New Client Forms
Use a New Client Forms doc template to make your document workflow more streamlined.
What new client forms are
New Client Forms are intake and onboarding documents used to collect a prospective client’s identifying information, service details, consents, agreements, and signatures before work begins. With signNow, a sender uploads the prepared form, reviews automatically detected fillable fields, assigns fields to each signer, and sends the document for completion. Signers can review and sign electronically, while the completed form and audit trail remain available as business records. Electronic transactions generally receive legal recognition under ESIGN and applicable state law, subject to statutory exclusions and required consumer disclosures.
Who uses new client forms
Professional services
Law firms and consultants can use New Client Forms for intake questionnaires, engagement letters, NDAs, and authorization records, with signNow routing documents to clients for review and signature.
Client-facing operations
Clinics, agencies, and service companies can collect registration details, consent forms, invoices, and client agreements before opening an account or beginning work.
Business types using new client forms
New Client Forms help organizations collect intake information, agreements, consents, and signatures before services or accounts begin.
Solo legal practitioners can send intake questionnaires, engagement letters, and confidentiality agreements from reusable templates, keeping each prospective client’s information and signature record together in one workflow. Healthcare clinics can collect patient registration details, consent forms, and authorization records electronically, while applying HIPAA-oriented controls when the workflow contains protected health information. Enterprise customer-success teams can standardize onboarding packets across departments, assign delegated senders, and preserve completed client records with consistent audit trails and retention policies.
These tasks are executed by both individual contributors and centralized administrators depending on organizational policy and required controls.
How new client forms work
The signNow workflow turns a prepared New Client Forms document into a routed, signed, and auditable client record.
Upload: Upload the New Client Forms PDF or document. Prepare: Review detected fields and add missing fields. Route: Send assigned fields to each client signer. Archive: Store the completed form with its audit trail.
How to process new client forms
Prepare the document once, then use signNow to identify fields, route signatures, and preserve the completed client record.
Upload the form:
Upload the prepared New Client Forms document to signNow. Check fields:
Review detected fields and add missing text, date, and signature fields. Assign signers:
Assign each field to the correct client or internal signer. Complete and store:
Send the form, monitor completion, and download the signed record.
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Key features for new client forms
signNow combines field preparation, signer routing, reusable templates, and audit records for organizations collecting client information and agreements.
Field detection
Upload a New Client Forms document and review automatically detected fields before adding missing client, date, consent, or signature fields.
Signer assignment
Assign each field to a named client, representative, or internal reviewer so required information reaches the correct person.
Remote completion
Send intake packets by email or signing link, allowing clients to review and complete documents without an in-person exchange.
Audit trail
Capture timestamps, signer actions, and document history in an audit trail that accompanies the completed New Client Forms record.
Reusable templates
Reuse approved New Client Forms templates for recurring onboarding workflows, reducing repeated document preparation and field placement.
Workflow integrations
Connect completed client records with systems such as Salesforce, NetSuite, Google Drive, Box, or Microsoft 365.
New client form completion challenges
Blank required fields can delay onboarding because a client record lacks information needed before services begin. Unassigned signature fields can leave the intended client or representative without a completed execution step. Different intake versions can create inconsistent disclosures, pricing terms, or consent language across client files. Saving signed forms without their audit trail can weaken evidence about signer identity, timing, and document integrity.
Why teams look for DocuSign alternatives
Organizations seek alternatives when they need different pricing models, stronger native automation, simpler bulk affidavit workflows, or more flexible identity-verification options than those available in a legacy envelope-based vendor.
Best practices for new client forms
Accurate templates, clear signer assignments, and preserved completion records make New Client Forms easier to review and defend.
Maintain an approved intake template
Assign every field precisely
Keep the audit trail together
Address electronic consent requirements
Platform requirements for client forms
New Client Forms can be prepared and signed through supported web browsers on Windows and macOS, with mobile app access on iOS and Android. Secure connections use TLS 1.2 or TLS 1.3.
Browsers Chrome, Firefox, Safari, and Edge Operating systems Windows, macOS, iOS, and Android Secure connection TLS 1.2 or 1.3 connection
Organizations using client intake workflows should manage access through approved devices and identity controls. Enterprise deployments may also connect signNow through API access, SSO provisioning, and integrations with systems such as Salesforce, Microsoft 365, Google Drive, or NetSuite.
Security for new client forms
Encryption in transit:
Encryption at rest:
Security assurance:
Information security:
Protected health information:
Electronic signatures:
Recommended new client form setup
Use field-level controls, authenticated delivery, and documented retention decisions when configuring New Client Forms for client onboarding.
| Setting | Recommendation |
|---|---|
| Authentication method | Email invitation with SMS verification |
| Signature type | Typed or drawn electronic signature |
| Audit trail | Retain the completion certificate |
| Document retention | Apply the governing record rule |
| Encryption | TLS 1.2 or 1.3 and AES-256 |
Retention periods for client records
Retention depends on the document’s subject matter and the rule governing the record, not on the New Client Forms label alone.
Three years for tax records
Six years for larger understatements
Six years for HIPAA records
Three years for payroll records
Five years for injury records
Risks of incomplete client forms
Consent record
Signer identity
Audit trail
Version control
Troubleshooting new client forms
These answers address field assignment, electronic-signature law, plan limits, and record-handling questions that arise during New Client Forms workflows.
Business includes templates, audit trails, and mobile apps at $8 per user per month when billed annually. If a team needs bulk sending for repeated client packets, Business Premium is listed at $15 per user per month annually and adds that capability.
A missing signature field usually means the uploaded New Client Forms file needs field review before sending. In signNow, inspect automatically detected fields, add any missing signature or date fields, then assign each field to the intended signer.
A client can often sign from the received invitation without creating an account, depending on the sender’s workflow. If stronger attribution is needed, use available authentication controls such as SMS verification or advanced signer authentication where the selected plan supports it.
Electronic signatures generally receive legal recognition under ESIGN, 15 U.S.C. chapter 96, and applicable state law, including UETA in 49 states plus listed U.S. territories. Consumer transactions may require disclosures under 15 U.S.C. §7001(c).
Do not use an electronic workflow for wills, codicils, testamentary trusts, court orders, or family law decrees covered by ESIGN exclusions. Those documents may require separate state-law execution or filing procedures outside signNow.
For protected health information, signNow identifies HIPAA compliance as requiring a business associate agreement. Confirm that agreement and the organization’s retention policy before placing patient information in New Client Forms.
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