Can this be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and reproducible records are present.

Which sanctions lists should be checked?

Screen against relevant government lists applicable to your jurisdiction and transaction type (for example, OFAC lists, other national or multilateral lists). Document the sources and screening parameters used.

Is notarization required for the questionnaire?

Not typically required for screening questionnaires, but certain attestations or powers of attorney may need notarization under state law; confirm local rules before requiring notarization.

What to do if a potential match appears?

Escalate to compliance for enhanced due diligence, document analyst findings, and follow internal procedures and any applicable regulatory reporting obligations.

How long must I keep completed questionnaires?

Follow federal and industry retention rules; for tax-related records keep 3 years (IRC §6501(a)), and for HIPAA-regulated records keep 6 years (45 CFR §164.530(j)).

Who is authorized to sign the questionnaire?

An authorized officer, partner, or delegated signatory should sign and attest. Maintain delegation records showing who may bind the entity.

Electronic Signature
Templates
Finance
Finance Sanctions Questionnaire

Finance Sanctions Questionnaire

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

FINANCE SANCTIONS QUESTIONNAIRE

Purpose: This questionnaire collects information necessary to evaluate potential exposure to economic sanctions, embargoes, export controls, and other restrictions under applicable laws and regulations. Respondent must complete all applicable sections, provide truthful and accurate information, and certify the responses under penalty of law. The information provided will be used to perform sanctions and risk screening and to determine whether a proposed relationship or transaction may be accepted.

1. RESPONDENT INFORMATION

Entity / Company Name DBA / Trade Name (if applicable) Principal Business Address

Country/Jurisdiction of Incorporation

Tax Identification Number / EIN

Primary Contact Name

Title

Phone

Email

2. ENTITY TYPE

Select all that apply:

Corporation LLC Partnership Sole Proprietor Financial Institution Trust Government Entity

If Other, describe

3. OWNERSHIP & CONTROL

Provide details for all natural persons or entities that ultimately own or control 25% or more of the voting rights or economic interests. If none, enter "None".

Ultimate Beneficial Owner 1 — Full Name

Date of Birth

Nationality

% Ownership

UBO 1 — Address

If additional ultimate beneficial owners exist, provide details below.

Ultimate Beneficial Owner 2 — Full Name

Date of Birth

Nationality

% Ownership

UBO 2 — Address

4. SANCTIONS / RESTRICTED PARTIES

For each question below, check the applicable box. If Yes, provide full details in the space provided, including names, dates, jurisdictions, and any reference or case numbers.

Is the entity, any director, officer, partner, or beneficial owner listed on any sanctions, denied-party, restricted-person, or watch lists? Yes No

If Yes, provide details

Has the entity conducted business with persons, entities, or in jurisdictions subject to comprehensive or sectoral sanctions? Yes No

If Yes, describe nature of business, jurisdictions, dates, and counterparties

Has the entity or any associated person been subject to asset freezes, injunctions, or other restrictive measures by a governmental authority? Yes No

If Yes, provide details

5. POLITICALLY EXPOSED PERSONS (PEP)

Does the entity, any beneficial owner, director, officer, or close family member qualify as a Politically Exposed Person (PEP)?

Yes No

If Yes, identify person(s), position, jurisdiction, and relationship to the entity

6. TRANSACTIONS, ACTIVITIES & SECTORS

Indicate whether the entity engages in any of the following activities or sectors. Check all that apply and provide details where indicated.

Defense, military, or arms manufacturing Oil, gas, or energy sector operations Shipping, freight, or logistics to high-risk jurisdictions Dual-use technologies, electronics, or export-controlled goods Other

If Other or any box checked above, provide description of activities, jurisdictions involved, and typical counterparty locations

7. SANCTIONS SCREENING & COMPLIANCE PROGRAM

Describe the respondent's policies, procedures, and controls for sanctions compliance, including the frequency of screening and the designated compliance officer.

Designated Compliance Officer — Name Designated Compliance Officer — Email Describe sanctions screening procedures, frequency, and escalation process Has the entity undergone an independent sanctions or AML audit in the last 36 months?

Yes No

If Yes, provide the date of the most recent audit and a brief summary of findings

8. PAST VIOLATIONS & LEGAL HISTORY

Disclose any enforcement actions, convictions, consent orders, settlements, or civil penalties related to sanctions, export controls, money laundering, or fraud involving the entity or related persons.

Yes No

If Yes, provide full details including dates, jurisdictions, and outcomes

9. ATTESTATION & AUTHORIZATION

By signing below, the signatory certifies that they are authorized to provide the information on behalf of the entity and that, to the best of their knowledge, all answers are true, complete, and accurate. The signatory acknowledges that the respondent will promptly notify and provide updated information should any material change in circumstances occur. The signatory authorizes the recipient to conduct sanctions, AML, and other compliance screenings and to take appropriate actions required by applicable laws and contractual obligations.

I certify that the information contained herein is true, complete, and correct and that I am authorized to execute this attestation on behalf of the entity.

I acknowledge that knowingly providing false or misleading information may result in termination of business relationships, reporting to authorities, civil or criminal penalties, and other remedies available under law.

10. ADDITIONAL DOCUMENTATION

Attach or list documents available upon request (e.g., organizational chart, shareholder register, AML policy)

Printed Name:

Title:

Signature:

Date:

What the Finance Sanctions Questionnaire Is

A Finance Sanctions Questionnaire is a standardized compliance form used to collect information needed for sanctions screening, know-your-customer (KYC) checks, and regulatory due diligence in financial transactions. It typically captures entity and individual identifiers, ownership and control details, transaction context, jurisdictional information, and consent or certification statements. Organizations use the completed questionnaire to query sanctions lists (for example, government-maintained lists), document screening results, and support audit trails required by internal compliance programs and external regulators.

Why the Questionnaire Matters for Compliance

Completing a Finance Sanctions Questionnaire helps demonstrate a repeatable KYC and sanctions-screening process, reduces legal and operational risk, and creates an auditable record for internal reviewers and external regulators. It preserves evidence of due diligence and signer attestations in case questions arise during audits or investigations.

Who Typically Prepares and Reviews This Questionnaire

Compliance, onboarding, and risk teams usually prepare or request the questionnaire as part of customer or vendor acceptance workflows.

Compliance Officers: Run screening, review matches, and document remediation steps within the compliance program.
Onboarding Specialists: Collect identity data, supporting documents, and complete initial screening checks during account setup.
Legal or Risk Teams: Review flagged results, approve exceptions, and sign attestations on complex matters.

Smaller firms may centralize these duties with the operations lead or external counsel; large firms use role-based workflows and segregation of duties.

Step-by-Step: Completing the Finance Sanctions Questionnaire

Follow a clear sequence to collect accurate data, run screening, document outcomes, and secure signer attestations.

01

Collect Identifiers: Enter legal name, EIN/TIN, and any trade names.
02

Capture Ownership: List beneficial owners with percent ownership details.
03

Describe Transaction: Summarize purpose, parties, and jurisdictions involved.
04

Screen and Certify: Run sanctions checks and capture signer certification.

Required Data Elements at a Glance

Entity Name: Full legal name

Tax Identifier: EIN or SSN/TIN

Physical Address: Street, city, state, ZIP

Beneficial Owners: Names and ownership %

Screening Result: Match status and source

Signer Details: Name, title, signature date

Key Sections to Include in a Professional Questionnaire

A complete Finance Sanctions Questionnaire groups related information to support reliable screening, escalation, and recordkeeping for audits and regulators.

Identifiers

Collect legal names, alternative names, registration numbers, and government identifiers to maximize match accuracy against sanctions lists.

Ownership

Request beneficial owner details, ownership percentages, and parent/subsidiary relationships to reveal indirect exposure to sanctioned parties.

Transaction Context

Describe the transaction or relationship, currencies, jurisdictions, and anticipated counterparties to provide screening context.

Screening Record

Record which lists were checked, the screening provider, search parameters used, and the date and time of screening.

Certification

Include a signer attestation stating the information is true and accurate under penalty of law or company policy where appropriate.

Escalation Notes

Reserve fields for compliance team actions, reviewer comments, and final disposition to document the remediation trail.

Supporting Documents to Attach

Attach primary evidence that verifies identity, ownership, and transaction detail to reduce false positives and accelerate remediation.

Government ID

Scanned passport or driver’s license for individuals and official formation documents for entities to substantiate names and jurisdictions.

Ownership Records

Cap table, shareholder register, or certificate of incorporation showing ownership percentages and related-party links.

Transaction Papers

Signed contracts, invoices, or statements of work describing the commercial purpose and monetary flow relevant for screening.

Screening Report

Exported sanctions-screening results including search parameters, match confidence, and any analyst notes used for escalation.

Configuring an Online Questionnaire Workflow

Set up fields, conditional logic, and authentication to mirror your internal review and escalation processes.

Field Mapping	Connect questionnaire fields to your CRM or case management
Conditional Logic	Show owner details only when entity ownership exceeds threshold
Authentication	Require email plus SMS code or KBA for higher-risk signers
Template Use	Save a reusable template for consistent data capture
Bulk Send	Enable mass distribution for vendor or client cohorts

Digital Distribution and Platform Needs

Choose a platform that supports secure hosting, audit trails, and integrations with screening providers and your back-office systems.

Integrations: Salesforce, NetSuite, Google Workspace
File Formats: PDF, DOCX, HTML
Authentication: Email, SMS, KBA options

Ensure the vendor offers encryption in transit and at rest, a robust audit trail, and the ability to export signed copies and screening logs for regulatory review.

Where the Completed Questionnaire Goes

A clear routing path helps ensure timely screening, review, and retention of the completed questionnaire and any attachments.

Submit: User completes fields and uploads documents
Automated Screen: System queries sanctions lists and records results
Compliance Review: Analyst reviews matches and documents decision
Archive: Signed questionnaire and logs stored for retention

Recommended Timelines and Response Expectations

Define clear internal deadlines to keep onboarding and vendor acceptance processes on schedule and to meet regulatory timeliness expectations.

Initial Collection:

At onboarding or prior to first payment

Screening Turnaround:

Complete automated screen within 24 hours

Manual Review:

Resolve or escalate matches within 3–5 business days

Periodic Recheck:

Rescreen annually or upon material change

Retention Start:

Retention begins on signature date

Common Mistakes to Avoid

Incomplete names and missing aliases that lead to false negatives or costly manual matches and delays.
Failing to collect beneficial ownership details, obscuring indirect exposure to sanctioned parties and increasing compliance risk.
Relying on a single screening source without documenting search parameters, which complicates auditability and reproducibility.
Allowing unsigned or undated attestations, which weakens legal defensibility during regulator inquiries or internal disputes.

Key Risks and Potential Consequences

Civil Penalties: Monetary fines possible

Criminal Liability: Prosecution in severe cases

Contract Risk: Agreements may be voided

Regulatory Scrutiny: Investigations and audits

Reputational Harm: Public trust may erode

Operational Impact: Payments or services halted

Typical eSignature Pricing and Feature Snapshot

Comparison focused on starter pricing, trial availability, bulk send options, HIPAA support, and envelope limits to help evaluate e-sign providers for questionnaire 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	Varies	Varies	Varies
Bulk Send	Yes (premium)	Yes	Yes	Yes	No
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions About the Questionnaire

Answers to common implementation and legal questions to help compliance, legal, and operations teams deploy the questionnaire correctly.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and reproducible records are present.
Which sanctions lists should be checked?
Screen against relevant government lists applicable to your jurisdiction and transaction type (for example, OFAC lists, other national or multilateral lists). Document the sources and screening parameters used.
Is notarization required for the questionnaire?
Not typically required for screening questionnaires, but certain attestations or powers of attorney may need notarization under state law; confirm local rules before requiring notarization.
What to do if a potential match appears?
Escalate to compliance for enhanced due diligence, document analyst findings, and follow internal procedures and any applicable regulatory reporting obligations.
How long must I keep completed questionnaires?
Follow federal and industry retention rules; for tax-related records keep 3 years (IRC §6501(a)), and for HIPAA-regulated records keep 6 years (45 CFR §164.530(j)).
Who is authorized to sign the questionnaire?
An authorized officer, partner, or delegated signatory should sign and attest. Maintain delegation records showing who may bind the entity.

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