Compliance Checklist | Legal & Corporate Regulations

Rebizco Compliance Checklist

Comprehensive Business Risk Assessment Tool

A systematic approach to evaluating and maintaining legal compliance across all business operations

How to Use This Checklist

This compliance checklist is designed to help businesses identify potential compliance gaps and prioritize risk management efforts. Each section includes items that may apply depending on your business type, size, industry, and location.

Instructions:

Review each applicable section based on your business operations
Check items that are currently compliant
Mark items requiring attention or implementation
Prioritize action items based on risk level and regulatory requirements
Schedule regular reviews to maintain ongoing compliance

Risk Assessment Scale:

🔴 Critical: Immediate attention required – significant legal/financial risk
🟡 Important: Address within 30-90 days – moderate risk
🟢 Routine: Address during next compliance cycle – low risk

1. Business Formation & Corporate Governance

Entity Structure and Documentation

Business entity properly formed and registered with state authorities 🔴
Current registered agent and registered office maintained 🔴
Articles of incorporation/organization current and accurate 🔴
Operating agreement or bylaws executed and up-to-date 🟡
Annual state filings completed and fees paid 🔴
Corporate minutes and resolutions properly maintained 🟡
Business name reservations or trademark protections in place 🟡
DBA (Doing Business As) filings current if applicable 🟡

Ownership and Governance

Shareholder/member agreements executed 🟡
Stock certificates or membership interests properly issued 🟡
Board of directors properly constituted (if applicable) 🟡
Officer appointments documented and current 🟡
Ownership transfer restrictions and procedures defined 🟡
Buy-sell agreements in place for multi-owner entities 🟢
Succession planning documentation prepared 🟢

2. Business Licensing & Permits

General Business Operations

General business license obtained from local authorities 🔴
Federal Employer Identification Number (EIN) obtained 🔴
State tax registration completed 🔴
Sales tax permits obtained (if applicable) 🔴
Zoning compliance verified for business location 🔴
Building permits and certificates of occupancy current 🔴
Fire department permits and safety inspections current 🟡
Health department permits (if applicable) 🔴

Industry-Specific Licensing

Professional licenses current (if applicable) 🔴
Industry-specific permits and certifications maintained 🔴
Federal licenses or registrations obtained (if required) 🔴
Interstate commerce registrations (if applicable) 🟡
Export/import licenses (if applicable) 🔴
Environmental permits (if applicable) 🔴
Liquor licenses (if applicable) 🔴
Transportation permits (if applicable) 🟡

3. Employment Law Compliance

Hiring and Onboarding

Equal Employment Opportunity (EEO) policies implemented 🔴
Job descriptions free from discriminatory language 🟡
Background check procedures comply with FCRA and state laws 🟡
I-9 forms completed and E-Verify compliance (if required) 🔴
New hire reporting to state agencies completed 🔴
Employee handbook distributed and acknowledged 🟡
At-will employment disclosures provided (where applicable) 🟡

Wage and Hour Compliance

Minimum wage requirements met for all employees 🔴
Overtime calculations and payments accurate 🔴
Employee classification (exempt/non-exempt) properly determined 🔴
Independent contractor vs. employee classification correct 🔴
Meal and rest break requirements followed 🔴
Payroll records maintained per federal and state requirements 🔴
Time tracking systems implemented and accurate 🟡
Pay stub requirements met 🟡

Workplace Policies and Safety

Anti-harassment and anti-discrimination policies in place 🔴
Complaint and investigation procedures established 🔴
OSHA safety standards compliance verified 🔴
Workers’ compensation insurance obtained 🔴
FMLA policies implemented (if 50+ employees) 🔴
ADA accommodation procedures established 🔴
Workplace violence prevention policies implemented 🟡
Social media and technology use policies established 🟢

Workplace Policies and Safety

Anti-harassment and anti-discrimination policies in place 🔴
Complaint and investigation procedures established 🔴
OSHA safety standards compliance verified 🔴
Workers’ compensation insurance obtained 🔴
FMLA policies implemented (if 50+ employees) 🔴
ADA accommodation procedures established 🔴
Workplace violence prevention policies implemented 🟡
Social media and technology use policies established 🟢

Employee Benefits and Leave

COBRA continuation coverage procedures (if applicable) 🔴
State disability insurance compliance 🔴
Unemployment insurance contributions current 🔴
Retirement plan compliance (if applicable) 🟡
Health insurance reporting requirements met 🟡
Paid sick leave policies (where required) 🔴
Pregnancy and parental leave policies compliant 🔴

4. Tax Compliance

Federal Tax Obligations

Income tax returns filed timely 🔴
Payroll tax deposits made on schedule 🔴
Quarterly payroll tax returns (Form 941) filed 🔴
Annual unemployment tax return (Form 940) filed 🔴
1099s issued to contractors and vendors 🔴
Tax identification numbers obtained for all entities 🔴
Estimated tax payments made (if required) 🔴

State and Local Tax Compliance

State income tax returns filed 🔴
Sales tax returns filed and payments made 🔴
Property tax assessments reviewed and paid 🔴
Local business taxes and fees paid 🔴
Use tax obligations met 🟡
Gross receipts taxes (where applicable) 🟡
Franchise taxes paid 🟡

Record Keeping

Tax records retained per IRS requirements (minimum 3-7 years) 🔴
Supporting documentation organized and accessible 🟡
Payroll records maintained per federal and state requirements 🔴
Asset depreciation schedules maintained 🟡
Business expense documentation adequate 🟡

5. Contract Management & Commercial Law

Contract Documentation

Standard contract templates reviewed by legal counsel 🟡
Customer agreements contain necessary terms and protections 🟡
Vendor contracts include appropriate liability limitations 🟡
Service level agreements clearly defined 🟢
Payment terms and collection procedures established 🟡
Termination clauses and procedures defined 🟡
Intellectual property ownership clauses included 🟡

Consumer Protection Compliance

Truth in advertising standards followed 🔴
Consumer privacy rights respected 🔴
Return and refund policies clearly stated 🟡
Warranty disclaimers properly drafted 🟡
Terms of service and privacy policies updated 🟡
Age verification procedures (if applicable) 🔴
Accessibility compliance for digital properties 🟡

Commercial Transactions

UCC compliance for goods transactions 🟡
Credit and collection practices legal 🔴
Lien and security interest filings current 🟡
International trade compliance (if applicable) 🔴
Anti-corruption and anti-bribery policies 🟡

6. Data Privacy & Cybersecurity

Data Protection Requirements

Privacy policy published and compliant with applicable laws 🔴
GDPR compliance procedures (if applicable) 🔴
CCPA compliance procedures (if applicable) 🔴
Data breach notification procedures established 🔴
Customer consent mechanisms implemented 🟡
Data retention and deletion policies established 🟡
Third-party data sharing agreements reviewed 🟡

Cybersecurity Measures

Cybersecurity policies and procedures implemented 🔴
Employee cybersecurity training conducted 🟡
Access controls and password policies enforced 🔴
Data backup and recovery procedures tested 🔴
Network security measures implemented 🔴
Incident response plan developed and tested 🟡
Cyber insurance coverage obtained 🟡

Industry-Specific Data Requirements

HIPAA compliance (healthcare entities) 🔴
FERPA compliance (educational institutions) 🔴
GLBA compliance (financial institutions) 🔴
PCI DSS compliance (payment processing) 🔴
SOX compliance (public companies) 🔴

7. Intellectual Property Protection

Trademark Protection

Trademark searches conducted before brand adoption 🟡
Federal trademark applications filed for key marks 🟡
Trademark renewal deadlines tracked 🟢
Trademark use guidelines established 🟢
Domain name registrations secured 🟡
Social media handles secured 🟢

Copyright and Trade Secrets

Copyright registrations filed for valuable works 🟢
Employee confidentiality agreements executed 🟡
Trade secret identification and protection procedures 🟡
Non-disclosure agreements with third parties 🟡
IP assignment agreements with employees/contractors 🟡

Patent Considerations

Patent searches conducted for innovations 🟢
Provisional patent applications filed (if applicable) 🟢
Patent prosecution managed effectively 🟢
Freedom to operate analyses conducted 🟡

8. Environmental & Safety Compliance

Environmental Regulations

Environmental impact assessments completed 🔴
Waste disposal procedures compliant with regulations 🔴
Air quality permits obtained (if required) 🔴
Water discharge permits current (if applicable) 🔴
Hazardous materials handling procedures compliant 🔴
Environmental reporting requirements met 🔴

Workplace Safety

OSHA compliance program implemented 🔴
Safety training programs conducted regularly 🔴
Workplace injury reporting procedures established 🔴
Emergency evacuation procedures posted and practiced 🟡
Safety equipment and protective gear provided 🔴
Workplace inspections conducted regularly 🟡

9. Financial & Securities Compliance

Securities Law Compliance

Securities law compliance for investment offerings 🔴
Investor accreditation verification procedures 🔴
Securities filing requirements met 🔴
Investment adviser registration (if applicable) 🔴
Insider trading policies implemented 🟡

Financial Reporting

Financial statements prepared according to GAAP 🟡
Audit requirements met (if applicable) 🔴
Financial controls and procedures documented 🟡
Related party transaction disclosures 🟡
Credit facility covenant compliance 🔴

Anti-Money Laundering

AML compliance program (if applicable) 🔴
Customer identification procedures 🔴
Suspicious activity reporting procedures 🔴
OFAC sanctions compliance 🔴

10. Industry-Specific Compliance

Healthcare

HIPAA compliance program implemented 🔴
Medical licensing requirements met 🔴
Medicare/Medicaid compliance procedures 🔴
FDA requirements compliance (if applicable) 🔴
Clinical trial regulations compliance 🔴
Medical device reporting requirements 🔴

Financial Services

Banking regulations compliance 🔴
Consumer financial protection requirements 🔴
Credit reporting compliance 🔴
Fair lending practices implemented 🔴
Deposit insurance requirements met 🔴

Food and Beverage

FDA food safety regulations compliance 🔴
USDA inspection requirements met 🔴
Nutritional labeling compliance 🔴
Allergen disclosure requirements 🔴
Organic certification (if applicable) 🟡

Technology and Software

Software licensing compliance 🟡
Open source software compliance 🟡
Export control regulations compliance 🔴
Accessibility standards compliance 🟡
App store compliance requirements 🟢

11. Insurance & Risk Management

Required Insurance Coverage

General liability insurance adequate and current 🔴
Workers’ compensation insurance obtained 🔴
Professional liability insurance (if applicable) 🔴
Cyber liability insurance obtained 🟡
Directors and officers insurance (if applicable) 🟡
Commercial property insurance adequate 🟡
Business interruption insurance considered 🟢

Risk Assessment and Management

Risk assessment conducted across all business areas 🟡
Crisis management plan developed and tested 🟡
Business continuity procedures established 🟡
Key person insurance evaluated 🟢
Contractual risk allocation reviewed 🟡

12. Compliance Monitoring & Documentation

Compliance Program Management

Compliance officer or team designated 🟡
Compliance policies and procedures documented 🟡
Regular compliance training conducted 🟡
Compliance monitoring and auditing procedures 🟡
Violation reporting and investigation procedures 🔴
Corrective action procedures established 🟡

Record Keeping and Documentation

Document retention policies established 🟡
Electronic document management systems implemented 🟢
Compliance documentation organized and accessible 🟡
Regulatory correspondence filed and tracked 🟡
Compliance calendar maintained for deadlines 🟡

Compliance Review Schedule

Daily Monitoring

Payroll and time tracking accuracy
Customer data security measures
Cash handling and financial controls
Safety incident reporting

Weekly Reviews

Vendor payments and contract compliance
Employee scheduling and labor law compliance
Marketing and advertising content review
Customer complaint resolution

Monthly Assessments

Financial reporting and tax obligations
Insurance coverage and claims review
Employee training and policy updates
Regulatory filing deadlines

Quarterly Evaluations

Comprehensive compliance audit
Policy and procedure updates
Risk assessment review
Regulatory change analysis

Annual Reviews

Complete compliance program assessment
Insurance coverage evaluation
Legal document updates
Strategic compliance planning

Professional Consultation Recommendations

Consider engaging qualified professionals for the following areas:

Legal Counsel Required:

Complex contract negotiations
Employment law disputes
Intellectual property matters
Regulatory investigations
Litigation management

Accounting/Tax Professional Required:

Tax planning and compliance
Financial statement preparation
Audit and review procedures
Business valuation matters

Industry Specialists Required:

Healthcare compliance
Financial services regulations
Environmental compliance
International trade requirements

Disclaimer and Next Steps

This checklist provides a comprehensive framework for assessing business compliance but may not address all requirements specific to your industry, location, or business model. Laws and regulations change frequently, and this checklist should be reviewed and updated regularly.

Recommended Actions:

Complete applicable sections of this checklist
Prioritize identified compliance gaps
Develop implementation timeline and assign responsibilities
Schedule regular compliance reviews
Consult with qualified professionals for complex matters

For Professional Assistance: Contact Rebizco’s compliance team for personalized consultation and assistance with any matters identified in this checklist. Our experienced professionals can help develop customized compliance programs tailored to your specific business needs and risk profile.

This checklist is provided for informational purposes only and does not constitute legal advice. Contact us to consult with qualified legal and professional advisors for guidance specific to your business situation.

Rebizco Legal Services

Your Partner in Comprehensive Business Compliance