What if the client refuses electronic signing?

Offer a paper alternative where lawful, obtain signed physical documents, then scan and retain the original as required by policy; note that certain consumer-facing records may require explicit ESIGN consumer disclosures before proceeding electronically.

Is a notary required for the questionnaire?

Most CDD questionnaires do not require notarization. Where a specific state or transaction requires notarization or witnesses, follow that jurisdiction’s rules or obtain a notarized affidavit.

How often must the information be refreshed?

Higher-risk clients should be re-reviewed at least annually; medium- and low-risk schedules vary by policy. Trigger events require immediate updates.

What happens if documents do not match?

If identity documents and submitted information conflict, escalate to enhanced due diligence, request additional evidence, and pause onboarding until resolved.

Can this be signed electronically and remain enforceable?

Yes—electronic signatures generally meet ESIGN and UETA standards when intent, consent, signer attribution, and reliable record retention are present; exceptions apply for certain testamentary and court documents.

How long should completed questionnaires be kept?

Retain according to retention policy and regulatory requirements—commonly a minimum of 3 years from filing for tax purposes and 6 years for HIPAA‑covered records where applicable.

Electronic Signature
Templates
Miscellaneous
Client Due Diligence Questionnaire

Client Due Diligence Questionnaire

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

CLIENT DUE DILIGENCE QUESTIONNAIRE

Recitals

WHEREAS, Client Name: desires to engage the services of Service Provider Name: to perform certain compliance, advisory and account onboarding services; and

WHEREAS, Service Provider requires that Client complete this Client Due Diligence Questionnaire, supply supporting documentation, and certify the accuracy of the information for anti‑money laundering, sanctions screening and client onboarding purposes; and

WHEREAS, the parties agree that completion and execution of this Questionnaire forms part of the onboarding record used by Service Provider to evaluate and accept Client as a customer.

Scope of Work

Scope of Work / Engagement Summary

Client Identification

Entity Type (check all that apply)

Individual Corporation Partnership Trust Other:

Legal Name DBA / Trade Name (if any) Registered / Principal Address Jurisdiction of Formation / Incorporation Tax Identification Number (TIN / EIN) Date of Formation / Birth

Business and Contact Information

Nature of Business / Description of Activities Principal Place of Business Primary Contact

Beneficial Ownership and Control

Provide details for persons with significant ownership or control (individuals or entities owning 25% or more, or other control persons). Complete up to three entries below; attach additional pages if necessary.

Beneficial Owner 1 — Full Legal Name

Beneficial Owner 2 — Full Legal Name

Beneficial Owner 3 — Full Legal Name

Risk and Compliance

Is any beneficial owner or senior officer a Politically Exposed Person (PEP)? Yes No

If yes, provide details

Source(s) of Wealth / Source(s) of Funds (brief summary):

Expected monthly transaction volume (number of transactions): Expected monthly aggregate amount:

Has the Client or any beneficial owner been subject to regulatory enforcement, criminal conviction, or administrative sanction within the past 10 years? Yes No

If yes, provide a summary of the action(s)

Documentation Provided

Check all documents provided with this questionnaire:

Certificate of Incorporation / Formation Articles of Association / Bylaws Operating Agreement Passport or Government ID

Proof of Address (utility bill, bank statement) Bank Reference Recent Financial Statements Other:

Payment Terms

Fees for services rendered under the engagement described in Scope of Work are as follows:

Total Fee Payment Schedule Late Fee / Interest on Overdue Amounts

Term and Termination

Start Date: End Date / Review Date:

Notice Period for Termination

Confidentiality

All non‑public information provided by Client to Service Provider in connection with this Questionnaire and the related engagement shall be treated as confidential. Service Provider shall use such information solely for the purposes of onboarding, compliance and performance of the scope of work and shall restrict disclosure to employees and agents who have a need to know and are bound by confidentiality obligations. This obligation of confidentiality shall not apply to information that is publicly available, already known to Service Provider without confidentiality obligations, independently developed by Service Provider, or required to be disclosed by law or regulatory process, provided Service Provider gives Client prompt notice of any compelled disclosure where permitted.

Governing Law

This Questionnaire and any related engagement documents shall be governed by and construed in accordance with the laws of the state of without regard to principles of conflict of laws.

Entire Agreement

This Questionnaire, together with any engagement letter or statement of work executed by the parties, contains the entire agreement and understanding between the parties concerning the subject matter hereof and supersedes all prior and contemporaneous agreements, representations and understandings, whether oral or written. No amendment will be effective unless in writing and signed by authorized representatives of both parties.

Certification and Acknowledgement

The undersigned certifies, under penalty of perjury and to the best of his or her knowledge and belief, that the information provided in this Client Due Diligence Questionnaire is true, correct and complete. The undersigned further acknowledges that intentional misrepresentation, omission, or concealment of material facts may result in termination of the engagement, reporting to authorities, civil or criminal liability, and other remedies available to Service Provider under applicable law.

By checking the box and signing below, the signatory represents that he or she is authorized to provide the information requested and to execute this Questionnaire on behalf of Client. I certify that the foregoing is true and complete.

Name and Title of Authorized Signatory

Client:

By:

Date:

Service Provider:

By:

Date:

What the Client Due Diligence Questionnaire Is and when it’s used

A Client Due Diligence Questionnaire (CDD Questionnaire) is a standardized form used to collect identity, ownership, source-of-funds, and risk-related information from clients during onboarding and periodically thereafter. It supports anti-money laundering (AML), Know Your Customer (KYC), and risk-assessment programs by documenting beneficial owners, expected account activity, and the business relationship purpose. In the United States the questionnaire is typically paired with identity verification, supporting documents, and a retained audit trail to satisfy regulators and internal compliance policies while enabling consistent recordkeeping and review.

Why a clear, consistent CDD Questionnaire matters

A well-designed CDD Questionnaire standardizes risk screening, reduces onboarding time, improves audit readiness, and helps meet AML/KYC obligations. Accurate responses make customer risk classification and ongoing monitoring more reliable while creating defensible records for examinations.

Who typically completes and reviews the CDD Questionnaire

Completion responsibilities may be shared: clients supply answers and documents; compliance conducts verification and final risk classification.

Real Estate brokers and property managers use CDD questionnaires to verify tenants, purchasers, and investment entities before accepting funds.
Financial services firms and banks rely on CDD to meet AML/KYC requirements and determine risk-based monitoring.
Legal and compliance teams use responses to document beneficial ownership and to support regulatory examinations.

Core sections to include in a professional CDD Questionnaire

A complete questionnaire groups related items so reviewers can quickly assess identity, ownership, business purpose, and risk. Organize the form into clear sections and include validation prompts for required documents.

Client Identification

Collect full legal name, date of birth or formation date, jurisdiction, government ID numbers, and primary contact details for verification and matching to ID documents.

Ownership & Control

List beneficial owners and controlling parties (ownership percentage thresholds), including U.S. tax identification numbers and corporate officer information for corporate clients.

Business Purpose

Describe the anticipated nature of the relationship, expected transactions, typical counterparties, and how the client will use the account or services.

Source of Funds

Document where funds originate, supporting documentation (bank statements, invoices, sale proceeds), and ongoing funding patterns to detect unusual activity.

PEP & Adverse Screening

Capture declarations on politically exposed persons, sanctions exposure, adverse media, and whether enhanced due diligence is required.

Ongoing Monitoring

Specify review frequency, trigger events for re‑screening, and data retention policies to ensure the profile remains current.

Step-by-step completion workflow

Follow a simple sequence from preparation through verification to reduce rework and verification delays.

01

Prepare the form: Pre-fill known fields and attach required document list.
02

Send to client: Deliver via secure link or platform with clear instructions.
03

Verify identity: Match IDs, run screening and KYC checks.
04

Review and approve: Compliance records decision and sets monitoring cadence.

Configuring an online CDD workflow

Key workflow settings determine signer authentication, required fields, and routing. Configure them before issuing the questionnaire.

Workflow Field \| Configuration	Setting
Authentication method	Email link with optional SMS OTP for higher assurance.
Required attachments	Enforce upload of government ID and proof-of-address files.
Conditional fields	Show beneficial-owner fields when entity = corporation or trust.
Routing for approval	Auto-assign to compliance reviewer after all fields complete.

Technical requirements for secure eSubmission

Ensure your chosen provider supports required compliance frameworks and can export signed records with immutable audit trails for regulator review.

File formats: PDF, DOCX accepted
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email, SMS OTP, or advanced methods

Routing and submission flow for the questionnaire

A typical submission flow routes the completed questionnaire from client to compliance and then to secure storage with a preserved audit log.

Send to client: Issue secure signing link or attachment for completion.
Identity verification: Perform ID match and screening checks.
Compliance review: Reviewer confirms completeness and risk score.
Store record: Save signed copy and audit trail in retention system.

Typical timelines and processing expectations

Set clear deadlines for client return, verification, and periodic refresh to keep profiles current and reduce regulatory exposure.

Initial response window:

Request completion within 5 business days of onboarding.

Identity verification period:

Complete ID checks within 3 business days after receipt.

High-risk escalation:

Escalate immediately when red flags are found.

Periodic refresh:

Refresh higher-risk profiles every 12 months at minimum.

Documentation update:

Require updates within 10 business days of material changes.

Common mistakes that delay or invalidate CDD responses

Submitting incomplete or redacted identification documents that prevent automated or manual verification and require re-requests.
Entering trade names or DBAs instead of the entity's full legal name, causing mismatches with formation records or tax IDs.
Providing vague source-of-funds descriptions like 'business income' without supporting documentation such as bank statements or invoices.
Failing to list beneficial owners or to update ownership changes, creating regulatory gaps and potential penalties.

Penalties and risks for incorrect or missing CDD information

Regulatory fines: Enforcement actions and fines for AML/KYC failures.

Reputational harm: Public incidents can damage trust and business relationships.

Account restrictions: Freezing or closure of accounts due to unresolved risk.

Investigations: Prolonged inquiries from regulators or law enforcement.

Withholding triggers: Incorrect TINs can trigger backup withholding obligations.

Contract risk: Incomplete CDD may void contractual relationships.

Security and compliance measures to require for CDD handling

Encryption in transit: TLS 1.2/1.3

Encryption at rest: AES-256

Audit trail: Timestamped signing and action logs

HIPAA support: HIPAA-compliant workflows (BAA required)

Certifications: SOC 2 Type II and ISO 27001

Access controls: SSO, role-based permissions

Supporting documents to collect with the questionnaire

Collecting a concise set of supporting documents at the time of questionnaire submission speeds verification and reduces follow-up requests.

Government ID

A clear photo of a government-issued ID (passport, driver's license) to match name and date of birth used in identity checks.

Proof of Address

Recent utility bill or bank statement showing name and address; P.O. boxes are usually insufficient for legal service.

Formation Documents

For entities, attach articles of incorporation, operating agreement, or equivalent that show authorized signers and formation jurisdiction.

Beneficial Ownership

Ownership charts, shareholder registers, or signed declarations identifying individuals meeting beneficial-ownership thresholds.

Who can legally sign and attest to the questionnaire

Compliance Officer

A compliance officer or authorized reviewer signs to confirm that verification checks were completed and that the client was risk‑rated according to policy. This attestation documents reviewer identity and date of review for audit purposes.

Authorized Signer

An individual with authority to bind the client (e.g., CEO, managing member, or person with delegated authority) must sign and state their capacity when completing the questionnaire.

Frequently asked questions about completing and using the questionnaire

Answers address common execution, verification, and retention issues to help clients and reviewers avoid delays and compliance gaps.

Need help? Contact support

What if the client refuses electronic signing?
Offer a paper alternative where lawful, obtain signed physical documents, then scan and retain the original as required by policy; note that certain consumer-facing records may require explicit ESIGN consumer disclosures before proceeding electronically.
Is a notary required for the questionnaire?
Most CDD questionnaires do not require notarization. Where a specific state or transaction requires notarization or witnesses, follow that jurisdiction’s rules or obtain a notarized affidavit.
How often must the information be refreshed?
Higher-risk clients should be re-reviewed at least annually; medium- and low-risk schedules vary by policy. Trigger events require immediate updates.
What happens if documents do not match?
If identity documents and submitted information conflict, escalate to enhanced due diligence, request additional evidence, and pause onboarding until resolved.
Can this be signed electronically and remain enforceable?
Yes—electronic signatures generally meet ESIGN and UETA standards when intent, consent, signer attribution, and reliable record retention are present; exceptions apply for certain testamentary and court documents.
How long should completed questionnaires be kept?
Retain according to retention policy and regulatory requirements—commonly a minimum of 3 years from filing for tax purposes and 6 years for HIPAA‑covered records where applicable.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now