The client onboarding form that comes back signed.
A client onboarding form collects a new client’s details, the documents your FICA process asks for and their consent where you need it, then the engagement letter or mandate to sign. With KuduDoc it is one link: questions appear only when they apply, uploads land in your Library, and the client signs before closing the page.
No card needed.
TMThandi Mokoenaasks you to complete this form
New client
Step 2 of 4 · Company or trust
Are you signing for a company or trust?
- Company registration documents
- Resolution authorising you to sign
Report this form
N. Dlamini · client onboarding
From the form Client onboarding · link opened 8 Oct 2026, 08:41
- PDF Answers.pdfSummary so far · updates as she answers On file
- PDF ID document.pdfPassport · 2 photos made into one PDF On file
- PDF Proof of address.pdfMunicipal account, September 2026 On file
- PDF Company registration documents.pdfCoR 14.3 and CoR 39 · from the form, just now On file
- Resolution authorising you to signAsked for on step 2 Still needed
- PDF Engagement letter.pdfFilled from her answers when she submits Waiting for signature
Dates to confirm 1
Passport expires14 May 2031
Read from page 1 of ID document.pdf.
ConfirmChange
Reminders 90, 60, 30 and 7 days before, by defaultChoose days
- Signing
- 1 · Nomvula Dlamini
2 · Thandi Mokoena - Kept
- Five years after the relationship ends
Answers
Saved as she goes · step 2 of 4
- Full name
- Nomvula Dlamini
- Address
- 27 Jacaranda Street, Menlo Park, Pretoria, 0081
- Purpose
- A shareholders’ agreement and a new share register
- Source of funds
- Company income
- Company or trust
- Yes, a company. She signs as a director.
Privacy notice
Shown before the first question, 8 Oct 2026, 08:41. What is collected, by whom, why, and the law that requires it: the FIC Act.
Consent
“You may contact me by email about this matter.”
Agreed 8 Oct 2026, 08:47. The wording she saw is kept.
Client onboarding
Individual, company, trust and partnership · 4 steps
Link
kududoc.co.za/f/7Kq2VdCopy
- Who
- Anyone with the link
- Closes
- 31 October 2026, 17:00
- Limit
- Stops after 25 responses
- Reminders
- On the days you set, 08:00 to 18:00, never after a response
- Notice
- Filled in
- Your name
- ReviewedThandi Mokoena
- Fills
- 9 fields mappedEngagement letter.pdf
How a form works
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Build it once
Start from a ready form for client onboarding, a rental application, a new employee or supplier onboarding, or build your own. Ask for short and long answers, dates, numbers, email addresses, tick boxes, drop-downs, choices and uploads, each required or optional. Then tie each answer to a field on your PDF: the engagement letter, the mandate, the application or the contract. Upload your own PDF or start from a KuduDoc template.
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Ask only what applies
A question appears only when an earlier answer calls for it. “Signing for a company?” Yes opens the company questions and uploads. No skips them.
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Send one link
Put one link on your website or a listing, or send each person their own from a list. Set a closing date and a limit on the number of responses. People who have not finished get reminders on the days you set, never at night and never after they have finished. Invitations and reminders can arrive on WhatsApp; the form is filled in and signed on a KuduDoc page in the browser.
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Answer, upload, sign
On a phone or a computer, with no app to install: the person signs in or creates a free KuduDoc account from the link, answers, takes a photo of each document or chooses a file, and can stop and carry on later from the same link. When they submit, their answers fill your document and it opens for signing straight away. You sign after them if your template has a second signer, in the order you set.
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Kept and sealed
The answers, as a one-page summary PDF, every upload and the signed document land in your Library, in one collection per person. Photographed pages become one PDF. KuduDoc suggests dates it reads on a page, such as a passport or driving licence expiry, for you to confirm, and reminds you before they lapse: 90, 60, 30 and 7 days before, by default — or the days you choose. The signed document is sealed.
Client onboarding
Client onboarding and FICA documents
For attorneys and conveyancers, estate agents, accountants, brokers and any practice that takes on clients. One link collects the client’s details, the documents your FICA process asks for and the POPIA notice, and the engagement letter or mandate is signed in the same sitting.
- FIC Act · s21
The FIC Act asks an accountable institution to identify each new client and, where one person acts for another, both of them, as the relationship starts (s21).
- FIC Act · s21B
For a company or trust, the Act adds who owns and controls it and, for a company, its beneficial owners (s21B).
- FIC Act · s42(2)(d)
There is no single document list: your Risk Management and Compliance Programme sets how you identify clients (s42(2)(d)).
The starting form, by client type
| Client | The form asks for | Where the FIC Act comes in |
|---|---|---|
| An individual | Full name, ID or passport number, date of birth, contact details and residential address. Uploads: the ID document or passport, and proof of address if your programme asks for it. | Identify the client (s21(1)(a)) |
| Someone acting for another person | Who they act for and in what capacity. Uploads: the power of attorney, resolution or letter that gives the authority, and the other person’s details. | The other person, and the authority to act (s21(1)(b)–(c)) |
| A company or close corporation | Registered name and number, what the business does, who owns and controls it, and its beneficial owners. Uploads: registration documents, the resolution authorising the person signing, ID documents for the people named. | Nature of the business, ownership and control, beneficial owners (s21B(1)–(2)) |
| A trust | Name and number, the Master’s office, the founders, the trustees and the named beneficiaries (or how beneficiaries are chosen). Uploads: the letters of authority, the trust deed, ID documents for the people named. | s21B(4) |
| A partnership | The partnership’s name, every partner, who controls it and who may act for it. Uploads: the partnership agreement and ID documents. | s21B(3) |
| Every client | The nature and purpose of the relationship, and the source of funds. | s21A |
Switch any question off, or add your own, to match your programme. KuduDoc collects and keeps the documents. It does not judge whether an ID copy or statement is genuine; identifying the client stays with you (s21).
FICA requirements for estate agents
Estate agents are accountable institutions under the FIC Act (Schedule 1, item 3). The duties are the ones above: identify each client, and note the nature and purpose of the relationship and the source of funds (ss 21, 21A).
Send each new client the onboarding link with your mandate: it is filled from their answers and signed in the same sitting. Start from the sole mandate template.
An offer to purchase is different: a sale of land is signed on paper (Alienation of Land Act s2(1)). Collect the buyer’s documents with a form, then scan the signed offer and KuduDoc seals the scan as a reference copy. A sealed scan does not replace a paper original where one is required.
For the leases and mandates that follow, see renewals and signing for agents.
For attorneys and conveyancers
Attorneys practising for their own account, conveyancers and notaries among them, are accountable institutions too (Schedule 1, item 1).
The engagement letter or mandate is filled and signed in the same link, and the documents go into the matter’s collection.
Accountants, brokers and other practices use the same form for their engagement letters and client documents.
How matters are kept: records for legal practices.
Keeping FICA records
Keep the records of a business relationship for at least five years from the day it ends (FIC Act s23(a)).
They may be kept in electronic form, as long as they can be reproduced in a legible format (s24(4)).
A third party may keep them for you, if you have free and easy access and they are readily available to the Centre and the relevant supervisory body (s24(1)).
You stay liable for those records (s24(2)), and you give the Centre and the relevant supervisory body the third party’s particulars (s24(3)). KuduDoc’s company details are on the About page.
What KuduDoc does
- Set the collection’s retention to “five years after the relationship ends”, and record the day it ends.
- Export any client’s collection, answers and signed documents at any time.
- When your programme calls for up-to-date information (s21C), send the same link again: the earlier answers are filled in, the client changes what has changed, and the new versions are filed beside the old ones.
Other periods, by kind of record: how long to keep client records.
Law last checked 25 September 2026.
Tenant applications
For landlords and letting agents. Put one link on the listing, or send each applicant their own.
The form asks for the applicant’s details, current address and landlord, employer and income, and who is moving in. Uploads: the ID copy, recent payslips and bank statements. It asks for consent to the credit and reference checks you run through the credit bureau you use, with the POPIA notice. Start from the rental application form template.
Each application is kept in the collection for the address. Move the successful applicant into the lease register; the others are deleted after the period you set (POPIA s14).
KuduDoc keeps the documents; it does not judge whether a payslip or statement is genuine, and it runs no credit checks.
14 Protea Road, RondeboschApplications · link on the listing · closes 20 Oct 2026
- LM Lindiwe MahlanguSubmitted 6 Oct · ID copy, payslips, bank statements Complete
- JB Johan BothaStep 3 of 5 · carries on from the same link In progress
- AK Aisha KhanSubmitted 7 Oct · bank statements to follow Still needed
Kept until 15 Nov 2026, then deletedMove to the lease register
New employees
One link for a new starter, and the contract signed the same day.
The form asks for personal and contact details, an emergency contact, bank details for salary and the income tax reference number, with uploads of the ID copy, qualifications and any licence. The offer letter or contract is filled from the answers and signed in the order you set, and everything goes into the employee file. Start from the offer letter and employment contract templates.
Mark a question sensitive and its answers open only for the people you name. POPIA treats health information as special personal information (s26).
Keep the written particulars of employment for three years after employment ends (BCEA s29(4)).
Licence and permit dates on the uploads are watched like any other date.
New employee · question 9Step 3 of 4 · Salary
- Required
- Sensitive
Answers open for
- RNRethabile NdlovuPayroll
- SKSipho KhumaloHR
Left out of exports unless one of them exports
Suppliers
One link for a new supplier: the details, the papers and the signed agreement.
The form asks for the registered name and number, contact and banking details and the Central Supplier Database number, with uploads of the registration documents, the B-BBEE certificate or sworn affidavit, the tax compliance status PIN letter and a bank confirmation letter. The supplier signs your supplier agreement and declarations in the same sitting, and it all joins the supplier records you already keep.
A B-BBEE certificate or sworn affidavit lasts 12 months, so KuduDoc reads the date for you to confirm and reminds you before it ends. For a small supplier, start from the B-BBEE sworn affidavit template.
The tax compliance status PIN expires on the date the supplier chose when it was issued: record it and it is watched too.
R. Pillay · supplier onboardingSubmitted 2 Oct 2026 · signed and sealed
- PDF B-BBEE sworn affidavit.pdfCommissioned 3 Mar 2026 · valid to 2 Mar 2027 Date read from the page: confirm
- PDF Tax compliance status PIN.pdfPIN expires 30 Nov 2026 Watched
- PDF Bank confirmation letter.pdfDated 18 Sep 2026 On file
- PDF Supplier agreement.pdfSigned by R. Pillay and Sipho Khumalo Sealed
More forms
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School consent and indemnity forms
Send a trip form to the whole class; parents sign on their phones.
School consent and indemnity forms -
POPIA consent
Ask customers, employees or suppliers for consent, with the wording kept.
POPIA consent form template -
Debit orders
Collect the mandate and the bank details in one link.
Debit order mandate template
Anything else you ask people for, build as your own form.
Personal information, handled with care
POPIA asks you to tell people what you collect, why, and any law that authorises or requires it, before you collect it (s18).
Consent is one of six grounds for processing; a contract, or a legal obligation such as FICA, is another (s11(1)).
Health and other special personal information has stricter rules of its own (s26).
- The notice comes first. Every form shows a notice before the first question: what it collects, who is collecting it and their address, why, whether answering is voluntary, what happens if a question is left out, any law that authorises or requires it (for example the FIC Act) and who sees the answers. A form cannot be published until its notice is filled in.
- Consent, when you ask for it. A consent question keeps the exact wording the person saw, their answer and the time, with the response and the signed document, because the responsible party must be able to prove consent (s11(2)(a)). The person can withdraw it later from the same link (s11(2)(b)), and you are told.
- Sensitive answers. Mark a question sensitive and its answers open only for the people you name; they stay out of exports unless a named person exports them.
- Kept only as long as you set. Set how long each form’s responses are kept; when the period ends, KuduDoc deletes them and logs the deletion (POPIA s14). Records a law asks you to keep longer, such as FICA records, get that period instead.
- KuduDoc as your operator. KuduDoc handles the responses on your behalf under a written operator agreement (POPIA ss 20–21).
- Your reviewed name on every form. Before your first shared link that asks for identity documents goes live, a person at KuduDoc reviews your account. The form shows your reviewed name, and every public form has a “Report this form” link. More on how KuduDoc protects uploads.
- Children. A form about a child starts with the parent’s or guardian’s consent step (POPIA s34, s35(1)(a)), as on school consent and indemnity forms.
Law last checked 25 September 2026.
Each signed pack, sealed and kept
When the last signature is in, KuduDoc seals the document: a SHA-256 fingerprint, a certification signature and a timestamp anchor. See what a seal records.
KuduDoc signatures are ordinary electronic signatures under the ECT Act, recognised for ordinary documents (s13(2)).
Share the signed document with the client or another party, and they can check it on the free public checker. A match means unchanged since sealing: a fact about the file, not about what it says.
The record shows when the link was opened, when the form was submitted and when each person signed. An opened link is not a read form.
PDFEngagement letter.pdfN. Dlamini · client onboarding
- 8 Oct 2026 · 08:41Link opened
- 09:02Form submitted14 answers and 4 uploads, filed in the collection
- 09:04Signed by Nomvula Dlamini
- 11:37Signed by Thandi Mokoena
- 11:37SealedSeal id kd_7Rk2QpXv9LmT4sWb1NcY8e
Questions about client onboarding forms
What is a client onboarding form?
A form a new client completes before you start work: their details, the documents your FICA process asks for and the notice about how you use their information, usually followed by the engagement letter or mandate to sign. With KuduDoc it is one link, and the client signs before closing the page.
What documents do I need to collect for FICA?
There is no single list in the FIC Act or its regulations. Each accountable institution sets out how it identifies clients in its Risk Management and Compliance Programme (s42(2)(d)). For a company, trust or partnership, the Act adds who owns and controls it (s21B). KuduDoc’s client onboarding form is a starting point: switch questions off or add your own to match your programme.
What are the FICA requirements for estate agents?
Estate agents are accountable institutions under the FIC Act (Schedule 1, item 3). When they take on a client, they must identify the client and, where one person acts for another, both people and the authority to act (s21). They keep those records (s22) for at least five years after the relationship ends (s23). The records may be kept in electronic form (s24(4)).
Can a client sign the engagement letter or mandate in the same link?
Yes. When the client submits, their answers fill your document and it opens for signing straight away; you sign after them if your template has a second signer. KuduDoc signatures are ordinary electronic signatures under the ECT Act, recognised for ordinary documents (s13(2)). An offer to purchase land is an exception: it is signed on paper (Alienation of Land Act s2(1)).
Where do the documents a client uploads go?
Into your Library, in that client’s collection, beside their answers and the signed document. Photographed pages become one PDF. KuduDoc suggests dates it reads on a page, such as an expiry date, for you to confirm, and reminds you before they lapse, on the default schedule or on the days you set.
Does KuduDoc check whether a client’s documents are genuine?
No. KuduDoc collects the documents, keeps them with their dates and seals the signed record. It does not judge whether an ID copy, payslip or statement is genuine. Identifying the client stays with you: under the FIC Act, that duty belongs to the accountable institution (s21).
Do I need my client’s consent under POPIA?
Not always. Consent is one of six grounds on which POPIA allows processing; a contract and an obligation imposed by law, such as the FIC Act, are two others (s11(1)). If your form asks for consent, KuduDoc keeps the wording the client saw and their answer, because you must be able to prove it (s11(2)(a)). The client may withdraw consent at any time (s11(2)(b)).
Can I use the same forms for tenant applications, new employees and suppliers?
Yes. Start from the rental application, new employee or supplier onboarding form, or build your own. Share one link, for example on a listing, or send each person their own. Respondents answer with a free KuduDoc account and need no app. A form about a child starts with the parent’s consent step, as on school consent forms.
Forms
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