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Universal Intake Form

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STATE OF OREGON FORECLOSURE AVOIDANCE MEDIATION PROGRAM
UNIVERSAL INTAKE FORM

INSTRUCTIONS: Complete all sections of the form and attach copies of any required documents. You must provide a copy of the completed form and documents to the Mediation Service Provider by the date stated in your Mediation Scheduling Notice. You should also bring a copy to the mediation session and to any consultation with a housing counselor.

INFORMATION ABOUT YOUR PROPERTY

Is the property listed for sale? Yes No

Have you received housing counseling? Yes No

Have you received an offer? Yes No

If yes, please complete the following:

For Sale by Owner? Yes No

Who pays the property tax bill for your property?

I do

Lender does

Paid by condo or HOA

Who pays the hazard insurance premium for your property?

I do

Lender does

Paid by condo or HOA

Are the taxes current? Yes No

Condo or HOA Fees? Yes No

Is the policy current? Yes No

Additional liens/mortgages or judgments on this property:

OTHER INFORMATION

I want: Forbearance/repayment plan Loan modification Short sale Deed-in-Lieu Other (Describe):

The property is my: Primary residence Secondary residence Investment

The property is: Owner occupied Renter occupied Vacant

Have you filed for bankruptcy? Yes No If yes: Chapter 7 Chapter 13

Has your bankruptcy been discharged? Yes No

INCOME AND ASSETS

Monthly Household Income

Monthly Gross Wages

Overtime

Child Support, Alimony, Separation income

Social Security/SSDI

Pension, Annuity, Retirement Income

Tips, Commissions, Bonuses, Self-Employment Income

Rental Income

Unemployment

Food Stamps/Welfare

Other (investment income, royalties, interest, dividends, etc.)

Total Monthly Gross Income

Household Assets

Checking Account(s)

Savings/Money Market

CDs

Stocks/Bonds

Other Cash on Hand

Other Real Estate (estimated value)

Other:

Other:

Other:

Other:

Total

EXPENSES AND DEBTS

Monthly
Annual
Total Owing

First Mortgage Payment

Second Mortgage/Home Equity LOC Payment

Property Taxes (if not paid to lender)

Hazard Insurance (if not paid to lender)

Condo or HOA Fees

Car Payments

Car Insurance

Vehicle Gas and Maintenance

Credit Cards and Installment Loan Payments

Alimony and Child Support Payments

Child Care

Groceries

Utilities (gas, electric, water, sewer, garbage)

Communications (phone, internet)

Medical and Dental Expenses

Student Loan Payments

Other

Other

Total Monthly Expenses/Debts

HARDSHIP AFFIDAVIT

I am requesting review under the Making Home Affordable program and any other loss mitigation program for which I may qualify. I am having difficulty making my monthly payment because of financial difficulties created by (check all that apply and complete the explanation section):

My household income has been reduced.

For example, unemployment, underemployment, reduced pay or hours, decline in business earnings, death or disability, or divorce of a borrower or co-borrower

My monthly debt payments are excessive and I am overextended with my creditors. Debt includes credit cards, home equity or other debt.

My expenses have increased. For example, monthly mortgage payment reset, high medical or health care costs, uninsured losses, increased utilities or property taxes.

My cash reserves, including all liquid assets, are insufficient to maintain my current mortgage payment and cover basic living expenses at the same time.

Other:

Explanation (or attach separate sheet of paper):

DOCUMENTS VERIFYING INCOME AND OCCUPANCY

You must provide to the Mediation Service Provider this completed form and all of the applicable documents described below on or before the date stated in your Mediation Scheduling Notice. If you fail to provide all required documents, your lender may not be able to determine that you are eligible for a foreclosure avoidance measure. For each document you are providing, check the appropriate box:

Paystubs (two most recent months)

Profit and Loss Statement (if self-employed, most recent quarterly or year-to-date)

Benefits Statement or Letter from Provider (showing amount, frequency and duration of social security, disability, retirement, unemployment or other non-wage income)

Divorce decree or separation agreement (if relying on child support, alimony or maintenance payments)

Tax Returns (two most recent years)

Bank Statements (two most recent months)

Electric, heat, gas or other utility bill (most recent)

Property Tax Statement or Appraisal/CMA (if available)

BORROWER ACKNOWLEDGEMENT

I/we represent the following:

1. That all of the information in this document is truthful to the best of my knowledge and belief.

2. I understand that the servicer will use the information in this document to evaluate my eligibility for a loan modification or other foreclosure avoidance measure and may investigate the accuracy of my statements and may request additional documentation, which I will provide.

INFORMATION FOR GOVERNMENT PROGRAM MONITORING PURPOSES

The following information is requested by the state government in order to monitor compliance with federal statutes that prohibit discrimination in housing. You are not required to furnish this information, but are encouraged to do so. The law provides that a lender or servicer may not discriminate either on the basis of this information, or on whether you choose to furnish it. If you furnish the information, please provide both ethnicity and race. For race, you may check more than one designation. If you do not furnish ethnicity, race, or sex, the lender or servicer is required to note the information on the basis of visual observation or surname if you have made a request for a loan modification in person. If you do not wish to furnish the information, please check the box below.

BORROWER: I do not wish to furnish this information

Ethnicity:

Not Hispanic or Latino

Hispanic or Latino

Race:

Native Hawaiian or Other Pacific Islander

Black or African American

Asian

American Indian or Alaska Native

White

Sex:

Female

Male

CO-BORROWER: I do not wish to furnish this information

Ethnicity:

Not Hispanic or Latino

Hispanic or Latino

Race:

Native Hawaiian or Other Pacific Islander

Black or African American

Asian

American Indian or Alaska Native

White

Sex:

Female

Male

Enter text✕

What the Universal Intake Form Is and How It’s Used

A Universal Intake Form is a standardized initial-data collection document organizations use to gather contact, demographic, identification, consent, and case-specific details from new clients, patients, applicants, or vendors. It serves as the single source to start workflows, create records, and trigger follow-up actions. The form can be delivered on paper or electronically; when completed online it may be combined with eSignature and audit-trail tools to support lawful execution under U.S. e‑signature frameworks such as the ESIGN Act and UETA.

Why a Standardized Intake Form Matters

A single intake form reduces duplicated data entry, shortens onboarding, and improves record consistency. Using an auditable electronic intake process also supports compliance requirements and retention policies when paired with an ESIGN/UETA‑compliant eSignature and secure storage platform.

Why a Standardized Intake Form Matters

Who Typically Completes the Universal Intake Form

The Universal Intake Form is used by teams that need consistent, reproducible new‑record collection and identity verification.

  • Real estate agents and property managers collecting applicant and lease intake info for screening and disclosures.
  • Healthcare front‑desk and care coordination staff gathering patient demographics, consents, and insurance data.
  • Finance, legal, and HR teams onboarding clients, vendors, or employees and capturing tax or identity data.

Different teams adapt the form to their workflows — capture needs differ by industry, risk, and regulatory obligations.

Core Components of a Professional Universal Intake Form

A well‑constructed intake form groups fields logically, uses clear required/optional markers, and includes consent and privacy language tied to applicable laws.

Header

Organization name, form version, and effective date to track revisions and provenance.

Contact Details

Full name, phone, email, and mailing address for notifications and legal service.

Identification

DOB, government ID type/number where required for verification or KYC purposes.

Consent & Disclosures

Consumer disclosures and consent checkboxes for e‑records where ESIGN consumer disclosure applies.

Authorizations

Signature block, role of signer, and any witness/notary fields needed for validity.

Workflow Tags

Internal fields to route the record, set priority, and attach supporting documents.

Essential Data Elements to Collect

Full legal name: As on government ID
Date of birth: MM/DD/YYYY
Address: Street, city, state, ZIP
Contact details: Email and mobile phone
Identification: ID type and last four digits
Consent status: Signed consent checkbox

Step‑by‑Step: Completing the Universal Intake Form

Follow these steps to complete, verify, and submit the intake form efficiently.

  • 01
    Upload: Attach or open the correct intake form template for your case.
  • 02
    Fill fields: Complete required fields and attach supporting documents where requested.
  • 03
    Authenticate: Confirm identity via email, SMS code, or other verifier as required.
  • 04
    Sign & submit: Apply signature, date the form, and submit to the receiving mailbox or system.

How to Configure an Online Intake Workflow

Key configuration settings control validation, notifications, and routing for electronic intake submissions.

Field Configuration
Authentication Email link, SMS code, or stronger KBA
Validation Required fields, format checks, and regex for TINs
Conditional Logic Show fields based on answers to reduce friction
Notifications Email alerts to reviewers and confirmation to submitter

Where to Send or File the Completed Form

A clear routing plan ensures submissions reach the correct team and are archived with audit metadata.

  • Recipient inbox: Send to a monitored intake or compliance mailbox.
  • Case management: Attach form to the client or case record in your CMS.
  • Shared storage: Save a signed copy to approved cloud storage with access control.
  • Archive: Move finalized records to long‑term retention per policy.

Delivery Options and Technical Requirements

Electronic intake works across email links, embedded web forms, and secure portals; choose the delivery channel that matches your authentication needs.

  • File formats: PDF, DOCX, or HTML accepted
  • Integrations: Common: Salesforce, NetSuite, Google Workspace
  • Authentication: Email link, SMS, or stronger KBA

Timing, Deadlines, and Typical Processing Expectations

Processing expectations vary by organization; some items have statutory deadlines or retention implications that affect timing.

W-9 provision:

No filing deadline — provide to payers upon request (IRS guidance)

I-9 retention:

Keep for 3 years after hire or 1 year after termination, whichever is later (8 CFR §274a.2)

HIPAA records:

Retain for 6 years from creation or last effective date (45 CFR §164.530(j))

1099 deadlines:

1099-NEC to recipient and IRS due Jan 31 each year

Internal SLA:

A common internal target is review/acknowledgement within three business days

Common Mistakes When Preparing an Intake Form

  • Submitting mismatched names or IDs leads to identity verification delays and potential rework.
  • Leaving required fields blank causes processing errors and may trigger manual follow‑up requests.
  • Failing to obtain explicit e‑consent for electronic records can render consumer transactions noncompliant under ESIGN.
  • Uploading unreadable attachments or incorrect file types prevents automated extraction and slows review.

Risks and Consequences of Incorrect or Incomplete Intake Forms

1099 Filing Penalty: $60–$330 per form (IRC §6721)
I-9 Violation: $281–$2,789 per violation (DHS)
HIPAA Exposure Risk: Civil penalties and corrective action (45 CFR)
Contract Invalidity: Missing signature or consent may void agreement
Data Breach Cost: Potential remediation and notification expenses
Operational Delay: Processing backlogs and lost productivity

eSignature Pricing and Feature Comparison (signNow first)

Basic pricing and feature indicators for common eSignature providers. Confirm plan details and enterprise options directly with each vendor before procurement.

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 (premium tier) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Real‑World Examples of Intake Form Use

Organizations across sectors use intake forms to speed onboarding and preserve compliance evidence.

Optica Ventures — COO

Optica used the intake form to centralize client contacts and reduce back‑and‑forth.

  • Centralized data capture improved processing consistency.
  • "The interface is simple and easy‑to‑use for our team; more importantly, it is just as easy for our customers." — Brian Fitzgibbons, COO.

Fertility Centers of Illinois — Founder

Clinical intake standardized patient consent and document flows.

  • Digital intake reduced manual filing and improved security controls.
  • "The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company." — John Butler, Founder.

Frequently Asked Questions and Troubleshooting

Answers to common legal, technical, and process questions about completing and submitting a Universal Intake Form.


Need help? Contact support

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