Can this form be e-signed?

Yes. Under the ESIGN Act (15 U.S.C. §7001) and UETA, most client signature inclusion forms can be signed electronically so long as intent, consent, attribution, and reliable retention are met.

Is notarization required?

Not normally for a simple inclusion form; however, some jurisdictions or downstream documents may require notarization or witnesses—confirm per-state rules before skipping notarization.

What authentication level is recommended?

Match authentication to transaction risk: email link for low-risk, SMS or knowledge-based authentication for moderate risk, and stronger credentialing or ID analysis for high-value authorities.

How long must I keep signed forms?

Follow applicable retention rules: at least 3 years for tax-related records; 6 years for HIPAA-related documents per 45 CFR §164.530(j); longer if contract terms or state law require it.

Who should sign for a company?

Use a corporate resolution or officer affidavit to evidence authority. If signing authority is delegated, attach the delegation document or POA to the inclusion form.

What if a signer’s name differs from records?

Obtain corrected documentation or notarized attestation. Mismatched names can interrupt identity proofing and may invalidate the form for some compliance purposes.

Electronic Signature
Templates
Miscellaneous
Client Signature Inclusion Form

Client Signature Inclusion Form

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

CLIENT SIGNATURE INCLUSION FORM

This Client Signature Inclusion Form (the Agreement) is entered into as of Effective Date: .

Client Name:

Service Provider Name:

Client Address Service Provider Address

Recitals

WHEREAS, Client desires to obtain certain services from Service Provider as described in this Agreement; and

WHEREAS, Service Provider represents that it has the experience, personnel, and resources necessary to perform the services set forth in the Scope of Work; and

WHEREAS, the parties desire to set forth the terms and conditions under which such services will be provided and how client signatures will be included, verified, retained, and used in connection with deliverables and approvals.

Scope of Work

The Service Provider shall perform the services described below. Client authorizes the inclusion of Client signatures on deliverables and forms as necessary to effectuate approvals, acknowledgements, and legal acceptance as specified herein.

Detailed Description of Services

Payment Terms

Total Fee Payment Schedule Late Payment

Overdue amounts shall accrue interest at and a minimum administrative late charge of .

Term and Termination

This Agreement shall commence on Start Date: and continue until End Date: , unless earlier terminated in accordance with this section.

Either party may terminate this Agreement for convenience upon written notice delivered no fewer than days prior to the effective termination date. Either party may terminate for material breach if the breaching party fails to cure such breach within days after receipt of written notice describing the breach.

Confidentiality

Each party agrees to hold confidential and not to disclose or use (except in performance of its obligations under this Agreement) any nonpublic information of the other party that is designated confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure ("Confidential Information"). Confidential Information shall not include information that is independently developed, publicly known through no fault of the receiving party, rightfully received from a third party without obligation of confidentiality, or required to be disclosed by law, provided the disclosing party is given timely notice and, where legally permissible, an opportunity to seek protective measures.

Upon termination or expiration of this Agreement the receiving party will return or certify destruction of Confidential Information as requested by the disclosing party, except that Service Provider may retain records as required by law or professional retention policies, subject to confidentiality obligations.

Notices

Notice to Client Notice to Service Provider

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to its conflicts of law principles.

Entire Agreement

This Agreement, including all exhibits and attachments explicitly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements, representations, and understandings, whether written or oral. No amendment or modification shall be effective unless in writing and signed by authorized representatives of both parties.

Certifications and Acknowledgements

By signing below, each party certifies that the individual signing on its behalf is authorized to execute this Agreement and that the inclusion of Client signatures on documents and deliverables shall have the same legal effect as a handwritten signature for the specific purposes described in the Scope of Work and Payment Terms.

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

What the Client Signature Inclusion Form Is

The Client Signature Inclusion Form documents which clients are authorized to sign, acknowledges their roles, and records signature consent and identity details. It is typically attached to agreements or client records to ensure signatures are attributable, auditable, and retained in compliance with U.S. electronic signature law and industry rules. The form can be used as a standalone acknowledgment or embedded as a signing block in contracts, intake forms, or onboarding workflows to reduce ambiguity about who may legally bind a client or account.

Why the Form Matters for Legal Clarity

Using a Client Signature Inclusion Form reduces disputes over signatory authority, creates an audit trail tied to identity, and helps satisfy ESIGN/UETA elements for intent, consent, attribution, and retention.

Who Typically Completes This Form

Organizations use this form when multiple parties may sign, when delegated authority exists, or when regulatory compliance requires documented signature consent.

Real estate brokers and property managers documenting which tenants or agents can execute lease amendments or payment authorizations.
Healthcare administrators recording authorized representatives for patient records, billing, or HIPAA authorizations.
Finance and accounting teams listing authorized signers for tax documents, vendor contracts, and payment approvals.

Keep a signed copy in the client file and update it whenever signatory authority changes to preserve a clear, defensible record of who could lawfully sign on the client's behalf.

Step-by-Step: Complete the Client Signature Inclusion Form

Follow these sequential steps to fill, verify, and preserve the form so signatures are legally attributable and compliant.

01

Prepare document: Attach client ID requirements and list of possible signers.
02

Complete fields: Enter names, roles, contact, and effective dates accurately.
03

Obtain signatures: Collect signatures and authentication evidence per chosen method.
04

Archive record: Store signed copy with audit trail and retention metadata.

Technical Options for Digital Completion

Choose a platform and authentication level that matches your risk and regulatory requirements before sending the form for signature.

Integrations: Salesforce, NetSuite, Microsoft 365
Authentication: Email link, SMS code, or KBA
Storage formats: PDF, DOCX, or archival PDF/A

Confirm your chosen platform supports audit trails, secure storage (AES-256), and any required compliance addenda (for example, a BAA for HIPAA-regulated workflows).

Typical Digital Workflow Settings

Configure these settings to align signing order, authentication, and retention with your internal controls and regulatory needs.

Field	Configuration
Authentication	Email link by default; use SMS or KBA for higher risk
Signing order	Enable role-based sequential or parallel signing as needed
Bulk send	Use for high-volume acknowledgments; check rate limits
Archive	Auto-save signed PDF with audit trail to chosen repository

How Electronic Submission and Signing Works

A digital workflow typically moves from document setup through signer authentication to completion and storage with an audit trail.

Upload: Sender uploads the form and assigns fields.
Assign signers: Add signer emails and role order.
Authenticate: Signer confirms identity via chosen method.
Complete: Signer signs; system saves PDF and audit trail.

Essential Elements to Include on a Professional Form

Design the form so it captures identity, intent, context, and retention metadata needed to support legal enforceability and internal audit procedures.

Signature Capture

Visible signature field plus timestamp and signer IP address to associate the act of signing with a specific individual and digital event; supports intent and attribution requirements.

Signer Role

A clear field specifying the signer’s capacity (e.g., individual, agent, attorney-in-fact) prevents later disputes about whether the signer could bind the client legally.

Identity Evidence

Record ID type/number, authentication method, or KBA result so the form contains supporting evidence used in audits or legal challenges to confirm the signer’s identity.

Effective and Expiration Dates

Fields for when authority begins and ends, including conditional renewal or revocation clauses to define the lifecycle of the delegated signing power.

Scope of Authority

Specify transaction types or dollar limits the signer may approve; narrow scopes reduce risk and clarify internal control boundaries for downstream reviewers.

Audit Trail

Embed capture of timestamps, actions (viewed, signed), and delivery receipts so the record reproduces the signing session for compliance or dispute resolution purposes.

Security and Compliance Considerations

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Certifications: SOC 2 Type II available on request

Regulatory: ESIGN and UETA compliant

HIPAA: HIPAA compliance with BAA required

21 CFR: 21 CFR Part 11 controls supported

Accessibility: WCAG 2.0 Level AA support

Common Preparation Errors to Avoid

Entering a name that differs from government ID leads to failed identity proofing and may require re-execution of the form.
Omitting the effective date or using ambiguous date formats creates disputes about when signing authority began or ended.
Failing to specify signer role or scope can allow unauthorized approvals or make it difficult to enforce limits in audits.
Not attaching required supporting documents (POA, corporate resolution) weakens evidentiary support and increases legal risk.

Consequences of Incorrect or Missing Signatory Documentation

Contract unenforceable: Counterparty may challenge signature validity

Tax penalties: $60–$330 per form (IRC §6721)

I-9 violations: Civil penalties $281–$2,789 per violation

HIPAA breach risk: Potential penalties and corrective action

Reputational harm: Loss of client trust and business disruption

Litigation exposure: Added costs for dispute resolution

Key Timing and Filing Deadlines to Note

Be aware of filing and retention deadlines that can affect related tax, employment, or regulatory obligations associated with signed forms.

W-9 delivery timing:

Provide W-9 upon payer request; no fixed federal deadline

1099-NEC filing:

File to recipient and IRS by January 31

Individual tax return:

Form 1040 due April 15 (extension to Oct 15 available)

I-9 retention:

Keep for 3 years after hire or 1 year after termination, whichever later

FBAR filing:

April 15 deadline with automatic extension to Oct 15

eSignature Vendor Pricing Snapshot for Client Signature Workflows

Compare starting price, trial availability, bulk send capability, audit trail presence, and HIPAA support across vendors; signNow is listed first for side-by-side review.

	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	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions About the Client Signature Inclusion Form

Answers to common questions about authority, e‑signatures, notarization, and recordkeeping for this form.

Need help? Contact support

Can this form be e-signed?
Yes. Under the ESIGN Act (15 U.S.C. §7001) and UETA, most client signature inclusion forms can be signed electronically so long as intent, consent, attribution, and reliable retention are met.
Is notarization required?
Not normally for a simple inclusion form; however, some jurisdictions or downstream documents may require notarization or witnesses—confirm per-state rules before skipping notarization.
What authentication level is recommended?
Match authentication to transaction risk: email link for low-risk, SMS or knowledge-based authentication for moderate risk, and stronger credentialing or ID analysis for high-value authorities.
How long must I keep signed forms?
Follow applicable retention rules: at least 3 years for tax-related records; 6 years for HIPAA-related documents per 45 CFR §164.530(j); longer if contract terms or state law require it.
Who should sign for a company?
Use a corporate resolution or officer affidavit to evidence authority. If signing authority is delegated, attach the delegation document or POA to the inclusion form.
What if a signer’s name differs from records?
Obtain corrected documentation or notarized attestation. Mismatched names can interrupt identity proofing and may invalidate the form for some compliance purposes.

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