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User Information Statement

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USER INFORMATION STATEMENT

Recitals

WHEREAS, User Name: (the "User") is providing personal, employment and contact information to Provider Name: (the "Provider") for the purposes described herein;

WHEREAS, the Provider requires the information set forth in this User Information Statement to evaluate eligibility, perform the agreed services, and to maintain administrative records; and

WHEREAS, both parties agree that the terms of engagement, payment, confidentiality, and other provisions set forth below shall govern the collection, use and protection of the information provided.

User Information

Employment / Affiliation

Emergency Contact

Scope of Work

The Provider shall use the information supplied by the User to provide the services described below. The specific deliverables, responsibilities and performance standards are set forth in the Scope of Work.

Payment Terms

Compensation: The User agrees to pay the Provider the amounts and on the schedule set forth below for services performed under this Statement. Payment terms are strict and timely payment is an express condition of continued performance.

Term and Termination

This Statement shall commence on Start Date: and shall continue until End Date: unless earlier terminated pursuant to the terms below.

Either party may terminate this Statement for convenience upon providing written notice at least days prior to the intended termination date. Termination for cause shall be effective immediately upon written notice where a material breach is not cured within 14 days of notice.

Confidentiality

Each party acknowledges that, in the course of performance, 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 and the circumstances of disclosure. Confidential Information excludes information that: (a) is or becomes generally available to the public through no act or omission of the receiving party; (b) was lawfully known to the receiving party prior to disclosure; (c) is rightfully received from a third party without restriction; or (d) is independently developed by the receiving party without use of the disclosing party's Confidential Information.

The receiving party shall use Confidential Information only to perform its obligations under this Statement and shall protect it with at least the same degree of care it uses to protect its own confidential information, but in no event less than reasonable care. The obligations in this paragraph survive termination for a period of three (3) years, or longer to the extent required by applicable law for certain categories of personal information.

I acknowledge and agree to the Confidentiality provisions above.

Governing Law

This Statement shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of laws principles. The parties submit to the exclusive jurisdiction of the state and federal courts located in that state for purposes of any dispute arising out of this Statement.

Entire Agreement

This Statement, together with any attachments or exhibits expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements, proposals, or representations, whether written or oral. Any modification or amendment must be in writing and signed by authorized representatives of both parties.

Attestations and Consents

By signing below, the User certifies that all information provided in this User Information Statement is true, complete and accurate to the best of the User's knowledge. The User authorizes the Provider to use the information for the purposes described herein and to obtain verification of information from third parties as reasonably necessary to perform services.

I consent to the verification of the information provided and to the Provider's use of this information in accordance with the terms of this Statement.

User (Printed Name):

By:

Date:

Provider (Printed Name):

By:

Date:

Enter text✕

What a User Information Statement Is and when it's used

A User Information Statement is a standardized record that collects identifying and contact details for an individual or organization to support onboarding, verification, billing, or regulatory reporting. Typical fields include legal name, mailing and email addresses, phone number, taxpayer identification or employee ID where required, and a signed consent or acknowledgement. In many U.S. workflows it functions as the authoritative contact record and may be retained as evidence of consent, identity verification, or status for compliance and audit purposes.

Why the User Information Statement matters for accuracy and compliance

Completing a clear User Information Statement reduces processing delays, supports lawful disclosures, and documents consent or authorization. Accurate entries help avoid backup withholding, account holds, or failed identity checks under federal and state requirements.

Why the User Information Statement matters for accuracy and compliance

Who commonly completes or relies on this statement

The User Information Statement is used across departments and industries where accurate contact and identity data are required before service, payment, or record creation.

  • Real Estate teams and brokers who need tenant or buyer contact data and identity verification before lease or purchase processing.
  • Healthcare administrators collecting patient contact details and authorizations consistent with HIPAA workflows and recordkeeping.
  • Finance and accounting teams verifying payee data to avoid backup withholding and to support 1099 or vendor onboarding.

Organizations that require documented consent, tax reporting, or formal contact authorization will routinely collect a User Information Statement as part of onboarding and transaction workflows.

Step-by-step: completing the User Information Statement

Follow these steps in order to minimize errors and ensure the document is accepted for processing and retention.

  • 01
    Prepare Documents: Gather ID and tax documents before starting.
  • 02
    Fill Fields: Enter each required field exactly as instructed.
  • 03
    Review: Confirm spelling, dates, and identifiers.
  • 04
    Sign: Apply an accepted eSignature and date the form.

How electronic completion and routing typically works

This shows the common flow for digital completion, signature capture, and delivery in modern workflows.

  • Sender Uploads: Document is uploaded and fields placed.
  • Signer Notified: Email or secure link sent to signer.
  • Authentication: Signer verifies identity (email, SMS, KBA as required).
  • Signed Record: Signed copy and audit trail returned to parties.

Typical online workflow settings for the User Information Statement

Common configuration options control authentication, field validation, and routing to downstream systems.

Field Configuration
Authentication Email link, SMS code, or KBA
Required Fields Make name, date, and contact mandatory
Auto-Validation Use format checks for date and ZIP
Routing Send completed file to records system

Technical requirements for eSubmission and integrations

Confirm platform capabilities and integrations before enabling eSubmission to ensure compatibility and secure routing.

  • File Formats: PDF, DOCX, or HTML
  • Integrations: Salesforce, Microsoft 365, NetSuite
  • Storage: Box, Google Drive, Egnyte

Ensure chosen platform supports audit trails, encryption in transit and at rest, and the authentication level required by your policy or regulation.

Essential components of a professional User Information Statement

A complete statement balances clear identity data, consent language, validation, and retention instructions to meet operational and legal needs.

Identity Fields

Distinct fields for legal name, DOB or employee ID, and taxpayer identification to permit reliable identity matching and verification.

Contact Details

Separate mailing, physical, and email addresses plus phone number to ensure correct delivery of notices and billing statements.

Consent and Purpose

Concise wording about the purpose of data collection and a separate consent or acknowledgement clause for electronic delivery.

Verification Block

Area for ID type and verification notes, including reference to supporting documents or verification method used.

Signature Area

Clear signature block indicating signer capacity, date, and method of signature (electronic, scanned, notarized if required).

Retention Note

Short statement of how long records will be retained and where they will be stored to meet audit requirements.

Required data elements commonly collected

Legal Name: Full official name
Contact Address: Street, city, state, ZIP
Email Address: Primary email for notices
Phone Number: Mobile or business number
Tax ID: EIN or SSN as required
Consent: Affirmative eSign consent

Potential risks and penalties from inaccurate statements

Processing Delays: Missed deadlines or account holds
Tax Withholding: Backup withholding at 24%
Regulatory Fines: Penalties for incorrect filings
Contract Invalidity: Disputed consent or signature
Privacy Breach: Unauthorized data exposure risk
Reputational Harm: Loss of trust or clients

Common mistakes to avoid when preparing the statement

  • Entering an informal or nickname rather than the legal name causes mismatches with government records and tax forms.
  • Using a generic or inactive email prevents receipt of eSignature invitations and automated notices.
  • Failing to specify the signer’s capacity (individual, agent, authorized representative) creates ambiguity for contract enforcement.
  • Neglecting to retain the signed record or audit trail undermines evidence of consent and may violate retention rules.

Typical timelines and processing expectations

Processing times and legal deadlines vary by use case; plan for verification, retention, and tax-filing windows when collecting data.

Onboarding Verification:

1–3 business days for identity and TIN checks

Tax Reporting:

Provide correct TIN to payer upon request to avoid withholding

Signed Record Delivery:

Immediate delivery of completed PDF and audit trail

Retention Start:

Retention period begins on effective date or signing

Correction Window:

Correct errors promptly; delays may trigger re-filing

Representative eSignature pricing and capability comparison

Compare common plan-level criteria across vendors; signNow appears first per standard comparison layout and includes annual billing baseline where applicable.

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 Unknown Unknown Unknown Unknown
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 completing and using the User Information Statement

Answers to common operational and legal questions when preparing, signing, and storing the User Information Statement.


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