Identification
Full legal name, DBA if applicable, and entity type (individual, LLC, corporation). Use the legal name that appears on government ID or formation records.
Keeping client details current protects contractual rights, supports accurate tax and regulatory reporting, and reduces disputes.
Final review should confirm identity, signature authority, and attached verification documents before submission.
Full legal name, DBA if applicable, and entity type (individual, LLC, corporation). Use the legal name that appears on government ID or formation records.
Primary address, mailing address, email, and telephone. Specify whether the address is for service of process; avoid P.O. boxes for legal notices unless expressly allowed.
SSN or EIN and taxpayer classification. Indicate whether a new W-9 or equivalent tax document is attached to prevent backup withholding or reporting errors.
Name, title, and scope of authority for signers. Include a corporate resolution or power of attorney when the signer is not the recorded owner.
Consumer-facing disclosures required under ESIGN (15 U.S.C. §7001) and UETA where applicable; data-sharing and privacy consent language as needed.
Proof of identity, formation documents, updated insurance certificates, or KYC documents demonstrating the accuracy of the registration.
| Field | Configuration | Required | Conditional | Format |
|---|---|
| Auto-fill | Prepopulate from CRM using saved client ID to reduce entry errors. |
| Conditional Fields | Show tax fields only when entity classification requires them. |
| Authentication | Enforce email + SMS code or stronger KBA for high-risk clients. |
| Notifications | Send automated confirmations to the client and internal reviewers. |
Maintain encryption in transit and at rest, and ensure the platform supports an auditable Certificate of Completion to preserve legal admissibility.
Reissue immediately when ownership, tax ID, or authorized signer changes.
Perform at least yearly reviews for high-risk clients or regulated industries.
Request updated W-9 on payor request to avoid backup withholding.
Update patient-facing forms when privacy practices change to meet HIPAA rules.
Effective Date begins retention periods for audit and legal holds.
Responsible for initiating the re-registration, verifying service-level preferences, and confirming contact and billing updates. Coordinates with compliance for KYC as needed and ensures the completed form is attached to the client record.
An officer, owner, or designated agent who affirms the accuracy of the information and binds the client to updated terms. Must have documented authority; unsigned or unauthorized submissions may be rejected.
| 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 free trial | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Bulk Send | Yes (Business Premium) | Yes | Yes | Yes | Limited |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes (BAA available) | Varies by arrangement | Varies by arrangement | Varies by plan | Varies by plan |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies by plan | Varies by plan | Varies by plan |