Is an electronic signature valid?

Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states. Certain categories (wills, court orders, some real property filings) remain exceptions and may require ink signatures or specific state procedures.

Do I need notarization?

Most Client Sizing Forms do not require notarization. If the form will be attached to a legally notarized document or state law requires notarization for certain agreements, obtain a notary or use RON where permitted pursuant to state rules.

How should I store completed forms?

Store final signed PDFs in a secure, access-controlled repository with audit trails and export capability. Retain per applicable retention policies (IRS, HIPAA, industry rules). Ensure encryption at rest and maintain records for dispute resolution and regulatory inspections.

What triggers backup withholding?

Incorrect or missing TINs on forms can trigger IRS backup withholding at 24%. Ensure taxpayer identification numbers are validated and match IRS records. For tax guidance, consult IRS publications or a tax advisor; incorrect entries may also delay payments.

Can I e-sign HIPAA items?

Yes, where the electronic process meets ESIGN/UETA tests and agreements include appropriate safeguards. Covered entities should ensure a signed BAA is in place and that the eSignature provider supports required controls and 45 CFR §164.530(j) retention practices.

How to correct form errors?

Do not alter executed documents. Issue a corrected form or amendment, document the correction reason, obtain new signatures, and retain both versions with audit trails. For tax-sensitive corrections, follow IRS procedures for corrected information returns.

Client Sizing Form

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

Client Sizing Form and Services Agreement

Recitals

THIS AGREEMENT is entered into as of Effective Date: by and between:

Client Name: Service Provider:

WHEREAS, Client seeks an assessment and sizing of technical, staffing, and licensing needs to support Client's proposed implementation of systems and services described herein; and

WHEREAS, Service Provider has expertise and resources necessary to conduct the sizing assessment and to deliver implementation planning, and the parties desire to document the scope, payment, term, and confidentiality commitments for such work.

Client Information

Registered Address Primary Contact Name Primary Contact Email Primary Contact Phone

Sizing Details

Industry / Business Unit

Number of Employees

Number of Locations

Total Active Users

Peak Concurrent Users

Average Transactions Per Day

Estimated Data Volume (GB) Current Systems / Software in Use Integrations Required Modules / Services Requested (check all that apply)

Implementation Consulting Support Training Integration

Preferred Hosting Option

Cloud On-Premises Hybrid

Preferred Go-Live Date

Estimated Project Duration (months)

Estimated Budget for Sizing and Planning Onsite Training Required Additional Notes

Scope of Work

Service Provider will perform a sizing assessment that includes: requirements review, analysis of current systems, user and transaction profiling, recommended infrastructure and licensing, and a written sizing report including resource estimates and a proposed implementation timeline. The assessment will not include configuration or custom development unless expressly set forth in an attached Statement of Work.

Detailed Scope Description

Payment Terms

Client agrees to pay Service Provider for the sizing assessment and associated deliverables as set forth below.

Total Amount Payment Schedule / Milestones

Late payments shall accrue interest at a rate of % per month (or the maximum rate permitted by law, if lower). Client shall also reimburse Service Provider for reasonable collection costs.

Term and Termination

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

Either party may terminate for convenience upon written notice of days to the other party. Termination for material breach is effective upon written notice if the breaching party fails to cure material breach within 30 days of receipt of written notice.

Confidentiality

Each party acknowledges that in connection with this Agreement it may receive Confidential Information of the other party. "Confidential Information" means non-public information disclosed in any form. Each party agrees to (a) protect the other's Confidential Information with the same standard of care it uses to protect its own confidential information but not less than reasonable care, (b) use Confidential Information only to perform rights and obligations under this Agreement, and (c) not disclose Confidential Information to any third party except to employees, contractors, or advisors on a need-to-know basis who are bound by obligations of confidentiality no less protective than those in this Agreement. Confidential Information does not include information that is or becomes publicly known other than by breach of this Agreement or is independently developed by the receiving party.

Limitation of Liability

Except for liability arising from willful misconduct or gross negligence, each party's aggregate liability under this Agreement shall be limited to direct damages not to exceed the total fees actually paid by Client to Service Provider under this Agreement during the twelve (12) months preceding the claim. Neither party shall be liable for consequential, incidental, special, or punitive damages.

Governing Law

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

Entire Agreement

This Agreement, including any attachments or statements of work incorporated by reference, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements, proposals, and communications, whether written or oral. Any amendment must be in writing and signed by authorized representatives of both parties.

Acceptance

By signing below, the parties represent that they are authorized to bind their respective organizations to the terms set forth in this Client Sizing Form and Services Agreement, and that the sizing details and scope provided above are true and accurate to the best of their knowledge.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Client Sizing Form Is and when it’s used

Client Sizing Form is a standardized questionnaire used to capture a client's organizational profile, expected transaction volume, user counts, and project scope to determine appropriate service sizing, pricing, and implementation requirements. The form typically collects legal entity details, contact information, current systems, anticipated document throughput, and any regulatory constraints such as HIPAA or FERPA. Completed early in procurement or onboarding, it helps teams scope resources, estimate costs, and select technical configurations. This guide explains fields, common pitfalls, digital completion options, retention and legal considerations for U.S.-based workflows.

Why a clear Client Sizing Form matters

Use a Client Sizing Form to align service scope, hardware and licensing requirements, and pricing with client needs while documenting regulatory constraints and expected volume. It reduces scope creep, shortens procurement cycles, and provides a defensible baseline for contractual terms.

Teams that request or complete the Client Sizing Form

Procurement, solutions engineering, sales operations, and onboarding teams commonly use the Client Sizing Form to capture requirements before contract execution.

Sales and account managers who need client volume and licensing details for proposals.
Solutions engineers sizing integrations, API usage, and expected document throughput.
Procurement and legal teams verifying contract scope, SLAs, and compliance constraints.

Completed forms support accurate quotes, technical designs, and evidence during audits or post-sale reviews for compliance.

Step-by-step process to complete and approve the form

Follow these sequential steps to complete and validate the Client Sizing Form before approval internally.

01

Prepare Data: Gather contracts, user lists, and system inventories.
02

Complete Fields: Enter accurate counts, dates, and integration details.
03

Review Internally: Validation by legal, procurement, and engineering stakeholders.
04

Sign and Store: Obtain signatures and save final PDF to records.

How to set up the online Client Sizing Form workflow

Configure the online form to auto-validate inputs, route for approvals, and integrate with your systems.

Field	Configuration
Input Validation	Required fields, formats, TIN check
Routing	Sequential approvals or parallel reviewers
Authentication	Email, SMS OTP, or SSO options
Export	PDF, DOCX, CSV export for records

Distribution channels, file formats, and authentication

Choose distribution channels and signing methods compatible with your clients and internal systems before deployment.

Formats: PDF, DOCX, CSV supported
Integrations: Salesforce, NetSuite, Microsoft 365
Authentication: Email link, SMS code, SSO

Submission-to-archive workflow for Client Sizing Forms

This overview shows how the Client Sizing Form moves through submission, review, and storage automatically.

Upload: Sender uploads form template or uses a standard PDF.
Populate: Requester or client enters required fields online.
Review: Internal stakeholders comment, request changes, and approve.
Archive: Final PDF stored with audit trail and export options.

Common mistakes to avoid when preparing the form

Incomplete or inconsistent data (mismatched legal names, missing TINs) causes procurement delays and may trigger tax withholding or contract renegotiation.
Unclear volume estimates lead to underprovisioning, higher per-user costs, and slow onboarding when actual usage exceeds projections.
Skipping compliance fields for HIPAA or FERPA increases legal review time and can block automated approvals.
Relying on handwritten or image-only signatures without audit trail details weakens enforceability under ESIGN/UETA standards.

Key risks and consequences of incorrect or incomplete forms

Contract Risk: Scope disputes

Tax Withholding: Backup withholding risk

Delayed Deployment: Longer onboarding

Noncompliance: Regulatory review required

Data Breach: Privacy liability

Invalid Signature: Signature challenge

Security and compliance elements to include

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

Audit Trail: IP, timestamp, and action log

Access Controls: Role-based permissions and SSO

HIPAA Support: BAA available for covered entities

Certifications: SOC 2 Type II, ISO 27001

Retention: Tamper-evident storage and export

Core sections that make a Client Sizing Form effective

A professional Client Sizing Form balances concise data capture with technical detail so teams can size services and validate compliance before contracting.

Contact Data

Collect full names, titles, direct phone numbers, and emails for procurement, technical, and executive contacts to ensure accurate routing of questions and approvals during onboarding and implementation planning.

Volume Metrics

Specify average and peak monthly document counts, per-document size expectations, and any seasonal spikes to inform storage, throughput, and SLA commitments and retention planning requirements.

Integrations

Identify systems for data exchange, required API endpoints, field mappings, and authentication methods to estimate development effort and integration costs accurately and post-deployment support expectations.

Compliance

Record applicable regulations (HIPAA, FERPA, GLBA), required contractual protections, data residency needs, and whether a BAA or additional security addendum is necessary for audit and vendor management.

Costs

List anticipated budget range, preferred billing cadence, and whether cost estimates should include professional services, training, or implementation fees and ongoing maintenance estimates for three years.

Timeline

Provide target go-live date, major milestones, expected decision windows, and any hard deadlines influenced by regulatory or contractual obligations including procurement lead times and approvals.

Vendor feature comparison for eSignature handling of the Client Sizing Form

Side-by-side vendor comparison for eSignature features relevant to Client Sizing Forms. signNow appears first in the table per page format.

	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	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about the Client Sizing Form

Answers to common questions about completing, signing, and storing the Client Sizing Form for U.S.-based transactions.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states. Certain categories (wills, court orders, some real property filings) remain exceptions and may require ink signatures or specific state procedures.
Do I need notarization?
Most Client Sizing Forms do not require notarization. If the form will be attached to a legally notarized document or state law requires notarization for certain agreements, obtain a notary or use RON where permitted pursuant to state rules.
How should I store completed forms?
Store final signed PDFs in a secure, access-controlled repository with audit trails and export capability. Retain per applicable retention policies (IRS, HIPAA, industry rules). Ensure encryption at rest and maintain records for dispute resolution and regulatory inspections.
What triggers backup withholding?
Incorrect or missing TINs on forms can trigger IRS backup withholding at 24%. Ensure taxpayer identification numbers are validated and match IRS records. For tax guidance, consult IRS publications or a tax advisor; incorrect entries may also delay payments.
Can I e-sign HIPAA items?
Yes, where the electronic process meets ESIGN/UETA tests and agreements include appropriate safeguards. Covered entities should ensure a signed BAA is in place and that the eSignature provider supports required controls and 45 CFR §164.530(j) retention practices.
How to correct form errors?
Do not alter executed documents. Issue a corrected form or amendment, document the correction reason, obtain new signatures, and retain both versions with audit trails. For tax-sensitive corrections, follow IRS procedures for corrected information returns.

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