JotForm-Setup-Guide.
md 2025-09-23
Vendor Due Diligence Form - JotForm Setup Guide
Form Title
Vendor Due Diligence Onboarding Form
Form Description
As part of our compliance obligations, we are required to review key information and documents from all
service providers. Please complete the questionnaire below and upload requested documents. Information
will be kept confidential and used solely for compliance and risk management purposes.
Section 1: Vendor Profile
Legal Name of Vendor
Field Type: Text Input
Label: Legal Name of Vendor
Required: Yes
Description: Full legal name as registered
Validation: Min 2 characters, Max 200 characters
Legal Address of Vendor
Field Type: Long Text / Textarea
Label: Legal Address of Vendor
Required: Yes
Description: Street, city, state/province, postal code, and country
Validation: Min 10 characters, Max 500 characters
Country of Incorporation
Field Type: Dropdown
Label: Country of Incorporation
Required: Yes
Options:
United States
United Kingdom
Canada
Mexico
Other
Primary Services Provided
Field Type: Multiple Choice (Allow multiple selections)
Label: Primary Services Provided
Required: Yes
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Options:
Banking Partner
Compliance Vendor (KYC/KYB/Transaction Monitoring/Sanctions)
Consulting / Advisory
Technology Provider (Cloud/SaaS/Infrastructure)
Other
PII/Customer Data Handling
Field Type: Radio Button
Label: Will your services involve handling or storing Personally Identifiable Information (PII) or customer
data?
Required: Yes
Options:
Yes
No
PII Description (Conditional)
Field Type: Long Text / Textarea
Label: If yes, briefly describe the type of data and how it is protected
Required: No
Show When: PII/Customer Data Handling = "Yes"
Validation: Max 1000 characters
Company Website
Field Type: Text Input (URL)
Label: Company Website
Required: No
Validation: Must be valid URL format
Ultimate Beneficial Owners (UBOs)
Field Type: Radio Button
Label: Does your company have any Ultimate Beneficial Owners (UBOs) who directly or indirectly own
25% or more?
Required: Yes
Options:
Yes
No
UBO Details (Conditional)
Field Type: Long Text / Textarea
Label: If Yes: Please provide the names, ownership percentages, and indicate you will upload
government-issued ID copies
Required: No
Show When: Ultimate Beneficial Owners = "Yes"
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Validation: Max 2000 characters
Section 2: Key Contacts
Form Completer
Field Type: Text Input
Label: Person completing this form on behalf of the vendor
Required: Yes
Validation: Min 2 characters, Max 100 characters
Primary Contact Name
Field Type: Text Input
Label: Primary Vendor Contact Name
Required: Yes
Validation: Min 2 characters, Max 100 characters
Primary Contact Email
Field Type: Email Input
Label: Primary Vendor Contact Email
Required: Yes
Validation: Valid email format
Support Contact Email
Field Type: Email Input
Label: Support Contact Email
Required: Yes
Validation: Valid email format
Section 3: Documentation Uploads
Business Formation Document
Field Type: File Upload
Label: Business Formation Document
Required: Yes
Description: Examples: Articles of Incorporation, Certificate of Formation, Business License, or
equivalent registration document
File Types: PDF, DOC, DOCX, PNG, JPG, JPEG
Max Size: 10MB per file
Max Files: 3
Tax ID Document
Field Type: File Upload
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Label: Tax Identification Number (TIN / EIN / VAT)
Required: Yes
File Types: PDF, DOC, DOCX, PNG, JPG, JPEG
Max Size: 10MB per file
Max Files: 2
Corporate Structure Chart
Field Type: File Upload
Label: Corporate Structure Chart
Required: Yes
Description: A diagram or document showing ownership and affiliate entities
File Types: PDF, DOC, DOCX, PNG, JPG, JPEG
Max Size: 10MB per file
Max Files: 2
Compliance Policy
Field Type: File Upload
Label: BSA/AML OFAC / Compliance Policy
Required: No
Description: Optional but encouraged
File Types: PDF, DOC, DOCX
Max Size: 10MB per file
Max Files: 3
Data Security Policy
Field Type: File Upload
Label: Data Security / Privacy Policy
Required: Yes
File Types: PDF, DOC, DOCX
Max Size: 10MB per file
Max Files: 2
Audit Report
Field Type: File Upload
Label: SOC 2 or Independent Audit Report
Required: No
Description: Optional but encouraged
File Types: PDF, DOC, DOCX
Max Size: 10MB per file
Max Files: 2
Insurance Certificate
Field Type: File Upload
Label: Insurance Certificate (Cyber / E&O)
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Required: No
File Types: PDF, DOC, DOCX, PNG, JPG, JPEG
Max Size: 10MB per file
Max Files: 2
Certifications Held
Field Type: Multiple Choice (Allow multiple selections)
Label: Certifications and Licenses Held
Required: No
Options:
SOC 2
ISO 27001
PCI DSS
HIPAA
State Money Transmitter License
MSB Registration (FinCEN, FINTRAC, FCA, etc.)
Bank Charter
None
Other
UBO IDs (Conditional)
Field Type: File Upload
Label: IDs of all UBO mentioned in Section 1
Required: No
Show When: Ultimate Beneficial Owners = "Yes"
File Types: PDF, PNG, JPG, JPEG
Max Size: 10MB per file
Max Files: 10
Section 4: Risk and Compliance Disclosures
Politically Exposed Persons (PEPs)
Field Type: Radio Button
Label: Does your company or its principals include any Politically Exposed Persons (PEPs)?
Required: Yes
Options:
Yes
No
PEPs Details (Conditional)
Field Type: Long Text / Textarea
Label: If Yes: Please provide details
Required: No
Show When: PEPs = "Yes"
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Validation: Max 2000 characters
Regulatory Actions
Field Type: Radio Button
Label: Has your company or its principals ever been subject to regulatory enforcement actions,
investigations, or material litigation in the past 5 years?
Required: Yes
Options:
Yes
No
Regulatory Actions Details (Conditional)
Field Type: Long Text / Textarea
Label: If Yes: Please provide details
Required: No
Show When: Regulatory Actions = "Yes"
Validation: Max 2000 characters
Sanctions/Adverse Media
Field Type: Radio Button
Label: Has your company or its principals been listed on sanctions lists (e.g., OFAC, UN, EU) or subject
to adverse media in the past 5 years?
Required: Yes
Options:
Yes
No
Sanctions Details (Conditional)
Field Type: Long Text / Textarea
Label: If Yes: Please provide details
Required: No
Show When: Sanctions/Adverse Media = "Yes"
Validation: Max 2000 characters
Subcontractors
Field Type: Radio Button
Label: Do you rely on subcontractors or other third parties to deliver your services?
Required: Yes
Options:
Yes
No
Subcontractors Details (Conditional)
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Field Type: Long Text / Textarea
Label: If Yes: Please describe and provide key details
Required: No
Show When: Subcontractors = "Yes"
Validation: Max 2000 characters
Financial Difficulties
Field Type: Radio Button
Label: Has your company experienced bankruptcy or material financial difficulties in the past 5 years?
Required: Yes
Options:
Yes
No
Financial Difficulties Details (Conditional)
Field Type: Long Text / Textarea
Label: If Yes: Please provide details
Required: No
Show When: Financial Difficulties = "Yes"
Validation: Max 2000 characters
Operating Regions
Field Type: Long Text / Textarea
Label: In which countries or regions do you operate or store customer data?
Required: Yes
Validation: Min 2 characters, Max 1000 characters
Section 5: Attestation
Vendor Attestation
Field Type: Checkbox
Label: I attest that the information and documents provided are complete, accurate, and current.
Required: Yes
Validation: Must be checked to submit
Form Settings
General Settings
Multi-page Form: Yes (5 pages, one per section)
Progress Bar: Yes
Save & Continue: Yes
Submit Button Text: "Submit Vendor Information"
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File Upload Settings
Total Upload Limit: 50MB
Virus Scanning: Enable if available
Storage: JotForm default or integrate with external storage
Notifications
Admin Email: Send notification on form submission
Confirmation Email: Send to vendor using primary contact email
Security
SSL: Required
Spam Protection: Enable CAPTCHA
IP Logging: Enable for audit trail
Conditional Logic Summary
1. PII Description shows when PII Handling = "Yes"
2. UBO Details shows when UBOs = "Yes"
3. UBO IDs Upload shows when UBOs = "Yes"
4. PEPs Details shows when PEPs = "Yes"
5. Regulatory Actions Details shows when Regulatory Actions = "Yes"
6. Sanctions Details shows when Sanctions/Adverse Media = "Yes"
7. Subcontractors Details shows when Subcontractors = "Yes"
8. Financial Difficulties Details shows when Financial Difficulties = "Yes"
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