Sworn Declaration of No Social Security Number Form

Use a DECLARAO SOB JURAMENTO DE AUSNCIA DO NMERO DE SEGURANA SOCIAL Para As Pessoas Que Pretendam Apresentar Uma Declarao Sob Jurament template to make your document workflow more streamlined.

What this sworn declaration does

This form is a sworn statement that an individual does not have, cannot provide, or is not required to provide a Social Security number for the stated purpose. It identifies the declarant, records the specific statement, and includes execution details such as a signature, date, and any required acknowledgment. The exact wording and supporting requirements depend on the requesting organization and applicable state law. signNow can prepare the document, route it for electronic signature, capture an audit trail, and preserve the completed record. ESIGN and UETA generally recognize qualifying electronic signatures, but they do not override notarization, court, family-law, or other statutory exclusions.

Field detection

Upload the sworn declaration and use signNow’s field detection to identify spaces for the declarant’s name, statement, signature, date, and notarial information when applicable.

Secure sending

Send the declaration to the named declarant by email or signing link, preserving the intended signing order and reducing manual routing for remote participants.

Electronic signing

Capture typed, drawn, or click-to-sign execution together with signer intent and completion records, supporting an auditable electronic record under ESIGN and UETA.

Signer verification

Require SMS authentication or stronger signer verification when the receiving organization needs additional evidence connecting the declaration to the individual who executed it.

Audit trail

Keep the completed declaration, timestamps, IP information, and action history together so authorized reviewers can reconstruct how the sworn statement was executed.

Reusable template

Use reusable templates for repeated declarations while keeping the declarant’s statement and identifying information specific to each individual submission.

See how this declaration works

The signNow workflow turns the declaration’s statement of Social Security number absence into a controlled, reviewable electronic record.

Upload document: Upload the declaration and identify its fillable fields.
Assign fields: Review detected fields and assign them to the declarant.
Send declaration: Send the form through email or a signing link.
Store evidence: Collect the signature and retain the completed audit record.

Complete the declaration in signNow

Follow these steps to prepare, route, sign, and retain the sworn declaration with a clear electronic record.

Upload form:
Upload the completed declaration template.
Check fields:
Review detected fields and add missing ones.
Add signer:
Enter the declarant’s email address.
Send form:
Send the declaration for electronic signature.
Store records:
Download the signed form and audit trail.

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Authenticate signer:

SignNow records the selected email, SMS, or identity-verification event before execution begins.

Capture timestamp:

The audit trail records the exact date and time of each declaration action.

Hash document:

The signed document receives a document hash for integrity comparison.

Seal record:

The completed record is sealed so later changes become detectable.

Log events:

Signer actions, IP details, and completion events remain available for review.

Export evidence:

Authorized users can retrieve and export the audit trail with the signed declaration.

Retain sworn declaration records carefully

Retain the completed declaration, proof of intent, and audit evidence for the underlying transaction’s applicable legal period.

Apply the IRS retention period to tax-related declarations

Keep the completed declaration, signer identity evidence, consent record, and certificate of completion together. For tax-related records, apply the IRS three-year baseline from IRC §6501(a), extending to six years when a 25% or greater income understatement applies.

Export the audit trail with every completed form

Export the audit trail after every completed declaration and preserve its timestamps, signer actions, authentication events, and document history. The audit trail helps demonstrate intent, attribution, and record reproducibility under the ESIGN electronic-record requirements.

Archive signed declarations without exposing sensitive identifiers

Store the signed declaration and audit trail in access-controlled storage, using a naming convention that identifies the declarant and execution date without exposing a Social Security number. Limit access to personnel with a documented business need.

Check state retention rules before scheduled deletion

Review state requirements before deleting a declaration used in a regulated workflow. Federal periods are not always controlling, and state retention rules can exceed federal requirements for industry-specific records.

Review state-specific exclusions

Notarization required

A notarization requirement can make an electronic signature insufficient for acceptance.

Wills excluded

Wills and codicils remain outside ESIGN and UETA coverage.

Court documents

Family-law decrees and court filings may require the designated court process.

Deed rules

Real-estate deeds require state-specific acknowledgment and recording procedures.

Protect sworn declaration records

Transport encryption:

TLS 1.2/1.3 protects data in transit

Stored encryption:

AES-256 protects stored document data

SOC 2 Type II:

SOC 2 Type II certification supports controls

ISO 27001:

ISO 27001 certification supports information security

Signature compliance:

ESIGN and UETA compliance supports electronic signatures

HIPAA safeguards:

HIPAA workflows require a signed BAA

Use mobile signing options

The signNow mobile apps support preparing and signing this declaration on iOS and Android. Use a current operating-system release, a supported browser, and TLS 1.2 or 1.3 for secure access.

iOS app Use signNow’s iOS app
Android app Use signNow’s Android app
Camera capture Capture paper pages with camera

Organizations can manage mobile access through controlled accounts, templates, and authentication policies. Teams using API workflows, SSO provisioning, or certificate-based requirements should confirm the selected signNow plan and configure those controls before distributing this declaration.

Avoid privacy and disclosure mistakes

Including a full Social Security number or unnecessary identity details increases exposure if the declaration is copied or misdirected.
Sending the declaration before confirming the recipient’s identity can weaken attribution and delay acceptance by the requesting organization.
Failing to capture electronic-record consent may create an ESIGN issue for consumer-facing transactions requiring paper-record disclosures.
Giving every team member unrestricted access can expose sensitive declarations beyond the people responsible for review, signing, or retention.

Resolve declaration signing questions

Use these answers to check field accuracy, signer identity, electronic consent, acceptance rules, and record retention before relying on the completed declaration.

Upload the declaration as a clear PDF or supported document, then use signNow’s field detection and manually verify every name, statement, signature, date, and acknowledgment field before sending.

The signNow Business plan includes legally binding eSignatures, templates, audit trails, and mobile apps. If this workflow requires bulk send, Business Premium adds that capability; confirm the recipient’s requirements before upgrading.

ESIGN and UETA recognize qualifying electronic records, but a requesting organization or state rule may still require notarization, wet ink, or a specific acknowledgment. Confirm acceptance before sending the declaration electronically.

Use SMS authentication or another available signer-verification control when email alone does not sufficiently connect the declaration to the declarant. Keep the resulting authentication event with the audit trail.

For a consumer-facing transaction, provide the ESIGN paper-record disclosure and confirm electronic access before execution. The relevant federal requirements appear in 15 U.S.C. §7001(c), not in signNow plan documentation.

Export the completed declaration and audit trail after signing, restrict access, and apply the retention period for the underlying transaction. IRS records generally use IRC §6501(a), while state rules may require longer retention.

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