Can the questionnaire be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure the signer demonstrates intent, consents to an electronic record, the signature is attributable, and a reproducible record is retained.

Is notarization or witnesses required?

Typically no for marketing disclosures. Notarization or witnesses are only necessary if a state statute or a specific vendor contract requires it; check state rules and contract terms before assuming no authentication is needed.

How do we revoke or change consent recorded here?

Document revocation requests in writing and follow the consent withdrawal process described in your policies. Record the revocation date and update affected systems and marketing lists to stop further contact.

What if the questionnaire conflicts with vendor contracts?

Escalate to legal. Conflicts between disclosed data-sharing and vendor agreements can create contractual risk; legal must reconcile terms and amend the questionnaire or vendor contract as needed.

How long must we retain signed questionnaires?

Retain per your records schedule; federal standards include IRS three-year minimum (IRC §6501(a)) and HIPAA six-year retention for healthcare (45 CFR §164.530(j)). State or industry rules may require longer periods.

What evidence should we keep to prove consent?

Preserve the signed questionnaire, timestamped consent records, IP or authentication logs, the exact consumer-facing disclosure, and any linked audit certificate to support compliance and respond to inquiries.

Electronic Signature
Templates
Marketing
Marketing Disclosure Questionnaire

Marketing Disclosure Questionnaire

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

MARKETING DISCLOSURE QUESTIONNAIRE

Parties

Brand/Client Name:

Brand Primary Contact Brand Contact Email / Phone

Creator/Agency Name:

Creator Primary Contact Creator Contact Email / Phone

Campaign Overview

Campaign Name Objectives Target Audience

Campaign Period: Start to End

Channels and Media

Select all channels intended for campaign distribution:

Instagram YouTube TikTok Facebook X/Twitter Blog/Website

Other channels (specify)

Deliverables

List all deliverables, formats, quantity and final delivery deadlines. Attach creative briefs where applicable.

Deliverable 1 — Description

Format: Quantity: Deadline:

Deliverable 2 — Description

Format: Quantity: Deadline:

Compensation & Payment

Total Fee or Budget Payment Schedule / Milestones Kill Fee if Terminated Without Cause

Usage Rights & Intellectual Property

Specify license grant from Creator to Brand for campaign materials. Check applicable rights being granted:

Non-exclusive license Exclusive license (limited to campaign period) Perpetual license

Territory Duration of License

FTC Disclosure & Compliance

Creator must make clear and conspicuous disclosure of any material connection between Creator and Brand in every applicable piece of content. Indicate how disclosures will be presented:

Use of clear hashtag (e.g., #ad, #sponsored) Platform-paid-partnership / Branded tag Verbal disclosure within video/audio

Proposed Disclosure Wording

Will Creator include disclosures as required by applicable law and platform policy? Yes No

Material Connections

Identify any material connections between Creator and Brand or its affiliates:

Monetary payment Free product or service Affiliate or commission relationship Brand equity/ownership interest

If Other or Details, explain

Approval, Reporting & Recordkeeping

Creative Approval Process

Standard review period for submitted creative (days):

Post-Campaign Reporting Requirements

Exclusivity & Conflicts

Does Brand require exclusivity for the Creator during the campaign period? Yes No

If yes, specify scope and duration

Termination

Notice Period for Termination Without Cause Termination for Material Breach — Remedies

Representations, Warranties & Indemnity

By signing below, Creator represents and warrants that: (a) all disclosures required by law and platform policies will be made clearly and conspicuously in each applicable post; (b) Creator has full authority to grant the rights set forth in this questionnaire; (c) content provided will not infringe third party intellectual property rights; and (d) Creator will retain records demonstrating compliance for at least two years and will provide such records to Brand upon reasonable request.

Creator agrees to indemnify, defend and hold harmless Brand and its affiliates from and against claims, damages, losses and expenses arising from Creator's failure to disclose material connections or from content that violates applicable law or third-party rights, except to the extent caused by Brand's material breach or instructions that were not compliant with law.

Audit & Recordkeeping Consent

Creator consents to reasonable audits by Brand to verify compliance with disclosures and the terms set forth in this questionnaire. Creator will produce analytics, screenshots and native platform data upon request within a reasonable time frame.

Additional Notes

Special Instructions or Exceptions

Certification

The undersigned certify under penalty of perjury that the information provided in this Marketing Disclosure Questionnaire is true, complete and accurate to the best of their knowledge. The undersigned further certify that they have the authority to bind their respective party to the commitments set forth herein, and that they will cooperate in good faith to ensure any published content for the campaign complies with applicable disclosure requirements.

Brand Representative:

By:

Date:

Creator/Agency Representative:

By:

Date:

What the Marketing Disclosure Questionnaire Is

The Marketing Disclosure Questionnaire is a structured form used to capture an organization’s marketing communications practices, disclosures required by law, and permissions for recipient contact and data use. It documents promotional channels, third-party data sharing, targeted advertising practices, and consent language that must accompany consumer-facing outreach. The questionnaire helps legal, marketing, and compliance teams confirm that disclosures meet federal and state requirements and that records exist showing when and how consent or notices were provided to individuals.

Why a Clear Questionnaire Matters

A Marketing Disclosure Questionnaire centralizes disclosure language, consent records, and data-use details so teams can demonstrate compliance with consumer protection and privacy laws while reducing ambiguity between marketing and legal stakeholders.

Who Typically Completes This Questionnaire

Teams collaborate to complete the questionnaire so that marketing, legal, and data teams align on required disclosures and consent handling before campaigns launch.

Marketing operations and campaign managers who supply channel, audience, and creative details for disclosure review.
Legal and compliance reviewers who verify wording against consumer protection and privacy requirements.
Data privacy officers or IT staff who confirm data-sharing partners, retention rules, and technical controls.

Completing the questionnaire with all stakeholders reduces rework, supports audits, and creates a record that can be retained according to regulatory retention schedules.

Core Elements to Include in the Questionnaire

A professional Marketing Disclosure Questionnaire captures the document metadata, campaign details, disclosure text, consent method, third-party data flows, and retention rules so reviewers can assess compliance quickly.

Document Info

Unique ID, effective date, version history and authoring department so each submission can be traced and audited over time.

Campaign Details

Channel, audience, timing, and creative identifiers that determine which disclosures apply and which regulatory regimes may be triggered.

Disclosure Text

Exact notice wording proposed for recipients, including required elements such as purpose, data use, and opt-out instructions.

Consent Method

How consent or notice is obtained (click-to-consent, checkbox, opt-out link, paper) and evidence of consumer access to the notice.

Data Sharing

List of third parties receiving data, types of data shared, and whether contractual protections such as data processing agreements are in place.

Retention & Audit

Retention period for questionnaire records and signed copies, plus where audit trails and logs are stored for future inspection.

Step-by-Step: Completing the Questionnaire

Follow these sequential steps from draft to approval so the questionnaire is reviewed and retained with an auditable record.

01

Draft: Populate fields with campaign and disclosure text.
02

Internal Review: Send to legal and privacy for review.
03

Finalize: Incorporate feedback and finalize wording.
04

Sign and Store: Record approval signatures and archive the final PDF.

How to Configure an Online Review Workflow

Configure a digital workflow to route questionnaires through marketing, privacy, and legal with conditional approvals and version control.

Field	Configuration
Routing Order	Marketing → Privacy → Legal
Authentication	Email link or SSO for internal reviewers
Conditional Steps	Trigger legal review if third-party sharing selected
Archiving	Store final PDF with audit trail in document repository

Where to Send or File the Completed Questionnaire

Route completed questionnaires to the teams and systems that require them and ensure a single source of truth for audits and retrieval.

Marketing Ops: Records campaign metadata and campaign folder.
Legal Review: Stores approved disclosure language.
Privacy Office: Keeps evidence of consent and data-sharing decisions.
Document Repository: Archive final PDF with audit trail.

Digital Signing and Technical Requirements

Use an eSignature platform that supports audit trails, exportable certificates, and secure storage to capture approvals reliably.

Integrations: Salesforce, NetSuite, Google Workspace supported
File Formats: PDF, DOCX, HTML compatible
Authentication: Email, SSO, SMS OTP options

Ensure chosen systems retain tamper-evident records and store signed copies with associated metadata to meet retention and e-discovery needs.

Typical Timelines and Processing Expectations

Plan questionnaire completion around campaign timelines and internal review SLAs so disclosures are finalized before materials go live.

Drafting Deadline:

At least 10 business days before launch

Legal Review SLA:

5 business days typical

Privacy Review SLA:

5 business days typical

Final Approval:

2 business days after final edits

Record Retention Start:

Effective date of final signed document

Common Errors to Avoid When Preparing the Questionnaire

Using vague disclosure language that omits purpose or data categories, which can lead to regulatory questions and legal objections.
Failing to list all third-party recipients precisely, preventing proper contract checks and leaving shared data undocumented.
Not capturing the exact consumer-facing wording and showing only summaries, which undermines reviewer ability to verify compliance.
Skipping evidence of consent capture (timestamps, IP, method), reducing the ability to prove lawful processing choices.

Potential Penalties and Compliance Risks

Privacy Enforcement: Civil penalties possible

Consumer Litigation: Class action exposure

Regulatory Audit: Investigations and remedies

Contract Breach: Vendor liability risk

Reputational Harm: Loss of customer trust

Operational Delay: Campaign stoppage risk

Real-World Examples of Use

These examples show how organizations used a marketing disclosure checklist or questionnaire to align legal and marketing requirements.

Martin Properties

Martin Properties used a disclosure questionnaire to standardize tenant marketing notices and campaign consent across offices

Deployed across mobile and desktop campaign flows
The process reduced back-and-forth with legal and ensured consistent wording for tenant outreach, improving audit readiness for property marketing.

Fertility Centers

A healthcare organization used the questionnaire to map patient-facing ad disclosures and vendor data flows

Required HIPAA-aligned addenda and authorization checks
The finalized questionnaire documented consent mechanisms and third-party processors, supporting both privacy and clinical communications governance.

Comparison: Marketing Disclosure Questionnaire vs. Standard Consent Form

This table outlines key distinctions so teams choose the right document for campaign compliance and recordkeeping.

Criteria	Marketing Disclosure Questionnaire	Standard Consent Form
Purpose	detailed disclosure	simple consent
Required Details	high granularity	minimal fields
Enforceability	audit-ready record	consent evidence
Typical Use Case	campaign compliance	opt-in capture

eSignature Vendor Pricing and Feature Snapshot

Compare starting prices and key features for common eSignature providers to evaluate cost and compliance fit 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 by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

How to Download, Save, and Share Finalized Questionnaires

Export options and supporting files should be standardized so signed questionnaires and audit trails are easy to retrieve for audits or legal requests.

PDF Export

Save a signed, flattened PDF with embedded audit trail and time stamps to preserve the legal record and support e-discovery requests.

Source Document

Store the original Word or DOCX file to allow future text updates and change tracking while linking to the signed PDF.

Data Export

Export structured field data as CSV or Excel for reporting, bulk analysis, and compliance sampling across campaigns.

Audit Certificate

Include the platform's certificate of completion showing signer email, IP, timestamp, and event log for evidentiary support.

Who Typically Signs and Approves the Questionnaire

Marketing Director

The Marketing Director or campaign owner confirms campaign details, approves consumer-facing language, and attests that listed channels and audiences are accurate. Their signature indicates operational responsibility for disclosures.

Company Officer

An authorized company officer or delegated approver (legal or compliance lead) signs to confirm the organization accepts the disclosed practices and legal responsibilities.

How to Update or Revise a Submitted Questionnaire

Use a controlled amendment process so changes to disclosures are versioned, reviewed, and reapproved before being used in new campaigns.

01

Initiate Revision:

Open a new version and note changes.

02

Notify Reviewers:

Alert legal and privacy teams.

03

Document Changes:

Summarize amendments in version notes.

04

Reapprove:

Obtain signatures from required roles.

05

Archive Prior:

Keep prior signed version for retention.

06

Deploy:

Use updated wording in new materials.

Frequently Asked Questions and Troubleshooting

Answers to common procedural and legal questions about using, signing, and storing Marketing Disclosure Questionnaires.

Need help? Contact support

Can the questionnaire be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure the signer demonstrates intent, consents to an electronic record, the signature is attributable, and a reproducible record is retained.
Is notarization or witnesses required?
Typically no for marketing disclosures. Notarization or witnesses are only necessary if a state statute or a specific vendor contract requires it; check state rules and contract terms before assuming no authentication is needed.
How do we revoke or change consent recorded here?
Document revocation requests in writing and follow the consent withdrawal process described in your policies. Record the revocation date and update affected systems and marketing lists to stop further contact.
What if the questionnaire conflicts with vendor contracts?
Escalate to legal. Conflicts between disclosed data-sharing and vendor agreements can create contractual risk; legal must reconcile terms and amend the questionnaire or vendor contract as needed.
How long must we retain signed questionnaires?
Retain per your records schedule; federal standards include IRS three-year minimum (IRC §6501(a)) and HIPAA six-year retention for healthcare (45 CFR §164.530(j)). State or industry rules may require longer periods.
What evidence should we keep to prove consent?
Preserve the signed questionnaire, timestamped consent records, IP or authentication logs, the exact consumer-facing disclosure, and any linked audit certificate to support compliance and respond to inquiries.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now