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Prospect Evaluation Survey

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PROSPECT EVALUATION SURVEY

This Prospect Evaluation Survey and Engagement Agreement (the Agreement) is made and entered into as of by and between the Evaluation Provider and the Client/Prospect identified below.

WHEREAS

WHEREAS, Evaluation Provider is engaged in the business of performing sales and market prospect evaluations, strategic assessments, and advisory services; and

WHEREAS, Client/Prospect desires to obtain from Evaluation Provider a structured assessment of the prospective opportunity described in this Survey and to memorialize the terms under which such assessment will be performed; and

NOW, THEREFORE, in consideration of the mutual covenants set forth herein, the parties agree as follows.

PARTIES AND CONTACT INFORMATION

EVALUATION SUMMARY

Project / Opportunity Name:   Evaluation Date:

SURVEY CRITERIA

Rate each item on a scale of 1 (low) to 5 (high). Provide concise commentary in the accompanying comment boxes.

PAYMENT TERMS

Evaluation Fee Amount:

Late Fee / Interest on Overdue Amounts:

TERM AND TERMINATION

Term Commencement Date:   Term End Date (if any):

CONFIDENTIALITY

Each party acknowledges that during the performance of this Agreement it may receive Confidential Information of the other party. Confidential Information means non-public information disclosed in any form that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information.

The receiving party shall (a) use Confidential Information solely to perform its obligations under this Agreement, (b) restrict disclosure to its employees and agents with a need to know and subject to confidentiality obligations at least as protective as those herein, and (c) not disclose Confidential Information to third parties without prior written consent of the disclosing party, except as required by law.

By checking this box, the undersigned acknowledges and agrees to the Confidentiality obligations set forth above.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of laws principles. Venue for any dispute arising under this Agreement shall be the competent state or federal courts located within that state.

ENTIRE AGREEMENT

This Agreement, including all exhibits and survey responses incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written. Any amendment or modification must be in writing and signed by authorized representatives of both parties.

ADDITIONAL REPRESENTATIONS

Evaluation Provider represents that it will perform the evaluation with reasonable care and in a professional manner consistent with industry standards. Client/Prospect represents that it has authority to provide the information in this Survey and to engage Evaluation Provider under the terms set forth herein.

CERTIFICATIONS & SIGNATURES

The undersigned certifies that the information provided in this Prospect Evaluation Survey is true and complete to the best of their knowledge, and that they are authorized to execute this Agreement on behalf of the named party.

Evaluation Provider:

By:

Date:

Client/Prospect:

By:

Date:

Enter text✕

What a Prospect Evaluation Survey Is and How It’s Used

A Prospect Evaluation Survey is a structured questionnaire used to assess potential customers' fit, readiness, and qualification for a product or service. It collects factual information such as company size, budget range, decision-making timeline, current solutions in use, key stakeholders, and prioritized requirements. Organizations use the results to prioritize leads, tailor proposals, and estimate implementation effort. The survey may be delivered as a fillable PDF or web form and can be executed electronically with an audit trail to preserve attribution and timestamped consent.

Why a Standardized Prospect Survey Improves Qualification

A Prospect Evaluation Survey standardizes lead qualification, reduces bias, and speeds decision-making by capturing consistent data for scoring and routing. It creates a documented record useful for handoffs between marketing, sales, and implementation, and supports measurable prioritization.

Why a Standardized Prospect Survey Improves Qualification

Who Completes and Reviews These Surveys

Typical roles that complete or review the survey include marketing, sales development, account executives, customer success, and product managers.

  • Sales development reps — gather prospect baseline and schedule qualification calls within the same week.
  • Account executives — evaluate buying authority, budget, and timeline to prioritize demos and proposals.
  • Customer success — confirm onboarding capacity, integration needs, and retention risk before contract.

Results are often summarized in CRM records and used to trigger follow-up workflows or qualification scoring.

Step-by-Step: From Intake to Follow-Up

Follow this sequence to collect, verify, and act on prospect information consistently across teams everywhere.

  • 01
    Step 1: Collect basic company and contact details.
  • 02
    Step 2: Confirm budget and decision timeline.
  • 03
    Step 3: Identify stakeholders and approval authority.
  • 04
    Step 4: Score fit, assign owner, and schedule follow-up.

Common Questions About Using the Prospect Evaluation Survey

Answers to frequent questions about completing, submitting, and validating a Prospect Evaluation Survey in U.S. business and legal contexts.


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Pricing and Feature Comparison for eSignature Vendors

Comparing common eSignature vendors for Prospect Evaluation Survey workflows, focusing on starting price, trial availability, bulk send, audit trail, HIPAA compliance, and envelope caps.

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 Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year Varies Varies Varies

Key Security and Compliance Attributes

Encryption in transit: Uses TLS 1.2 and 1.3 in transit
Encryption at rest: AES-256 encryption at rest
Certifications: SOC 2 Type II and ISO 27001
HIPAA: HIPAA compliant with signed BAA
Audit trail: Detailed timestamps, IP, action logs
Accessibility: WCAG 2.0 Level AA support

Primary Risks and Penalties to Watch For

Missing TIN: Triggers 24% backup withholding
Late 1099 filing: Penalties $60–$330 per form
I-9 errors: Fines $281–$2,789 per violation
Incorrect attribution: May invalidate consent or record
Unsecured storage: Data breach risk, regulatory fines
No audit trail: Weakens legal enforceability

How Electronic Completion and Routing Works

High-level routing for electronic survey execution, from sender setup and field placement through signer authentication to secure storage and audit trail capture.

  • Upload: Upload survey template and map fields.
  • Place Fields: Add required, conditional, and calculated fields.
  • Send: Invite signers or generate guest signing link.
  • Archive: Store signed PDF with audit record.

How Organizations Use Prospect Surveys in Practice

Real use cases show how Prospect Evaluation Surveys integrate with CRM and signing platforms to speed qualification and capture consent.

Optica Ventures

Brian Fitzgibbons, COO at Optica Ventures, describes using online surveys to streamline initial prospect intake and verification.

  • Faster intake and clearer handoffs.
  • The structured survey reduced back-and-forth clarifications, allowed automatic scoring in CRM, and ensured contact data matched legal names, which improved downstream contract accuracy and shortened sales cycles without sacrificing compliance or auditability.

Martin Properties

Tim Martin, founder of Martin Properties, used signed surveys to collect tenant qualification data and consent for background checks.

  • Mobile signing on-site closed deals.
  • Processing entire prospect packets online, including signatures and verifications, allowed onsite closings and reduced administrative lag. The team reported improved compliance with audit trails and faster occupancy turnaround for rentals.

Technical Requirements for Distribution and eSubmission

Integration and file format considerations for eSubmission and distribution across common enterprise systems and cloud storage.

  • File Formats: PDF, DOCX, and HTML supported.
  • Integrations: Salesforce, NetSuite, Google Workspace and more.
  • Auth & API: SSO, API access, OAuth support.

Practical Best Practices to Improve Data Quality and Compliance

Adopt consistent procedures to maximize data quality and legal defensibility of Prospect Evaluation Surveys across teams.

Standardize field names and formats across teams
Agree on canonical field names, input format rules, and validation patterns. Use dropdowns, date masks, and numeric ranges to eliminate free-text errors and enable reliable scoring and CRM syncing automations.
Validate contact information early in workflow
Verify corporate email domains and phone numbers before scheduling demos. Early validation reduces no-shows, improves authentication, and prevents duplicate or incorrect entries in billing or tax records and eases compliance.
Use progressive disclosure for complex fields
Show only relevant follow-up fields based on prior answers. Conditional fields reduce cognitive load, lower abandonment, and improve data accuracy for scoring and legal compliance when collected with consent evidence.
Record and retain audit metadata for each submission
Capture timestamp, signer IP, device type, authentication method, and version history. Store an immutable copy of each executed survey with audit metadata to support disputes, audits, or regulatory inquiries and legal review logs.
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