What information should a deal registration form ask for?

At minimum: the partner company and rep, the customer's company name and website, a named contact with title and email, the product of interest, an estimated deal value, an expected close date, the current stage and the next scheduled step. Those fields are enough to check the deal against your CRM and decide. Everything else should be optional.

What is an opportunity registration form?

It is another name for a deal registration form. Some programs say opportunity registration because the partner is registering an opportunity in the vendor's CRM before it becomes a closed deal. The fields, approval process and protection rules are the same, whichever name your program uses.

How long should a deal registration form be?

Short enough that a partner rep can complete it in five minutes from what they already know about the deal. Around eight to twelve required fields is typical. Every extra required field reduces how many deals partners register, so keep questions you only need for some deals optional.

Should partners sign a deal registration form?

A short attestation is worth including. It confirms the details are accurate, the partner is actively working the deal, and the customer knows the partner is involved. It also ties the registration to your partner agreement, which helps when you need to settle a dispute or reject a registration that was not really being worked.

Can I use this form for referrals as well as resale deals?

Yes. The partner role section lets the partner say whether they are referring the deal, co-selling it, reselling it, delivering services or supporting a deal you already have. Your approval section then records the attribution type and the compensation that applies, so one form covers all of your partner types.

Free template · Forms & checklists

Deal registration form template

A free deal registration form template for SaaS partner programs, with required and optional fields, a partner attestation, a vendor approval section and a one-page policy summary.

Download Word (.docx)

Free, no sign-up · 6 sections and a policy summary, 5 pages · Updated October 7, 2026

In short

A deal registration form is what a partner fills in to claim an opportunity before it closes. This template collects partner, customer and deal details, marks each field as required or optional, records the partner's role and attestation, and includes a vendor-only approval section and a one-page summary of your registration rules.

What this template covers

This is a complete deal registration form for a B2B SaaS partner program, written for partners who refer, co-sell or resell your product. It gives partners one standard way to claim an opportunity, and gives you everything you need to check the claim against your CRM and decide within a couple of business days.

The form is in six sections, followed by a one-page policy summary:

Partner details. Who is registering, and which rep to contact.
Customer and opportunity details. The company, its website domain, a named contact and whether the customer knows the partner is involved.
Deal details. Product, estimated annual contract value, expected close date, current stage and the next scheduled step.
Partner role. Referral, co-sell, resale, services or influence only, plus how the partner found the deal.
Partner attestation. A short set of confirmations and a signature line.
Vendor use only. Your CRM checks, the decision, the reason for any rejection, the attribution type, the protection period dates and who approved it.
Policy summary. The rules on eligibility, response time, protection, extensions, conflicts and compensation, on one page partners can read before they submit.

Every field is marked Required or Optional, so partners know exactly what they cannot skip.

How to use it

Replace the placeholders. Your company name, the email address or portal link where forms go, and the numbers in brackets.
Set your rules in the policy summary. The defaults are a 2 business day response, 90 days of protection and one extension of 30 to 60 days. Match the protection period to your median sales cycle. The deal registration guide explains how to choose each one.
Trim the required fields to what you check. If you never look at headcount or competitors when you approve a deal, leave them optional. Each extra required field means fewer registrations.
Line it up with your partner agreement. The attestation points to the agreement, and the policy summary should match its fee, protection and conflict terms. If you do not have an agreement yet, start with the referral partner agreement or SaaS reseller agreement templates.
Share it before partners need it. Send the form and policy summary during onboarding, not after the first dispute.

Tips on getting it right

Ask for the company domain, not just the name. Domains are how you match a registration to your CRM. "Hawk Digital" and "Hawk Digital Inc." look like two companies. hawkdigital.com is one.

Ask whether the customer knows. A registration for a company that has never heard of the partner is a list, not a deal. The customer awareness question and the attestation filter these out.

Require a next step. A dated next step, such as a demo or a proposal review, is the best single sign that a partner is really working a deal. It also gives you the evidence you need if they later ask for an extension.

Record the attribution type at approval. The vendor section asks whether the deal is partner-sourced or partner-influenced. Deciding at approval, not at payout, avoids most attribution arguments. The partner-sourced vs partner-influenced guide sets out the rules.

Always give a reason. The rejection reasons in the vendor section are there so every partner hears why. A partner who understands a rejection registers the next deal.

After a registration is approved

Create or update the opportunity in your CRM with the partner attached, set the protection end date, and tell the partner rep and your own sales rep in the same message. Check in on the registration before the protection period ends, so an extension request is a short conversation rather than a dispute. When two partners or a partner and your sales team claim the same account, settle it with the timestamps on the form and the rules in your policy. The channel conflict guide covers the common cases.

A Word document works well while you have a few partners. Once registrations come in every week, move the same fields into a portal form so every submission is timestamped, partners can see the status without emailing you, and approved deals flow into your CRM.

The template

Read it in full before you download. Text in brackets is what you fill in.

Deal Registration Form

[Company name] Partner Program

Use this form to register an opportunity you are working with a prospective customer. An approved registration protects your commission, margin or discount on the deal for the protection period set out in the policy summary at the end of this form.

Fields marked Required must be completed or the registration will be returned. Fields marked Optional help us approve your registration faster. Send the completed form to [partners@company.com] or submit the same details through [the partner portal at URL].

1. Partner details

Field	Required	Your entry
Partner company name	Required	[Partner company name]
Partner ID or account number	Optional	[Partner ID]
Partner program level	Optional	[Registered / Silver / Gold]
Partner rep name	Required	[Full name]
Partner rep title	Optional	[Title]
Partner rep email	Required	[name@partner.com]
Partner rep phone	Optional	[Phone]
Partner manager at [Company name]	Optional	[Name, if known]
Date submitted	Required	[Month day, year]

2. Customer and opportunity details

Field	Required	Your entry
Customer legal company name	Required	[Company name]
Company website or email domain	Required	[company.com]
Headquarters city, state and country	Required	[City, State, Country]
Industry	Optional	[Industry]
Number of employees	Optional	[1 to 50 / 51 to 200 / 201 to 1,000 / more than 1,000]
Primary contact name	Required	[Full name]
Primary contact title	Required	[Title]
Primary contact email	Required	[name@customer.com]
Primary contact phone	Optional	[Phone]
Economic buyer or decision maker, if different	Optional	[Name and title]
Is this company an existing customer of [Company name]?	Required	[Yes / No / Not sure]
Is the customer aware of [Company name] and expecting to be contacted?	Required	[Yes / No]

3. Deal details

Field	Required	Your entry
Opportunity name	Optional	[Customer name, product, year]
Products or plan of interest	Required	[Product / plan]
Estimated number of users, seats or units	Optional	[Number]
Estimated annual contract value (USD)	Required	[$0]
Contract length	Optional	[12 months / 24 months / 36 months]
Expected close date	Required	[Month day, year]
Current stage	Required	[Qualified / Demo held / Evaluation / Proposal / Negotiation]
Customer's business problem or use case	Required	[Two or three sentences]
Budget confirmed	Optional	[Yes / No / Unknown]
Competitors or alternatives being considered	Optional	[Names or "none known"]
Discount or special pricing requested	Optional	[None / percentage and reason]
Next scheduled step and date	Required	[For example: demo on Month day, year]
Related services the partner will deliver	Optional	[Implementation, training, managed services]

4. Partner role in the deal

Check every box that applies.

Referral. We introduced the customer and will hand the sale to [Company name].
Co-sell. We will sell alongside the [Company name] sales team through to close.
Resale. We will sell and invoice the customer directly under our reseller agreement.
Implementation or services. We will deliver implementation, integration or training.
Influence only. We are supporting a deal [Company name] is already working.

How did you identify this opportunity? (Optional)

[Existing client relationship / Event / Outbound by partner / Inbound to partner / Other]

Describe your relationship with the customer and what you have done on this deal so far. (Required)

[Three or four sentences: how long you have known them, meetings held, what they have seen]

5. Partner attestation

By submitting this form, the partner confirms that:

The information above is accurate and complete to the best of our knowledge.
We are actively working this opportunity and have had direct contact with the customer in the last [30] days.
The customer is aware of our involvement and has agreed to be contacted by [Company name].
We have not offered the customer any price, discount or commitment on behalf of [Company name] without written approval.
We will update the deal stage at least every [30] days and tell [Company name] promptly if the opportunity is lost or delayed.
This registration is governed by our partner agreement dated [Agreement date] and the deal registration policy summarized below.

Partner rep signature: ____________________

Name: [Full name]

Title: [Title]

Date: [Date]

6. Vendor use only: review and approval

To be completed by [Company name]. Return a decision to the partner within [2] business days of receipt.

Check	Result	Notes
Date and time received	[Month day, year, time]
All required fields complete	[Yes / No]	[Missing fields]
Existing customer in CRM	[Yes / No]	[CRM account link or ID]
Open opportunity in CRM created before this registration	[Yes / No]	[Opportunity owner and created date]
Already registered by another partner	[Yes / No]	[Partner name and registration date]
On direct sales named-account list	[Yes / No]
Fits target customer profile	[Yes / No]

Decision

Approved
Approved as influence only
Returned for more information
Rejected

Approval detail	Entry
Reason, if rejected or returned	[Existing customer / Already registered / Open opportunity / Missing information / Outside target profile / Other]
Attribution type	[Partner-sourced / Partner-influenced]
Protection period start	[Month day, year]
Protection period end	[Month day, year, normally 90 days after start]
Extension granted	[No / Yes, to Month day, year]
Partner compensation	[Referral fee percentage / Reseller discount percentage / Influence payment amount]
CRM opportunity ID	[ID]
Assigned [Company name] sales rep	[Name]
Assigned partner manager	[Name]
Approved by	[Name and title]
Date of decision	[Month day, year]

Deal registration policy summary

These rules apply to every registration submitted under the [Company name] Partner Program. The full terms are in your partner agreement. If this summary and the agreement differ, the agreement applies.

Who can register

Partners that have signed a current partner agreement with [Company name].
Registrations must be submitted by a named partner rep who is working the deal.

What can be registered

New customers only. A company is not eligible if it is an existing [Company name] customer or has an open opportunity in our CRM created before your submission, unless the agreement says expansions are eligible.
One registration per customer and product. Separate business units of the same company may be registered separately if they buy separately.
Accounts on our direct sales named-account list, if shared with you, are not eligible.

Approval and response time

We will approve, reject or return each registration within [2] business days.
Every rejection includes a reason.
Registrations with missing required fields are returned, not rejected, and keep their original submission time if completed within [5] business days.

Protection period

An approved registration is protected for [90] days from approval.
During protection, no other partner can register the same opportunity and our sales team will not compete for it.
You may request one extension of [30 to 60] days, with evidence of progress such as a scheduled demo, a proposal or a confirmed budget.
A registration that expires without an extension is released, and the account can be registered again by any partner.

Conflicts

If two partners register the same opportunity, the first complete registration we approve wins.
If our sales team had an open opportunity created before your registration, our team keeps the deal. You may be offered an influence role.
Disputes are decided by [Head of Partnerships] within [3] business days using the submission records and our CRM.

Compensation

Approved registrations that close as won earn the referral fee, margin or discount set out in your partner agreement.
Fees are calculated on [net revenue collected] and paid [quarterly].
Deals that close after the protection period ends, without an approved extension, are not eligible.

Your responsibilities

Keep the deal stage up to date at least every [30] days.
Tell us promptly if the opportunity is lost, paused or changes significantly.
Do not quote prices or make commitments on behalf of [Company name] without written approval.

Changes to this policy

[Company name] may update this policy with [30] days' written notice. Changes apply only to registrations submitted after the change takes effect.