Who should sign the questionnaire?

The person with contracting authority or the designated project approver should sign. For corporate clients, use a named officer or authorized representative to avoid later disputes over authorization.

Can the questionnaire be signed electronically?

Yes. Electronic signatures that demonstrate intent, consent, attribution, and retention comply with ESIGN (15 U.S.C. ch. 96) and UETA in most states; include a consumer-disclosure where consumer-facing legal requirements apply.

What supporting documents should be attached?

Attach brand guidelines, image assets, existing style guides, platform credentials (if needed), and any legal or procurement templates that define payment or approval terms.

How do I correct answers after submission?

Issue a dated amendment or a revised questionnaire and obtain a new signature. Track both versions in the project file to avoid disputes over which set of requirements governs the work.

Is notarization ever required?

Not typically for intake forms. Notarization may be required if the questionnaire is attached to an executed contract or statutory filing; check state rules where execution occurs.

How long will completed questionnaires be retained?

Retention follows business and regulatory rules: keep for the life of the project plus applicable federal or industry retention periods, such as 3 years for IRS-related records and 6 years for HIPAA-related records.

Electronic Signature
Templates
Miscellaneous
Client Design Questionnaire

Client Design Questionnaire

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

Client Design Questionnaire and Services Agreement

Client Name: Client Contact (Address, Email, Phone): Designer Name (Service Provider): Designer Contact (Address, Email, Phone):

Recitals

WHEREAS, Client wishes to retain Designer to provide design, branding, and related creative services as described in this Questionnaire and Agreement; and

WHEREAS, Designer represents that Designer has the professional skill and experience to perform the services described herein and is willing to perform such services for Client under the terms and conditions set forth in this document; and

WHEREAS, the parties intend this document to set forth the scope, payment terms, confidentiality obligations, and other material terms governing the relationship effective as of .

Scope of Work

Designer will provide the services described below. Client authorizes Designer to proceed in reliance on the specifications provided in this Questionnaire. The parties agree that any material change to the scope will be handled pursuant to a written change order signed by both parties and may affect schedule and fees.

Summary of Services / Scope of Work:

Project Details

Project Name: Project Description: Primary Project Goals: Target Audience: Key Deliverables (formats, counts): Brand Assets Provided by Client: Design Preferences (colors, fonts, examples):

Timeline & Milestones

Anticipated project schedule. Client acknowledges that timeline estimates are dependent on timely feedback and approvals from Client.

Project Start Date: Projected Completion Date: Milestones and Deliverable Dates:

Payment Terms

Client shall pay Designer the fees set forth below in exchange for satisfactory performance of the Scope of Work. Unless otherwise stated, fees are exclusive of taxes and reimbursable out-of-pocket expenses.

Total Project Fee (USD): Payment Schedule: Late Payment Penalty: Reimbursable Expenses and Taxes:

Term and Termination

This Agreement will commence on the Project Start Date and remain in effect until the completion of the services set forth in the Scope of Work unless earlier terminated in accordance with this section.

Agreement Term Start Date: Agreement Term End Date (if applicable): Termination Notice Period (days): Termination for Cause:

Confidentiality

Each party agrees that it shall not disclose to any third party, and shall use only for the performance of this Agreement, any confidential information of the other party. Confidential information does not include information that is or becomes generally available to the public other than as a result of a breach of this obligation, or that is rightfully received from a third party without restriction.

Client Acknowledgement of Confidentiality: I acknowledge and agree to the confidentiality obligations described above.

Intellectual Property

Unless otherwise agreed in writing, Designer retains ownership of all pre-existing materials, templates, and tools. Upon full payment of all fees due under this Agreement, Designer assigns to Client all right, title and interest in the final deliverables specifically created for Client pursuant to the Scope of Work. Designer may retain and use non-identifiable aggregated work examples for portfolio and marketing purposes, provided no Confidential Information is disclosed.

Assign Intellectual Property to Client on Final Payment: Assign full ownership of final deliverables to Client upon receipt of final payment

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the state specified below, without regard to conflict of law principles.

Governing State:

Entire Agreement and Miscellaneous

This document, together with any attachments and signed change orders, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and understandings, whether written or oral. Any amendments must be in writing and signed by both parties. If any provision of this Agreement is held invalid, the remaining provisions shall remain in full force and effect.

Additional Terms or Notes:

Acknowledgement

By signing below, the undersigned represent and warrant that they are authorized to enter into this Agreement on behalf of the party they represent and that the information provided in this Questionnaire is true and accurate to the best of their knowledge.

Client Printed Name:

By:

Date:

Designer Printed Name:

By:

Date:

What the Client Design Questionnaire Is and When to Use It

A Client Design Questionnaire is a structured intake form used to collect requirements, branding details, project scope, technical constraints, and stakeholder approvals before beginning a design engagement. It centralizes client inputs—brand assets, target audiences, functional requirements, timelines, and approval contacts—so project teams can produce accurate proposals, estimates, and design briefs. For many agencies and in-house teams it serves as the primary record of scope and client intent, reduces ambiguity during handoffs, and becomes part of the project file used for change orders and quality reviews.

Why a Clear Questionnaire Matters for Project Outcomes

A well-structured Client Design Questionnaire reduces scope creep, shortens discovery time, and improves alignment between client expectations and deliverables. It creates a written record that supports decision-making, helps estimate costs accurately, and supplies the information required for contracts and approvals.

Typical Users and Roles That Complete the Questionnaire

The questionnaire is completed by people who define project needs and approve designs.

Client Project Sponsor — Provides strategic goals, budget range, and final approval contact information.
Product Manager or Marketing Lead — Supplies user personas, success metrics, and content ownership details.
Design/Creative Lead — Specifies brand assets, style preferences, technical constraints, and reference examples.

Use the form early in discovery and circulate responses to stakeholders for confirmation.

Essential Sections of a Professional Client Design Questionnaire

A comprehensive questionnaire groups related items into sections to make completion efficient and to ensure nothing essential is missed.

Project Summary

Describe the project purpose, primary objectives, target audience, measurable success criteria, and any constraints that affect timeline or scope.

Brand Assets

List logos, color palettes, fonts, imagery, and any brand guidelines; state file formats (SVG, PNG, EPS) and who supplies missing assets.

Functional Requirements

Detail required features, user flows, accessibility expectations, integrations, and any content management or analytics needs.

Technical Constraints

Provide hosting, platform, browser/device support, third-party integrations, and any security or data residency requirements.

Timeline & Milestones

Give target launch date, key milestone dates, review cycles, and expected turnaround times for client feedback.

Approvals & Contacts

Identify primary approver, backup approver, legal or procurement contacts, and preferred communication channels for signoffs.

Step-by-Step: Completing the Questionnaire

Follow this sequence to collect and verify required inputs before routing for approval.

01

Prepare Assets: Gather logos, copy, and reference materials.
02

Answer Sections: Complete each questionnaire section fully.
03

Validate Details: Confirm names, dates, and technical specs.
04

Route for Signature: Send to approver(s) for signoff and final comments.

Typical Online Workflow Settings for a Smooth Intake

Configure digital routing and notifications to reduce manual follow-up and to capture an audit trail for approvals.

Field	Configuration
Required Fields	Mark Project Title, Effective Date, Primary Contact required.
Approver Sequence	Set single approver or multi-step routing with conditional logic.
Notifications	Enable email reminders at 3 and 7 days for pending responses.
Document Retention	Save completed forms to project folder and archive per retention policy.

Digital Submission and eSignature Considerations

Use a secure eSignature-enabled workflow to capture intent, consent, and an auditable signing record before work begins.

File Formats: Support PDF, DOCX, and image files.
Authentication: Use email or SMS code verification.
Audit Trail: Record IP, timestamp, and signer attribution.

Confirm the platform supports required compliance standards and retains a reproducible copy of the completed questionnaire for the required retention period.

Where Completed Questionnaires Go and Who Sees Them

A clear routing path reduces delays: intake, review, approval, and archive.

Project Intake: Submitted to project manager or intake coordinator.
Internal Review: Shared with designers and product owners for feasibility checks.
Client Approval: Sent to client approver for signature and confirmation.
Archival: Stored in project repository with audit metadata.

Typical Timelines and Expected Turnaround

Set clear deadlines for submission, review, and final signoff to keep the project on schedule.

Questionnaire Submission Deadline:

Client should submit responses at least 10 business days before kickoff.

Internal Review Period:

Team review typically completed within 3–5 business days.

Client Review Rounds:

Allow two review rounds with 3–5 business day turnarounds each.

Final Approval:

Obtain signed approval no later than 5 business days before major milestones.

Change-Request Window:

Scope changes after approval require a documented change order and revised timeline.

Risks and Consequences of Incomplete or Incorrect Responses

Scope Creep: Undocumented requirements lead to unplanned work.

Delayed Launch: Missing inputs push schedules and increase cost.

Contract Disputes: Ambiguous scope can trigger billing disagreements.

Noncompliance: Incorrect data may violate privacy or security rules.

Rework Costs: Additional design iterations increase project spend.

Lost Approvals: Unverified signers can invalidate approvals.

Common Mistakes to Avoid When Preparing the Questionnaire

Leaving fields blank or answering 'TBD' for core items increases follow-up and extends discovery.
Uploading low-resolution logos or unclear brand assets causes design rework and inconsistent output.
Providing inconsistent contact or legal names can delay contracting and create billing mismatches.
Failing to specify technical constraints leads to solutions that don’t integrate with existing systems.

Security and Compliance Essentials for Handling Questionnaire Data

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

Audit Trail: Capture timestamp, IP, and action log

HIPAA Support: BAA required for protected health information

ESIGN & UETA: Meets legal criteria for e-signature validity

21 CFR Part 11: Compliant controls for regulated records

Certifications: SOC 2 Type II and ISO 27001 available

Frequently Asked Questions About the Client Design Questionnaire

Answers to common questions about signing, legal validity, revisions, and required attachments.

Need help? Contact support

Who should sign the questionnaire?
The person with contracting authority or the designated project approver should sign. For corporate clients, use a named officer or authorized representative to avoid later disputes over authorization.
Can the questionnaire be signed electronically?
Yes. Electronic signatures that demonstrate intent, consent, attribution, and retention comply with ESIGN (15 U.S.C. ch. 96) and UETA in most states; include a consumer-disclosure where consumer-facing legal requirements apply.
What supporting documents should be attached?
Attach brand guidelines, image assets, existing style guides, platform credentials (if needed), and any legal or procurement templates that define payment or approval terms.
How do I correct answers after submission?
Issue a dated amendment or a revised questionnaire and obtain a new signature. Track both versions in the project file to avoid disputes over which set of requirements governs the work.
Is notarization ever required?
Not typically for intake forms. Notarization may be required if the questionnaire is attached to an executed contract or statutory filing; check state rules where execution occurs.
How long will completed questionnaires be retained?
Retention follows business and regulatory rules: keep for the life of the project plus applicable federal or industry retention periods, such as 3 years for IRS-related records and 6 years for HIPAA-related records.

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