Can this checklist be signed electronically?

Yes. Electronic signatures meeting intent, consent, attribution, and retention requirements are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; include the required consumer disclosure for consumer-facing records.

What if the asset contains protected health information?

If PHI is present, ensure a Business Associate Agreement is in place and that workflows comply with HIPAA; document the BAA and limit access to authorized reviewers only.

Who should sign the checklist?

Signatures typically include the content owner, marketing lead, sales enablement owner, and legal approver; record full names, titles, and dates to establish an auditable trail.

Are notarization or witnesses required?

Most marketing materials do not require notarization; if a jurisdiction or contract clause requires notarization or witnesses, follow state rules and capture the notarization record in the archive.

How do I correct an approved item?

Create a new checklist entry and version, capture revised approvals, and mark the prior version as superseded to preserve audit history and avoid confusion.

How long should I keep checklist records?

Retention depends on content and regulation: follow IRS, HIPAA, or other applicable standards; for many commercial records retain at least three to seven years as a baseline.

Electronic Signature
Templates
Marketing
Marketing Sales Material Checklist

Marketing Sales Material Checklist

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

MARKETING SALES MATERIAL CHECKLIST

This checklist documents the delivery, review and approval of sales and marketing materials intended for use in the Campaign described below. Each party certifies that information provided here is accurate and that listed materials meet the specifications and legal requirements set forth in the related Marketing Agreement. Failure to complete required approvals may result in delay, removal of assets, or application of the kill fee.

Parties

Brand/Client Name: Agency/Creator Name:

Campaign Details

Campaign Name Objectives Target Audience Primary Channels

Campaign Period: From to

Deliverables Checklist

Confirm each item has been provided and approved. If not provided, indicate expected delivery date or reason.

Brand Style Guide / Brand Guidelines

Received by: Date:

Logo Files (vector and raster, color variants)

File formats/specs: Received Date:

Product Images / Packshots

Resolution/variations provided:

Marketing Copy / Headlines / CTAs

Version control / approved version: Approved Date:

Testimonials / Customer Quotes (signed releases)

Release forms attached: If not, explain:

Video Assets / Cuts / Stills

Formats/bitrates provided:

Technical & Creative Specifications

Image Resolution & Color

Minimum resolution standards met Correct color profile (e.g. sRGB/CMYK)

File Formats

Required formats delivered:

Aspect Ratios / Safe Zones

Legal, Claims & Approvals

Brand approval received: Legal/Regulatory clearance for claims:

Substantiation/documentation for claims attached: If restricted claims exist, list:

FTC Disclosure & Influencer Compliance

Where applicable, materials and influencer posts include clear and conspicuous disclosures of material relationships. Parties confirm:

Required disclosures are present and meet platform-specific guidance and agreement requirements.

Disclosure Notes (if any)

Exclusivity & Usage Rights

Exclusivity required for campaign period: Yes No

License / Usage Summary

Transfer of ownership to Brand upon final payment:

Termination & Kill Fee

Termination notice period (days):

Kill Fee (if terminated after assets produced)

Intellectual Property & Indemnities

Brand warrants that materials provided to Agency do not infringe third-party rights and that Brand holds sufficient rights for the licensed uses. Agency warrants that all creative elements it supplies (excluding Brand-owned assets) are original or properly licensed.

Indemnity: Each party agrees to indemnify, defend and hold harmless the other from claims arising from the indemnifying party's breach of the foregoing warranties, subject to the limitations agreed in the Marketing Agreement.

Final Review & Outstanding Items

Materials Outstanding / Issues

Both parties acknowledge that the checklist completion is a record of review only and does not substitute for any approvals required by the Marketing Agreement. Confirmations below constitute express approval of the provided materials and acceptance of responsibility for their accuracy and clearance.

Brand representative certifies: Agency representative certifies:

Brand:

By:

Date:

Agency/Creator:

By:

Date:

What the Marketing Sales Material Checklist Is and When to Use It

The Marketing Sales Material Checklist is a structured inventory and approval roadmap used to prepare, review, and publish sales-facing collateral such as one-pagers, brochures, slide decks, and email templates. It consolidates required content elements, legal and regulatory disclaimers, brand assets, approval owners, and distribution channels so teams can confirm completeness before release. For organizations that must meet industry rules or internal compliance standards, the checklist documents sign-offs and version history to reduce rework, regulatory exposure, and inconsistent messaging across campaigns.

Why a Checklist Improves Accuracy and Compliance

A centralized checklist reduces errors, ensures required approvals are captured, and documents retention and distribution steps for auditability. It helps maintain consistent brand language while making legal and regulatory checks explicit.

Teams and Roles That Typically Complete the Checklist

Practical contributors and approvers who benefit from this checklist include marketing operations, sales enablement, legal, and compliance teams.

Marketing managers and content owners who prepare messaging and asset files for campaign use.
Sales enablement and field reps who verify product claims, pricing, and distribution formats.
Legal and compliance reviewers who confirm required disclaimers and regulatory language.

Step-by-Step: Complete the Checklist Before Release

Follow these sequential steps to move a marketing asset from draft to distribution-ready.

01

Prepare: Collect draft content, art files, and intended use cases.
02

Review: Route to legal and compliance for required language checks.
03

Approve: Obtain sign-offs from marketing lead and sales owner.
04

Publish: Export final files and record distribution channels and versions.

How to Configure a Digital Checklist Workflow

Set up a consistent approval workflow in your document management or eSignature platform.

Field	Configuration
Routing Order	Draft -> Legal -> Marketing Lead -> Sales
Authentication	Email link or SMS code for approvers
Notifications	Auto-reminders at 48h and 7d
Storage Path	Designated marketing asset library

Where Completed Checklists Are Sent or Filed

Define final destinations so approvals and signed copies are discoverable by stakeholders.

Marketing Library: Primary archive for published assets and version-controlled files.
CRM Attachment: Link the approved collateral to relevant accounts or opportunities.
Legal Records: Store executed approvals and legal memos for compliance audits.
Distribution Logs: Record channel release dates and target audiences.

Technical and Platform Requirements for Digital Completion

Confirm the platform supports required integrations, file formats, and authentication options before implementing the checklist.

Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace, Box, Procore
File Formats: PDF, DOCX, HTML, Excel supported for upload and export
Authentication: Email link, SMS code, SSO, and optional advanced signer verification

Typical Timelines and Deadlines for Checklist Completion

Establish internal SLAs so approvals and publishing occur predictably.

Initial Draft:

Complete 10 business days before planned release

Legal Review:

Allow 3–5 business days for substantive review

Final Approval:

Obtain sign-offs at least 2 business days pre-release

Distribution:

Schedule channel deployment windows and version control

Post-Release Audit:

Conduct compliance check within 30 days

Common Preparation Errors to Avoid

Missing or inconsistent legal disclaimers that leave the organization exposed to regulatory challenge.
Uploading wrong asset versions to distribution channels, causing client-facing inconsistencies and rework.
Failing to document approvals and reviewer identities, which hinders auditability and dispute resolution.
Using incorrect pricing or product claims that require retraction and damage credibility.

Potential Risks of Incomplete or Incorrect Materials

Regulatory Exposure: Fines or enforcement for false claims

HIPAA Violations: Breach risk when PHI handling is incorrect

Contractual Breach: Misrepresentation may trigger liabilities

Brand Damage: Loss of customer trust and sales impact

Tax Risk: Incorrect pricing disclosures affecting reporting

Operational Delay: Remediation and reapproval cycles

Security and Compliance Points to Document on the Checklist

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

Certifications: ISO 27001 and SOC 2 Type II available

HIPAA: BAA required for PHI handling

ESIGN/UETA: Electronic signature legal compliance

Accessibility: WCAG 2.0 Level AA considerations

Audit Trail: Timestamped signer events and logs

Essential Components to Include on the Checklist

A professional checklist groups required elements so reviewers can confirm each area before publishing.

Brand Elements

Logo, approved color palette, typography, and image rights; ensure correct asset versions and license confirmations are recorded.

Core Messaging

Product descriptions, feature lists, and value statements that must match approved positioning and not make unverified claims.

Pricing & Terms

Current pricing, warranty disclaimers, and payment terms; capture the source of pricing authority and effective dates.

Legal Disclaimers

Required consumer notices, regulatory statements, and any industry-specific language that legal has validated for inclusion.

Approvals

Names, titles, and dates for marketing, sales, legal, and any external approvers to create an auditable sign-off record.

Distribution Plan

Target channels, file formats, localization needs, and sunset criteria to ensure consistent release and eventual removal.

How Teams Use the Checklist: Real Examples

These short examples show practical outcomes when the checklist is used across organizations.

Optica Ventures — Marketing Ops

Optica standardized collateral reviews across teams to reduce versioning errors.

They reported easier handoffs between sales and marketing.
By capturing approvals and final file locations in the checklist, the team reduced rework and customer confusion while improving internal traceability for audits.

Martin Properties — Real Estate

Martin Properties moved lease and listing one-pagers to a governed workflow.

Signatures and approvals were captured online.
Having a single checklist entry per asset ensured required disclosures and legal approvals were present, enabling faster listing publication and fewer compliance questions from brokers and clients.

eSignature Vendor Comparison for Checklist Workflows

Common feature and pricing points for typical eSignature providers used to complete and store approved checklists; signNow listed first for parity with platform data.

	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	Varies by plan	Varies by plan	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

Frequently Asked Questions About the Marketing Sales Material Checklist

Answers to common questions about electronic approvals, legal validity, storage, and corrective actions.

Need help? Contact support

Can this checklist be signed electronically?
Yes. Electronic signatures meeting intent, consent, attribution, and retention requirements are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; include the required consumer disclosure for consumer-facing records.
What if the asset contains protected health information?
If PHI is present, ensure a Business Associate Agreement is in place and that workflows comply with HIPAA; document the BAA and limit access to authorized reviewers only.
Who should sign the checklist?
Signatures typically include the content owner, marketing lead, sales enablement owner, and legal approver; record full names, titles, and dates to establish an auditable trail.
Are notarization or witnesses required?
Most marketing materials do not require notarization; if a jurisdiction or contract clause requires notarization or witnesses, follow state rules and capture the notarization record in the archive.
How do I correct an approved item?
Create a new checklist entry and version, capture revised approvals, and mark the prior version as superseded to preserve audit history and avoid confusion.
How long should I keep checklist records?
Retention depends on content and regulation: follow IRS, HIPAA, or other applicable standards; for many commercial records retain at least three to seven years as a baseline.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now