Identification
Full legal names, job titles, company affiliations, and contact details for all parties mentioned in the inquiry to prevent misidentification.
A structured inquiry centralizes evidence, standardizes questions, and preserves a defensible record for regulators, insurers, and courts. It reduces ambiguity during investigations and improves the reliability of chain-of-custody and audit trails.
Parties who receive the inquiry — employees, vendors, or third parties — should respond promptly and accurately to avoid escalation or statutory consequences.
An investigator (fraud analyst or compliance officer) who prepares and certifies the inquiry. They ensure questions are complete, attach evidence requests, and maintain the chain-of-custody for returned materials.
A senior compliance or legal officer who reviews and signs final investigative summaries, confirms procedural compliance, and authorizes escalation to enforcement, regulators, or insurers when needed.
Full legal names, job titles, company affiliations, and contact details for all parties mentioned in the inquiry to prevent misidentification.
A concise factual narrative describing the suspected fraud, including dates, amounts, locations, systems accessed, and how the issue was first detected.
Specific list of documents, logs, communications, and transaction records requested, with date ranges and custodians identified for efficient retrieval.
Signed attestations where respondents certify the accuracy and completeness of their responses and acknowledge legal obligations and potential consequences for false statements.
Clear signer roles, printed name, date lines, and optional witness or notary sections depending on jurisdiction and sensitivity of the inquiry.
Record of distribution, receipt timestamps, reviewer notes, and any eSignature metadata (IP, timestamp, authentication method) to support later verification.
| Field | Configuration |
|---|---|
| Authentication | Email link or SMS code; consider stronger KBA if required |
| Routing Order | Sequential or parallel reviewer assignment |
| Retention Setting | Automatic retention period per policy |
| Storage Location | Encrypted repository with access controls |
Choose a platform that preserves signer metadata, allows conditional fields, and supports audit exports for legal review.
7–14 calendar days from receipt for preliminary answers
14–30 days depending on volume and custodian
7–14 days after initial production
30–90 days from opening, depending on scope
Date of final signed report
| 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 | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
A procurement team detects duplicate payments and opens an inquiry to request invoices and approvals
A compliance officer investigates unusual billing patterns across several providers