What if the code was entered incorrectly?

Record the error and reissue a new code immediately; note the reason in the form and attach both attempts to the audit trail to preserve chain-of-events.

Is the code form legally required?

No—ESIGN (15 U.S.C. §7001) and UETA allow electronic signatures without a separate code form, but the form is recommended when stronger authentication evidence is needed.

Can I use the form with RON notarization?

Yes—include the RON session ID, notary name, and audio-video recording reference; comply with state RON requirements such as identity proofing and retention.

How long must I keep the form?

Follow the longest applicable retention rule (IRS, HIPAA, industry standards); for healthcare retain six years (45 CFR §164.530(j)), and keep tax-related records at least three years (IRC §6501(a)).

Who should store the form?

The organization responsible for the primary document should store the form with the signed record in a secure, access-controlled repository.

What if the signer refuses to provide a code?

Do not proceed; note the refusal and use an alternative authentication method or in-person notarization to preserve enforceability.

Electronic Signature
Templates
Miscellaneous
Client Signature Code Form

Client Signature Code Form

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

CLIENT SIGNATURE CODE FORM

This Client Signature Code Form (the Agreement) is entered into by and between: Client Name: and Service Provider Name: . Effective Date:

Recitals

WHEREAS, Client desires to authorize and employ a designated signature code to serve as the Client's electronic signature for execution and authorization of agreements, payment instructions, and other transactions expressly permitted under this Agreement; and

WHEREAS, Service Provider will issue, activate, manage and, where applicable, revoke such signature code in accordance with the terms, security protocols, and permitted uses defined herein; and

WHEREAS, the parties wish to set forth the scope of work, payment terms, code issuance and revocation procedures, confidentiality obligations and other terms governing the use of the signature code.

Scope of Work

Description of Services

Signature Code Details

Code Identifier: Issued By:

Issued On: Expiration Date:

Permitted Uses (describe transactions and authorizations allowed for the code) Authorized Personnel (names and roles permitted to use the code)

Authorizations (select all that apply): Authorize contract execution Authorize payments Authorize account modifications

Payment Terms

Payment Amount Payment Schedule Late Fee

All payments are due as set forth above. If any payment is not received when due, parties agree that late fees specified in this Agreement shall accrue and that Service Provider may suspend services or revoke the signature code after notice and the opportunity to cure in accordance with the Term and Termination section below.

Term and Termination

Term Start Date: Term End Date:

Notice Period for Termination

Either party may terminate this Agreement for material breach by the other party if such breach is not cured within the stated notice period. Upon termination, Client's signature code shall be revoked or disabled and Client remains responsible for all fees and obligations accrued through the effective date of termination.

Confidentiality

Each party shall maintain in strict confidence all non-public information of the other party that is disclosed in connection with this Agreement, including signature codes, authentication credentials, technical specifications and transaction details ("Confidential Information"). Confidential Information shall not be disclosed to any third party except as required by law or as necessary to perform the services under this Agreement. The obligations of confidentiality shall survive termination of this Agreement for a period of three (3) years.

Security and Incident Reporting

Client is responsible for safeguarding the confidentiality and integrity of the signature code. Client shall notify Service Provider immediately upon learning of any unauthorized use, suspected compromise, loss or disclosure of the code. Service Provider shall, upon receipt of notice or discovery of a security incident, take commercially reasonable steps to contain and remediate the incident and to notify Client at the contact information provided.

Incident Reporting Contact

Revocation and Suspension

Client or Service Provider may request revocation or suspension of the signature code upon providing written notice. Revocation shall be effective upon Service Provider's receipt of a valid written revocation request and completion of any reasonable verification steps. Standard revocation notice period:

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of law principles. Any dispute arising under this Agreement shall be subject to the exclusive jurisdiction of the courts located in that State.

Representations and Warranties

Each party represents and warrants that it has the power and authority to enter into this Agreement and to perform its obligations hereunder. Client further represents that use of the signature code by authorized personnel constitutes binding authorization by Client for the permitted uses described herein.

Entire Agreement

This Agreement, including any exhibits or attachments expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written. Any amendment or modification must be in writing and signed by both parties.

Notices

Client Notice Address Service Provider Notice Address

Client:

By:

Date:

Service Provider:

By:

Date:

What the Client Signature Code Form Is and when it’s used

The Client Signature Code Form is a short, structured record used to capture a signer’s consent and a one-time code or verification token associated with an executed document. Organizations use it to record authentication details when a signature must be linked to a verification step—for example, an SMS or email code, a kiosk-generated PIN, or a notarization session identifier. The form documents the signer’s identity, the code value or reference, the document name, and the signing date so that the audit trail shows both intent to sign and the authentication mechanism tied to that act. It is commonly appended to or stored with the principal agreement or eSigned record to preserve proof of how the signature was validated.

Why an explicit Client Signature Code Form matters

Capturing the verification code and linking it to a signed record strengthens attribution and reduces disputes by documenting the authentication method, time, and signer details. This record supports compliance with ESIGN (15 U.S.C. ch. 96) and UETA where authentication evidence is required and complements audit trails when stronger signer attribution is needed.

Who typically completes the Client Signature Code Form

Teams that require documented signer authentication or extra verification commonly use this form to reduce downstream challenges and to satisfy internal or regulatory audit requirements.

The form is completed by the signer or by an authorized representative (e.g., closing agent, clinic staff) immediately before or after signing so the verification detail is contemporaneous with the signature event.

Step-by-step: completing the Client Signature Code Form

Follow a short sequence to collect and record the verification code while preserving the signature audit trail.

01

Prepare Document: Upload and identify the primary document to be signed
02

Generate Code: Send or produce the verification code via chosen channel
03

Record Details: Enter name, code, method, doc ID, date/time on the form
04

Attach and Store: Attach the form to the signed record and capture in the audit trail

How the verification code ties into the signing workflow

The verification code is an evidence element that complements intent and consent in a typical eSigning workflow.

Sender starts: Uploads doc and requests verification
Code issued: System sends SMS/email or creates kiosk PIN
Signer verifies: Signer enters code to confirm identity
Record linked: Form and code stored with signed document

Core elements to include in a professional form

A complete Client Signature Code Form contains structured fields that make verification auditable, machine-searchable, and legally defensible when combined with an electronic audit trail.

Signer identity

Full legal name, contact used for code delivery, and signer role.

Verification data

Exact code/token value, session ID, or reference issued by the system.

Authentication type

Method used to deliver code (SMS, email, kiosk, RON).

Document linkage

Document name, file ID, or URL that ties the code to the specific record.

Timestamp

Date/time of verification, including timezone where possible.

Operator or notary

Name and title of staff or notary who observed the verification, if applicable.

Required metadata and security items to capture

Signature intent: Yes

Authentication method: Yes

Timestamp: Yes

Delivery channel: Yes

Audit trail link: Yes

Storage location: Yes

Common pitfalls to avoid when using the form

Recording an incorrect code value or truncating hyphens makes the evidence unusable in disputes.
Using a different contact channel than the one that received the code breaks provenance.
Delaying entry of the code after signing reduces the strength of contemporaneous authentication.
Failing to attach the form to the signed file or audit trail can prevent retrieval during audits.

Risks if verification details are incomplete or inaccurate

Disputed signatures: Incomplete verification increases the chance a signature is challenged

Regulatory noncompliance: Missing authentication records can violate agency requirements

Contract unenforceability: Weak attribution can be argued to undermine intent to sign

Audit failures: Absent evidence may trigger internal or external audit findings

HIPAA exposure: Improper handling of PHI during verification can breach HIPAA (45 CFR §164.530)

Tax consequences: Incorrect payer or payee identity can cause withholding or reporting penalties

When to collect and record the verification code

The verification event should occur at or immediately before the signing moment so the record shows contemporaneous authentication. Time of collection affects retention and compliance timelines.

At signing:

Collect code contemporaneously with signature

Immediately after:

Record within minutes if in-person verification is used

Before notarization:

Capture code prior to any notarization step

For remote sessions:

Log audio/video session ID and timestamp

When retrieved later:

Note delay reason and supervising staff name

Key milestones from verification to long-term storage

A simple milestone sequence helps operators ensure verification is captured, attached, and retained according to policy.

01

Verification issued

System creates and sends the code to the signer

02

Signer enters code

Signer provides code to confirm identity

03

Form completed

Operator records details on the Client Signature Code Form

04

Archive and link

Attach form to signed file and secure in long-term storage

Configuring an eSignature workflow to capture verification codes

Use these configuration settings to ensure the verification code and form are captured consistently in digital workflows.

Field	Configuration
Code field	Required text field; max 64 characters
Method dropdown	Drop-down: SMS \| Email \| PIN \| RON
Timestamp capture	Auto-populate with system date/time
Attach to audit	Enable automatic attachment to audit trail

Technical considerations for digital capture and storage

Ensure your eSignature platform supports timestamping, field-level capture, and secure linking between the signed document and the verification form.

File formats: PDF, DOCX supported
Integrations: Salesforce, Microsoft 365, NetSuite, Google Workspace
Security: TLS 1.2/1.3 and AES-256 at rest

Use a platform that preserves an immutable audit trail and stores the form alongside the signed record to support retrieval during compliance reviews and potential disputes.

Comparison: eSignature vendors for capturing verification codes

A neutral pricing and capability snapshot for common vendors. signNow is listed first to align with the product column requirement; plan details and availability vary by vendor and tier.

	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 trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Varies	Varies	Varies	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	Varies	Varies
Envelope Cap	No cap	100 envelopes/user/yr	Varies	Varies	Varies

Real-world examples of the Client Signature Code Form in use

Examples show how different organizations capture the code and tie it to signed records for auditability and compliance.

Optica Ventures

A small real estate firm required remote notarization evidence

They recorded the RON session ID and notary name on the form
The linked form and signed lease reduced title issues and preserved a clear audit trail for closing files.

Fertility Centers of Illinois

A healthcare provider captured patient consent via SMS code

The form recorded the code, delivery channel, and timestamp
Storing the form with the signed consent supported HIPAA-compliant retention and later audit requests.

Frequently asked questions and troubleshooting

Answers address frequent operational and legal questions about capturing and preserving verification codes with signed records.

Need help? Contact support

What if the code was entered incorrectly?
Record the error and reissue a new code immediately; note the reason in the form and attach both attempts to the audit trail to preserve chain-of-events.
Is the code form legally required?
No—ESIGN (15 U.S.C. §7001) and UETA allow electronic signatures without a separate code form, but the form is recommended when stronger authentication evidence is needed.
Can I use the form with RON notarization?
Yes—include the RON session ID, notary name, and audio-video recording reference; comply with state RON requirements such as identity proofing and retention.
How long must I keep the form?
Follow the longest applicable retention rule (IRS, HIPAA, industry standards); for healthcare retain six years (45 CFR §164.530(j)), and keep tax-related records at least three years (IRC §6501(a)).
Who should store the form?
The organization responsible for the primary document should store the form with the signed record in a secure, access-controlled repository.
What if the signer refuses to provide a code?
Do not proceed; note the refusal and use an alternative authentication method or in-person notarization to preserve enforceability.

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