Can this form be signed electronically?

Yes. Electronic signatures on a Client Case Questionnaire are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, provided intent, consent, attribution, and retention requirements are met.

When is notarization required?

Notarization is required only for documents that have a statutory notary requirement (for example, deeds or certain powers of attorney). Check state-specific rules before requiring notarization.

What authentication is recommended?

Use email plus SMS code or knowledge-based authentication for higher-risk matters; require stronger identity proofing for notarization or regulated transactions.

How should I correct a submitted questionnaire?

If edits are minor, have the signer complete an addendum or update field with a dated verification. For substantive changes, create a new questionnaire and obtain fresh signatures to preserve auditability.

Who may sign on behalf of an entity?

Authorized signers should be documented (officer, manager, or agent). Verify authority by attaching corporate resolution or power of attorney when required.

How long will the signed file be retained?

Retention follows internal policy plus regulatory minima: IRS records 3 years (IRC §6501(a)), HIPAA 6 years (45 CFR §164.530(j)); consult counsel for extended holds.

Electronic Signature
Templates
Miscellaneous
Client Case Questionnaire

Client Case Questionnaire

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

CLIENT CASE QUESTIONNAIRE

WHEREAS, Client Name: and Law Firm Name: agree to complete the following questionnaire to assist in the evaluation and representation of the matter effective as of .

WHEREAS, the information provided herein will be relied upon by the Firm in assessing conflicts, scope, and required resources for representation, and by the Client to confirm understanding of the Firm’s engagement terms set forth below.

SCOPE OF WORK

Describe the legal tasks or services the Firm is requested to perform. Identify specific objectives, limitations, and any desired outcomes.

CLIENT INFORMATION

Full Legal Name Date of Birth Address Primary Phone Email Address

CASE SUMMARY

Provide a concise factual summary of the events giving rise to the matter, including dates, locations, and actions taken to date.

Date of Incident or Relevant Event Known Deadlines or Statute of Limitations End Date

PARTIES, WITNESSES, AND DOCUMENTS

Opposing Party(s) / Entities Involved Witnesses (Names, Contact Info, Relationship)

Documents you possess (check all that apply):

Police report Contracts/Agreements Photographs

Medical records/bills Emails/Text messages Financial records

Additional Documents or Notes

PRIOR REPRESENTATION / CONFLICTS

Have you consulted or been represented by any other attorney regarding this matter?

Yes No

If yes, provide details (attorney name, firm, dates, reason)

PAYMENT TERMS

Enter the agreed fee structure and billing terms. If a contingency, state percentage; if hourly, state hourly rates and retainer.

Billing Arrangement (e.g., hourly, contingency, flat fee) Standard Rate or Contingency Percentage Retainer Amount / Initial Deposit Billing Schedule Late Payment Fee or Interest

Payment Terms: Client agrees to pay fees and costs as described above. All billed amounts not paid within the agreed period shall accrue the stated late fee, and the Firm may suspend work or withdraw if payments are not timely. Client understands responsibility for costs advanced by the Firm.

TERM AND TERMINATION

This engagement commences on Start Date: and continues until End Date: unless earlier terminated by either party with written notice. Notice period (days):

Either party may terminate this engagement for any reason upon the required notice. Termination does not relieve Client of obligations to pay fees and costs incurred prior to termination, including costs reasonably necessary to conclude or transfer the matter.

CONFIDENTIALITY

All communications and materials between Client and Firm are subject to the attorney-client privilege and will be maintained as confidential to the fullest extent permitted by law. Client authorizes the Firm to disclose confidential information only as necessary to represent Client, to comply with legal or ethical obligations, or upon Client’s written consent.

GOVERNING LAW

This questionnaire and any resulting engagement shall be governed by the laws of the state identified below. Governing state:

ENTIRE AGREEMENT

Except where superseded by a written engagement letter signed by the Firm and Client, this completed questionnaire, together with any executed fee agreement, constitutes the complete statement of Client’s case particulars and the mutual understanding of the parties respecting scope and case particulars. Any prior statements inconsistent with this document are superseded.

CERTIFICATIONS & AUTHORIZATIONS

By signing below, Client certifies that the information provided is true and complete to the best of Client’s knowledge, authorizes the Firm to investigate and obtain records necessary for representation, and acknowledges responsibility for accurate disclosures of prior representation and conflicts.

I authorize the Firm to obtain medical, employment, financial, or other records necessary for representation.

I certify that the information provided herein is accurate and complete.

Client Printed Name:

By:

Date:

Firm Printed Name:

By:

Date:

What the Client Case Questionnaire Is and how it’s used

A Client Case Questionnaire is a structured intake form used to collect essential facts, contact details, conflict checks, and authorizations at the start of a professional matter. It standardizes client-provided data so teams can assess scope, identify sensitive data, attach supporting documents, and route the file for internal review. When completed as an electronic form and paired with an audit trail it supports remote onboarding while meeting U.S. e-signature frameworks such as the ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where applicable.

Why a well-structured questionnaire matters

A clear Client Case Questionnaire reduces intake time, improves data accuracy, supports conflict screening, and creates an auditable record suitable for electronic signature and secure storage under U.S. e-signature law.

Who typically completes and relies on this questionnaire

Teams that require consistent client intake use this form to centralize information and speed case acceptance.

Law firms and private attorneys who need conflict checks and signed engagement terms.
In-house legal, compliance, and account teams managing vendor or client onboarding.
Client intake coordinators and account managers who collect IDs and supporting documents.

Completed questionnaires help downstream teams (billing, matter management, compliance) proceed without repeated data requests.

Essential components of a professional Client Case Questionnaire

A complete questionnaire covers identity, matter facts, permissions, documents, and intake checks so reviewers can make a rapid, compliant determination on next steps.

Client details

Full legal name, business entity type, tax ID, primary contact, mailing and service addresses, and preferred contact method for notices.

Case summary

Concise description of the matter, key dates, claimed damages or exposure, relevant jurisdictions, and the objective of representation or service.

Chronology

Short timeline of events and key documents that provide context for conflict screening and initial assessment of legal issues.

Documents checklist

List of required attachments (ID, contracts, invoices, correspondence) and acceptable file formats for upload and review.

Conflict check

Names of related parties, prior representation history, and known adverse interests to support prompt ethical screening.

Consent & disclosures

Client authorizations, fee terms, data sharing consent, and any consumer-facing disclosures required by law or firm policy.

Step-by-step process to complete the questionnaire

Follow this order to minimize back-and-forth and ensure records are review-ready.

01

Gather documents: Collect IDs, contracts, and supporting attachments before you begin.
02

Complete fields: Fill required fields with accurate, formatted data.
03

Review internally: Have intake or compliance check for completeness and conflicts.
04

Sign and submit: Apply signature, confirm consent, and route to the receiving party.

Configuring an online intake workflow for the questionnaire

Key settings define how the form is distributed, authenticated, and stored to meet operational and legal requirements.

Field	Configuration
Template Name	Client Case Questionnaire template
Assign Roles	Intake \| Reviewer \| Approver
Authentication	Email link, SMS code, or enhanced KBA
Notifications	Email on completion to intake and matter owner
Storage Location	Secure document repository with access controls

Typical electronic submission and routing flow

A consistent routing model reduces signer friction and preserves an audit trail for legal and compliance review.

Prepare: Upload questionnaire, add fields, attach required exhibits.
Send: Deliver via secure link or email invite to signer.
Sign: Signer authenticates, completes fields, and applies signature.
Archive: Store signed copy and certificate of completion in records.

Technical considerations for digital completion and storage

Confirm platform capabilities for authentication, audit trails, and secure storage before enabling eSubmission.

Authentication: Email, SMS, or KBA options
File formats: PDF, DOCX, and image uploads
Integrations: CRM, document management, and SSO

Timelines and expected processing times

Typical turnaround targets and internal deadlines you can rely on when the questionnaire is complete and attachments are provided.

Client response window:

Return within 7 calendar days after request

Intake verification:

Initial screening within 3 business days

Conflict review:

Complete within 2–5 business days

Engagement decision:

Finalize acceptance within 5–10 business days

Record availability:

Signed file available immediately after completion

Key milestones from submission to matter opening

Follow these sequential milestones to track progress from intake to matter activation.

01

Intake submitted

Client completes questionnaire and uploads documents.

02

Verification

Intake team confirms identity and required attachments.

03

Conflict check

Reviewer screens for adverse interests.

04

Matter opened

Matter created and access granted to project team.

Common mistakes and pitfalls to avoid

Incomplete names or mismatched IDs that delay verification and signing.
Missing attachments or mislabeled exhibits that prevent reviewers from assessing the matter.
Incorrect date formats or ambiguous effective dates that create enforcement uncertainty.
Failure to collect consent or disclosures when required for consumer-facing matters.

Primary risks and legal consequences of errors

Incomplete information: Delays in engagement

Wrong TIN: Trigger backup withholding 24%

Late reporting: IRC §6721 penalties

Unauthorized disclosure: HIPAA or privacy breach exposure

Signature disputes: Attribution issues without audit trail

Data retention failures: Regulatory compliance risk

Required security and compliance safeguards

Encryption: TLS 1.2/1.3 in transit

At-rest protection: AES-256 encryption

Audit trail: Timestamps, IP, and action log

HIPAA BAA: BAA required for PHI

eSign law: ESIGN and UETA compliance

Access control: Role-based permissions

Typical eSignature pricing and capability comparison for intake workflows

Compare starting price and core capabilities when selecting a platform to host and eSign Client Case Questionnaires; signNow appears first for reference.

	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	7-day trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Representative examples of intake solved with digital questionnaires

Real organizations use structured intake forms to reduce back-and-forth and keep a verifiable record of client consent.

Optica Ventures — COO

Optica used a standardized intake form to streamline onboarding and reduce follow-up queries.

Intake captured contact and matter facts consistently.
The team reported fewer missing documents and faster matter activation, enabling staff to focus on casework rather than chasing incomplete submissions.

Martin Properties — Founder

Martin Properties implemented online intake for property matters and remote signature collection.

The firm processed renewals and leases remotely.
They achieved compliant, auditable records and reduced in-person appointments while preserving required notarizations where applicable.

Frequently asked questions about the Client Case Questionnaire

Answers to common operational and legal questions when completing, signing, or storing the questionnaire.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures on a Client Case Questionnaire are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, provided intent, consent, attribution, and retention requirements are met.
When is notarization required?
Notarization is required only for documents that have a statutory notary requirement (for example, deeds or certain powers of attorney). Check state-specific rules before requiring notarization.
What authentication is recommended?
Use email plus SMS code or knowledge-based authentication for higher-risk matters; require stronger identity proofing for notarization or regulated transactions.
How should I correct a submitted questionnaire?
If edits are minor, have the signer complete an addendum or update field with a dated verification. For substantive changes, create a new questionnaire and obtain fresh signatures to preserve auditability.
Who may sign on behalf of an entity?
Authorized signers should be documented (officer, manager, or agent). Verify authority by attaching corporate resolution or power of attorney when required.
How long will the signed file be retained?
Retention follows internal policy plus regulatory minima: IRS records 3 years (IRC §6501(a)), HIPAA 6 years (45 CFR §164.530(j)); consult counsel for extended holds.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now