Due Diligence Checklist Template
What the Due Diligence Checklist Template Is
Why a Standardized Checklist Matters
Using a Due Diligence Checklist Template reduces omissions, speeds reviews, and ensures consistent evidence capture across transactions. It creates an auditable trail of what was requested, what was received, and outstanding items that could affect valuation or legal risk.
Who Typically Completes a Due Diligence Checklist
External advisors such as outside counsel, auditors, and specialist consultants often complete or validate portions of the checklist on behalf of their clients.
- Corporate Legal — reviews contracts, IP assignment, litigation history; confirms governing law and material clauses.
- Finance and Accounting — verifies financial statements, tax records, liabilities, and accounting policies for accuracy.
- Compliance / Risk — checks licenses, regulatory filings, insurance, and industry-specific controls to identify exposures.
Filling Out the Checklist: Step-by-Step
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01Step 1: Identify transaction scope and parties before issuing requests.
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02Step 2: Assign responsible reviewer and set deadlines for each item.
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03Step 3: Request documents using a clear filename and version convention.
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04Step 4: Verify documents, note exceptions, and mark items closed.
Core Risks and Legal Consequences
Common Preparation Pitfalls to Avoid
- Requesting broadly worded documents without examples leads to incomplete deliveries and reviewer confusion.
- Filing inconsistent entity names or dates causes verification failures and may trigger additional attorney review.
- Relying on scanned, low-quality documents can hide critical contractual clauses during review and slow the process.
- Failing to record version history or who provided a document undermines the audit trail and increases litigation risk.
Typical Document Flow for an Electronic Checklist
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Upload: Host checklist and attachments in a secure repository.
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Assign: Designate reviewers and response deadlines.
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Collect: Target uploads requested documents to named fields.
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Close: Reviewer verifies and marks item complete with notes.
Configuring an Online Due Diligence Workflow
| Field | Configuration |
|---|---|
| Document Upload | Require PDF, DOCX; max file size per attachment |
| Signer Authentication | Email link or SMS code options |
| Reviewer Roles | Read, Comment, Approve role permissions |
| Notifications | Automated reminders at set intervals |
Technical and Integration Requirements
Confirm the vendor provides audit trails, retention controls, and export options for compliance and long-term storage.
- File formats: PDF, DOCX, XLSX supported
- Integrations: Salesforce, NetSuite, Google Workspace
- Authentication: Email, SMS, KBA, SSO
Typical Timelines and Deadlines
Initial request window:
7–14 days for basic documents
Financial statements:
14–30 days depending on auditor availability
Legal and IP review:
21–45 days for complex portfolios
Regulatory checks:
Allow 30–60 days for licensing verification
Final close:
30–90 days after all exceptions cleared
eSignature Vendor Pricing Snapshot for Due Diligence Workflows
| 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, tiered | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes (BAA) | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies | Varies | Varies |
Real-World Examples of Checklist Use
Optica Ventures
Brian Fitzgibbons found the interface simple and customer-friendly.
- The team standardized document naming for each transaction.
- As a result, reviewers closed diligence items faster and external parties returned complete files more reliably, reducing follow-up rounds and improving the audit trail for later review.
Tech Data
Tech Data centralized approvals and signature capture for customer contracts.
- Bulk send and templates accelerated requests.
- Centralization reduced turnaround time, improved internal visibility over outstanding items, and allowed legal to focus on material exceptions instead of chasing routine documents.
Frequently Asked Questions About the Template
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Can I sign the checklist electronically?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent, consent, attribution, and retention are documented to meet the four-part legal validity test.
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When is notarization required?
Notarization is required when a document must be recorded, used in probate, or when state law or a counterparty demands an acknowledged signature; rules vary by state and document type, so verify local recording office requirements.
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Are remote notarizations acceptable?
Many states permit Remote Online Notarization with identity proofing and audio-video recording; verify the target state's RON rules and retention obligations before relying on a RON for recording or court use.
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What supporting documents should I attach?
Attach incorporation documents, ownership ledgers, audited financials, major contracts, insurance certificates, and relevant licenses. Label attachments clearly and map them to checklist items to speed reviewer verification.
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How long must I keep checklist records?
Retain documents according to applicable laws: at least 3 years for tax-related records (IRC §6501(a)) and 6 years for HIPAA-related records (45 CFR §164.530(j)); industry or state rules may require longer retention.
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How do I correct an error after submission?
Record the correction in the checklist notes, upload the corrected document with a new version identifier, and preserve the original for audit reasons. If signatures are affected, obtain a re-signature with a dated attestation of the correction.