize qualifying electronic signatures, while exclusions include wills, certain court orders, and family-law decrees.

Business owners

A business owner or authorized officer can use the declaration to document an ownership representation for a commercial transaction, financing file, vendor review, or internal governance record. The signer should verify every factual statement and retain supporting ownership evidence with the completed form.

Legal and finance teams

Legal, finance, and compliance teams can route the declaration for review, signature, and controlled storage. Their process should distinguish the executed declaration from drafts and confirm whether state law, notarization, or transaction-specific instructions impose additional requirements.

Business types using ownership declarations

Ownership declarations help organizations document who is making an ownership representation and preserve a reviewable signing record.

Solo legal practitioners can prepare an ownership declaration for a client transaction, route it to the correct signer, and retain the executed record with supporting correspondence. The form provides a focused record of the signer’s ownership statement without replacing legal review or state-specific requirements.
Real estate and construction businesses can collect ownership declarations alongside contracts, bids, or transaction files. Mobile signing helps authorized personnel complete the document from a job site or property meeting, while the audit trail records execution details for later file review.
Enterprise finance and compliance teams can standardize ownership declarations through shared templates, controlled signer roles, and connected storage. Administrators can preserve consistent field placement and evidence across departments while applying the retention rule required for each underlying transaction.

How to complete this ownership form

The signNow workflow preserves the document’s structure while organizing fields, signer assignments, execution, and evidence.

Upload document: Upload the Ownership Statutory Declaration Form.
Check fields: Review detected fields and add missing ones.
Send for signing: Assign signers and send securely.
Archive record: Store the signed form with its audit trail.

Setting	Recommendation
Authentication method	Email link with SMS verification
Signature type	Typed or drawn electronic signature
Audit trail	Export completion certificate
Document retention	Three years from filing (IRC §6501(a))
Encryption	TLS 1.2/1.3 and AES-256

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Document upload

Upload the existing Ownership Statutory Declaration Form and preserve its original layout while preparing it for electronic completion.

Field detection

Review auto-detected fields, then add signature, date, initials, or text fields where the declaration requires them.

Signer routing

Assign each field to the correct owner, officer, witness, or reviewer before sending the declaration.

Secure sending

Use email delivery or a signing link to collect the declaration without exchanging editable attachments.

Audit trail

Capture timestamps, signer activity, and document history as evidence linked to the completed ownership statement.

Record storage

Keep the executed form and completion certificate together for authorized business, tax, or legal review.

Platform requirements for signing

Complete the Ownership Statutory Declaration Form in a supported browser on Windows or macOS, or use the signNow mobile apps on iOS or Android.

Browsers Chrome, Firefox, Safari, Edge
Desktop systems Windows and macOS desktops
Mobile apps iOS and Android mobile apps

For controlled deployments, confirm browser access, mobile permissions, identity settings, and repository permissions before sending the declaration. Enterprise workflows may also require SSO, API access, or an approved storage connection.

Connect ownership records to business systems

Salesforce and Microsoft Dynamics 365 can associate the declaration with a customer record; NetSuite can connect it to an ERP workflow; Google Drive, Box, and Egnyte can store the executed file; and Microsoft 365 can support controlled document handling.

Prepare the declaration

Complete required ownership statements.

Deliver to signers

Send the document through signNow.

Complete signer review

Signer reviews and applies signature.

Archive the completed record

Download the executed record and audit trail.

Retention periods depend on record class

The form itself has no universal federal retention period. Select the schedule that matches the transaction and preserve longer state or industry requirements when applicable.

Three years from filing

IRS tax-related records generally follow IRC §6501(a): three years from filing, with longer periods for specific circumstances.

Six years for understatement

IRS records may require six years when a 25% or greater income understatement applies under IRC §6501(e).

Six years for HIPAA records

HIPAA-related records require six years from creation or last effective date under 45 CFR §164.530(j).

Six years for broker records

Broker-dealer books and records require six years under 17 CFR §240.17a-4; apply only when the declaration belongs to that regulated record set.

Seven years for SOX records

SOX audit records require seven years under 15 U.S.C. §7245 when the declaration forms part of covered audit documentation.

Retain and protect ownership records

Protect the signed declaration, audit evidence, and related transaction records according to the governing business or tax rule.

Apply the applicable retention period

Keep the signed declaration and its completion certificate together in a restricted repository. For tax-related ownership records, apply the applicable IRS retention rule, including IRC §6501(a): three years from filing, or six years when a substantial income understatement applies.

Export the completed audit trail

Export the signNow audit trail after completion and associate it with the final Ownership Statutory Declaration Form. Preserve signer identity evidence, timestamps, authentication events, and document history so reviewers can connect each signature to the executed record.

Archive the signed declaration securely

Store the declaration in an encrypted, access-controlled repository with version protection. Limit editing rights after signing, record every retrieval, and maintain a readable copy that can be reproduced for authorized business, tax, or legal review.

Index ownership records consistently

Record the declaration’s business purpose, signer names, execution date, and related transaction identifier in the document index. Separate drafts from the executed copy and review state-specific retention requirements before applying a shorter internal schedule.

Risks of an incomplete declaration

Disputed signature

Weak signer attribution

Incomplete declaration

Missing required statement

Evidentiary weakness

Unclear ownership evidence

Retention failure

Improper record storage

Avoid ownership declaration mistakes

Sending an incomplete Ownership Statutory Declaration Form can leave ownership statements, dates, or signer assignments unclear during transaction review.
Collecting an electronic signature without documented intent, signer attribution, or accessible records can weaken the evidence supporting the executed declaration.
Sharing the completed declaration through unrestricted email attachments can expose ownership details to unauthorized recipients or create competing document versions.
Using the form for a will, court order, or family-law decree ignores ESIGN exclusions and may not satisfy the governing filing requirement.

Protect ownership declaration records

Transport encryption:

TLS 1.2/1.3 in transit

Stored data:

AES-256 at rest

Security certification:

SOC 2 Type II certified

Information security:

ISO 27001 certified

Electronic signatures:

ESIGN and UETA compliant

Health information:

HIPAA compliant with BAA

Questions about completing the declaration

These answers address field preparation, electronic-signature validity, plan capabilities, signer access, and record preservation for this ownership form.

Upload the original Ownership Statutory Declaration Form to signNow, review auto-detected fields, and add missing fields manually. Confirm that every ownership statement, date, and signer assignment is visible before sending.

The signNow Business plan is $8 per user per month when billed annually and includes templates and audit trails. Business Premium is $15 and adds bulk send, while Enterprise is $30 and adds advanced signer authentication.

ESIGN and UETA generally recognize an electronic signature when intent, consent, attribution, and record retention are established. They do not override exclusions for wills, court orders, or family-law decrees, so confirm the document’s legal category first.

If the signer cannot open the request, verify the email address, resend the invitation, or provide a signNow signing link. Require SMS verification when the ownership record needs stronger signer attribution than an email link alone.

Export the completed audit trail and completion certificate from signNow, then store them with the executed declaration. The record should remain readable and reproducible for authorized review under the applicable retention rule.

For consumer-facing electronic records, ESIGN requires disclosure of the right to paper, access to the electronic format, and a procedure to withdraw consent under 15 U.S.C. §7001(c). Apply those requirements when the signer is a consumer.

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