Can this form be signed electronically?

Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when the transaction meets intent, consent, attribution, and retention requirements. Confirm consumer disclosure requirements for consumer-facing documents.

Is notarization required for identity verification?

Not typically required for basic identity collection, but some transactions or state rules may require notarization or witnesses. Use RON where permitted and required by the receiving party or statute.

What supporting documents should be attached?

Attach a government-issued photo ID and one proof of address (utility bill or bank statement). For tax or immigration processes, include the specific documents requested by the agency or payer.

How do I correct errors after submission?

Submit a corrected form signed by the same parties. Note errors in the record and retain both versions per your retention policy for auditability and dispute resolution.

Who is authorized to sign the form?

The individual named on the form or an authorized agent with documented authority may sign. For entities, use a delegated signatory authorized by corporate resolution or comparable authorization.

How long must completed forms be kept?

Retention depends on use: follow IRS rules for tax-related records, 45 CFR §164.530(j) for HIPAA, and state-specific retention schedules; retain evidence of identity verification for at least the applicable statutory period.

Electronic Signature
Templates
Miscellaneous
Identity Information Form

Identity Information Form

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Identity Information Form and Service Agreement

Parties

Client Name Service Provider Name

THIS AGREEMENT is entered into as of Effective Date: between Client Name: and Service Provider Name: .

Recitals

WHEREAS, Client requires certain services and verification of identity and related information in connection with the services to be provided by Service Provider; and

WHEREAS, Service Provider represents that it has the expertise and authority to perform the services described in this Agreement and to collect, record and maintain identity information as necessary to provide such services; and

WHEREAS, the parties intend for the Identity Information Form included below to be accurate and incorporated into the parties' obligations under this Agreement.

Identity Information Form

Full Legal Name

Date of Birth

Place of Birth

Current Address Mailing Address (if different)

Email

Phone

Government-Issued Identification

Driver's License Passport Other

ID Number

Issuing Authority

Issue Date

Expiration Date

Social Security Number / National ID

Gender

Nationality

Additional Identifying Information

The individual whose identity is provided above hereby certifies that the information is true, accurate and complete to the best of their knowledge and consents to verification of such information by the Service Provider as required to perform the services described in this Agreement.

Scope of Work

Service Provider will perform the services described below and may collect and retain identity information as necessary to perform those services.

Detailed Description of Services

Payment Terms

Client shall pay Service Provider for the services rendered in accordance with the terms set forth below.

Total Amount Payment Schedule Late Fee

Term and Termination

This Agreement commences on Start Date: and continues until End Date: unless earlier terminated pursuant to this Section.

Either party may terminate for convenience upon providing Notice Period (days): days' written notice. Either party may terminate immediately for material breach that remains uncured for 15 days after written notice of such breach.

Confidentiality

Each party shall maintain in confidence all nonpublic information marked or otherwise identified as confidential and any identity or verification data collected under this Agreement. Confidential information shall not be disclosed except as required by law or with the prior written consent of the disclosing party. The obligations of confidentiality survive termination of this Agreement for a period of three (3) years.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles.

Representations and Certifications

Each party represents that it has authority to enter into this Agreement. The individual providing identity information represents and certifies that all information supplied on this Identity Information Form is true, complete and accurate and acknowledges that deliberate falsification may be subject to applicable civil and criminal penalties.

Entire Agreement

This Agreement, together with the Identity Information Form and any exhibits, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings and representations, whether oral or written.

IN WITNESS WHEREOF, the parties have executed this Agreement by their duly authorized representatives below.

CLIENT

Printed Name:

By:

Date:

SERVICE PROVIDER

Printed Name:

By:

Date:

What the Identity Information Form Is and When it’s Used

The Identity Information Form is a standardized record used to collect a person’s core identifying details — legal name, date of birth, contact information, government ID numbers, and verification documents — for onboarding, compliance, or verification purposes. Organizations use it to support background checks, tax reporting, know-your-customer (KYC) processes, employee I-9 verification, vendor setup, and other scenarios that require reliable identity data. The form is typically paired with supporting documents (photo ID, proof of address) and may be signed, notarized, or submitted electronically depending on the receiving party’s requirements and applicable law.

Why a Clear Identity Information Form Matters

A well-structured Identity Information Form reduces identity-related errors, accelerates verification, supports regulatory compliance, and provides a consistent record for audits. It helps organizations avoid backup withholding, onboarding delays, and rework caused by mismatched or incomplete data.

Who Typically Completes or Receives This Form

Different teams and external partners use identity forms depending on the business process and industry.

Real Estate intake teams and leasing agents completing tenant profiles for leases and applications; common in signNow reviewer mix.
Healthcare intake and administrative staff collecting patient identity and consent, especially where HIPAA applies.
Finance and banking compliance officers using forms for KYC, vendor setup, and tax reporting procedures.

Ensure the responsible business unit knows retention rules and verification steps before issuing the form.

Core Sections to Include in a Professional Identity Information Form

Design the form so each section is clear and required fields are explicit; include identity, contact, verification, and consent elements.

Personal Details

Collect full legal name, any aliases, and legal entity (if applicable). Use exact spelling that matches government ID to avoid mismatches during verification.

Contact Information

Include street address, city, state, ZIP, phone, and email. Note that a P.O. box is usually insufficient for legal notice or identity proofing.

Government IDs

Request ID type, number, issuing authority, and expiration date (driver’s license, passport, SSN/TIN). Redact or handle SSNs per privacy rules.

Verification Evidence

List required supporting documents (photo ID, proof of address) and acceptable formats (scanned PDF, photo). Indicate whether original documents must be produced.

Attestation & Consent

Include signer attestations about truthfulness, consent to electronic records where required, and any consumer disclosure statements for consumer-facing uses.

Signature & Date

Provide a clear signature block with date and role; specify whether e-signatures or notarization are acceptable for this use.

Step-by-Step: Completing and Submitting the Form

A concise workflow reduces errors and improves processing speed when collecting identity data.

01

Gather Documents: Collect government ID and proof of address before starting.
02

Fill Required Fields: Complete all required entries, using MM/DD/YYYY and two-letter state abbreviations.
03

Verify Entries: Double-check spelling, numbers, and dates for accuracy.
04

Sign and Submit: Sign in the correct block and submit via the requested channel.

How to Configure an Online Identity Form Workflow

Configure form fields, verification steps, and recipient routing to match your compliance needs.

Field	Configuration
Required Fields	Mark legal name, DOB, ID type, and address as mandatory.
Verification Step	Enable automated ID check or manual review step.
Signer Authentication	Set authentication to email, SMS code, or stronger KBA where needed.
Routing	Route completed forms to compliance and HR or secure storage.

Where to Send or File a Completed Identity Information Form

Decide recipients and destination systems before issuing the form to avoid routing errors.

Internal HR: Upload to HRIS or secure personnel file for employee onboarding.
Compliance Team: Send to compliance for KYC or vendor vetting.
Tax & Payroll: Route copies to payroll for tax-record linking when required.
Document Repository: Store final signed version in long-term secure archive with access controls.

Digital Signing and Platform Requirements

Ensure the chosen platform supports required authentication, audit trails, and storage before enabling e-submission.

File Formats: PDF, DOCX supported for most workflows
Integrations: Connectors like Salesforce, Microsoft 365, NetSuite, and Google Workspace
Authentication: Email, SMS, KBA, or advanced signer verification

Confirm platform compliance needs — encryption in transit and at rest, audit trails, and any required BAA or 21 CFR Part 11 support.

Common Preparation Mistakes to Avoid

Submitting photo IDs that are expired or cropped, which prevents automated verification and causes rework.
Entering nicknames or abbreviated names that do not match government-issued IDs, leading to unmatched results.
Using inconsistent address formats (P.O. box vs. street address) that complicate service and identity proofing.
Failing to retain or secure signed copies, which can obstruct audits or regulatory responses.

Risks and Potential Consequences of Incorrect Identity Information

Tax Withholding: Backup withholding may apply

Regulatory Fines: Fines for improper HIPAA handling

Onboarding Delays: Operational delays and lost productivity

Identity Fraud: Exposure to fraudulent accounts

Legal Challenges: Contract enforceability disputes

I-9 Violations: Civil fines for paperwork errors

Security and Compliance Controls for Identity Data

Encryption: AES-256 at rest; TLS 1.2/1.3 in transit

Audit Trail: Detailed logs with timestamps and IP

Access Controls: Role-based access and MFA

HIPAA Support: BAA available where required

Retention Policies: Configurable retention and export

Certifications: SOC 2 Type II and ISO 27001

Timing Expectations for Collection and Update

Set clear deadlines for initial submission, updates, and verification to maintain data accuracy and compliance.

Provide on Request:

Supply identity form immediately when requested for onboarding or vendor setup

I-9 Retention Rule:

Retain I-9 for 3 years after hire or 1 year after termination (8 CFR §274a.2)

Update Interval:

Request updates within 30 days of any material change to identity data

Notary Scheduling:

Allow time for in-person or RON notarization depending on state rules

Verification Turnaround:

Plan 24–72 hours for automated ID checks; manual review may take longer

Comparison: eSignature Options for Identity Forms

Platform selection affects per-user cost, bulk sending, audit trails, HIPAA support, and envelope limits; review pricing and compliance before deployment.

	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	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

FAQs and Troubleshooting for Identity Information Forms

Answers to common questions about completion, e-signatures, notarization, and corrections to help avoid processing delays.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when the transaction meets intent, consent, attribution, and retention requirements. Confirm consumer disclosure requirements for consumer-facing documents.
Is notarization required for identity verification?
Not typically required for basic identity collection, but some transactions or state rules may require notarization or witnesses. Use RON where permitted and required by the receiving party or statute.
What supporting documents should be attached?
Attach a government-issued photo ID and one proof of address (utility bill or bank statement). For tax or immigration processes, include the specific documents requested by the agency or payer.
How do I correct errors after submission?
Submit a corrected form signed by the same parties. Note errors in the record and retain both versions per your retention policy for auditability and dispute resolution.
Who is authorized to sign the form?
The individual named on the form or an authorized agent with documented authority may sign. For entities, use a delegated signatory authorized by corporate resolution or comparable authorization.
How long must completed forms be kept?
Retention depends on use: follow IRS rules for tax-related records, 45 CFR §164.530(j) for HIPAA, and state-specific retention schedules; retain evidence of identity verification for at least the applicable statutory period.

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