Can the page be signed electronically

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

Is notarization normally required

Not for a standard welcome page. Notarization is only needed when the underlying document requires it, for example deeds or certain powers of attorney; check jurisdiction-specific rules.

What if a client provides a different name

Request that the client update the name to match government ID or tax records. Mismatched names can delay verification and tax reporting and may trigger backup withholding in tax contexts.

How long should signed copies be kept

Retain signed onboarding records according to applicable retention rules: generally three years for tax-related items and six years for HIPAA-regulated records; adjust to industry requirements.

Can remote notarization be used

Possibly. Remote online notarization depends on state law and notary commission rules. Verify the state’s RON status and follow identity-proofing and audio-video retention requirements where permitted.

What if a client can’t sign electronically

Provide alternative methods: in-person signing, mobile notary, or printable forms followed by scanned return. Document the method used and retain a clear audit trail of delivery and receipt.

Electronic Signature
Templates
Miscellaneous
Client Welcome What To Expect Page

Client Welcome What To Expect Page

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

CLIENT WELCOME — WHAT TO EXPECT

Recitals

WHEREAS, Client Name: and Service Provider: (collectively the "Parties") desire to set forth the services to be provided and the mutual expectations for the engagement effective as of .

WHEREAS, the Parties intend that the information below will establish the scope of work, deliverables, payment structure, and administrative processes that will govern the Services and onboarding process.

Scope of Work

Description of services to be provided, deliverables, and measurable acceptance criteria:

Onboarding and Timeline

Anticipated project start date: . Client will receive an onboarding package and an initial project plan within calendar days of the start date.

Deliverables and estimated milestones

Payment Terms

Total Fee Payment Schedule (include milestones, amounts, and due dates) Payment due within (days) Late Fee / Interest

All fees are due in US dollars unless otherwise agreed in writing. Overdue payments accrue interest at the rate set forth above and the Service Provider may suspend work after delivering written notice of non-payment and a ten (10) day cure period. Client shall be responsible for reasonable collection costs and attorney fees for enforcement of payment obligations.

Term and Termination

This Agreement commences on the Start Date: and terminates on End Date: , unless earlier terminated as provided below.

Termination notice period (days)

Either Party may terminate for material breach following written notice and a reasonable cure period as set forth above. Upon termination, Client shall pay for all work performed and non-cancelable commitments incurred through the effective date of termination.

Confidentiality

Each Party agrees to hold in confidence all non-public information disclosed by the other Party that a reasonable business person would consider confidential ("Confidential Information"). Confidential Information excludes information that is (a) known prior to disclosure, (b) becomes publicly known without breach, (c) rightfully received from a third party without restriction, or (d) independently developed without use of the other Party’s Confidential Information. The receiving Party shall use confidential information only to perform obligations under this Agreement and disclose it only to employees and agents with a need to know and who are bound by confidentiality obligations at least as protective as those set forth herein. These obligations survive termination for a period of three (3) years, except for trade secrets which survive as long as such information remains a trade secret under applicable law.

Client Responsibilities

Client obligations (provide access, approvals, materials, etc.)

Communication and Response Time

Primary contact name: Preferred contact method: Email Phone Other

Typical response time for routine inquiries is within business days. Urgent matters will be addressed as promptly as practicable.

Deliverables and Acceptance

Acceptance process: Client shall review deliverables within the agreed review period and provide written acceptance or specific, itemized requested changes. If Client does not respond within the agreed review period, deliverables will be deemed accepted.

Acceptance criteria or review period

Governing Law

This Agreement will be governed by and construed in accordance with the laws of the jurisdiction of , without regard to conflict-of-law principles.

Entire Agreement

This document, together with any attachments and 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 understandings, agreements, representations, and warranties, both written and oral. Any modification must be in writing and executed by authorized representatives of both Parties.

By signing below, the Parties acknowledge that they have read, understand, and agree to the terms and expectations set forth in this Client Welcome — What To Expect Page and the attached scope documents.

Client acknowledgment

I acknowledge receipt of this document and agree to the terms and expectations described above.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Client Welcome What To Expect Page Is

The Client Welcome What To Expect Page is a single-page summary given to new clients that explains the onboarding process, timelines, required documents, communications, and next steps. It sets expectations about who will contact the client, what forms must be completed, any required identifications or verifications, and how signatures will be collected and stored. For electronic transactions this page should note the use of lawful eSignature methods under ESIGN (15 U.S.C. ch. 96) and state law, outline data privacy safeguards, and clarify whether notarization or witness requirements apply.

Why a Clear Welcome Page Matters

A concise welcome page reduces confusion, shortens onboarding timelines, and documents client consent to process and communications. It helps teams collect accurate information up front, reduces duplicate requests, and establishes the record of disclosures needed for regulatory or compliance reviews.

Who Typically Receives or Prepares This Page

This page is used across teams that onboard clients: client services, compliance, sales operations, and legal. It is provided at engagement start or with the first contract package.

Client onboarding teams who coordinate documents and signatures across departments.
Compliance or legal teams that must verify disclosures and consent language.
Account managers and sales operations staff responsible for client communications.

Use the page as a centralized reference for clients and internal staff to reduce follow-up questions and support timely completion of required forms.

Essential Sections to Include on the Page

A professional page organizes expectations, required items, timelines, contact points, signature instructions, and security notes so clients can act quickly and reliably.

Welcome

Brief client-facing greeting that names the team, the purpose of engagement, and the primary contact for questions, set in plain language so clients immediately understand next steps.

Required Documents

Clear list of attachments or forms clients must complete before work begins, including ID, W-9 or onboarding forms, and any industry-specific authorizations needed for compliance.

Timelines

Expected turnaround windows for each step (for example: complete forms within five business days; review and signature within three business days after submission).

Signature Method

Explain how signatures are collected (electronic signature under ESIGN/UETA, remote notarization if needed), authentication steps, and what signed copies the client will receive.

Privacy & Security

A short note about data handling, encryption in transit and at rest, and whether a Business Associate Agreement (BAA) is available for health data.

Contacts

Primary contact, backup contact, expected response times, and escalation channel so clients know where to send questions or provide missing items.

Security and Compliance Checklist

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

Audit Trail: Timestamped signer events

BAA Option: Available for HIPAA workflows

Authentication: Email, SMS, or advanced options

Access Logs: Retained activity records

Standards: SOC 2 Type II; ISO 27001

Step-by-Step: How a Client Completes the Page

Follow these steps to complete and return the welcome page and any linked onboarding documents.

01

Receive the Packet: Open the email or portal link containing the welcome page and attached forms.
02

Review Requirements: Read the required documents and timeline sections before entering information.
03

Complete Fields: Enter requested data exactly as requested, attach IDs if required, and confirm accuracy.
04

Sign and Return: Use the indicated eSignature method or notarization process to sign and submit documents.

Typical Electronic Submission Flow

A standard eSubmission workflow reduces delays and captures a verifiable record of client actions.

Upload: Sender uploads the welcome page and required forms to the signing platform.
Place Fields: Sender positions signature, date, and data fields on documents before sending.
Notify Client: Client receives email or link with clear instructions and authentication steps.
Complete: Client signs, submits, and receives a signed copy plus an audit trail.

Recommended Digital Workflow Settings

Configure the signing workflow to balance security with a smooth client experience.

Field	Configuration
Authentication	Email link with optional SMS code
Signer Order	Sequential or parallel based on internal approvals
Reminders	Automated reminders at 3 and 7 days
Retention	Store signed copies for required retention period

Digital Signing and Platform Considerations

Choose a platform that supports authenticated signing, audit trails, and secure storage for client records.

File Formats: PDF, DOCX accepted
Integrations: Works with CRMs and cloud storage
Mobile Support: Accessible on smartphones

Ensure the selected platform can meet any industry or regulatory requirements (for example HIPAA or 21 CFR Part 11) and supports your required authentication and audit capabilities.

Typical Timelines and Deadlines to Share with Clients

Provide clear due dates and processing windows so clients know when their responses will be reviewed and actioned.

Form Completion Window:

Request clients return completed forms within five business days.

Signature Turnaround:

Expect signatures to be collected within one to three business days after client review.

Verification Period:

Allow up to three business days for identity or document verification.

Document Processing:

Internal review and onboarding processing typically completes within seven business days.

Extension Requests:

Allow clients to request a single seven-day extension with prior notice.

Common Mistakes to Avoid When Preparing the Page

Providing vague timelines that lead clients to miss critical deadlines and slow onboarding.
Asking for inconsistent name formats that cause mismatches with government-issued IDs or tax records.
Failing to state signature method and authentication steps, which causes signer confusion and incomplete returns.
Not indicating required attachments (IDs, W-9s, authorizations), leading to repeated follow-ups and delays.

Risks of Incomplete or Incorrect Onboarding Materials

Contract Delays: Start dates postponed

Regulatory Exposure: Compliance gaps possible

Tax Consequences: Backup withholding may apply

Data Privacy: Unauthorized disclosures risk

Client Friction: Higher support volumes

Record Rework: Extra administrative costs

E-signature Pricing and Feature Snapshot

A concise comparison of starting prices and common feature distinctions among major eSignature providers; signNow is listed first per vendor ordering rules.

	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	Yes	Yes	Yes	Yes
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 env/user/yr	Varies	Varies	Varies

Real-World Examples of Client Welcome Pages

Two practical examples showing how organizations structure the page to speed onboarding.

Optica Ventures

Optica used a one-page welcome that listed required forms and a single contact person

The simplicity reduced email follow-ups by their estimate
Their team reported fewer missing attachments and faster account activation after standardizing the page across deals.

Martin Properties

Martin Properties included signature instructions and a timeline for lease execution

The timeline set clear expectations for tenants
As a result, the firm saw fewer delayed move-ins and a smoother lease-signing experience.

Frequently Asked Questions About the Client Welcome What To Expect Page

Answers to common questions about completing, signing, and storing the welcome page and associated onboarding documents.

Need help? Contact support

Can the page be signed electronically
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided you demonstrate intent, consent, attribution, and retention capabilities.
Is notarization normally required
Not for a standard welcome page. Notarization is only needed when the underlying document requires it, for example deeds or certain powers of attorney; check jurisdiction-specific rules.
What if a client provides a different name
Request that the client update the name to match government ID or tax records. Mismatched names can delay verification and tax reporting and may trigger backup withholding in tax contexts.
How long should signed copies be kept
Retain signed onboarding records according to applicable retention rules: generally three years for tax-related items and six years for HIPAA-regulated records; adjust to industry requirements.
Can remote notarization be used
Possibly. Remote online notarization depends on state law and notary commission rules. Verify the state’s RON status and follow identity-proofing and audio-video retention requirements where permitted.
What if a client can’t sign electronically
Provide alternative methods: in-person signing, mobile notary, or printable forms followed by scanned return. Document the method used and retain a clear audit trail of delivery and receipt.

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