Can the manual be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. §7001) and UETA, electronic signatures are legally effective for most transactions provided intent, consent, attribution, and record retention are met.

Do consumer-facing forms require special disclosure?

Yes. ESIGN requires a consumer-facing disclosure that explains the right to paper and how to withdraw consent; retain a record that the consumer could access the electronic format (15 U.S.C. §7001(c)).

When is notarization required?

Notarization requirements depend on the document purpose and state law; some states require notarization for deeds or powers of attorney, while others do not. Check the state-specific rules before omitting a notary.

What authentication level is recommended?

Use email + SMS code for routine consumer signings; require KBA or multi-factor authentication for high-risk or regulated transactions to strengthen signer attribution.

How long should I retain the signed manual?

Follow retention timelines in the manual: IRS records minimum 3 years (IRC §6501(a)), HIPAA records 6 years (45 CFR §164.530(j)), and consider longer retention where state law requires it.

What if a required field is entered incorrectly?

Correct errors by executing an addendum or corrected form and retaining both the original and corrected records with an explanation; do not alter signed originals without creating a new signed record.

Electronic Signature
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Miscellaneous
Client Fact Find Manual

Client Fact Find Manual

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

CLIENT FACT FIND MANUAL

This Client Fact Find Manual (the "Manual") sets out the information collected from the Client as part of the professional engagement and establishes the mutual responsibilities of the parties with respect to that collection, use and management of the Client's information.

RECITALS

WHEREAS: Client Name:

WHEREAS: Advisor Name:

WHEREAS: The parties wish to record client information, objectives and documentation required for the Advisor to provide the services described in the Scope of Work and to document the terms of the engagement as set out below.

CLIENT IDENTIFICATION

Primary Contact Position / Title Contact Address Email Telephone

BUSINESS / PERSONAL DETAILS

Type of Client Individual Company Trust Other Business Activity / Occupation ABN / Tax ID (if applicable)

OWNERS, DIRECTORS OR KEY INDIVIDUALS

Name Role / Title Percentage Ownership Additional Key Individuals

FINANCIAL SUMMARY

Current Annual Revenue or Income Approximate Net Assets Material Liabilities

OBJECTIVES, PRIORITIES AND RISK PROFILE

Primary Objectives (rank in order of priority) Risk Tolerance Low Medium High

SCOPE OF WORK

The Advisor will perform the services described below. The Scope of Work sets expectations for deliverables and does not limit obligations arising under law unless specifically stated.

Detailed Scope of Work

PAYMENT TERMS

Fees due to the Advisor will be charged as set out below. The Client agrees to timely payment in accordance with this section.

Total Fee (estimate or fixed) Payment Schedule Late Payment Fee

TERM AND TERMINATION

This engagement commences on Start Date: and continues until End Date: unless earlier terminated in accordance with this section.

Notice Period for Termination

Either party may terminate for material breach that remains uncured after the notice period above. Termination does not relieve the Client of the obligation to pay for services performed and costs incurred through the termination date.

CONFIDENTIALITY

Each party shall maintain in strict confidence all Confidential Information received from the other party and shall not use or disclose such information except as required to perform the Scope of Work or as required by law. "Confidential Information" means all non-public information designated as confidential or that, by its nature, ought reasonably to be treated as confidential.

The obligations above do not apply to information that is or becomes publicly available through no fault of the recipient, that is independently developed without use of the Confidential Information, or that is lawfully obtained from a third party without confidentiality obligation.

GOVERNING LAW

This Manual and the engagement between the parties shall be governed by and construed in accordance with the laws of the jurisdiction specified below.

Governing Jurisdiction

ENTIRE AGREEMENT

This Manual and any documents expressly incorporated by reference constitute the entire agreement between the parties regarding its subject matter and supersede all prior negotiations, understandings and agreements, whether written or oral. Any amendment must be in writing signed by both parties.

DOCUMENTS CHECKLIST

Indicate documents provided or to be provided to support the fact find.

Financial statements (most recent)
Tax returns (last 2 years)
Bank statements (last 3 months)
Ownership or corporate documents
Identification documents
Other Documents

DECLARATIONS AND AUTHORIZATIONS

The Client declares that, to the best of their knowledge, the information provided in this Manual is true, complete and accurate. The Client authorizes the Advisor to obtain and use the documents and information provided for the provision of services set out in the Scope of Work.

The Client authorizes use of provided information for the engagement
The Client authorizes the Advisor to contact third parties as necessary to verify information

DATA RETENTION AND SECURITY

The Advisor will retain Client information for a period consistent with professional obligations and applicable law. The Advisor will implement reasonable administrative, technical and physical safeguards to protect Client information from unauthorized access or disclosure.

Data Retention Period

ADDITIONAL NOTES

ACKNOWLEDGMENT

By signing below, the Client and the Advisor acknowledge that they have read, understand and agree to be bound by the terms set out in this Manual and that the information provided in the fact find is accurate to the best of the Client's knowledge.

Client:

By:

Date:

Advisor:

By:

Date:

What the Client Fact Find Manual Is

The Client Fact Find Manual is a structured intake and recordkeeping template used to capture a client’s identifying information, financial background, contact details, objectives, and supporting documentation. It standardizes data collection across engagements, creates a single reference for due diligence and compliance, and supports downstream workflows such as onboarding, risk assessment, and document generation.

Why a Consistent Fact Find Matters

A professional Client Fact Find Manual reduces intake errors, speeds decision-making, and creates an auditable record to satisfy regulatory and internal review requirements without relying on ad hoc notes or email threads.

Who Typically Completes the Client Fact Find Manual

Completed manuals serve as the canonical source for onboarding decisions, contract drafting, and retention obligations.

Intake teams in service firms completing an initial client profile and identity verification.
Advisors and relationship managers documenting financial goals, risk tolerance, and existing holdings.
Compliance officers and auditors using the completed file for KYC, AML, and recordkeeping reviews.

Typical Signatories and Responsible Roles

Intake Specialist

An Intake Specialist or Client Services Representative completes the manual with the prospective client, verifies IDs, records contact and financial details, and flags missing items for follow-up. They are responsible for accuracy and initial authentication of identity documents.

Authorized Signer

An Authorized Signer (client or corporate officer) attests to the information’s truth by signing the manual. Their signature confirms consent for record retention and for any disclosures required under consumer-facing laws.

Core Sections Included in a Professional Manual

A complete Client Fact Find Manual organizes information into consistent sections so reviewers can find identity, financial, legal, and authorization data quickly.

Client Identity

Full legal name, alternate names, date of birth, government ID numbers where lawful, and verification evidence such as a scanned driver’s license or passport.

Contact and Demographics

Primary and secondary addresses, telephone numbers, email addresses, preferred contact method, and emergency contact if applicable.

Financial Profile

Income sources, assets, liabilities, investment experience, and declared objectives used to inform suitability determinations.

Regulatory Flags

KYC/AML screening results, FATCA/CRS status, politically exposed person (PEP) indicators, and sanction list checks.

Authorizations & Consents

Consumer disclosures, data-sharing consent, HIPAA authorizations where relevant, and explicit consent for electronic records per ESIGN.

Supporting Documents

Copies of government ID, proof of address, pay stubs or bank statements, corporate resolution for corporate clients, and other attachments referenced in the manual.

Step-by-Step: How to Complete the Client Fact Find

Use this ordered checklist when onboarding a client to ensure completeness and consistent handling across teams.

01

Collect ID: Request government-issued ID and confirm expiry date.
02

Record Contacts: Enter primary address, phone, and email; verify via test contact.
03

Capture Financials: Document income, assets, and liabilities with supporting evidence.
04

Obtain Signatures: Present ESIGN disclosure and collect dated signatures.

How to Configure an Online Completion Workflow

Recommended settings for digitizing the Client Fact Find and routing it for signature and review.

Field	Recommended Setting
Authentication	Email + SMS code for consumer-facing; SAML/SSO for enterprise users
Conditional Fields	Show employment fields only if 'Employed' selected
Attachments	Require uploaded ID image and proof of address
Approval Routing	Route to compliance then account manager in sequence

Where to File, Send, or Submit the Completed Manual

After completion, store and route copies according to compliance, billing, and operations workflows.

Internal Records: Save a PDF copy to the client folder in enterprise content management.
Compliance Archive: Retain the signed record with audit trail for regulatory review.
CRM: Attach key fields to the CRM for account management.
Billing Systems: Export billing-relevant fields to invoicing or payment platforms.

Digital Signing and eSubmission Considerations

Verify platform capabilities and legal requirements before accepting electronic completion and signatures.

File Formats: Use PDF or DOCX for consistent rendering and long-term retention.
Authentication Options: Require at minimum email authentication; use SMS, KBA, or SSO for stronger identity assurance.
Audit Trail: Ensure the system captures timestamp, IP, and signer attribution for each action.

Platforms that support conditional fields, attachments, and robust audit logs simplify compliance and downstream automation.

Comparing eSignature Vendors for Client Fact Find Workflows

Platform selection affects cost, compliance options, and high-volume workflows. The table below contrasts common vendor attributes relevant to Client Fact Find processing.

	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	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
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Real Examples of Client Fact Find Use

These examples illustrate practical outcomes when firms use a standard manual for intake and execution.

Tim Martin — Martin Properties

Tim Martin streamlined property tenant onboarding by using a standard fact find to collect IDs and lease details.

The manual reduced missing data incidents.
I can process and execute all of these documents online with 100% compliance and built-in security, which improved turnaround and reduced in-person meetings.

Kodi-Marie Evans — Xerox

The team integrated the fact find with NetSuite to auto-populate client records during onboarding.

Integration cut duplicate entry.
airSlate SignNow provides flexibility to get the right signatures in the right formats, enabling faster completion and consistent recordkeeping.

Practical Tips for Accurate and Efficient Completion

Apply these practices to reduce rework and ensure the manual meets legal and operational needs.

Verify Identity Early

Confirm government ID and address proof at the start to avoid having to reopen the file later.

Use Conditional Fields

Show only relevant fields based on client type to reduce signer confusion and incomplete responses.

Capture Audit Data

Record timestamps, IP addresses, and authentication method for each signature to support legal enforceability.

Standardize Attachments

Require standard file types (PDF, JPG) and maximum sizes to ensure consistent archiving and OCR processing.

Common Mistakes to Avoid

Entering abbreviated or inconsistent legal names that do not match government ID or tax records.
Forgetting to obtain explicit electronic consent where consumer-facing disclosures are required under ESIGN.
Not attaching or indexing supporting documents, leading to incomplete KYC files during audits.
Using weak signer authentication when higher assurance is required for regulated transactions.

Security and Compliance Features to Verify

In-Transit Encryption: TLS 1.2/1.3

At-Rest Encryption: AES-256

Privacy Frameworks: GDPR and CCPA compliance

Audit Controls: Detailed audit trail with IP and timestamps

Regulated Compliance: HIPAA (BAA required) and 21 CFR Part 11 support

Certifications: SOC 2 Type II and ISO 27001

Penalties and Risks of Incomplete or Incorrect Manuals

Information Return Penalties: Failing to file correct 1099s can trigger penalties of $60–$330 per form depending on lateness (IRC §6721).

Intentional Disregard: Intentional disregard of filing requirements can result in penalties of $660 or more per form with no maximum.

I-9 Violations: I-9 paperwork errors can incur fines ranging from $281 to $2,789 per violation (8 CFR §274a.2).

HIPAA Noncompliance: Insufficient safeguards for PHI can expose organizations to enforcement and civil penalties under HIPAA.

Contractual Risk: Mismatched signer names or missing signatures can void agreements or delay enforcement.

Operational Delays: Incomplete manuals increase time to onboard and may increase remediation costs for audits.

How the Client Fact Find Manual Differs from Other Intake Documents

Compare the manual to other common documents to choose the right tool for each stage of client engagement.

Criteria	Client Fact Find Manual	Engagement Letter
Purpose	comprehensive intake	contractual terms
Timing	pre-engagement	at engagement start
Signature Need	yes, for attestations	yes, to bind parties
Retention Use	kyc and audit evidence	contract enforcement

Key Deadlines to Track Related to Client Records

Certain tax and regulatory deadlines interact with information captured in the manual; track these to avoid penalties.

W-9 Provision:

No fixed filing deadline; provide upon payer request.

Form 1099-NEC:

Recipient and IRS due Jan 31 each year.

W-2 Reporting:

Employee copies and IRS submission due Jan 31.

Individual Tax Return:

Form 1040 due April 15 (Oct 15 with extension).

FBAR:

Due April 15 with automatic extension to Oct 15 for filing FinCEN Form 114.

Key Processing Milestones for a Completed Manual

Sequential stages from intake to archival create a clear compliance timeline for each manual.

01

Intake Completed

All fields and required attachments collected and verified.

02

Compliance Review

KYC/AML screening and flag resolution completed.

03

Client Signature

ESIGN consent and dated signature obtained.

04

Final Archival

Signed record stored in secure archive with audit trail.

FAQs and Troubleshooting for the Client Fact Find Manual

Answers to common questions about completion, validity, and digital execution of the manual.

Need help? Contact support

Can the manual be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. §7001) and UETA, electronic signatures are legally effective for most transactions provided intent, consent, attribution, and record retention are met.
Do consumer-facing forms require special disclosure?
Yes. ESIGN requires a consumer-facing disclosure that explains the right to paper and how to withdraw consent; retain a record that the consumer could access the electronic format (15 U.S.C. §7001(c)).
When is notarization required?
Notarization requirements depend on the document purpose and state law; some states require notarization for deeds or powers of attorney, while others do not. Check the state-specific rules before omitting a notary.
What authentication level is recommended?
Use email + SMS code for routine consumer signings; require KBA or multi-factor authentication for high-risk or regulated transactions to strengthen signer attribution.
How long should I retain the signed manual?
Follow retention timelines in the manual: IRS records minimum 3 years (IRC §6501(a)), HIPAA records 6 years (45 CFR §164.530(j)), and consider longer retention where state law requires it.
What if a required field is entered incorrectly?
Correct errors by executing an addendum or corrected form and retaining both the original and corrected records with an explanation; do not alter signed originals without creating a new signed record.

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