Background: RIC customers will receive an email from marketing informing them that the Retail Installment Contract they signed through Docusign is missing the confirmation that it is the “DocuSign Authoritative Copy.”
Agents will receive calls, emails, or chats from homeowners regarding the Authoritative Copy email they received. It is important for the agent to know:
What is an Authoritative Copy?
An Authoritative Copy is the legally recognized, official version of a document, whether it’s in digital or physical form. It holds the same legal value as a paper document with a handwritten signature. It’s a guarantee that the document is genuine and tamper-free.
Why is confirmation of an Authoritative Copy important?
Legal Validity: Confirms that the document is the valid contract, recognized and enforceable by law, regardless of how many other copies may exist.
Protection from changes: Allows for additional protection from anyone tampering with the document after it’s been signed.
Document history: Maintains a comprehensive record of who signed the document and when.
Certification: Includes a digital certificate that verifies the document’s authenticity.
Why is confirmation of an Authoritative Copy important?
Legal Validity: Confirms that the document is the valid contract, recognized and enforceable by law, regardless of how many other copies may exist.
Protection from changes: Allows for additional protection from anyone tampering with the document after it’s been signed.
Document history: Maintains a comprehensive record of who signed the document and when.
Certification: Includes a digital certificate that verifies the document’s authenticity.
The email legal approved email that has gone out to homeowners:
Please see the link below to the “Red and Yellow” spreadsheet for the initial group of customers that was emailed. Columns A and B show the first and last name and column C has the email address. Please note that the list includes both EB and BEAM contracts.
Please add your notes in column D of the spreadsheet as you receive calls, emails, or chats from homeowners.
2023-10-17 AuthCopy email red and yellow list.xlsx
The spreadsheet can also be found in the EverBright Customer Support SharePoint page.
Authoritative Copy (AC) Acknowledgement via Homeowner Portal
The homeowner has the option of completing the AC acknowledgment in their homeowner portal:
Homeowner logs into their portal
Homeowner sees the prompt encouraging them to complete the acknowledgement. Homeowner clicks the button "Click to Acknowledge" to complete the acknowledgement. Customers are limited to 2 actions here: 1. complete the acknowledgement 2. log out
Upon successful acknowledgement completion, homeowners receive a confirmation message and can access their homeowner portal and resume normal portal activities.
The acknowledgement homeowners will see:
After the acknowledgement has been completed:
Additional details:
When a customer completes the requested action, the system records the data and dismisses the experience for that account. Because the acknowledgement of either co-signer is sufficient, it is to minimize asking customers to take duplicate/unnecessary actions.
The ability to acknowledge is set to impersonate read only so that only the customer can take this action/internal teams cannot take this action on behalf of a customer.
FAQs:
"What is this email really about?"
An Authoritative Copy of your contract must exist in order to guarantee that any and all copies match the original. Upon review, we discovered that an Authoritative Copy of your contract in fact does not exist. In order to protect our mutual interests, we are asking that you acknowledge the original contract as the Authoritative Copy. As an added layer of protection, by acknowledging your original contract in DocuSign as the Authoritative Copy, you are agreeing that the original signed contract held by DocuSign is the source of truth by which all other copies can be measured.
"Why do I need to sign this?"
As an added layer of protection, it is helpful to have a designated Authoritative Copy to guarantee that in the case of duplications, copies match the original, legal document. You do not need to sign anything. Simply clicking the “Authorize” button will acknowledge your contract as the Authoritative Copy.
"Is this a scam?"
No. This is an honest request from EverBright, your clean energy solutions provider. In order to provide you with the security and protection of an Authoritative Copy, you must take action.
“What happens if I don’t acknowledge my contract as an Authoritative Copy?”
If you choose not to acknowledge your contract as an Authoritative Copy, you are risking the possibility that a fraudulent copy becomes available. By acknowledging your original contract as the Authoritative Copy, you can feel secure that your contract is tamper free.
“Why do I need to acknowledge my contract as an Authoritative Copy if it is already legally binding?”
Acknowledging your contract, the Authoritative Copy, ensures it is the official document which then provides a baseline should additional copies exist.
“Why wasn’t my contract recognized as the Authoritative Copy when I signed it?”
We recently identified that there was an IT issue preventing your contract from including the Authoritative Copy confirmation at the time you signed it. We want to make sure you are protected from any contractual disputes should additional copies exist. Acknowledging the contract as the Authoritative Copy prevents fraudulent copies from being created.