Can a CAQ be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and under UETA in most states when intent, consent, attribution, and reliable record retention are present.

Are there exceptions that prevent e-signing?

Certain documents are excluded from ESIGN/UETA coverage, such as wills, probate filings, and some court orders. Confirm whether a specific CAQ use triggers any statutory exception before relying on eSignature alone.

What authentication is appropriate?

Choose authentication matched to risk: email-only for low-risk forms, SMS or knowledge-based steps for moderate risk, and multi-factor or identity-proofing for high-risk or regulated situations.

Is notarization required for a CAQ?

Not typically. Only if the CAQ is used to execute a document requiring notarization under state law. For notarization needs consider remote online notarization where allowed and verify state rules.

How long must I keep completed CAQs?

Retention depends on purpose: tax-related records three years min (IRC §6501(a)), HIPAA records six years (45 CFR §164.530(j)), and many firms retain client records seven years for business needs.

What if a client can't complete the form online?

Offer alternative methods such as assisted phone completion, in-person signing, or mail options. Document the alternative process and obtain recorded consent for electronic storage when required.

Electronic Signature
Templates
Miscellaneous
Client Activity Questionnaire

Client Activity Questionnaire

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

CLIENT ACTIVITY QUESTIONNAIRE

Recitals

WHEREAS, Client Name: is seeking to engage Service Provider Name: to provide services described below pursuant to the terms set forth in this Questionnaire and the accompanying Agreement.

WHEREAS, the parties desire to record certain facts and representations regarding the Client's business activities, operations, and compliance status in order to define scope, payment, confidentiality obligations, and risk allocation prior to commencement of services.

Client Information

Primary Contact Name Business / Entity Name Address Primary Phone / Email

Activity Summary

Describe the primary business activities undertaken by the Client during the past 12 months:

Identify any new or planned activities in the next 12 months (products, services, markets, or major projects):

Estimated average monthly volume (transactions or revenue)

Regulatory, Licensing, and Risk Disclosures

Does the Client hold any licenses, permits, or registrations relevant to the activities described above? Check all that apply and provide details.

Licenses / Registrations Yes No

Has the Client been subject to any enforcement action, investigation, or litigation related to its business activities in the past five years?

Yes No

Scope of Work

The Service Provider shall perform the tasks described below. Provide a detailed description of the services, deliverables, milestones, and acceptance criteria.

Payment Terms

Total fee for the Scope of Work (USD):

Payment schedule (milestones, dates, or percentage split)

Late payment fee:

Term and Termination

Commencement Date: Termination Date (if any):

Either party may terminate this engagement for material breach if such breach is not cured within days following written notice. Parties may also terminate by mutual written agreement.

Confidentiality

Each party shall keep confidential all Confidential Information disclosed by the other party. "Confidential Information" means non-public business, technical, financial, customer, vendor, and marketing information disclosed in written, oral, electronic, or other tangible form. Confidential Information does not include information that: (a) is or becomes publicly available other than through breach of this obligation; (b) is already known to the receiving party without restriction; (c) is rightfully received from a third party without obligation of confidentiality; or (d) is independently developed without reference to the disclosing party's Confidential Information.

The receiving party shall use Confidential Information solely to perform its obligations hereunder, shall limit disclosure to employees and contractors with a need to know, and shall take reasonable measures to prevent unauthorized disclosure. Confidentiality obligations survive termination for a period of .

Governing Law; Entire Agreement

This Questionnaire and any attached Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of laws principles.

This document, together with any mutually executed engagement letter or statement of work, constitutes the entire agreement between the parties with respect to the matters addressed herein and supersedes all prior understandings and communications, whether written or oral. Any modification must be in writing and signed by authorized representatives of both parties.

Representations and Acknowledgments

The Client represents that the information provided in this Questionnaire is true, complete, and accurate to the best of its knowledge and that the Client will promptly update the Service Provider in writing if material changes occur. The Service Provider represents that it will rely on the information provided in planning and performing services, and that the Service Provider will notify the Client if additional information or clarification is necessary.

Signatures

Client Printed Name:

Client Title/Capacity:

By:

Date:

Service Provider Printed Name:

Service Provider Title/Capacity:

By:

Date:

What the Client Activity Questionnaire Is and When It’s Used

A Client Activity Questionnaire (CAQ) is a structured intake form used to document a client’s background, contact details, recent activities, sources of funds, and the purpose of the relationship. Firms use it for onboarding, risk assessment, compliance checks, and recordkeeping across finance, legal, healthcare, and real estate workflows. The CAQ collects factual responses and supporting attachments; it is not typically a filing with government agencies but can trigger regulatory reporting or KYC checks. Electronic completion and signed attestations are legally accepted under ESIGN and UETA when executed correctly.

Why a Clear Client Activity Questionnaire Matters

A well-crafted CAQ improves onboarding accuracy, reduces follow-up, documents client intent, and supports audits. Properly completed questionnaires create an auditable record that helps satisfy due diligence and compliance requirements under relevant statutes such as ESIGN (15 U.S.C. §7001) and state UETA laws.

Who Typically Completes and Reviews a Client Activity Questionnaire

Teams that collect and verify client information rely on the CAQ at intake and periodically throughout the relationship.

Financial advisors and compliance teams: Use CAQs to document investment objectives, source-of-funds, and AML checks during onboarding.
Legal professionals and paralegals: Use CAQs to gather factual background for agreements, litigation intake, and conflicts screening.
Real estate brokers and property managers: Use CAQs to log tenant histories, rental references, and payment sources for leasing decisions.

Use role-based routing so only the appropriate reviewers and signers access sensitive fields and attachments.

Core Sections to Include in a Professional Client Activity Questionnaire

A CAQ should be organized into clear sections so reviewers can find and verify key facts quickly and consistently during onboarding and audits.

Client Identity

Full legal name, preferred name, date of birth, government ID type and number, and verifier notes for identity verification and matching.

Contact Details

Primary address, mailing address, phone, and email with preferred contact method and emergency contact if required for service continuity.

Activity Summary

Recent professional or financial activities, transaction history highlights, and reason for engaging the firm to clarify scope and intent.

Source of Funds

Concise description of income streams, major asset sources, and any third-party funding to support AML and financial suitability reviews.

Risk & Compliance

Disclosures such as politically exposed person status, sanctions screening results, and consent for background or credit checks.

Acknowledgments

Consent statements, data privacy disclosures, signature blocks, and opt-in/opt-out choices required by consumer-facing laws.

Step-by-Step: Complete and Process a CAQ

Follow these sequential steps to gather, verify, and retain client responses with minimal back-and-forth.

01

Gather Documents: Collect IDs and supporting files.
02

Complete Form: Enter data carefully and attach evidence.
03

Verify Data: Run KYC, TIN, or background checks.
04

Sign and Store: Obtain eSignatures and archive securely.

Typical Digital Workflow for a Client Activity Questionnaire

A standard online CAQ workflow minimizes manual handoffs and preserves an audit trail for each action taken on the document.

Upload Template: Load the CAQ template into your eSignature platform.
Add Fields: Place fillable and signature fields where needed.
Assign Signers: Set signer order and authentication method.
Track Completion: Capture timestamps, IPs, and audit logs.

Key Digital Settings for CAQ Automation

Configure these workflow settings to balance security, signer convenience, and compliance for CAQ distribution and storage.

Field	Configuration
Authentication	Email link, SMS code, or advanced KBA per risk level
Field Types	Text, checkbox, date, file upload, and required flags
Conditional Logic	Show fields only when prior answers trigger them
Notifications	Email reminders and completion alerts to stakeholders

Technical and Integration Considerations

Ensure the eSignature platform supports required integrations, file formats, and authentication options before launching CAQ workflows.

Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace supported
File Formats: PDF, DOCX, and HTML import/export compatibility
Authentication: Email, SMS, or third-party multi-factor authentication

Typical Timelines and Processing Expectations

Set clear deadlines for clients and internal reviewers to reduce delays and ensure timely decisions based on CAQ responses.

Client Response Window:

Request completion within 5–10 business days to maintain onboarding SLAs.

Internal Review:

Allow 3–5 business days for compliance and supervisory review.

Signature Turnaround:

Expect most electronic signatures within 24–72 hours when reminders are enabled.

Regulatory Reporting:

Trigger any required reports immediately after verification to meet filing schedules.

Update Cadence:

Refresh CAQ data annually or on material events.

Common Mistakes That Cause Delays

Submitting partial answers or placeholder text forces manual follow-up and lengthens onboarding timelines by days.
Uploading unreadable or wrong document types (low-resolution IDs, wrong file formats) creates verification failures and repeated requests.
Failing to match the legal name to government ID can block reporting and tax validation procedures, requiring rescans or notarized corrections.
Not documenting client consent for electronic records in consumer-facing cases can invalidate the electronic process under ESIGN.

Penalties and Compliance Risks to Watch For

Incorrect TIN: Backup withholding consequences possible

Late Filings: $60–$330 per information return

Invalid Consent: ESIGN consumer disclosure not provided

Missing Signatures: Document may be unenforceable

HIPAA Exposure: Civil penalties and breach notifications

Data Retention Failures: Regulatory audit findings and fines

eSignature Pricing and Feature Comparison for CAQ Workflows

Compare base pricing and core capabilities commonly used for CAQ distribution and secure signature capture; signNow appears first as the initial vendor column.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8 per user per month (annual billed)	$15 per user per month (annual billed)	$14 per user per month (annual billed)	$19 per user per month (annual billed)	$15 per user per month (annual billed)
Free Trial	7-day free trial, no credit card required	Varies by plan and market	Varies by plan and market	Varies by plan and market	Varies by plan and market
Bulk Send	Yes — available on Business Premium tier	Yes — available on selected plans	Yes — available on enterprise tiers	Yes — available on higher tiers	No
Audit Trail	Yes — full audit trail included	Yes — full audit trail included	Yes — full audit trail included	Yes — audit records included	Yes — audit records included
HIPAA Compliant	Yes — BAA available upon request	Yes — BAA available	Yes — BAA available	No	No
Envelope Cap	No envelope cap on paid plans	Limit 100 envelopes per user per year	Varies by plan or contract	Varies by plan or contract	Varies by plan or contract

Real-World Examples of CAQs in Use

Organizations use CAQs in onboarding and compliance; these examples show practical outcomes from digital adoption and structured questionnaires.

Optica Ventures — Brian Fitzgibbons

Optica Ventures streamlined client intake with an online Client Activity Questionnaire and electronic attestations to speed onboarding.

The form standardized responses across advisors.
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers," which reduced follow-ups and improved verification consistency.

Fertility Centers of Illinois — John Butler

A healthcare provider used CAQs to capture patient background and consent in a HIPAA-aware workflow using secure eSignatures.

Attachments and authorizations were centralized.
"The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company," enabling compliant electronic records.

Practical Tips for Accurate and Efficient CAQ Completion

Adopt these practices to reduce errors, speed verification, and keep the CAQ defensible for audits and regulatory review.

Use standardized templates

Maintain a single approved CAQ template to ensure consistency. Version control reduces legal exposure and simplifies audits by preserving a single source of truth for required questions and consent language.

Require identity evidence

Request a government-issued photo ID and a recent utility bill or bank statement when identity proofing is needed. Attachments reduce manual follow-up and improve match rates during KYC checks.

Configure signer authentication

Select an authentication level proportional to risk: email-only for low-risk interactions, SMS or KBA for higher-risk onboarding, and stronger methods for regulated transactions.

Keep an audit trail

Capture timestamps, IP addresses, and field-level change history. Retain an immutable certificate of completion to support electronic records in disputes or compliance reviews.

Frequently Asked Questions About Client Activity Questionnaires

Answers to common procedural and legal questions about using, signing, and storing Client Activity Questionnaires in U.S. workflows.

Need help? Contact support

Can a CAQ be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and under UETA in most states when intent, consent, attribution, and reliable record retention are present.
Are there exceptions that prevent e-signing?
Certain documents are excluded from ESIGN/UETA coverage, such as wills, probate filings, and some court orders. Confirm whether a specific CAQ use triggers any statutory exception before relying on eSignature alone.
What authentication is appropriate?
Choose authentication matched to risk: email-only for low-risk forms, SMS or knowledge-based steps for moderate risk, and multi-factor or identity-proofing for high-risk or regulated situations.
Is notarization required for a CAQ?
Not typically. Only if the CAQ is used to execute a document requiring notarization under state law. For notarization needs consider remote online notarization where allowed and verify state rules.
How long must I keep completed CAQs?
Retention depends on purpose: tax-related records three years min (IRC §6501(a)), HIPAA records six years (45 CFR §164.530(j)), and many firms retain client records seven years for business needs.
What if a client can't complete the form online?
Offer alternative methods such as assisted phone completion, in-person signing, or mail options. Document the alternative process and obtain recorded consent for electronic storage when required.

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