How to Send a Document for Signature: Step-by-Step

Getting Documents Signed Shouldn't Be Hard

If you've ever emailed a PDF, waited for someone to print it, sign it, scan it, and email it back, you know the pain. It can take days (or weeks) for a simple signature.

Electronic signature platforms eliminate this friction entirely. Here's how to send a document for signature the right way.

Before You Send: Preparation Checklist

1. Finalize Your Document

Make sure the document content is complete and reviewed before sending. Once a document is sent for signature, changes require voiding and resending.

• Proofread all text
• Verify names, dates, and amounts
• Confirm you have the correct version

2. Know Who Needs to Sign

Identify all parties that need to sign the document. For each signer, you'll need:

• Full name
• Email address
• Their role (e.g., "Buyer," "Contractor," "Witness")

3. Decide on Signing Order

Do signatures need to happen in a specific order? For example:

• Sequential signing: Party A signs first, then Party B receives the document
• Parallel signing: All parties can sign simultaneously

Sequential signing is important for documents where one party's agreement depends on another's (like a real estate transaction).

Step-by-Step: Sending with SigPen

Step 1: Upload or Create Your Document

Log in to your SigPen dashboard and either:

• Upload a PDF: Drag and drop or browse for your file
• Use a template: Choose from the template library for common documents
• Create from scratch: Use the document builder for custom documents

Step 2: Place Signature Fields

Using the visual editor, place fields where each person needs to sign or provide information:

• Signature fields: Where signers apply their signature
• Date fields: Auto-filled with the signing date
• Text fields: For custom information (company name, address, etc.)
• Initial fields: For pages that require initials

Tip: Label each field with the signer's role so SigPen knows which fields belong to which signer.

Step 3: Add Recipients

Click "Send for Signature" and enter each recipient's information:

• Name and email address
• Assign roles to match the fields you placed
• Toggle sequential signing if needed
• Add optional access codes for extra security

Step 4: Review and Send

Preview the document one more time, then hit Send. Each recipient receives an email with a secure link to review and sign the document.

Step 5: Track Progress

Monitor the signing status from your dashboard:

• Pending: Waiting for the recipient to open the email
• Viewed: The recipient has opened the document
• Signed: The recipient has completed their signature
• Completed: All parties have signed

You can resend reminders to any recipient who hasn't signed yet.

Best Practices for Faster Turnaround

Write a Clear Email Subject

The default email from SigPen includes the document title. Make it descriptive so recipients know exactly what they're signing.

Use Access Codes for Sensitive Documents

For contracts involving financial details or confidential information, enable access codes. The signer must enter a code (shared separately) before viewing the document.

Set Expectations

Let recipients know the document is coming. A quick message like "I'm sending over the contract via SigPen, you'll get an email with a signing link" dramatically reduces confusion and delays.

Use Templates for Recurring Documents

If you frequently send the same type of document (NDAs, service agreements, etc.), save it as a template. This saves time and ensures consistency.

What Happens After Everyone Signs?

Once all parties have signed:

1. Everyone gets a copy: Each signer receives the completed PDF via email
2. Audit trail is sealed: A compliance certificate is generated
3. Document is archived: The signed document is stored securely in your SigPen dashboard
4. You're notified: In-app and email notifications confirm completion

Common Mistakes to Avoid

• Sending the wrong version: Always double-check before sending
• Missing signature fields: Make sure every signer has at least one field assigned
• No follow-up: Use SigPen's reminder feature for unresponsive signers
• Skipping access codes: For sensitive documents, always add an authentication layer

Start Sending Documents Today

SigPen makes it easy to send documents for signature with no per-document fees. Upload, place fields, send, and track, all from one dashboard.

Further reading: How to Sign a PDF Online and How Freelancers Can Use E-Signatures.

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