Definitions
Define "Referral", "Qualified Lead", parties, and effective date to avoid argument over eligibility.
A written template reduces ambiguity about payment, scope, and compliance, supports proper tax reporting, and creates an auditable record for disputes or regulatory review.
Organizations that regularly send or receive leads use this template to standardize referral terms before a referral occurs.
Use the template to reduce disputes, ensure correct tax treatment, and preserve evidence of consent and payment terms.
A business user who manages incoming referrals, confirms eligibility, and tracks commission events. They ensure referral details match invoicing and confirm payment triggers before finance processes commissions.
A legal or compliance officer who reviews payment structures, anti-kickback exposure, confidentiality clauses, and state licensing implications to reduce regulatory and contract risk.
Define "Referral", "Qualified Lead", parties, and effective date to avoid argument over eligibility.
Specify amount or percentage, timing, invoicing procedure, and whether a cap or clawback applies.
State the exact event that creates payment entitlement, such as signed contract, first payment, or closed sale.
Protect sensitive client data and restrict use of referral contact information to permitted purposes.
Address regulatory concerns (anti-kickback, licensing, HIPAA where applicable) and require lawful conduct.
Set notice periods, post-termination obligations, and treatment of pending referrals or unpaid commissions.
| Field | Configuration |
|---|---|
| Authentication | Email link or SMS code; consider KBA for high-risk signers |
| Bulk Send | Enable for onboarding many referrers in one campaign |
| Conditional Fields | Show payment or license fields only when relevant |
| Retention | Enable audit trail and PDF archiving on completion |
Choose a platform that provides a strong audit trail, secure storage, and the integrations your teams use.
Confirm the vendor meets any compliance needs (HIPAA, 21 CFR Part 11) and supports your retention policy before deployment.
Specify a date or relative period (e.g., within 14 days of referral acceptance).
Require documentation within a stated period (e.g., 10 business days after referral).
State payment terms (e.g., net 30 after client payment or contract execution).
Collect W-9 for U.S. payees; reporting deadlines follow IRS timelines for information returns.
Retain signed agreements and referral records per retention policy.
Template filled and internal approvals completed before distribution.
All parties sign and dated copies are stored electronically.
Referrer submits required documentation per the reporting clause.
Finance issues payment according to compensation and invoicing terms.
Optica formalized referral terms to standardize commissions and lead intake
A real estate operator used the template for broker referrals
| 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 account | Varies by account | Varies by account | Varies by account |
| 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 |