Are electronic signatures legally valid?

Yes. Electronic signatures are generally enforceable under the federal ESIGN framework and state electronic transaction laws when the parties demonstrate intent, consent to electronic records, attribution, and reliable record retention.

What authentication level is recommended?

Choose authentication based on risk: email link for low risk, SMS or SSO for medium risk, and stronger identity-proofing (KBA or credential analysis) for high-risk or regulated transactions.

Do I need a notary or witnesses?

Notarization and witness requirements depend on state law and document type. Where required by state statute or for certain instruments, include notary acknowledgment or witness lines and follow the state-specific procedure.

How do I handle HIPAA-protected data?

If PHI is involved, include a Business Associate Agreement and limit data fields to what is necessary; use a platform that supports BAAs and appropriate encryption controls.

Can the agreement be updated after signing?

Material changes require amendment signed by all parties. Minor administrative corrections can be handled by a countersigned amendment or a new agreement that references the original.

How should executed agreements be stored?

Store signed copies and audit logs in secure, access-controlled repositories; ensure exports are in durable formats (PDF/A) and retained per your legal and regulatory schedules.

Electronic Signature
Templates
Miscellaneous
Client Boarding Agreement

Client Boarding Agreement

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

CLIENT BOARDING AGREEMENT

Recitals

WHEREAS, Client Name: (the "Client") seeks boarding services for the Client's animal(s); and

WHEREAS, Provider Name: (the "Provider") operates a boarding facility and represents that it has the facilities, staffing, and insurance to provide such services under the terms set forth herein; and

NOW, THEREFORE, in consideration of the mutual promises made in this Agreement, the parties agree as follows:

Parties and Contact Information

Client Name Client Address for Notices Client Primary Contact Provider Name Provider Address for Notices Provider Primary Contact

Scope of Services

Provider shall provide boarding services for the animal(s) identified below and any ancillary services specifically agreed in writing. Services include feeding, shelter, standard exercise, and routine monitoring. Any medical or specialized care will be provided only as authorized below.

Animal Description and Special Instructions Additional Services Requested (grooming, training, medication administration)

Payment Terms

Client shall pay Provider the fees described below. All fees are non-refundable except as expressly provided in this Agreement. Provider may suspend services for unpaid fees.

Boarding Rate (per day or flat) Payment Schedule Security Deposit (if applicable) Late Fee

All payments are due in the currency agreed and payable by the method set by Provider. Client is responsible for collection or other costs incurred by Provider to recover overdue amounts, including reasonable attorneys' fees, to the extent allowed by law.

Term and Termination

Term commencement and expiration: Start Date: End Date:

Either party may terminate this Agreement for convenience upon written notice to the other party delivered not fewer than days prior to the effective termination date. Provider may immediately remove Client's animal and terminate services if Client fails to pay fees, if the animal presents a danger to staff or other animals, or if Client violates a material term of this Agreement.

Upon termination, Client shall promptly pay all outstanding charges and any costs related to returning the animal to Client. If Client fails to collect the animal within a reasonable time after termination, Provider may place the animal in temporary care at Client's expense or pursue legal available remedies.

Confidentiality

Each party shall treat as confidential and shall not disclose to any third party, except as necessary to perform its obligations under this Agreement or as required by law, any non-public information received from the other party marked or reasonably understood to be confidential. Confidential information does not include information that is or becomes public through no fault of the receiving party, or that is independently developed.

Representations; Vaccinations and Medical Care

Client represents that the animal is in good health and that all required vaccinations and preventative treatments have been administered. Proof of vaccinations shall be provided prior to boarding. Provider may, at Client's expense and without liability, obtain emergency veterinary care if Provider reasonably determines such care is necessary for the animal's health.

Vaccination & Health Acknowledgment

Liability, Indemnification, and Insurance

Provider shall exercise reasonable care in the care and custody of the animal, but Client acknowledges that Provider is not an insurer and is not liable for loss or injury except to the extent caused by Provider's gross negligence or willful misconduct. Client shall indemnify, defend and hold Provider harmless from claims, liabilities, losses, costs and expenses (including reasonable attorneys' fees) arising from the animal's behavior or Client's breach of this Agreement.

Notices

All notices required under this Agreement shall be in writing and delivered to the addresses set forth below or to such other address as a party designates by written notice to the other party.

Client Notice Address (repeated) Provider Notice Address (repeated)

Governing Law; Entire Agreement

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of laws principles. This Agreement constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior negotiations, understandings, and agreements, whether written or oral.

Severability; Amendments

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall continue in full force and effect. No amendment to this Agreement is effective unless in writing and signed by both parties.

Acknowledgment

By signing below, Client and Provider acknowledge that they have read, understand, and accept the terms and conditions of this Agreement and that they have the authority to enter into this Agreement.

Client Name:

By:

Date:

Provider Name:

By:

Date:

What a Client Boarding Agreement Is and When It’s Used

A Client Boarding Agreement is a written contract that defines the relationship, deliverables, fees, timelines, and responsibilities between a service provider and a new client during onboarding. It standardizes information collection, consent for data processing, service scope, payment terms, confidentiality, and termination conditions. Organizations use it to confirm identities, capture required legal authorizations, and set service-level expectations before work begins. The agreement can be executed on paper or electronically and often integrates identity verification, audit trails, and retention rules to meet regulatory and internal compliance needs.

Why a Clear Boarding Agreement Matters for Risk and Efficiency

A well-drafted Client Boarding Agreement reduces onboarding ambiguity, limits legal exposure, speeds client activation, and provides an auditable record of consent and terms. It centralizes obligations and metadata needed for billing, regulatory compliance, and dispute resolution, which shortens time-to-service while protecting both parties.

Who Typically Prepares and Signs a Client Boarding Agreement

Different teams prepare and sign boarding agreements depending on industry and company size; responsibility usually sits with client-facing operations, legal, or account management.

Real Estate teams and brokers — used for client intake, disclosures, and fee consent during leasing or property management.
Healthcare providers — used to document patient onboarding, data-sharing consent, and billing authorization under HIPAA requirements.
Financial services and accounting — used for KYC, fee schedules, tax document collection, and payment authorizations.

Signatories typically include the authorized client representative and an authorized company officer or agent with express signing authority.

Core Sections to Include in a Professional Client Boarding Agreement

A comprehensive agreement organizes obligations, permissions, and operational details so both parties understand deliverables, data handling, and fees.

Parties & Scope

Identify each legal entity, contact details, and an explicit description of services or onboarding activities covered by the agreement.

Fees & Billing

State fees, billing schedule, late payment terms, and any invoicing or prepayment requirements to reduce disputes and enable automated integration with billing systems.

Deliverables & Milestones

List onboarding milestones, acceptance criteria, and responsibilities with dates so activation and performance obligations are measurable and auditable.

Confidentiality & Data

Describe data types collected, permitted uses, storage location, retention rules, and whether a HIPAA addendum or BAA applies in healthcare contexts.

Termination & Transition

Explain termination triggers, notice periods, and post-termination duties like return of data and final invoicing to protect both parties.

Authority & Signatures

Specify who may sign on behalf of each party, required titles or delegation evidence, and acceptable signing methods (electronic or wet signature).

Step-by-Step: Filling Out the Client Boarding Agreement

Follow these core steps to complete and finalize the agreement efficiently.

01

Prepare Template: Use a current corporate template with required clauses.
02

Collect Client Data: Verify legal names, IDs, and billing details upfront.
03

Review Terms: Confirm deliverables, fees, and confidentiality terms.
04

Execute and Archive: Obtain signatures, capture audit trail, and store securely.

Typical Digital Execution Workflow for a Boarding Agreement

A digital workflow reduces handoffs and creates an auditable trail; below are the common stages.

Upload Document: Import template as PDF or DOCX.
Add Fields: Place signature, date, and conditional fields.
Send to Signer: Deliver via email or signing link.
Capture Audit Trail: Record timestamps, IPs, and authentication.

Recommended Platform Settings for Boarding Agreement Workflows

Configure fields, authentication, and retention to match risk and regulatory needs before sending documents for signature.

Document Field Name \| Configuration Settings Header	Configuration options and recommended values
Signature authentication method and strength requirements	Email link default; enable SMS code for high-risk clients
Conditional fields by client type and role	Show payment fields only to billing contacts
Bulk onboarding options and limits	Use bulk send for volume; monitor throttling by plan
Document retention and export settings	Auto-archive signed PDFs to cloud storage

Technical Requirements and Integrations for Digital Submission

Choose a platform that supports required authentication, storage, and integrations to minimize manual steps and ensure compliance.

Integrations: Salesforce, NetSuite, Google Workspace
File formats: PDF, DOCX, XLSX supported
Authentication options: Email, SMS code, SSO

Confirm the chosen system can export signed PDFs and audit trails to your records system, support role-based access control, and meet any industry-specific encryption or BAA requirements.

Key Deadlines and Timing Expectations During Onboarding

Common timing windows help set expectations for both parties and reduce follow-up.

Client response window:

Request signature within 7 calendar days of issuance.

Identity verification timeframe:

Complete ID checks within 48–72 hours of submission.

Internal review period:

Allow 2–5 business days for legal or compliance review.

Account activation:

Activation typically occurs within 1–3 business days after final signature.

Billing start date:

Billing usually begins on the Effective Date unless stated otherwise.

Milestone Timeline for Completing a Boarding Agreement

Track these milestones to ensure a predictable onboarding cadence from offer to activation.

01

Initial Request

Company issues the agreement and supporting forms to the client.

02

Identity Verification

Confirm signer identity and required documentation.

03

Contract Review

Internal or client-side legal review and negotiated edits.

04

Final Execution

All parties sign; platform captures audit trail and distributes copies.

Common Mistakes to Avoid When Preparing Boarding Agreements

Using informal or ambiguous service descriptions that lead to scope disputes and extra work.
Collecting incomplete payer or tax ID information, which can delay payments or trigger backup withholding.
Failing to confirm signatory authority, causing signed agreements to be challenged or invalidated.
Neglecting to include data-handling terms or BAAs where regulated data is exchanged.

Potential Penalties and Legal Risks of an Incorrect Agreement

Incorrect TIN: Backup withholding risk

Missing Signature: Enforceability risk

Late I-9: Civil penalties possible

HIPAA violation: Regulatory fines possible

Unclear fees: Billing disputes and chargebacks

Intentional omission: Increased legal exposure

Security and Compliance Controls to Protect Boarding Records

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamps, IPs, and action logs retained

Compliance: Supports SOC 2 Type II, ISO 27001, PCI DSS

HIPAA Support: BAA available where required

Access Controls: Role-based access and SSO/SAML

File Formats: Exportable as PDF/A and searchable PDF

eSignature Pricing and Feature Comparison Relevant to Boarding Agreements

Compare starting prices and basic feature availability across common eSignature vendors to inform procurement or platform selection.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	Yes, 7-day trial, no card	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions About the Client Boarding Agreement

Answers to common practical and legal questions encountered when preparing, signing, or managing boarding agreements.

Need help? Contact support

Are electronic signatures legally valid?
Yes. Electronic signatures are generally enforceable under the federal ESIGN framework and state electronic transaction laws when the parties demonstrate intent, consent to electronic records, attribution, and reliable record retention.
What authentication level is recommended?
Choose authentication based on risk: email link for low risk, SMS or SSO for medium risk, and stronger identity-proofing (KBA or credential analysis) for high-risk or regulated transactions.
Do I need a notary or witnesses?
Notarization and witness requirements depend on state law and document type. Where required by state statute or for certain instruments, include notary acknowledgment or witness lines and follow the state-specific procedure.
How do I handle HIPAA-protected data?
If PHI is involved, include a Business Associate Agreement and limit data fields to what is necessary; use a platform that supports BAAs and appropriate encryption controls.
Can the agreement be updated after signing?
Material changes require amendment signed by all parties. Minor administrative corrections can be handled by a countersigned amendment or a new agreement that references the original.
How should executed agreements be stored?
Store signed copies and audit logs in secure, access-controlled repositories; ensure exports are in durable formats (PDF/A) and retained per your legal and regulatory schedules.

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