Are electronic signatures legally valid?

Yes. Electronic signatures meet legal validity under the federal ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent, consent, attribution, and record retention to satisfy the four-part e-sign legal validity test.

When is notarization required?

Notarization depends on document purpose and jurisdiction. Many states require acknowledgements for deeds or affidavits; check state law when the sheet supports sworn statements or is used in recorded instruments.

How to handle PHI on the sheet?

If PHI is present, follow HIPAA safeguards and use a vendor that will sign a BAA. Limit access, encrypt data in transit and at rest, and document authorizations to avoid regulatory exposure.

What if a field was entered incorrectly?

Correct the sheet promptly, document the change, and notify counsel. For signed records, follow the vendor's amendment workflow or prepare an amendment document noting the correction and obtain signatures.

Who may sign the sheet on behalf of an entity?

Authorized signers include officers or persons with delegated authority. Confirm signing authority in corporate records; an incorrect signer may render certain actions unenforceable.

Can the sheet be used as evidence later?

Yes, if properly authenticated and preserved with an audit trail showing intent and attribution. Maintain retention policies and metadata to support admissibility in motion practice or trial.

Electronic Signature
Templates
Legal
Litigation Information Sheet

Litigation Information Sheet

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

LITIGATION INFORMATION SHEET

This Litigation Information Sheet is submitted by Client Name: and Representing Counsel / Firm Name: on Submission Date: . The parties submit the following information to document the principal facts, claims, procedural posture, and authorities relevant to the litigation described below.

Recitals

WHEREAS, a dispute has arisen concerning the matter styled Case Caption / Short Title: , which the submitting party intends to prosecute, defend, or otherwise resolve through formal litigation;

WHEREAS, the claim arises out of Facts / Transaction Summary: and implicates Legal Theories / Causes of Action: ;

WHEREAS, the parties and counsel verify that the information provided below is true and correct to the best of their knowledge and is provided to facilitate case management, calendaring, and counsel communications.

NOW, THEREFORE, the parties state the following information:

1. Case Identification

Court / Tribunal: ; Case Number (if assigned): ; Filing Date (if filed):

2. Parties and Representatives

Plaintiff / Claimant Defendant / Respondent Primary Counsel for Submitting Party (Name, Firm) Counsel Contact Information

3. Claims, Causes of Action, and Relief Sought

Identify primary claims and statutory bases and describe the relief sought. Provide citations to controlling statutes, regulations, or rules where applicable.

4. Procedural Posture and Deadlines

Current posture (e.g., complaint filed, answer pending, motion practice, discovery open) and critical upcoming dates (statute of limitations, hearing dates, expert disclosure deadlines).

5. Insurance, Indemnity, and Coverage

Insurer(s) identified, policy limits, reservation of rights, and any coverage issues that could affect defense or settlement.

6. Key Evidence, Witnesses, and Exhibits

Material Documents and Location Witnesses (Name, Role, Expected Testimony)

7. Settlement Position and Damages

Current settlement posture, demand or offer amounts, and any non-monetary terms required for resolution.

8. Privilege, Confidentiality, and Protective Orders

Identify any materials subject to attorney-client privilege, work product protections, confidentiality agreements, or anticipated motions for protective orders.

9. Notices and Communications

Formal notices relating to this matter should be sent to the following address for the submitting party. Service by electronic mail is acknowledged only where expressly agreed in writing.

Notice Address

10. Certification

The undersigned certify under penalty of perjury that the foregoing information is true, correct and complete to the best of their knowledge and that they are authorized to submit this Litigation Information Sheet on behalf of the party named herein. Submission of this sheet does not waive any privilege or right to amend or supplement factual allegations or legal theories as permitted by law.

Additional Provisions

Governing Law: This Litigation Information Sheet shall be governed by and construed in accordance with the substantive laws of the jurisdiction in which the principal action is pending, without regard to conflicts of law principles.

Entire Agreement: This sheet constitutes the complete record of the information provided as of the date of signature and supersedes any prior oral or written statements solely to the extent they relate to the matters addressed herein.

Severability: If any provision of this Litigation Information Sheet is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Amendments; Waiver; Counterparts: Any amendment or waiver must be in writing and signed by the party against whom enforcement is sought. This sheet may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one instrument.

Attachments

The following documents are attached or will be produced promptly upon request. Check all that apply.

Complaint or initial pleading

Relevant contract(s) or agreement(s)

Insurance policies or coverage correspondence

Key exhibits or documentary evidence

Other Attachments / Notes

Client Printed Name:

By:

Date:

Counsel Printed Name:

By:

Date:

What the Litigation Information Sheet Is and when it's used

Litigation Information Sheet is a standardized form used to collect concise case-related details for active or anticipated litigation. It summarizes parties, claims, key dates, jurisdiction, counsel contacts, relevant documents, evidence sources, and procedural status to assist case intake, calendaring, and reporting. Organizations use it to centralize facts, speed review, and ensure consistent handoff between paralegals, attorneys, and outside counsel. When combined with secure electronic workflows, the sheet supports audit trails, controlled distribution, and retention planning while preserving admissibility considerations and chain-of-custody notes for litigation hold processes.

Why a structured Litigation Information Sheet matters

A clear Litigation Information Sheet reduces intake friction, shortens response time to preservation and discovery tasks, and helps ensure consistent handoffs across legal teams. It provides a defensible record of initial facts and contacts that supports counsel decisions and preserves privileges during early case management.

Who prepares and relies on this sheet

Typical users who prepare or rely on this sheet include internal counsel, paralegals, litigation support, and outside counsel during case intake.

In-house counsel handling intake, triage, strategy, and litigation-hold triggers for corporate matters
Paralegals documenting facts, custodians, evidence locations, and immediate preservation needs for attorney review
Claims handlers, compliance officers, and outside counsel assessing exposure and required notices

Use consistent formatting and required fields to reduce follow-up requests and support defensible preservation actions.

Primary roles who sign or approve the sheet

In-House Counsel

General counsel and litigation attorneys use the sheet to triage matters, assign outside counsel, and trigger litigation holds. Accurate entries inform early strategy, budget estimates, and privilege determinations to limit exposure and streamline discovery.

Paralegal Lead

Paralegal leads complete intake fields, gather custodial information and evidence flags, and maintain the sheet as the canonical intake record to reduce duplicate requests and support timely production and privilege logs.

Essential sections to include on a professional sheet

A complete Litigation Information Sheet is structured for quick review and downstream use: identifiers, parties, claims, dates, counsel, evidence, and clearance flags for sensitive data and retention.

Case ID

Assign a unique matter or docket number that matches internal matter numbering; consistent IDs allow cross-referencing across eDiscovery, billing, and case management systems.

Parties

Record full legal names, roles (plaintiff/defendant), corporate DBAs, and point-of-contact details to avoid serving or referencing the wrong entity during pleadings or discovery.

Claims

List causes of action, key factual allegations, and jurisdictional basis so early pleadings, preservation scope, and jurisdictional challenges are immediately visible.

Key Dates

Document incident dates, statute of limitations triggers, filing deadlines, and any court-set dates to maintain calendaring and timely preservation steps.

Evidence

Identify document types, custodians, structured data sources, and physical locations; flag encryption or access constraints that may affect collection timing or costs.

Opposing Counsel

Record opposing counsel names, firms, contact details, and preferred service methods to streamline meet-and-confer efforts and avoid service defects.

Step-by-step: completing the Litigation Information Sheet

Follow these steps in order to ensure full, defensible intake and immediate preservation actions.

01

Collect Basic Facts: Enter parties, incident date, and jurisdiction
02

List Custodians: Record custodians, repositories, and contact details
03

Flag Sensitive Data: Mark any PHI, PII, or privileged materials
04

Route for Approval: Send to counsel and paralegal for verification and signature

How the sheet flows through case intake to archive

A typical workflow moves the sheet from intake to verification, signature, and secure archive with an audit trail for future reference.

Upload: Add the sheet to case management or document repository
Place Fields: Tag signature, initials, date, and checkbox fields
Authenticate: Use email, SMS code, or stronger identity checks
Archive: Store signed copy with audit trail and access controls

Configuring an online intake and routing workflow

Set up a workflow that enforces required fields, signer order, and retention to reduce manual follow-up and preserve an audit trail.

Workflow Field or Setting Name	Configuration
Routing Order	Sequential or parallel signer routing
Authentication Methods	Email, SMS OTP, or knowledge-based checks
Conditional Logic	Show fields or sections based on answers
Retention Policy	Auto-archive per records policy

Requirements for digital signing and secure submission

For secure eSubmission and storage, confirm the platform supports required integrations, encryption, audit trails, and appropriate authentication methods.

File Formats: PDF, DOCX, and Excel supported
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email, SMS, SSO options

eSignature vendor comparison for litigation intake

Basic platform attributes for common eSignature vendors. signNow is listed first per comparative layout; verify vendor details before procurement.

	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, no credit card required	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Security and privacy fields to capture on the sheet

Confidentiality: Privileged, confidential, or public designation

PII Present: Yes/No; specify types (SSN, DOB)

HIPAA Data: Identify PHI; attach authorization or BAA

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

Access Controls: Role-based access and audit trail required

Retention Flag: Retention period per records policy

Primary risks and consequences of incorrect or incomplete sheets

Missing Deadlines: Default or dismissal risk

Spoliation: Sanctions, adverse inference

Privilege Waiver: Inadvertent disclosure risk

Incorrect Parties: Failed service issues

Incomplete Evidence: Weakened claims or defenses

Regulatory Penalties: Sector-specific fines possible

Common preparation errors to avoid

Omitting incident or filing dates which causes missed statute of limitations or preservation windows and can substantially impair case viability.
Entering abbreviated or inconsistent party names that lead to mistaken identity during service or discovery and require time-consuming corrections.
Failing to list custodians and data locations, which expands discovery scope and increases collection costs and production delays.
Not flagging privileged communications or PHI up front, which can result in inadvertent disclosures and costly privilege review or redaction.

Key timelines and deadlines to record on the sheet

Capture legal and procedural dates immediately; accurate dating supports preservation, disclosures, and court compliance.

Incident / Occurrence Date:

Date when the underlying event occurred

Statute of Limitations:

Record the applicable deadline for filing a claim

Preservation Notice Sent:

Date litigation hold or preservation notice was issued

Initial Disclosures Due:

FRCP 26(a) deadlines for early exchange of information

Court Deadlines:

Motions, status conferences, or trial dates

Practical tips for accurate, efficient completion

Adopt consistent policies and templates to reduce errors, speed intake, and improve defensibility.

Use a Standardized Template

Provide a single verified template with required fields and validation rules. A uniform format minimizes missing data, supports automated extraction, and reduces attorney follow-up.

Validate Key Entries

Require verification of party names, dates, and custodian lists before routing. Cross-check names against corporate registries to avoid service and identity errors.

Flag Sensitive Content

Clearly mark PHI, PII, and privileged entries so downstream reviewers can apply BAAs, redaction, or privilege logs without re-reviewing every document.

Maintain an Audit Trail

Use eSignature platforms that record timestamps, IP, and authentication method. Audit trails support admissibility, demonstrate consent under ESIGN, and aid dispute resolution.

Frequently asked questions about the Litigation Information Sheet

Answers to common questions on validity, signatures, updates, privacy, and notarization for practical use in U.S. litigation workflows.

Need help? Contact support

Are electronic signatures legally valid?
Yes. Electronic signatures meet legal validity under the federal ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent, consent, attribution, and record retention to satisfy the four-part e-sign legal validity test.
When is notarization required?
Notarization depends on document purpose and jurisdiction. Many states require acknowledgements for deeds or affidavits; check state law when the sheet supports sworn statements or is used in recorded instruments.
How to handle PHI on the sheet?
If PHI is present, follow HIPAA safeguards and use a vendor that will sign a BAA. Limit access, encrypt data in transit and at rest, and document authorizations to avoid regulatory exposure.
What if a field was entered incorrectly?
Correct the sheet promptly, document the change, and notify counsel. For signed records, follow the vendor's amendment workflow or prepare an amendment document noting the correction and obtain signatures.
Who may sign the sheet on behalf of an entity?
Authorized signers include officers or persons with delegated authority. Confirm signing authority in corporate records; an incorrect signer may render certain actions unenforceable.
Can the sheet be used as evidence later?
Yes, if properly authenticated and preserved with an audit trail showing intent and attribution. Maintain retention policies and metadata to support admissibility in motion practice or trial.

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