Can the form be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure the signer demonstrates intent, consents to electronic records, and the platform retains a reproducible record.

Do I need a notarized signature?

Not usually for routine onboarding, but certain transactions or state-specific documents may require notarization or witnesses. Check state rules and the document’s legal requirements before skipping notarization.

What if the client provides an incorrect TIN?

Incorrect TINs can trigger backup withholding at 24% and cause IRS notice. Request corrected information promptly and consider requiring a signed W-9 to verify the taxpayer identification.

How should I store completed forms securely?

Store signed copies in encrypted cloud storage with role-based access, retain an audit trail, and follow federal retention rules such as IRS minimums and HIPAA where applicable.

How do I update or correct a submitted form?

If data is incorrect, have the client complete and sign an amended form. For electronic records, create a new signed record with a clear version history rather than editing the original signed document.

Who is authorized to sign for an entity?

An authorized officer or person with delegated authority may sign; require evidence of authority such as corporate resolution or power of attorney when signature authority is not obvious.

Electronic Signature
Templates
Other
New Client Information Form

New Client Information Form

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

To:

FINANCIAL ACCOUNT TRANSFER TO TRUST

THIS Assignment, is being made on this the day of ,

by County, State of North

Dakota, as the Assignor(s), whether one or more, and as Trustee

of THE REVOCABLE TRUST dated as the

Assignee.

Assignor(s) do hereby assign, convey, and deliver to the Assignee all of the Assignor's right, title, and interest in and to the following described property:

Checking Account No(s): at

Savings Account No(s): at

Account No(s): at

Brokerage Account No(s): at

This assignment includes, but is not limited to, all cash and securities held in said Accounts.

These account shall hereafter be titled in the name of

as Trustee of THE REVOCABLE LIVING TRUST, with an

address of

TO HAVE AND TO HOLD unto the Trustee and his or her successors and assigns forever.

DATED this the day of

Trustor Signature

Print Name:

Trustor Signature

Print Name:

STATE OF NORTH DAKOTA

COUNTY OF

On this day of , in the year before me

personally appeared known to me (or proved to me on the oath

of to be the person who is described in and who executed

the within and foregoing instrument, and acknowledged to me that

(he/she/they) executed the same.

(Seal)

Notary Public

Printed Name:

Commission Expires:

What the New Client Information Form Is

The New Client Information Form collects the core data needed to onboard a client, open an account, and begin providing services. It centralizes legal names, contact details, billing and tax identifiers, service scope, authorizations, and any required supporting documents. When completed promptly and accurately, the form reduces manual follow-up, supports contract creation, and creates a record that can be retained under applicable regulatory rules.

Why a Standardized New Client Form Matters

A standardized form speeds onboarding, reduces errors, and ensures consistent collection of required identifiers and consent language. It supports compliance with ESIGN and UETA for electronic execution and simplifies downstream processes such as billing, tax reporting, and identity verification.

Who Typically Completes the New Client Information Form

The form is used by staff who handle onboarding, account setup, or engagement acceptance.

Client-facing teams such as sales and account managers who need accurate contact and billing data.
Operations, finance, and compliance teams who require tax IDs, billing preferences, and authorization language.
Legal or contracting teams who use the collected data to draft agreements and verify signatory authority.

Core Sections to Include in a Professional Form

A robust New Client Information Form is organized into distinct sections to capture identity, contact, financial, service, and legal authorization details so your team can act quickly and with documented consent.

Client Identity

Full legal name, trade name if applicable, and government ID details used to confirm identity and match tax records.

Contact Details

Primary email, phone, mailing and billing address; specify preferred communication channels and emergency contact information.

Billing & Tax

Taxpayer identification (SSN or EIN), billing contact, payment terms, and invoicing preferences required for accurate tax reporting.

Services & Scope

Describe requested services, start date, deliverables, and any client-specific constraints or service-level expectations.

Authorizations

Data-sharing consents, HIPAA release or privacy addenda where applicable, and signature blocks for authorization of actions.

Attachments

Space to attach W-9, proof of insurance, identification documents, or other supporting files required for onboarding.

Step-by-Step: Completing the New Client Form

Follow a consistent sequence to gather documents, enter data, verify identity, and capture consent to avoid rework and maintain an audit trail.

01

Gather Documents: Collect ID, W-9, proof of insurance, and any required attachments.
02

Enter Client Data: Complete all required fields using standard formats.
03

Verify Identity: Confirm TIN and identity documents before proceeding.
04

Send for Signature: Use an e-signature workflow that captures intent and an audit trail.

Configuring an Online Workflow for the Form

Set up a repeatable digital workflow to reduce manual steps and ensure each submission is routed, authenticated, and stored correctly.

Field \| Configuration	Form Field \| Digital configuration
Automatic field detection	Enable auto-fill or Magic fields for name and address.
Authentication	Use email verification and optional SMS code for signer identity.
Notifications	Notify finance and legal on completion via configured recipients.
Storage	Save signed PDF to secure cloud or CRM integration.

Where to Send and How to Route Completed Forms

Design destination rules so each completed form reaches the right team, creates records, and triggers next steps without manual handoffs.

CRM Record: Attach signed form to the client record in your CRM.
Accounting: Send billing and tax sections to accounts payable or receivable.
Legal: Route copies containing authorizations to contracts or legal review.
Secure Archive: Store final signed PDF in encrypted cloud storage.

Technical Requirements and Integrations for Digital Completion

Choose a platform that supports PDF, DOCX, cloud integrations, and a reliable audit trail for signed records.

Formats: PDF, DOCX, HTML supported
Integrations: Salesforce, Microsoft 365, Google Workspace
Authentication: Email, SMS, or advanced methods

Security and Compliance Controls to Maintain

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

Audit Trail: Timestamps, IP, and action history

Access Controls: Role-based permissions and SSO

HIPAA: BAA available where required

Regulatory: ESIGN, UETA, 21 CFR Part 11 supported

Certifications: SOC 2 Type II and ISO 27001

Timing Considerations and Typical Deadlines

Plan deadlines around tax, billing, and internal processing requirements to avoid late reporting, payment setup delays, or compliance gaps.

Form Return Timing:

Require form before service start or within agreed onboarding window.

W-9 Provision:

Provide W-9 upon payer request to avoid backup withholding.

Identity Verification:

Complete verification within 5 business days of receipt.

Billing Setup:

Establish billing details before first invoice cycle.

Record Retention:

Retain records per federal and industry retention rules.

Common Errors to Avoid

Entering a TIN with dashes or typos that do not match IRS records, potentially triggering backup withholding or payer rejection.
Using informal names instead of full legal entity names, which can cause mismatches with contracts and bank accounts.
Failing to attach required supporting documents such as a W-9 or proof of insurance, delaying setup and approvals.
Skipping signer authority verification when an individual signs on behalf of an entity, risking unenforceable agreements.

Key Risks and Potential Penalties

Incorrect TIN: Backup withholding 24% (IRS)

Late Information Returns: 1099 penalties up to $330/form (IRC §6721)

HIPAA Violations: Civil fines and corrective action

Invalid Signature: Document may be unenforceable legally

Missing Notarization: May invalidate certain state filings

I-9 Errors: $281–$2,789 per violation

Example eSignature Platform Comparison for the Form

A platform choice affects cost structure, compliance capabilities, and volume handling. The table summarizes common plan-level differences with signNow listed first.

	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	Limited trial	Limited trial
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions

Answers to common questions about electronic completion, signature validity, notarization, updates, and storage for the New Client Information Form.

Need help? Contact support

Can the form be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure the signer demonstrates intent, consents to electronic records, and the platform retains a reproducible record.
Do I need a notarized signature?
Not usually for routine onboarding, but certain transactions or state-specific documents may require notarization or witnesses. Check state rules and the document’s legal requirements before skipping notarization.
What if the client provides an incorrect TIN?
Incorrect TINs can trigger backup withholding at 24% and cause IRS notice. Request corrected information promptly and consider requiring a signed W-9 to verify the taxpayer identification.
How should I store completed forms securely?
Store signed copies in encrypted cloud storage with role-based access, retain an audit trail, and follow federal retention rules such as IRS minimums and HIPAA where applicable.
How do I update or correct a submitted form?
If data is incorrect, have the client complete and sign an amended form. For electronic records, create a new signed record with a clear version history rather than editing the original signed document.
Who is authorized to sign for an entity?
An authorized officer or person with delegated authority may sign; require evidence of authority such as corporate resolution or power of attorney when signature authority is not obvious.

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