Signing example
Sign a credit application online
A trade credit application is two documents in one: a request for an account, and a personal guarantee from the people asking for it. This three page application from Brightwater Plumbing Supplies takes the ABN and ACN as typed boxes from each director on page 1, then a signature, a date and a printed name from each of them on the guarantee page.
The document, with its fields
The pages as a signer sees them, with the signature, name, title and date fields placed where each party has to complete them.
Application for a Trade Credit Account
1. The applicant
This is an application for a 30 day trade credit account with Torrens Trade Supply Pty Ltd, called the Supplier. It is not an approval. The Supplier decides on the application after checking the trade references in section 3 and may approve it for a lower limit, on different terms, or not at all.
| Trading name | Brightwater Plumbing Supplies |
|---|---|
| Legal entity | Brightwater Plumbing Supplies Pty Ltd |
| Registered office | 17 Kembla Street, Woolloongabba QLD 4102 |
| Delivery address | Yard 4, 220 Boundary Road, Rocklea QLD 4106 |
| Trading since | March 2019 |
| Business type | Plumbing and drainage contractor, commercial fit out |
| Credit limit requested | $60,000 |
| Estimated monthly spend | $22,000 |
Both directors type the applicant's identifiers below from the company's own records. The Supplier checks them against the national business registers before the account opens, and an application with an identifier that does not match the registered entity is returned rather than assessed.
2. Officers and contacts
| Role | Name | Contact |
|---|---|---|
| Director | Elena Cardoso | elena.cardoso@brightwaterplumbing.example |
| Director | Simon Petrakis | simon.petrakis@brightwaterplumbing.example |
| Accounts payable | Noor Haddad | accounts@brightwaterplumbing.example, 07 3000 1188 |
| Purchasing, authorised to order | Noor Haddad and Elena Cardoso only | Written notice is required to add a third |
3. Trade references
The Supplier contacts every referee before deciding. Each referee below has been told to expect the call, and the applicant authorises them to answer questions about its payment history with them.
| Business | Contact | Account open since | Usual monthly spend |
|---|---|---|---|
| Kingsford Pipe and Fitting Pty Ltd | Dale Whitmore, 07 3012 4410 | June 2019 | $18,000 |
| Caledon Steel Merchants Pty Ltd | Aroha Reti, 07 3348 9002 | February 2021 | $9,500 |
| Southside Hire Group Pty Ltd | Frank Odone, 07 3277 6141 | August 2022 | $6,200 |
4. Bank and accountant
| Bank | Sunshine Coast Community Bank, Woolloongabba branch |
|---|---|
| Account name | Brightwater Plumbing Supplies Pty Ltd |
| Accountant | Verity Nakamura, Nakamura and Co, 07 3210 8844 |
| Financial statements | Available for the last two financial years on request |
5. Trading terms the applicant accepts
- Invoices fall due 30 days from the end of the month of invoice.
- The Supplier may reduce or withdraw the limit on written notice, and may hold supply while an account is overdue.
- Title in goods stays with the Supplier until they are paid for, and the Supplier may register that interest on the Personal Property Securities Register.
- The applicant tells the Supplier in writing within 14 days of any change of directors, ownership or registered office.
- Claims about short delivery or damage are made within 7 days of delivery.
- Recovery costs actually incurred on an overdue account are payable by the applicant.
6. Privacy and credit reporting
The applicant and each director consent to the Supplier obtaining a credit report, giving information about this application and the account to a credit reporting body, and exchanging information with the referees named above. The Supplier handles that information under its privacy policy and the Australian Privacy Principles, and a director may ask for a copy of what is held about them.
7. Directors' guarantee and indemnity
In consideration of the Supplier granting credit to the applicant, each person who signs below, called a Guarantor, personally guarantees payment of everything the applicant owes the Supplier, now or in the future, and indemnifies the Supplier against any loss it suffers if the applicant does not pay. This guarantee is given jointly and severally, so the Supplier may recover the whole amount from either Guarantor.
| What the guarantee covers | Detail |
|---|---|
| Amount | Everything owing from time to time, including goods supplied, interest and recovery costs. It is not capped at the credit limit. |
| Duration | Continuing. It is not discharged by a payment that clears the account, and it ends only when a Guarantor gives 30 days' written notice, which does not release them for amounts already owing. |
| Independence | The Supplier may give the applicant more time, vary the limit or release security without affecting the guarantee. |
| Advice | Each Guarantor confirms they have had the chance to get independent legal advice and have either taken it or chosen not to. |
8. Declaration
Each Guarantor declares that the information in this application is true and complete, that they are a director of the applicant, and that they have authority to give this guarantee. Both directors are invited at the same time and may sign in either order; the guarantee binds each of them from the moment they sign it.
Who signs what
- Elena Cardoso, first director and guarantor
- Typed box on page 1: the ABN and ACN from the company record · Signature, stamped date and printed name on page 3 · Verified by an emailed six digit code
- Simon Petrakis, second director and guarantor
- Typed box on page 1: the ABN and ACN from the company record · Signature, stamped date and printed name on page 3 · Verified by an emailed six digit code
The signing journey
Step 1
Eight fields, four each
The application is uploaded and both directors added. Each gets a typed box on page 1 and a signature, a date and a name on page 3, in their own colour in the editor.
Step 2
Both invited at once
The order switch stays off. Two directors of the same company do not need to queue behind each other, so both links go out on Send and the status page shows two Waiting badges.
Step 3
A six digit code stands in front of the guarantee
Each link opens a verification card rather than the document. The code is emailed on request, lasts ten minutes, is redeemable once, and five wrong entries lock that director out for fifteen minutes.
Step 4
Each director types the identifiers
The ABN and ACN are typed by the directors themselves, not filled in by the sender, so the register check runs against what the people signing said the company was.
Step 5
Completion emails the certified copy
When the second guarantee lands the file is certified and emailed to both directors and the sender, with a certificate showing two one-time code verifications.
Every field, and who fills it
Eight fields split evenly. On page 1 each director gets a wide box under the applicant table, captioned as the ABN and ACN typed by that director, so the two entries sit side by side for comparison. On page 3 each gets a signature over the rule the document prints, a date that stamps itself, and a name field that fills from the recipient record rather than being typed. Everything else is already written: the limit sought, three trade references, the bank and accountant, the trading terms and the privacy consent. The guarantee clause carries a plain warning box above the signatures, so the page says in ordinary words what a guarantee does.
How to adapt this envelope
A sole director company is one recipient and four fields, with no order to set. A supplier who wants the guarantee witnessed cannot use a witness role, because there is no witness or approver recipient type, so the answer is a signer the document itself calls the witness. And where the limit asked for is large enough to want a spouse or a third party guarantor, that person joins as another recipient with their own code and their own set of three fields on page 3.
What makes this valid in Australia
The Electronic Transactions Act 1999 allows a signature to be given electronically where the method identifies the person, shows their intention and is as reliable as the circumstances require, and a code to a named mailbox goes to the first and third of those. A guarantee is still a promise about somebody else's debt, so the document does the rest: it says the guarantee is unlimited and joint and several, records that each director was told to get advice, and consents to credit reporting. The certificate holds the evidence against each director.
What makes this signing flow work
A guarantee is worth verifying harder
The page these two are signing makes them personally liable for the company's debt, without a cap. A plain link would let anyone holding the mailbox open it, so each director gets a six digit code, valid ten minutes, redeemable once, with a fifteen minute lockout after five wrong entries.
The identifiers come from the people signing
No screen in the application lets a sender pre-fill a value, so the ABN and ACN in the finished PDF were typed by the directors. The supplier checks them against the national registers before opening the account, and a mismatch is then a mismatch with what the guarantors said rather than with a form somebody filled in for them.
Two guarantors, no queue
Sign in order is off because neither director's guarantee depends on the other's. Each is bound from the moment they sign, whether or not the second ever does, which is what joint and several means, and why the envelope did not have to wait for the slower of the two.
Questions people ask
Is a director guarantee valid when it is signed electronically in Australia?
Electronic signing is accepted under the Electronic Transactions Act 1999 where the method identifies the signer and shows intention, and a code to a named mailbox helps with both. What matters more is the document: that it says plainly what is guaranteed, that advice was offered, and that the record shows who signed and when.
Why does each director get a code rather than a plain link?
Because possession of the email is not enough for a page that makes somebody personally liable. The code is six digits, lasts ten minutes and is redeemable once, and after five wrong entries the recipient is locked for fifteen minutes. The failed attempts are recorded in the audit trail as well.
Can the two directors sign from different places?
Yes, and they did. Each has their own link to their own email address and their own code, and the order switch is off, so neither waits on the other. The certificate records a separate IP address and consent timestamp against each.
How long does the application stay open for signing?
Thirty days from when the envelope was created, which is fixed and cannot be changed in the application. A Resend before then gives a slow director a fresh link and retires the old one. After thirty days the link reports that the signing request has expired and a new envelope is needed.
What happens if one director declines?
The envelope moves to declined and the sender is emailed with the reason. The other director may already have signed and be bound by their own guarantee, since these are given jointly and severally, but the application itself never completes and no account is opened on it.
Can the supplier type the ABN in advance to save time?
No. The editor offers a field label and a Required switch and no value input at all, so every typed box on this application was filled by the director it was assigned to. That is the point: the identifiers are the applicant's statement, not the supplier's assumption.
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