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Due Diligence Checklist Form

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DUE DILIGENCE CHECKLIST FORM

This Due Diligence Checklist Form (the Agreement) is made effective as of Effective Date: by and between Requesting Party: with address and Responding Party: with address .

RECITALS

WHEREAS, Requesting Party seeks to perform due diligence investigation of the business, operations, financial condition and legal affairs of Responding Party in connection with a potential transaction or commercial relationship between the parties; and

WHEREAS, Responding Party is willing to provide access to and copies of specified documents, data and personnel for the limited purpose of the Requesting Party's evaluation, subject to the terms, confidentiality protections and limitations set forth herein; and

WHEREAS, the parties desire to set forth a contemporaneous, itemized checklist and protocol governing the production, review, and use of due diligence materials.

NOW, THEREFORE, in consideration of the mutual covenants and agreements contained herein, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows:

1. DEFINITIONS

For purposes of this Agreement, the following terms have the following meanings: "Due Diligence Materials" means all documents, data, financial statements, contracts, corporate records, intellectual property documentation, personnel records, regulatory filings, and other materials made available by Responding Party to Requesting Party in connection with the evaluation. "Confidential Information" means any information disclosed in writing, orally, or by inspection of tangible items that is identified as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure.

2. SCOPE OF DUE DILIGENCE

2.1 Production Obligations. Responding Party shall use commercially reasonable efforts to make available the Due Diligence Materials specifically requested by Requesting Party and identified on the checklist below. Production shall be made in the form and within the time periods specified on the checklist, subject to redaction for legally privileged or highly sensitive personal information as set forth in Section 2.3.

2.2 Access. Access to physical documents and facilities shall be by appointment during normal business hours. Electronic data shall be made available through secure file transfer or data room access with authentication controls. Requesting Party's access is limited to its authorized representatives, including outside counsel and advisors, who are bound by confidentiality obligations at least as protective as those in Section 4.

2.3 Privilege and Personal Data. Responding Party may withhold or redact documents to preserve attorney-client privilege, attorney work product protection, or to protect personal data where disclosure would violate applicable privacy laws. Withheld documents shall be identified on a privilege log specifying the basis for withholding.

3. DUE DILIGENCE CHECKLIST

Requesting Party may tick each category to indicate required production. For each checked item, Responding Party shall indicate compliance, produce documents, and provide explanatory notes where requested.

A. Corporate and Governance

Articles of Incorporation / Organization and Bylaws / Operating Agreement
Notes:

B. Financial

Audited and unaudited financial statements for prior three fiscal years
Notes:

C. Contracts and Material Agreements

Material customer, supplier, loan, lease and licensing agreements
Notes:

D. Intellectual Property

Patents, trademarks, copyrights, domain registrations and related assignments
Notes:

E. Employment and Benefits

Key employment agreements, benefit plans, and employee manuals
Notes:

Additional categories, special requests, and bespoke document lists may be added by Requesting Party in writing and agreed by Responding Party.

4. CONFIDENTIALITY

4.1 Use and Disclosure. All Confidential Information delivered or disclosed by Responding Party to Requesting Party shall be used solely for the purpose of evaluating the potential transaction and shall not be disclosed to any third party except to Requesting Party's representatives (including counsel, accountants, lenders and financial advisors) who have a need to know and who are bound by confidentiality obligations no less restrictive than those contained herein.

4.2 Exclusions. Confidential Information does not include information that: (a) is or becomes generally available to the public other than by a breach of this Agreement; (b) was in Requesting Party's lawful possession prior to receipt; or (c) is independently developed by Requesting Party without use of Responding Party's Confidential Information.

5. REPRESENTATIONS, WARRANTIES AND DISCLAIMERS

5.1 Responding Party represents that, to the best of its knowledge, the documents produced are true copies of the originals maintained in the ordinary course of business. Responding Party makes no other representation or warranty, express or implied, including as to completeness, merchantability or fitness for a particular purpose. Requesting Party acknowledges that it will rely on its own verification and analysis.

6. INDEMNIFICATION

Each party shall indemnify, defend and hold harmless the other party and its representatives from and against any losses, damages or liabilities arising from the indemnifying party's breach of its obligations under this Agreement, including unauthorized disclosure of Confidential Information, except to the extent such losses result from the gross negligence or willful misconduct of the indemnified party.

7. RECORDS, RETENTION AND RETURN

Upon written request by Responding Party, Requesting Party shall return or certify destruction of all tangible Confidential Information and shall permanently delete electronic materials, except that Requesting Party may retain one archival copy of materials solely for evidentiary or compliance purposes subject to continued confidentiality obligations.

8. NOTICES

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses set forth below (or to such other address as either party may designate by notice):

9. AMENDMENTS; WAIVER; COUNTERPARTS

No amendment, modification or waiver of any provision of this Agreement shall be effective unless in a writing signed by both parties. No failure or delay by either party in exercising any right shall constitute a waiver. This Agreement may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one instrument.

10. GOVERNING LAW; ENTIRE AGREEMENT; SEVERABILITY

10.1 Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction selected by the parties below without regard to choice-of-law principles that would result in the application of the laws of another jurisdiction.

10.2 Entire Agreement. This Agreement, including the attached checklist and any written schedules or exhibits signed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, understandings and agreements.

10.3 Severability. If any provision of this Agreement is held to be invalid, illegal or unenforceable, the remaining provisions shall remain in full force and effect to the maximum extent permitted by law.

11. CERTIFICATION

The undersigned representative of each party certifies that he or she is duly authorized to execute this Agreement on behalf of such party and that the information provided in connection with this Due Diligence Checklist is true, complete and accurate to the best of the signatory's knowledge as of the date signed below.

Requesting Party - Print Name:

By:

Date:

Responding Party - Print Name:

By:

Date:

Enter text✕

What the Due Diligence Checklist Form Is

A Due Diligence Checklist Form is a structured questionnaire used to collect, verify, and document information about a counterparty, transaction, asset, or project prior to closing or approval. It organizes required records, background checks, compliance items, contracts, and financial documents into a single reference to support risk assessment, regulatory review, and internal approvals. The form helps teams confirm completeness, assign responsibility for follow-up items, and create an auditable record of the diligence process for legal, tax, or investment review.

Why a Formal Checklist Matters for Diligence

A formal Due Diligence Checklist Form reduces omissions, clarifies responsibilities, and creates a repeatable inspection path that supports legal defensibility and auditability. It standardizes what to collect and when, reducing rework and speeding approvals.

Why a Formal Checklist Matters for Diligence

Who Typically Prepares and Uses This Form

The completed checklist becomes part of the transaction record and may be shared with auditors, counsel, lenders, or regulators depending on the deal.

  • Corporate legal and M&A teams managing contract review and regulatory checks for acquisitions or investments.
  • Finance and accounting groups verifying financial statements, tax returns, and material liabilities before closing.
  • Compliance officers and risk teams collecting KYC, AML, and vendor assessments for regulatory adherence.

Step-by-Step: Completing the Checklist

Follow a defined sequence to collect, verify, and archive materials for a clear audit trail.

  • 01
    Prepare: Define scope and list required documents.
  • 02
    Request: Send the checklist with a deadline to the counterparty.
  • 03
    Verify: Confirm documents match checklist entries.
  • 04
    Archive: Store signed checklist and supporting files securely.

Core Components of a Professional Checklist

A robust Due Diligence Checklist Form groups items into logical sections and includes fields that support validation, tracking, and signatures for legal certainty.

Identification

Legal entity details, tax ID, jurisdiction of formation, and primary contact information to uniquely identify the subject of diligence.

Financial Records

Requested financial statements, audit reports, bank references, and tax returns with date ranges and required formats identified for reviewers.

Contracts & Obligations

List material contracts, leases, debt instruments, guaranties, and change-of-control provisions that may affect valuation or risk allocation.

Regulatory & Compliance

Licenses, permits, pending investigations, and compliance attestations including AML/KYC and industry-specific certifications.

Intellectual Property

Registers of patents, trademarks, copyrights, license agreements, and assignment documentation relevant to the transaction.

Signatures & Approvals

Designated approver fields, signature blocks, dates, and a place for internal reviewer initials to document completion and responsibility.

Required Information Elements at a Glance

Entity Name: Full legal name
Tax ID: EIN or SSN
Contact Details: Phone and email
Document List: Enumerated attachments
Signature: Signed and dated
Reviewer: Name and role

Typical Route from Request to Archive

A clear submission path reduces friction: issue the checklist, collect documents, validate items, obtain signatures, and record retention metadata.

  • Issue: Send checklist and deadline to the counterparty.
  • Collect: Receive attachments and confirmations.
  • Validate: Cross-check items against requested list.
  • Record: Store final form with metadata and access controls.

Configuring an Online Checklist Workflow

Set workflow parameters so each item routes to the right reviewer and generates an audit trail for every action.

Field Configuration
Assignment Rule Route items by document type to subject-matter expert
Deadline Policy Auto-reminder at 3 and 7 days before due date
Authentication Email link with optional SMS code
Archive Policy Store signed file in encrypted repository

Technical Considerations for Digital Completion

Ensure the chosen system produces tamper-evident signed PDFs, securely stores records with AES-256 encryption, and supports required compliance controls.

  • File Formats: PDF, DOCX, and scanned images
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Authentication: Email, SMS, or multi-factor

Common Timelines and Deadlines to Track

Set and communicate clear deadlines for each stage of diligence to avoid closing delays and to preserve evidence of timely review.

Initial Request Date:

Date you issue the checklist to the counterparty

Document Delivery Deadline:

Typical window: 7–21 days depending on scope

Internal Review Window:

Allow 3–10 business days for subject-matter review

Signature Completion:

Request signatures within 5 business days after review

Retention Start:

Retention begins on signature or effective date

Common Mistakes to Avoid

  • Missing or inconsistent legal names across documents, causing verification delays and potential TIN mismatches.
  • Requesting originals unnecessarily, which increases logistics and lengthens turnaround time for remote counterparties.
  • Failing to assign a single owner for follow-up items, resulting in unaddressed exceptions and incomplete records.
  • Not capturing an auditable completion record (timestamps, signer IP, and verifier notes), which complicates later disputes.

Risks and Potential Consequences of Incomplete Diligence

Contractual Risk: Breaches or indemnity exposure
Regulatory Risk: Fines or enforcement actions
Tax Exposure: Incorrect reporting or penalties
Operational Delay: Deal terms renegotiation
Reputational Harm: Public trust erosion
Document Admissibility: Evidence weakened without audit trail

eSignature Vendor Comparison for Due Diligence Workflows

Platform pricing and key features affect cost and compliance when executing Due Diligence Checklist Forms at scale; signNow is shown first for direct comparison.

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

Real-World Examples Using a Checklist

Two representative examples show how organizations use a standardized checklist to speed review and maintain compliance.

Optica Ventures

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

  • Process clarity improved internal throughput by reducing follow-ups.
  • The checklist became the single source of truth for document status, enabling faster investor reviews and fewer missing items at closing.

Martin Properties

I can process and execute all of these documents online with 100% compliance and built-in security.

  • Mobile completion allowed on-site signings.
  • Using a consistent checklist reduced closing delays, improved record completeness, and simplified post-closing audits for property transactions.

Frequently Asked Questions and Common Fixes

Answers to common questions about executing, signing, and storing a Due Diligence Checklist Form, including legal validity and practical fixes.


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