Establishing secure connection…Loading editor…Preparing document…

Potential Subscriber List

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

Potential Subscriber List Agreement

This Potential Subscriber List Agreement (the Agreement) is entered into as of Effective Date: by and between Provider Name: and Client Name: .

WHEREAS

WHEREAS, Provider maintains a compilation of contact information for potential subscribers and prospective customers and has developed methods for identifying leads that may be of value to Client; and

WHEREAS, Client desires to obtain from Provider a list of prospective subscribers (the Potential Subscriber List) for Client's legitimate commercial use, subject to the terms and conditions set forth in this Agreement; and

WHEREAS, the parties wish to set forth their respective rights and obligations regarding the delivery, use, protection, and compensation for the Potential Subscriber List.

SCOPE OF WORK

Provider will compile, verify to the reasonable standards described below, and deliver to Client a Potential Subscriber List consisting of contact records for individuals or entities that have a potential interest in Client's products or services. Provider's obligations include data collection, basic verification against available public records, and delivery in a mutually agreed electronic format.

POTENTIAL SUBSCRIBER LIST

The Potential Subscriber List shall include, at minimum, for each entry: full name, organization (if applicable), primary contact number, email address, source of lead, and a brief note on interest level or qualification. Provider represents that, to Provider's knowledge, list entries are collected in compliance with applicable privacy and data-protection obligations described below.

Name
Organization
Phone
Email
Source
Interest

PAYMENT TERMS

All payments are due within the terms set in Payment Schedule. If Client fails to timely pay any amount due, Provider may suspend delivery of additional list items and will be entitled to interest on overdue amounts at the rate specified in the Late Payment Fee provision above.

TERM AND TERMINATION

This Agreement begins on Start Date: and will terminate on End Date: unless earlier terminated in accordance with this section.

Either party may terminate this Agreement for cause upon written notice if the other party materially breaches any obligation and fails to cure within the Notice Period. Termination will not relieve Client of its obligation to pay for list items delivered prior to termination.

CONFIDENTIALITY

The parties acknowledge that the Potential Subscriber List and any related documentation, notes, or data designated as confidential or that reasonably should be understood to be confidential given the nature of the information (Confidential Information) are the proprietary information of Provider. Client shall (i) use Confidential Information solely for the purposes set forth in this Agreement, (ii) limit disclosure to those employees, agents or advisors with a need to know, and (iii) apply reasonable administrative, physical and technical safeguards to prevent unauthorized access, disclosure, or use.

Confidential Information does not include information that (a) is or becomes generally available to the public through no fault of receiving party, (b) is rightfully received from a third party without restriction, or (c) is independently developed without use of the disclosing party's Confidential Information. Any permitted disclosure under law or regulation shall be preceded, where reasonably possible, by notice to the disclosing party and limited to the extent required by law.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction specified below without regard to conflict-of-law principles.

ENTIRE AGREEMENT

This Agreement, including all schedules and attachments hereto, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements, proposals, and communications, whether written or oral. Any modification must be in writing and signed by an authorized representative of each party.

REPRESENTATIONS AND COMPLIANCE

Provider represents that, to the best of Provider's knowledge, the collection and provision of the Potential Subscriber List complies with applicable privacy and data protection laws and that Provider has obtained any consents required for the disclosure contemplated by this Agreement. Client represents that Client will use the list in compliance with applicable law and will not use the list for unlawful or harassing communications.

NOTICES

All notices, requests, consents and other communications required or permitted under this Agreement must be in writing and will be deemed to have been given when delivered personally, sent by certified mail (return receipt requested), or sent by reliable overnight courier to the addresses set forth below or to such other address as a party may designate by notice.

Provider:

By:

Date:

Client:

By:

Date:

Enter text✕

What a Potential Subscriber List Is and how it’s used

A Potential Subscriber List is a maintained record of individuals or entities who have expressed interest in subscribing to an offering, product, service, or publication. For securities or private offerings it documents investor contacts, communications, accreditation status, and commitment terms; for other programs it tracks prospective subscribers, consent, and delivery preferences. The list supports due diligence, audit trails, regulatory disclosure, and batch communications. It can be maintained on paper or electronically and is commonly integrated with CRM systems or eSignature platforms for authentication and version control.

Why a clear Potential Subscriber List matters

Maintaining an accurate list reduces compliance risk, supports auditability, and preserves evidence of consent and intent. It streamlines subscription processing, enables targeted communications, and helps establish timelines for offers and regulatory notices.

Why a clear Potential Subscriber List matters

Who typically prepares and relies on this list

Organizations across legal, finance, and operations teams maintain these lists to coordinate offers, verify eligibility, and record consent.

  • Issuer teams and legal counsels managing offering compliance and disclosures.
  • Investor relations and capital-raising staff tracking commitments and accreditation status.
  • CRM and operations teams integrating contacts for communications and fulfillment.

Accurate owner assignment and version control are important; use role-based access and an audit trail to show who made changes and when.

Key roles that sign the list or approve it

General Counsel

General Counsel reviews the list for regulatory compliance, confirms that disclosures and subscription terms align with securities laws and advice, and signs off on distribution and retention policies.

Investor Relations

Investor Relations or Capital Markets managers maintain entries, coordinate investor outreach, verify accreditation status where required, and ensure the list matches executed subscription agreements prior to closing.

Key elements to include in a professional Potential Subscriber List

A well-structured list captures identity, contact details, commitment terms, verification status, consent records, and a traceable action history to support both operational needs and compliance reviews.

Subscriber Identity

Full legal name, business/entity type, and any DBAs to ensure legal accuracy when preparing subscription agreements or issuer filings.

Contact Details

Primary email, phone, and mailing address so notices, subscription documents, and any physical materials can be delivered and tracked.

Accreditation Status

Record whether an investor is accredited and the method of verification to support exemptions or regulatory filings when applicable.

Commitment Terms

Amount, currency, payment schedule, and tentative closing date to reconcile investor intent with funding timelines and allocations.

Consent & Disclosures

Evidence of consent to receive offering materials, delivered disclosures, and any ESIGN consumer disclosure where required for consumer-facing offers.

Audit Trail

Timestamps, version history, signer attribution, and any authentication checks that substantiate changes and electronic execution events.

Step-by-step: filling out a Potential Subscriber List

Follow a consistent sequence to gather, verify, and record subscriber details before issuing subscription documents.

  • 01
    Collect Information: Gather name, contact, accreditation, and intended amount.
  • 02
    Verify Identity: Confirm identity and accreditation per your process.
  • 03
    Record Consent: Log how and when the prospect received disclosures.
  • 04
    Lock Version: Freeze the list copy used for subscription issuance.

Typical routing and submission flow

A standard workflow moves contact capture through verification, approval, and distribution, with each handoff recorded in the audit trail.

  • Capture: Input details into CRM or spreadsheet.
  • Verify: Run accreditation or KYC checks as needed.
  • Approve: Legal or compliance signs off on list.
  • Distribute: Send subscription materials with tracked delivery.

Recommended online workflow settings to configure

Configure these settings in your document and eSignature platform to ensure consistent processing and strong auditability.

Field Configuration
Authentication Use email + SMS code or KBA for higher assurance
Version Control Enable document locking and retain previous versions
Audit Trail Capture IP, timestamp, and action logs
Integration Sync with CRM to avoid duplicate entries

Sharing, file formats, and integration considerations

Choose tools that support common formats and integrate with your CRM to reduce manual re-entry and maintain a single source of truth.

  • File Formats: Use PDF or DOCX for records.
  • Integrations: Connect Salesforce or NetSuite.
  • Supported Actions: Enable bulk send and templates.

Ensure the platform you select supports secure export, audit logs, and the authentication methods your compliance team requires.

Common mistakes to avoid when preparing the list

  • Failing to document the method of accreditation verification, which can endanger reliance on an exemption and delay closings.
  • Using inconsistent name formats across systems, leading to mismatches between the list, subscription agreements, and tax forms.
  • Neglecting to record consent for electronic delivery where consumer-facing disclosures are required under ESIGN, resulting in noncompliance.
  • Omitting an audit trail or version history, which makes it difficult to prove timing or changes during disputes or regulatory review.

Risks and potential consequences of an incorrect list

Regulatory Delay: Closings postponed due to missing verification.
Disclosure Failures: Errors could trigger enforcement inquiries.
Tax Withholding: Incorrect TINs can cause backup withholding.
Contract Invalidity: Mismatched names may void agreements.
Privacy Breach: Unauthorized disclosure risks fines.
Reputational Harm: Investor confidence may decline.

Security and compliance items to record

Encryption: TLS 1.2/1.3, AES-256 at rest
Audit Trail: IP, timestamp, signer attribution
Access Control: Role-based permissions
BAA Availability: Required for HIPAA data
Retention: Policies tied to legal requirements
Authentication: SMS, KBA, or enterprise SSO

Key timing considerations when using the list

Track dates for request, verification, and final allocation to align subscriptions with offering windows and filing requirements.

Provide on Request:

Supply subscriber details to counsel or auditors when requested.

Pre-Closing Update:

Update commitments at least 48–72 hours before closing.

Retention Trigger:

Retention periods begin at creation or last modification.

Tax Reporting:

Collect TINs promptly to avoid backup withholding.

Offer Window:

Define start and end dates for subscription acceptance.

Real-world examples of list use and processing

These brief examples show how organizations have used a centralized subscriber list to speed processing and preserve compliance evidence.

Optica Ventures (COO)

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

  • Centralized list reduced duplicate entries and confusion during funding rounds.
  • Maintaining a single, auditable subscriber list allowed the team to reconcile commitments quickly and present clear documentation to counsel at closing.

Martin Properties (Founder)

I can process and execute all of these documents online with 100% compliance and built-in security.

  • Using an electronic subscriber list simplified leasehold investor allocations.
  • The property manager was able to finalize subscriptions remotely, preserve signatures, and avoid repeated in-person meetings while retaining full audit trails.

eSignature vendor comparison for managing subscriber lists

A compact comparison of common provider price points and feature considerations relevant to subscriber list 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 Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Frequently asked questions about the Potential Subscriber List

Answers to common questions about validity, eSigning, retention, and corrections for subscriber lists.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users