How do I ensure electronic consent is valid?

Provide a clear ESIGN consumer disclosure, capture an explicit consent checkbox, and record attribution metadata (email, IP, timestamp). Maintain reproductions and audit trails to meet the ESIGN four-prong test: intent, consent, attribution, and record retention (15 U.S.C. ch. 96).

What fields are required for lead qualification?

Essential fields include full legal name, business email, phone with country code, company name, and standardized qualifying fields (budget, timeline, decision authority). Ensure field validation and CRM mappings to prevent duplicates and support automated lead scoring and routing.

Can the survey be e-signed?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are generally enforceable. Avoid e-signing only for documents in ESIGN exceptions (e.g., wills). Ensure consent and an audit trail for legal validity.

How should I store completed surveys?

Store signed responses securely with AES-256 encryption at rest and TLS 1.2/1.3 in transit. Maintain audit logs, retention schedules aligned with IRS, HIPAA, or state rules, and role-based access. Retain reproductions to satisfy ESIGN record reproduction requirements.

What are common submission errors?

Frequently: missing consent checkbox, incorrect email addresses, improperly mapped CRM fields, and unchecked conditional fields. Employ field validation, mandatory consent, and real-time previews to reduce these errors, and run daily validation jobs to fix formatting or duplication issues.

When is a Business Associate Agreement needed?

A Business Associate Agreement (BAA) is required when the survey collects protected health information (PHI) and a vendor stores or processes it. Ensure the eSignature provider executes a BAA and that workflows preserve HIPAA-required access controls and audit trails.

Electronic Signature
Templates
Marketing
Marketing New Prospects Survey

Marketing New Prospects Survey

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

Marketing New Prospects Survey

Purpose: This survey collects factual and contractual preferences from a prospective Brand/Client to inform initial campaign scoping, price estimates, legal considerations, and proposal drafting. Complete all applicable fields. Information provided is subject to the Confidentiality provisions in Section: Confidentiality and Data Handling below.

Client Identification

Client Name Primary Contact Legal Entity Type (check all that apply)

Corporation LLC Sole Proprietor Nonprofit Other:

Business Address

Brand Overview

Brand / Product Name Industry / Category

Established on:

Short brand description (positioning, USP)

Current Marketing Assets

Existing assets (check all that apply):
Website Social profiles Email list Ad accounts Content library Other

Describe current assets, performance benchmarks, and access permissions (ad accounts, analytics, CMS)

Target Audience & Market

Primary Audience Geographic Focus

Campaign Objectives & KPIs

Primary Objective(s) Key Performance Indicators (KPIs) Monthly Budget (indicative)

Deliverables & Timeline

Requested Deliverables (select types and quantify)

Strategy plan Ad creative Video content Social posts Email sequences Other

If quantities or deadlines are known, provide details

Desired campaign start date:

Compensation & Payment Preferences

Preferred compensation structure:
Monthly retainer Milestone payments One-time fee Revenue share / performance fee

Payment terms and invoicing preferences

Usage Rights, Ownership & Licensing

Desired usage grant for created materials:
Non-exclusive license Exclusive license Transfer of ownership (work for hire)

License duration / desired end date (if applicable)

Duration in months: Or end date:

Territory requested:

Note: Absent an express agreement, Agency retains ownership of pre-existing IP and any templates or tools used to create deliverables; Client receives only the expressly granted license. Any transfer of ownership or exclusive license will be documented in a separate written agreement and may be subject to additional fees.

FTC Disclosure Compliance

The parties acknowledge that endorsements, influencer posts, and sponsored content must include clear and conspicuous disclosures in accordance with applicable consumer protection requirements. Client confirms responsibility for providing truthful product claims and substantiation for any representational statements in marketing materials and for communicating required disclosures to Creators/Agency where applicable.

I certify that product claims to be used in promotions are truthful and supported and that required disclosures will be timely provided to Agency.

Exclusivity & Conflicts

Does Client require exclusivity for category or competitors during the campaign term?
Yes No

If yes, describe scope and any proposed exclusivity fee

Confidentiality and Data Handling

Client and Agency acknowledge that information exchanged in connection with campaign scoping may include confidential business information and personal data. Parties shall treat such information as confidential and shall not disclose it to third parties except as required to perform the services, to comply with law, or with prior written consent. Any personal data processing shall be limited to the purposes necessary to provide services and retained no longer than reasonably necessary unless otherwise agreed in writing.

I acknowledge and accept the foregoing confidentiality and data handling terms.

Termination & Kill Fee

Preferred notice period for termination by either party (in days):

If services are terminated after work has commenced, Client agrees that Agency may be entitled to a reasonable kill fee to cover work performed and commitments made. Proposed kill fee (if any):

Approvals, Contacts & Legal Review

Name and contact for approvals Billing contact

Legal or procurement representative who should receive contract drafts:

Representations & Certifications

By signing below, Client represents and warrants that they have authority to provide the information contained herein and that the information is true and complete to the best of their knowledge. Client further certifies that any third-party material provided for use in campaigns is properly licensed for the intended use or is owned by Client.

Brand/Client:

By:

Date:

Agency/Creator:

By:

Date:

What the Marketing New Prospects Survey Is

The Marketing New Prospects Survey is a structured questionnaire used by organizations to collect standardized information from potential customers or leads. It captures demographic data, contact details, purchase intent, channel preferences, and qualifying criteria to support lead scoring and targeted outreach. Designed for digital distribution, the survey can be delivered via email, web forms, or integrated CRM workflows, and often includes conditional fields to reduce friction. Responses create a documented record to guide follow-up, segmentation, and performance measurement while enabling auditability for compliance and reporting purposes.

Why a Standardized Prospect Survey Matters

A Marketing New Prospects Survey centralizes lead data, improves qualification consistency, and reduces manual entry errors. It supports targeted campaigns, efficient routing to sales, and measurable segmentation while preserving an auditable record useful for privacy and regulatory compliance.

Who Typically Uses This Survey

The Marketing New Prospects Survey is used by teams that manage lead intake, qualification, and outreach across sales and marketing.

Marketing managers collecting channel preference and campaign attribution for segmentation.
Sales reps needing clear qualification data and follow-up contact instructions.
Customer success teams tracking onboarding readiness and initial product requirements from prospects.

Smaller businesses and enterprises alike rely on standardized surveys to reduce lead response time and ensure consistent data for analytics.

Typical Roles Completing or Reviewing Responses

Marketing Manager

Typically designs survey questions, defines qualification criteria, and maps fields to CRM. Responsible for response segmentation, campaign targeting, and ensuring questions comply with privacy notices. Works with analytics to turn prospect responses into scoring models that prioritize sales outreach.

Sales Operations

Manages intake workflows, routing, and data quality rules in the CRM. Implements conditional logic and validation, reduces duplicate leads, and ensures accurate owner assignment and audit logs to support compliance and operational reporting.

Core Components of a Professional Survey

A professional Marketing New Prospects Survey balances concise qualifying questions, privacy disclosures, and CRM-ready fields to maximize completion and usable lead data for downstream workflows.

Qualification Questions

Use clear, objective criteria such as budget range, timeline, and decision authority. Frame questions to allow automated scoring and avoid open-ended responses that complicate parsing or routing.

Contact Fields

Collect full name, email, phone, and company. Include preferred contact method and time to reduce missed connections and improve outreach efficiency for sales triage immediately.

Consent & Disclosures

Provide ESIGN consumer disclosure and opt-in language for marketing contact. Clearly state data use and retention to meet ESIGN, UETA, and privacy obligations such as CCPA and HIPAA where applicable.

Conditional Logic

Use branching to show only relevant questions. Reduces respondent time, improves data quality, and prevents collecting unnecessary personal data and supports automated routing and scoring in CRM.

CRM Mapping

Map fields to CRM custom fields and UTM parameters. Ensure field names match to enable automated import, deduplication, and reporting for sales and marketing analytics.

Analytics Tags

Include source, campaign, and medium tags. Track conversion rates by cohort, and feed results into lead scoring and attribution models and A/B test variants.

Step-by-Step: From Survey Setup to Follow-Up

Follow these steps to collect, validate, and route new prospect data from the Marketing New Prospects Survey.

01

Prepare Survey: Define goals, questions, and required fields.
02

Set Privacy: Add ESIGN disclosure and data use notice.
03

Integrate CRM: Map fields and set routing rules.
04

Launch & Monitor: Distribute, validate responses, and iterate questions.

Typical Online Configuration for Automation

Configure online delivery and automation so survey responses populate CRM and trigger follow-up workflows immediately.

Field	Configuration
Delivery Method	Choose email link, web form, or embedded widget.
Authentication	Use email verification or SMS code for signer attribution.
CRM Mapping	Map UTM, email, and custom fields to CRM objects.
Automation Rules	Set scoring thresholds and assign owners automatically.

Platform and Integration Considerations

Ensure the survey platform supports secure eSignature capture, conditional fields, and integrations with CRM and cloud storage for reliable delivery and auditability.

Integrations: Salesforce, NetSuite, Microsoft 365 integrations.
Security: TLS 1.2/1.3 in transit; AES-256 at rest.
Formats: Supports PDF, DOCX, and HTML.

Where Submitted Surveys Go and What Happens Next

Routing and follow-up steps after a prospect submits the Marketing New Prospects Survey to CRM and sales queues.

Upload Form: Upload the survey PDF or form to the platform.
Place Fields: Add signature, text, and conditional fields in document.
Assign Signers: Provide signer emails and routing order if applicable.
Track & Store: Capture audit log, timestamp, and store signed copy.

Timelines and Typical Response Expectations

Key timelines for distributing, collecting, and retaining Marketing New Prospects Survey responses and related filings.

Distribution Window:

Ideal to send within 24–72 hours of initial contact.

Response Expectation:

Target 48–72 hours for completed responses to maintain engagement.

Data Validation:

Run validation within 24 hours to correct errors and duplicates.

Retention Start Date:

Retention begins at response date or contract effective date.

Review Cycle:

Quarterly review of questions, tags, and routing rules recommended.

eSignature Pricing Comparison for Marketing Surveys

Compare common eSignature plans for processing Marketing New Prospects Surveys; signNow is listed first per platform comparison requirements.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Plan	7-day free trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Required Data Fields and Short Format Notes

Full Name: Legal given and family name.

Email Address: Valid email for correspondence.

Phone Number: Include country and area code.

Company Name: Registered business or employer name.

Consent Checkbox: Explicit consent for electronic contact.

IP & Timestamp: Automated capture for audit trail.

Common Pitfalls to Avoid

Using long, unclear questions that cause respondents to abandon the survey and reduce completion rates.
Failing to include an explicit consent checkbox and consumer disclosure for electronic contact and record retention.
Collecting unnecessary personally identifiable information increases compliance burdens and may breach data minimization principles and obligations.
Not validating emails or phone numbers leads to high bounce rates and inefficient outreach attempts.

Risks and Potential Penalties

Missing Consent: Violates ESIGN disclosure rules

Invalid TIN: Triggers 24% backup withholding

Late Reporting: Can lead to IRS penalties

Inaccurate Data: Wastes sales resources

Privacy Violations: HIPAA/CCPA exposure risk

Unreliable Audit Trail: Difficulty proving attribution

Real-World Examples Using Prospect Surveys

Practical examples show how teams use the Marketing New Prospects Survey to qualify leads and streamline outreach.

Martin Properties

Martin Properties replaced paper-based lead forms with an online Marketing New Prospects Survey to speed intake and reduce in-person processing.

They captured responses on mobile and desktop quickly.
The company reduced turnaround and missing fields, enabling agents to prioritize prospects and maintain clearer documentation for compliance and follow-up and automated routing into CRM shortened response time and improved assignment accuracy.

Optica Ventures LLC

Optica Ventures used a Marketing New Prospects Survey to collect and normalize lead data across multiple acquisition channels and campaigns.

This reduced manual entry and improved data consistency.
Standardized fields allowed integration with CRM workflows, improving handoffs to sales and enabling measurement of channel performance without rekeying data, while preserving an auditable record of consent and timestamps for regulatory purposes.

Frequently Asked Questions and Troubleshooting

Common questions about using and eSigning the Marketing New Prospects Survey, and how to resolve frequent issues with delivery, consent, and data quality.

Need help? Contact support

How do I ensure electronic consent is valid?
Provide a clear ESIGN consumer disclosure, capture an explicit consent checkbox, and record attribution metadata (email, IP, timestamp). Maintain reproductions and audit trails to meet the ESIGN four-prong test: intent, consent, attribution, and record retention (15 U.S.C. ch. 96).
What fields are required for lead qualification?
Essential fields include full legal name, business email, phone with country code, company name, and standardized qualifying fields (budget, timeline, decision authority). Ensure field validation and CRM mappings to prevent duplicates and support automated lead scoring and routing.
Can the survey be e-signed?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are generally enforceable. Avoid e-signing only for documents in ESIGN exceptions (e.g., wills). Ensure consent and an audit trail for legal validity.
How should I store completed surveys?
Store signed responses securely with AES-256 encryption at rest and TLS 1.2/1.3 in transit. Maintain audit logs, retention schedules aligned with IRS, HIPAA, or state rules, and role-based access. Retain reproductions to satisfy ESIGN record reproduction requirements.
What are common submission errors?
Frequently: missing consent checkbox, incorrect email addresses, improperly mapped CRM fields, and unchecked conditional fields. Employ field validation, mandatory consent, and real-time previews to reduce these errors, and run daily validation jobs to fix formatting or duplication issues.
When is a Business Associate Agreement needed?
A Business Associate Agreement (BAA) is required when the survey collects protected health information (PHI) and a vendor stores or processes it. Ensure the eSignature provider executes a BAA and that workflows preserve HIPAA-required access controls and audit trails.

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