What if the client’s name differs from tax records?

Request official documentation (EIN confirmation letter, Articles of Organization, or government ID) and update the form to match those documents; document the supporting record in the file.

Can the form be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention are satisfied.

When is notarization required?

Notarization depends on state law and the document’s legal effect; include notarization fields when the governing state or the document type requires it and follow state notary rules.

How should I store signed forms?

Keep signed PDFs with an audit trail in secure storage with AES-256 encryption at rest and TLS 1.2/1.3 in transit; tag records for retention and legal hold.

Which authentication level should I use?

Use email + SMS OTP for standard risk; add knowledge-based or multi-factor authentication for high-value or regulatory-sensitive clients.

What to do if a signer disputes the signature?

Produce the audit trail showing timestamp, IP address, authentication method, and any identity verification artifacts; consult counsel if a material dispute persists.

Client Inclusion Form

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

Client Inclusion Form

Client Name:

Service Provider Name:

WHEREAS

WHEREAS, the Service Provider offers professional services and programs pursuant to defined scopes of work and maintains processes for including clients in designated service listings and program rosters; and

WHEREAS, the Client desires to be included in the Service Provider's client roster and to receive the services described below, subject to the terms and conditions set forth in this Client Inclusion Form; and

WHEREAS, the parties intend for this document to govern the inclusion, representation, payment, confidentiality and termination rights between them.

Client Information

Primary Contact Contact Title Address

Phone

Email

Tax Identifier (EIN/SSN) Entity Type (check all that apply)

Individual
Sole Proprietorship
Partnership
Corporation
Limited Liability Company (LLC)
Other:

Scope of Work

Describe the services, programs, or inclusion category for which the Client is being included. Specify deliverables, milestones, estimated timelines, and acceptance criteria.

Deliverables (if different from Scope)

Payment Terms

Fee Amount:

Payment Schedule

Deposit Required:

Late Payment Fee:

Billing Contact

Term and Termination

Term Start Date: Term End Date:

Either party may terminate this inclusion upon written notice. Minimum notice period: days. Termination for material breach is effective upon written notice if the breaching party fails to cure within the notice period.

Confidentiality

Each party acknowledges that, in the course of performance, it may receive confidential or proprietary information of the other party. "Confidential Information" includes business plans, client lists, pricing, technical information and other non-public materials disclosed in connection with this inclusion. The receiving party shall (i) use such Confidential Information only for the purposes of performing obligations under this form, (ii) protect the Confidential Information with at least the same degree of care it uses for its own confidential information, and (iii) not disclose Confidential Information to any third party except to employees, contractors or advisers who have a need to know and who are bound by confidentiality obligations no less restrictive than those herein. Confidentiality obligations survive termination for a period of three years, except for trade secrets which shall remain protected for as long as such information remains a trade secret under applicable law.

Publicity and Use of Client Name/Logo

Client consents to inclusion in non-confidential client rosters and marketing materials only as indicated below (check selections that apply):

Include Client name in public client roster
Use Client logo in marketing materials (subject to Client logo guidelines)
Prepare a case study referencing Client (requires separate approval)

Compliance and Representations

Each party represents and warrants that it has full authority to enter into this Client Inclusion Form and that performance will comply with all applicable laws and regulations. Client warrants that any materials provided to Service Provider do not infringe third-party rights and that Client has obtained all necessary consents for use as contemplated by this Form.

Governing Law

This Client Inclusion Form shall be governed by and construed in accordance with the laws of the state of without regard to conflict of law principles.

Entire Agreement

This document, together with any attached statements of work or schedules expressly incorporated by reference, constitutes the entire agreement between the parties with respect to Client inclusion and supersedes all prior and contemporaneous agreements, proposals and communications, whether oral or written. Any amendment must be in writing and signed by authorized representatives of both parties.

Additional Attachments or Notes Certification

By checking the box below, the signatory certifies that they are an authorized representative of the party identified, that the information provided is true and accurate to the best of their knowledge, and that they agree to be bound by the terms of this Client Inclusion Form.

I certify that I am authorized to execute this Client Inclusion Form on behalf of the named party and that the information herein is accurate.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Client Inclusion Form Is and When to Use It

The Client Inclusion Form is a standardized intake and authorization document used to add a new client to an organization’s records, capture primary contact and legal information, and document consents required to provide services. It typically records identity details, billing and tax information, engagement scope, data-sharing permissions, and any industry- or jurisdiction-specific disclosures. Organizations use this form to establish contractual relationships, verify taxpayer identification where required, and maintain a consistent audit trail for compliance. Proper completion reduces onboarding delays and supports recordkeeping, privacy, and billing workflows across departments.

Why a Consistent Client Inclusion Form Matters

A clear, complete Client Inclusion Form reduces errors, accelerates onboarding, and creates a reproducible record for legal, billing, and compliance purposes. It helps centralize client data, documents consents, and supports downstream processes such as invoicing, tax reporting, and access control.

Who Prepares and Who Signs the Form

Typical preparers include client services staff, account managers, HR or intake teams; signers are the client or an authorized representative. Use the form during new-client onboarding, relationship changes, or when permissions or billing details must be updated.

Account managers collecting engagement scope and billing instructions for service contracts.
HR or intake specialists capturing personal data and authorization for benefits or access.
Authorized client representatives providing legal name, tax ID, and signature authority.

Keep the completed form with the client file and record the date of execution to support audits, statutory retention, and any required notifications.

Core Sections to Include in a Professional Client Inclusion Form

A robust Client Inclusion Form groups information into coherent sections that make review and processing straightforward. Design the form so each section maps to a downstream use (billing, legal, compliance, or technical access) and consider conditional fields for role-specific data.

Client Identity

Full legal name, business entity type, DBA if applicable, and government-issued ID information to verify identity for contracts and tax reporting.

Contact Details

Primary address, email, and phone number; emergency or alternate contact fields for operational or billing issues.

Tax & Billing

Taxpayer Identification Number (TIN/EIN/SSN as applicable), billing address, invoicing preferences, and backup withholding instructions where required.

Engagement Scope

Brief description of services, start date, termination conditions, and any deliverable or milestone schedule tied to payment triggers.

Consents

Data-sharing authorizations, HIPAA or FERPA acknowledgements when applicable, and any marketing or third-party disclosure opt-ins.

Signature Block

Authorized signer name, title, date, and signature or electronic signature field with identity method noted (email, SMS code, KBA, etc.).

Step-by-Step: Completing the Client Inclusion Form

Follow these steps in order to minimize review cycles and ensure compliance with legal and accounting requirements.

01

Gather Documents: Collect ID, formation papers, and tax documents before starting.
02

Enter Core Details: Complete identity, contact, and billing sections first to enable downstream checks.
03

Obtain Consents: Present required disclosures and record affirmative consent where necessary.
04

Sign and Date: Ensure authorized signer signs, dates, and that authentication method is documented.

Configuring the Form for Online Use

Set up form logic and authentication to match your onboarding controls and compliance needs.

Field	Configuration
Identity Field	Mark required; enable automatic ID capture if available
TIN Field	Validate format; conditional display for entity type
Signature Method	Select email link, SMS OTP, or stronger auth per risk level
Retention Tag	Apply metadata for retention and legal hold

Where to Send the Completed Form and How It Moves Through Your Process

Define routing so each completed form lands in the correct system for review, billing, and legal retention.

Local File System: Save a signed PDF copy to secure document storage for audit access.
CRM Record: Attach form to the client record and trigger account creation workflows.
Accounting System: Forward billing and tax details to AP/AR for invoice setup.
Compliance Archive: Store consent items and signatures in an immutable audit trail for retention.

Options for Sharing and Collecting the Form Electronically

The form can be distributed by email link, embedded web form, secure portal, or via an integration with CRM or ERP systems.

Email Link: Send a secure signing link to the client’s email address for one-click access.
Embedded Form: Host the form on your website or portal so clients complete it without leaving your site.
API Integration: Use API to push/pull form data between systems and trigger validations automatically.

Ensure the chosen channel supports your authentication requirements and retention policies; integrations with CRM, Google Workspace, Microsoft 365, NetSuite, or Box streamline routing and reduce manual entry.

Timing Considerations and Processing Expectations

Be mindful of deadlines tied to tax reporting, billing cycles, and regulatory notifications when issuing or updating the form.

Tax Information:

Provide W-9 info upon payer request to avoid backup withholding (no fixed deadline).

Payroll / Benefits:

Complete before benefit enrollment cutoffs to ensure coverage and deductions apply.

Contract Start:

Effective Date determines billing and service obligations; complete prior to first deliverable.

Retention Trigger:

Record execution date for retention schedules and audit readiness.

Review Cadence:

Reconfirm client details annually or on material changes to avoid stale records.

Common Mistakes to Avoid When Preparing the Form

Entering informal or abbreviated business names that do not match tax or formation documents, causing mismatches during verification.
Failing to collect a valid taxpayer identification number, which can trigger IRS backup withholding and reporting delays.
Using weak signer authentication for high-risk clients, increasing audit inquiries or disputes over signature attribution.
Not retaining the signed record or audit trail in a tamper-evident archive, creating compliance gaps during reviews.

Penalties and Legal Risks from Incomplete or Incorrect Forms

IRS Penalty: Mistakes on information returns can trigger IRC §6721 penalties of $60–$330 per form depending on lateness.

Intentional Disregard: IRC §6721 penalties for intentional disregard start at $660 per form with no maximum.

Backup Withholding: Missing or incorrect TINs can require 24% backup withholding on reportable payments.

I-9 Violations: Incorrect employment verification can result in fines from $281 to $2,789 per violation (8 CFR §274a.2).

Breach Notification: Improper consent or data handling can trigger HIPAA breach obligations and civil penalties.

Contract Disputes: Ambiguous execution or lack of signature authority increases litigation risk and enforceability challenges.

eSignature Vendor Snapshot for Completing the Client Inclusion Form

Compare common capability and pricing dimensions for electronic signing platforms. signNow appears first in the table to align vendor comparisons.

	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	Varies by plan	Varies by plan	Varies by plan	Varies by plan
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

Frequently Asked Questions and Troubleshooting

Answers to common questions about completing, authenticating, and storing the Client Inclusion Form to reduce common blockers and audit findings.

Need help? Contact support

What if the client’s name differs from tax records?
Request official documentation (EIN confirmation letter, Articles of Organization, or government ID) and update the form to match those documents; document the supporting record in the file.
Can the form be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention are satisfied.
When is notarization required?
Notarization depends on state law and the document’s legal effect; include notarization fields when the governing state or the document type requires it and follow state notary rules.
How should I store signed forms?
Keep signed PDFs with an audit trail in secure storage with AES-256 encryption at rest and TLS 1.2/1.3 in transit; tag records for retention and legal hold.
Which authentication level should I use?
Use email + SMS OTP for standard risk; add knowledge-based or multi-factor authentication for high-value or regulatory-sensitive clients.
What to do if a signer disputes the signature?
Produce the audit trail showing timestamp, IP address, authentication method, and any identity verification artifacts; consult counsel if a material dispute persists.

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