12 Form Software Company Due Diligence Request List

Use a 12 Form Software Company Due Diligence Request List template to make your document workflow more streamlined.

What this due diligence request list does

The 12 Form Software Company Due Diligence Request List is a structured business questionnaire for collecting information and supporting records from a software company during diligence. It can organize corporate, financial, legal, security, ownership, and operational review requests in one controlled file. With signNow, the sender uploads the list, reviews or adds fields, assigns recipients, sends it for electronic signature, and stores the completed document with an audit trail. No issuing agency, statutory filing deadline, or universal completion period is identified for this private business document.

Corporate development

Corporate development teams use the 12 Form Software Company Due Diligence Request List to collect organized responses, attachments, approvals, and signatures from acquisition targets during transaction review.

Review specialists

Legal, finance, security, and procurement reviewers use separate sections to request contracts, financial records, security evidence, ownership details, and signed certifications from a software company.

How the request list workflow works

The signNow workflow moves this due diligence request list from document preparation through assigned completion, electronic signature, and evidence-preserving storage.

Upload: Upload the company request list
Review: Review detected and required fields
Send: Send assigned sections to recipients
Archive: Store signed records with evidence

Authenticate signer:

Require email, SMS, or configured identity verification before signing.

Record timestamp:

Capture the signer’s timestamp and signing action.

Hash document:

Preserve the completed document’s integrity evidence.

Seal record:

Seal the record against unnoticed post-signature changes.

Log actions:

Maintain signer, recipient, and workflow action history.

Export evidence:

Retrieve or export the completed audit trail.

Setting	Recommendation
Authentication method	SMS verification for external signers
Signature type	Electronic signature under ESIGN and UETA
Audit trail	Retain timestamps and action history
Document retention	Six years for HIPAA-covered records
Encryption	TLS 1.2/1.3 and AES-256 protection

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Field detection

Upload the existing 12 Form Software Company Due Diligence Request List, then review detected fields and correct any placement before distribution.

Role assignment

Assign sections to legal, finance, security, and company contacts so each person completes only the requested information.

Controlled sending

Send recipient-specific copies by email or signing link while preserving separate completion records for each counterparty.

Audit trail

Capture signer actions, timestamps, and document history to support an organized review file and later evidence requests.

Reusable templates

Reuse an approved request-list template for recurring acquisitions, vendor reviews, or investment diligence without rebuilding fields each time.

Business integrations

Connect completed lists with Salesforce, NetSuite, Google Drive, Box, or Microsoft 365 for downstream review and archival.

Connect due diligence workflows to business systems

Route completed due diligence request lists through CRM, ERP, document storage, collaboration, and project systems without rekeying recipient or completion data.

Security controls for due diligence records

Transit encryption:

TLS 1.2 and 1.3

Stored data encryption:

AES-256 encryption at rest

Security certification:

SOC 2 Type II report available

Management certification:

ISO 27001 certified controls

Healthcare protection:

HIPAA compliance requires a BAA

Signature compliance:

ESIGN and UETA compliant

Platform requirements for request-list signing

The 12 Form Software Company Due Diligence Request List can be prepared and signed through supported desktop browsers, with signNow mobile apps available for iOS and Android. Use an up-to-date browser and a secure connection when handling confidential company information.

Browsers Chrome, Firefox, Safari, and Edge
Operating systems Windows, macOS, iOS, Android
Mobile apps signNow mobile apps available

Enterprise deployments should confirm managed-device controls, API access, SSO provisioning, and certificate or long-term-validation requirements before rollout. Where the request list includes regulated information, align device access, signer authentication, storage, and retention with the applicable organizational policy and governing rule.

Best practices for due diligence requests

Use a controlled template, restrict sensitive disclosures, preserve audit evidence, and reconcile every completed request list against the transaction record.

Maintain one approved request-list template

Create a controlled source template for the 12 Form Software Company Due Diligence Request List. Lock wording, identify required fields, and assign only the appropriate internal reviewers before sending each recipient-specific copy.

Limit disclosure to necessary information

Separate confidential financial, security, and technical sections when access should differ. Use role-based permissions and recipient-specific fields so each counterparty receives only the information necessary for its diligence review.

Archive the signed list and audit trail

Export the completed document and audit trail after final signature. Store both together in an access-controlled repository, using retention rules appropriate to the transaction and any regulated information included.

Track every diligence response

Record the source, recipient, completion date, and review status for every request list. Reconcile missing responses before closing the diligence file, and preserve the final version rather than later editable drafts.

Prepare the request list

Confirm required sections, recipients, and attachments before uploading.

Deliver to signers

Send the completed package by email or signing link.

Collect signer responses

Monitor signer status and send reminders through signNow.

Complete and archive

Download the signed list and audit trail for archival.

Retention periods for diligence records

Retention depends on the record class included with the request list. Apply the controlling federal rule only when that class of information is actually collected.

Six years for HIPAA records

For HIPAA-covered information, 45 CFR 164.530(j) requires retention for six years from creation or the last effective date.

Three years for tax records

Federal tax records generally follow IRC §6501(a): three years from filing, with six years for substantial understatements.

Later of three or one year

Employment eligibility records follow 8 CFR §274a.2(b)(2)(i)(A): three years after hire or one year after termination, whichever is later.

Three years for payroll records

FLSA payroll records require three years under 29 CFR §516.5 when the request list contains payroll evidence.

Five years for injury records

OSHA injury records require five years following the year covered under 29 CFR §1904.33.

Privacy pitfalls in diligence requests

Uploading an outdated request-list version can omit newly required financial, security, ownership, or contract evidence from the diligence review.
Sending the full list to every recipient can expose confidential technical, financial, or personal information beyond the reviewer’s assigned scope.
Missing audit-trail exports can make it harder to connect a completed response with its signer, timestamp, and final document.
Collecting consumer-facing records without the required electronic-record disclosure can create consent and access issues under 15 U.S.C. §7001(c).

Troubleshooting the due diligence request list

Resolve upload, distribution, authentication, retention, and electronic-signature questions before sending this company due diligence request list.

Upload the request list as a supported PDF or document file, then use signNow’s field-detection tools to review placements. If fields are not detected correctly, add signature, date, text, and checkbox fields manually before sending.

The Business plan includes templates and audit trails at $8 per user per month when billed annually. It also includes 100 signature invites per user annually; additional invite charges may apply, so review usage before sending large diligence batches.

Business Premium adds bulk send at $15 per user per month billed annually. Use it when the same due diligence request list must go to many counterparties with recipient-specific fields and separate completion records.

For confidential financial or technical information, enable stronger signer authentication such as two-factor authentication or SMS codes where available. Enterprise adds advanced signer authentication, while HIPAA workflows require a business associate agreement.

The signed request list can be retained with its audit trail, including timestamps and action history. Apply your organization’s retention policy; HIPAA-covered records require six years from creation or last effective date under 45 CFR 164.530(j).

Electronic signatures generally have legal effect under ESIGN and UETA when intent, consent, attribution, and record reproduction are established. The request list should not include excluded records such as wills, court orders, or family law decrees.

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