EP onboarding with Binder Preferences

New EP Client Onboarding Form
Please set aside 20-30 minutes to help us get to know you and your practice. This will help ensure a top notch experience for you and your clients.

We will be gathering details about your process, the notary appointment, and your preferences for document recording and binder assembly as applicable.
Name

First NameLast Name
Name of Law Firm:*
Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Primary Phone Number*
Email Address:*
Name of Additional Person Who Needs Notifications About Appointments/Statuses

First NameLast Name
Email of Additional Person Who Needs Notifications About Appointments/Statuses
example@example.com
Document & Appointment Preferences
Some notary journals (like above) contain a list of possible documents for the signing. Therefore, the notary can use one line in their notary journal instead of a separate line for each document. Is this practice acceptable to you?

Yes, it is fine for the notary journal to list all the documents in one entry in the notary journalNo, each document needs to be listed separately in the notary journal.Other
California notarial law does not provide a provision requiring a California notary public to cross out, or not cross out, pronouns such as he/she/they, on a notarial certificate. How do you approach pronouns in the acknowledgement? https://notary.cdn.sos.ca.gov/forms/notary-handbook-current.pdf

I pre-fill the pronoun of the signer(s) and understand that some notaries may not agree to notarize these documents prepared in this manner.I prefer the notary to not circle or cross out anything on the acknowledgment and leave the pronouns as he/she/theyI prefer to have the notary circle the pronoun of the signer(s)I prefer to have the notary to cross out the pronouns that do not fit the signer(s)Other
Besides signing the trust first and will second (to release the witnesses), do you have other preferences about the order of the documents being signed?*

YesNo
Please list the order of how the documents should be signed:*
Do you want the documents sent to the signers ahead of time?*

Yes, please send the documents to the signer(s) a day or two before the signing so that they can review themNo, please have the notary bring the documents to the appointment with themOther
Our notary will always be happy to be a witness if your document requires one or more witness signatures. If your signer is unable to locate an additional witness (or witnesses) for a will, how would you like to handle this?*

Please ask the signer if they would like to pay $149 for each witness to have TBN provide additional witness(es)I will be happy to pick up the witness charges as necessary for $149 (or less because I have a pre-paid package) per witnessOther
If during the signing, a material concern about the language in the documents or an error of some sort results in the signer refusing to sign one or all of the documents, how would you like us to handle these situations? (We are not attorneys and cannot provide legal advice nor explain legal language).*

Reach out to me or one of my staff via phone during the signing if during the weekdays during business hoursReach out to me or one of my staff via phone during the signing even if after hours or weekendsStop the appointment and send me an email so I can reach out to the signer laterIf the signer is willing to sign some of the documents and not others, go ahead and have them sign the documents they are willing to signOther
If we can't reach you or we need to stop the signing, should we leave the documents with signer or have the notary take the documents with them?*

Leave the documents with the signer(s)Have the notary take the documents and return to TBNOther
Who should we contact during business hours on weekdays?*

First NameLast Name
What is the phone number of the person to contact during business hours on weekdays?*
Who should we contact during after hours or on weekends?*

First NameLast Name
What is the phone number for the after hours/weekend contact?*
Do you get a copy of signer's IDs or confirm the name on the IDs as part of your process?

Yes, I make sure I check the IDs so I have the legal name to make sure the name is correct in the documents and to make sure that the ID is not expiredNo, I ask them for their name but I do not get a copy of the ID or look at the IDOther
Would you be interested in trying out our ID validation software? It allows the signer to upload their ID and then sends an email with the legal name and expiration date after checking to make sure it is a valid ID.

Yes, I would be interested in getting more information to try it outNo, I am not interested in using this softwareOther
Paper Preferences

Our standard paper, that we use for 90% of our clients, is 3 hole punched 20lb paper with 92 brightness.
Does our standard paper (3 hole punched 20lb paper with 92 brightness) work well for you?*

YesNo
What paper weight do you prefer?*

20lb paper24lb paper28lb paper32lb paperNo preferenceOther
What paper brightness do you prefer?*

92 brightness94 brightness98 brightness100 brightnessNo preferenceOther
If your paper preferences are not covered by the options above and you have a specific brand and type of paper that you use, please let us know your specific paper preferences.*
What documents can be hole-punched?*

All documents can be hole punchedAll documents can be hole punched except the will and deedsAll documents can be hole punched except the deedsNo documents can be hole punchedOther
Are any of the documents printed in color or have any special printing?

YesNo
Please let us know what is printed in color or needs special printing
Shipping and Scanning Information
Here is a preview of our binders and options
Are interested in Binder Assembly by TBN?*

Yes, I am interested in having TBN assemble binders after the signingNo, I do not want TBN to assemble binders after the signing
Document handling after the appointment if a binder is not being assembled by TBN*

Leave the documents with the signer - I don't need copies of the executed documents or scansShip the documents back to my officeShip the documents back to the signerOther
Our in-person appointments include scanning at no extra cost. Would you like to receive a high quality PDF copy of the documents after the signing? (A folder containing Individually titled documents and a combined version for easy printing).*

YesNo
Who needs scans of the signed documents?*

The attorney/person who placed the orderThe signersOther
If you need scans, how would you prefer to receive them?

Dropbox link (sent via E-mail)Upload to ClinkedUpload to ClioOther
Binder Preferences

The following section will help us make sure that we can put your binder together to meet all of your specifications.
Binder Process & Content
Please tell us your binder preferences.*

I will provide my own binders to TBNI would prefer that TBN uses the 2" standard white binders as seen in the video aboveI would prefer that TBN uses the burgundy deluxe pleather binders as seen in the video aboveI would prefer that TBN uses the blue deluxe pleather bindersI would like to discuss using different bindersOther
What binders do you want us to use? If these are custom binders, we may need to discuss who covers the cost of the binders.*
Can you provide us with a sample binder so we can see exactly how you put your binders together?*

Yes, I am happy to send you a sample binder after TBN sends me a FedEx label. (Please don't send us anything until we have send you a shipping label)I don't really have a sample binder I can send youOther
Do you have a working Estate Planning binder process?*

Yes, I have a fully-realized, documented process for making my Estate Planning bindersNo, I currently do not have a process to make Estate Planning bindersI have some processes made, but it is not fully fleshed out
If you have a binder process, please upload a file that outlines it for us. (The file must be a .pdf or a .docx file)*

Cancelof
Do you have a specific order for the documents?*

YesNo
Please list the order of how the documents should appear in the binder:*
When making a binder for a couple, how should their documents be arranged? (i.e. Husband's will before Wife's will)*

Alphabetical (First Name)Alphabetical (Last Name)Husband then WifeWife then HusbandOther
If using the standard white binder, do you require cover pages for the binder?*

YesNoOther
Will you provide us with the cover pages?*

Yes, I will provide the binder cover pages like those seen in the video aboveNo, I want TBN to provide the cover pages like those in the video above
Would you like us to use dividers to separate the sections of the estate plan?*

YesNoOther
Please choose your divider preferences from the options below:*

I will provide TBN with dividersTBN to provide laminated, pre-preprinted dividers (i.e., One Source Wealth Counsel tabs) like those seen in the video aboveOther
Do you want the documents hole punched or put in clear sleeves?*

All documents hole punchedAll documents in clear sleevesSome documents can be hole punched and some documents in clear sleeves
Please specify which documents to hole punch, and which to put in clear sleeves.*
Do the documents need to be stapled?*

All documents more than 1 page are stapledNo documents are stapledSome documents are stapled and some documents are not stapled
Please provide us with more information about how staples are used:*
If we recording the deeds or other documents, what would you like us to do with the original signed deeds or other documents?*

Shred the originals and only put the copy of the recorded documents in the binderPut the original documents in the binder with the recorded documentsTBN is not recording documents for meOther
Are there supplemental documents or inserts that need to be included in the binder?*

Estate Planning Portfolio DocsCover PagesSection InsertsClosing LetterFunding InstructionsInstructions for Storing DocsInvoiceNo Supplemental DocumentsOther
Are there any supplemental materials that you would like us to include in the binder? (i.e. Business cards, gifts to the signers, pens etc.) Please list the supplemental materials below.*
Would you like an extra copy of the entire estate plan?

Yes, 1 extra copy of the entire estate plan in addition to the original documentsYes, 2 extra copies of the entire estate plan in addition to the original documents (this may have an additional cost)No
Do you need any extra copies of any of the documents?

YesNo
Please tell us what documents need extra copies
Binder Shipping Preferences
Do you want to review the binders before they are shipped?*

Yes, I would like to review themNo, I don't need to review them before they are shippedOther
How would you like to review the binders before they are shipped?*

A video recording of a narrated page by page walkthrough of the binder (similar to video above)Schedule a Zoom meeting with our office staff member to review the binderOther
If you have any special review instructions, please provide them so that we can make sure that the review process is as helpful as possible for you.
Once the binders have been approved, to whom should we ship the binders?*

Ship the binders to the signer's addressShip the binders to the address listed aboveShip the binders to a different addressI will specify where to ship each time per orderOther
Alternate Address for Binders

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
When shipping the binder, we use FedEx to ensure safe delivery and generally recommend requiring a signature, but that means that they need to be home to receive the delivery. Do you want to require a signature?*

Yes, always require a signatureNo, don't require a signatureLet the signer decide if they want a signature required or notOther
Please let us know if there are any special shipping instructions.
Flash Drive Preferences
Do you want a flash drive included with the binder with electronic copies of the documents?*

YesNo
Do you have a specific order for the documents on the flash drive?*

YesNo
What order should the documents be on the flash drive?*
Do you have a naming convention for the files on the flash drive?*

YesNo
Please describe your naming convention for the files on the flash drive
Do you want to provide the flash drives or have TBN provide the flash drives?*

TBN can provide generic flash drivesI will provide flash drives
Please let us know if there is anything else we should know about your binders or binder process that has not been covered.
Document Recording Preferences
Do you want TBN to submit and manage deed or document recording associated with your signings?*

Yes, I want TBN to record documents on my client's behalfNo, I handle my own document recordingsUnsure at this time
Do you want the deeds to be hole punched?

The deeds or documents to be recorded should not be hole punchedThe deeds or documents to be recorded can be hole punchedOther
If there is a small error in the document to be recorded, would you authorize us to make that small change or do you prefer to make that change? We will check in with you before any corrections are made.

Yes, I authorize you to make small corrections that don't have any legal implicationsNo, I prefer to make any changes that are necessary
What kind of small corrections would you like us to make on your behalf before submitting?

Typographical errors and misspellingsInconsistent names (e.g., missing a middle initial)A date is incorrectOther
Congratulations!! You made it! We appreciate your input to help us make sure we are able to provide you and your clients with an exceptional experience. Is there anything else we should know that hasn't been covered in these questions? (For example, if you have a team of 2 or more people additional contact people)
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New EP Client Onboarding Form

Document & Appointment Preferences

Paper Preferences

Shipping and Scanning Information

Binder Preferences

Flash Drive Preferences

Document Recording Preferences