Ever waited too long for someone to sign an important document? You’re not alone! Whether it’s a business contract, approval form, or legal agreement, delayed signatures can slow down workflows, stall projects, and create unnecessary stress. In today’s fast-paced world, waiting days—or even weeks—for a simple signature is frustrating and inefficient.
That’s why knowing how to request a signature properly matters. A well-structured request not only speeds up the process but also ensures professionalism, clarity, and a smooth experience for both parties. The right approach can prevent miscommunication, reduce follow-ups, and keep your operations running seamlessly.
In this guide, we’ll cover five essential tips to get signatures faster and hassle-free. From choosing the right digital tools to crafting clear requests and sending timely follow-ups, these strategies will help you secure signatures without the wait. Whether you’re dealing with clients, employees, or business partners, these practical tips will make the process effortless.
Ready to streamline your document approvals? Let’s dive in!
Tip 1: Keep Your Request Clear and Concise
Why Clarity is Key
In a world where inboxes are flooded with emails and notifications, clarity is essential. When requesting a signature, the last thing you want is confusion. If the recipient doesn’t immediately understand what they’re signing, why it matters, or when it’s due, they may delay—or worse, ignore—the request.
A well-structured, concise request increases the likelihood of a quick response. It eliminates back-and-forth questions, ensures the signer knows what to do, and makes the entire process seamless. Whether you’re asking a client, colleague, or executive to sign, the clearer your request, the faster you’ll get results.
How to Structure a Signature Request Email or Message
A professional signature request should follow a simple, direct format. Here’s how to structure it effectively:
1. State the Purpose of the Document
Begin by explaining what the document is and why it requires their signature. Avoid jargon or unnecessary details—keep it straightforward.
✔ Example: “Attached is the service agreement for your review and signature. This document finalizes our partnership and outlines the project details.”
2. Mention the Deadline Clearly
A request without a deadline often gets pushed to the bottom of the priority list. Specify a clear due date to encourage prompt action.
✔ Example: “Please sign and return the document by Friday, March 15, to keep our project timeline on track.”
3. Provide Any Necessary Instructions
Make the signing process as easy as possible by including clear instructions. If using a digital signature platform, provide a direct link and any relevant details. If a physical signature is needed, mention how they should return the document.
✔ Example: “You can sign the document electronically using DocuSign via the link below. If you prefer a printed copy, please sign and email a scanned version to me.”
Example of a Well-Written Signature Request Email
| Subject: Signature Request: [Document Name] – Due by [Deadline] Dear [Recipient’s Name], I hope you’re doing well! I’m reaching out to request your signature on [Document Name], which is attached for your review. This document is essential for [brief reason, e.g., finalizing our agreement, processing your request, etc.]. To keep things moving smoothly, please review and sign the document by [Deadline]. You can sign it electronically using [e-signature platform], or if you prefer, you may print, sign, and email a scanned copy back to me. Here’s the link to sign: [Insert link] Please let me know if you have any questions. I appreciate your prompt attention to this, and thank you for your time! Best regards, [Your Name] [Your Position] [Your Contact Information] |
A clear, concise, and professional request minimizes confusion and speeds up the signing process. By structuring your message effectively—stating the purpose, deadline, and instructions—you ensure that the recipient understands what’s needed and acts quickly.
Tip 2: Use the Right Digital Tools for E-Signatures
Why Digital Signatures Speed Up the Process
In today’s fast-paced business world, waiting days or weeks for a physical signature is no longer practical. Traditional signing methods—printing, signing by hand, scanning, and emailing—create unnecessary delays. Digital signatures, on the other hand, eliminate these bottlenecks by enabling instant approvals from anywhere in the world.
E-signature tools allow documents to be signed securely within minutes, streamlining workflows for businesses, legal teams, and individuals. They also reduce the risk of misplaced paperwork and ensure better document tracking. With features like automatic reminders, encryption, and cloud storage integration, digital signing keeps the process smooth and efficient.
Best Free and Paid E-Signature Tools
There are numerous e-signature platforms available, catering to different needs and budgets. Here are some of the top options:
1. DocuSign (Paid & Free Trial)
- One of the most popular e-signature tools, known for its security and ease of use.
- Integrates with platforms like Google Drive, Microsoft 365, and Salesforce.
- Offers automated reminders and audit trails for tracking signatures.
2. Adobe Sign (Paid & Free Trial)
- A professional-grade solution backed by Adobe’s trusted security.
- Works seamlessly with Adobe Acrobat and other business tools.
- Best for enterprises and businesses that require compliance with strict security regulations.
3. PDF4Sure (Free & Paid Plans)
- A budget-friendly alternative with basic digital signing features.
- Allows users to sign PDFs quickly without complex setups.
- Great for freelancers and small businesses looking for a simple solution.
4. HelloSign (Free & Paid Plans)
- A user-friendly tool with seamless Google Drive and Dropbox integration.
- Ideal for small and mid-sized businesses.
- Provides an intuitive interface for hassle-free signing.
Step-by-Step Guide on How to Request a Digital Signature
Using an e-signature tool is simple, and most platforms follow a similar process. Here’s a step-by-step guide to requesting a digital signature efficiently:
Step 1: Upload the Document
Log in to your preferred e-signature platform and upload the document that requires signing. Supported formats usually include PDF, Word, and Excel files.
Step 2: Add Signers
Enter the email addresses of the people who need to sign the document. Some platforms allow you to set roles (e.g., “Signer,” “Approver”) to define responsibilities.
Step 3: Place Signature Fields
Drag and drop signature fields where needed. You can also add date fields, checkboxes, or text fields for additional inputs.
Step 4: Write a Clear Request Message
Include a personalized message specifying what the document is for and any deadline for signing. A short, professional note helps ensure quick action.
Step 5: Send the Document for Signing
Once everything is set, hit “Send.” The recipients will receive an email with a link to review and sign the document electronically.
Step 6: Track Progress and Follow Up
Most e-signature platforms provide real-time tracking, letting you see who has signed and who hasn’t. If necessary, you can send automated reminders to prompt action.
Pros & Cons of E-Signatures vs. Traditional Signing
Pros of E-Signatures:
✔ Speed: No need to print, scan, or mail documents—signatures can be completed in minutes.
✔ Convenience: Sign from any device, anytime, anywhere.
✔ Security: Advanced encryption and authentication make digital signatures legally valid and tamper-proof.
✔ Cost-Effective: Reduces paper, printing, and courier costs.
✔ Eco-Friendly: Supports sustainability by eliminating paper waste.
Cons of E-Signatures:
✖ Tech Learning Curve: Some users may be unfamiliar with e-signature tools.
✖ Internet Dependency: Requires an online connection for signing.
✖ Legal Restrictions: While widely accepted, some government or legal documents may still require handwritten signatures in certain jurisdictions.
Digital signatures have revolutionized the way documents are signed, making the process faster, more secure, and incredibly convenient. By choosing the right e-signature tool and following a structured request process, you can ensure smooth, hassle-free approvals. Transitioning from traditional signing to e-signatures will not only save time and money but also enhance your overall workflow efficiency.
Tip 3: Set a Deadline and Send Reminders
Why Deadlines Encourage Quick Action
In a busy world where people juggle multiple tasks, a signature request without a deadline often gets deprioritized or forgotten altogether. Setting a clear deadline creates urgency and ensures that your document doesn’t sit unread in someone’s inbox for weeks. Deadlines provide a psychological trigger—when people know they have a limited time to complete a task, they are more likely to act promptly.
However, not all deadlines are equally effective. If you set one that’s too far in the future, it may be ignored. On the other hand, an unrealistically tight deadline can frustrate the recipient. Striking the right balance is key to getting signatures quickly without creating unnecessary pressure.
Best Ways to Set a Deadline Without Being Pushy
A well-communicated deadline should feel reasonable and professional rather than demanding. Here are a few tips to set a deadline without sounding pushy:
1. Mention the Deadline Early – Clearly state the due date in your initial request so the signer knows exactly when it’s needed. Avoid vague phrases like “at your earliest convenience” or “when you have time,” as they don’t provide clear direction. Instead, use firm but friendly language, such as:
Example: “To ensure everything stays on schedule, please sign and return the document by Friday, March 22.”
2. Explain Why the Deadline Matters – Giving a reason for the deadline makes it feel justified rather than arbitrary.
Example: “To proceed with the project on time, we need all signatures by Wednesday, March 20.”
3. Offer Some Flexibility – While it’s important to set a deadline, allowing a small buffer for unexpected delays can make your request feel more considerate.
Example: “Please try to sign by Monday, April 1. Let me know if you need more time, and we can adjust as needed.”
How to Automate Follow-Ups Using Email Reminders or E-Signature Platforms
Even with a well-set deadline, some people may still forget to sign. Instead of manually following up, use automation to send reminders and keep the process moving smoothly.
Using E-Signature Platforms for Automated Reminders
Most digital signing platforms, such as DocuSign, Adobe Sign, and HelloSign, offer built-in automated reminders. When sending a signature request, you can set up follow-up emails that are triggered if the recipient hasn’t signed by a certain date. These reminders are professional and non-intrusive, ensuring the signer is gently nudged without you having to personally track every request.
Setting Up Email Reminders Manually
If you’re not using an e-signature platform, you can schedule follow-up emails through your email client. Some best practices include:
- First Reminder (1-2 days before the deadline): A polite nudge reminding them of the upcoming due date.
- Second Reminder (On the deadline day): A same-day follow-up emphasizing the importance of signing.
- Final Reminder (1-2 days after the deadline, if needed): A last gentle push if they still haven’t signed.
By automating these follow-ups, you avoid the awkwardness of repeatedly asking while keeping the process professional.
Example of a Polite Follow-Up Message
| Subject: Friendly Reminder: Signature Needed for [Document Name] Dear [Recipient’s Name], I hope you’re doing well! I just wanted to send a quick reminder about the [Document Name], which is due for signature by [Deadline Date]. If you’ve already signed, thank you! If not, you can do so easily by clicking the link below: [Insert Signing Link] If you have any questions or need more time, feel free to let me know—I’d be happy to assist. Thanks again for your time, and I appreciate your prompt attention to this! Best regards, [Your Name] [Your Position] [Your Contact Information] |
Deadlines and reminders are essential for keeping the signature process on track. By setting a clear due date, explaining its importance, and using automated follow-ups, you can increase response rates without being overly persistent. The key is to maintain professionalism while ensuring that your request stays top of mind for the signer.
Tip 4: Make It as Easy as Possible to Sign
Why Friction Leads to Delays
The more complicated a process is, the more likely people are to postpone it. If signing a document requires downloading files, printing, scanning, or navigating a confusing interface, the signer may put it off—sometimes indefinitely. Every extra step adds friction, increasing the chance of delays.
A smooth, hassle-free signing experience, on the other hand, encourages fast action. When the signer can complete the process in just a few clicks, they’re far more likely to do it immediately rather than adding it to their mental to-do list.
Best Practices to Simplify the Signing Process
1. Provide a Direct Link to the Document
Never make the signer hunt for the document. Instead of attaching a file to an email and expecting them to download it, provide a direct click-to-sign link using an e-signature tool like DocuSign, HelloSign, or Adobe Sign. This reduces steps and makes the process nearly instant.
✔ Example: “Click here to sign: [Insert Signing Link]”
If you must send an attachment, ensure it’s in a universally accessible format like PDF, so the signer doesn’t run into compatibility issues.
2. Highlight Where to Sign
Nothing slows down the process more than confusion. If the signer has to scan through multiple pages to figure out where to sign, they might abandon the task. Digital signature platforms allow you to place signature fields directly where they’re needed, making it obvious what to do.
For manually sent PDFs, consider adding a yellow highlight, arrows, or labels such as “Sign Here” to guide the signer quickly.
✔ Example:
- Bad Format: A plain PDF with no indicators.
- Good Format: A document with clearly marked signature fields:
- [Signature] John Doe, CEO – Sign Here
3. Avoid Unnecessary Fields
A common mistake is overcomplicating the document by requiring too much information. The more fields someone has to fill out, the longer they’ll take—or they might not complete it at all. Only request essential details to make the process as quick as possible.
✔ Keep it simple:
✖ Too Many Fields: Name, address, phone number, job title, company name, date, signature, initials on every page.
✔ Minimalist Approach: Just a signature and date.
If additional details are truly necessary, use pre-filled fields where possible, so the signer doesn’t have to enter redundant information.
Example of a Simple, Easy-to-Sign Document Format
| Title: Service Agreement Page 1: ✔ A brief, clear introduction stating the purpose of the document. ✔ Key terms summarized in bullet points for quick review. ✔ A digital signature box with “Click Here to Sign” prominently displayed. Final Page: ✔ A single, large signature field labeled “Sign Here”. ✔ Auto-filled date field (if using an e-signature tool). ✔ A simple “Submit” button to finalize the process. |
Simplicity is the secret to faster signatures. By removing unnecessary steps, providing a direct link, and ensuring clarity, you can eliminate common barriers that cause delays. The easier it is for someone to sign, the faster you’ll get the document back—without the need for constant reminders.
Tip 5: Personalize Your Request for Better Response
How a Personalized Approach Improves Response Rates
People are more likely to take action when they feel personally addressed rather than receiving a generic, automated request. A personalized approach makes the recipient feel valued and increases the chances of them signing the document promptly.
Instead of sending a cold, impersonal message, take a few moments to add a friendly touch. Use the recipient’s name, reference any previous interactions, and explain why their signature is important. This makes the request feel less transactional and more engaging.
Examples of Personal vs. Generic Signature Requests
✖ Generic and Uninspiring:
“Dear Sir/Madam, Please sign the attached document at your earliest convenience. Thank you.”
✔ Personalized and Engaging:
“Hi [Recipient’s Name], I really appreciate your time! As discussed, I’ve attached the agreement for your review. When you get a moment, please sign it by [Deadline Date] so we can move forward. Let me know if you have any questions. Thanks!”
A simple tweak in wording makes a big difference in how the request is received.
How to Adapt Your Tone Depending on the Recipient
Formal Requests (for clients, executives, or legal documents):
Use professional language and keep the message concise and respectful.
Example: “Dear Mr. Smith, I hope you’re doing well. Attached is the contract for your signature. Please review and sign by [date] to finalize our agreement. Let me know if you need any clarifications. Best regards, [Your Name]”
Informal Requests (for colleagues, partners, or friends):
A more relaxed tone works best.
Example: “Hey [Name], just a quick reminder to sign the doc by Friday. Let me know if you need anything from me. Thanks!”
By tailoring your message based on the recipient, you make the request feel more natural and increase the likelihood of a fast response.
Common Mistakes to Avoid
1. Being Too Vague or Too Demanding
If your message is unclear, the recipient might not understand the urgency. On the other hand, being too aggressive can make them resistant. Striking a balance between clarity and politeness is key.
2. Not Following Up
Assuming that the recipient will sign without a reminder is a mistake. People get busy, and emails can be forgotten. A gentle follow-up can make all the difference.
3. Sending Documents in the Wrong Format
Some people may struggle to open certain file formats. PDFs are universally accepted, and e-signature links are even better for a seamless experience.
4. Overcomplicating the Signing Process
Too many steps, unnecessary form fields, or requiring multiple downloads can slow things down. Keeping it simple ensures a quick turnaround.
By avoiding these mistakes and following best practices, you can get signatures faster and with less hassle.
Final Thoughts & Call to Action
Requesting signatures doesn’t have to be a frustrating, time-consuming process. By following these five key tips, you can ensure smoother approvals and quicker responses:
1. Keep Your Request Clear and Concise – A well-structured message eliminates confusion and speeds up action.
2. Use the Right Digital Tools – E-signature platforms like DocuSign and Adobe Sign make signing effortless.
3. Set a Deadline and Send Reminders – A clear due date with polite follow-ups keeps things moving.
4. Make It as Easy as Possible – Providing a direct link, highlighting where to sign, and minimizing form fields reduces friction.
5. Personalize Your Request – A friendly, tailored approach increases engagement and response rates.
By applying these simple but effective strategies, you can cut down on delays, improve efficiency, and avoid unnecessary back-and-forth. Whether you’re dealing with contracts, approvals, or agreements, a smooth signature process can make all the difference.
Try these tips today and see how quickly you get that signature!
FAQ Section
1. What’s the best way to request a signature professionally?
A professional signature request should be clear, polite, and to the point. Start with a greeting, state the purpose of the document, mention the deadline, and provide an easy way to sign (such as a direct link). Keep the tone respectful and avoid sounding overly demanding.
2. How do I follow up without sounding pushy?
Send a friendly reminder a day or two before the deadline, emphasizing the importance of their signature. If they still haven’t signed, follow up again on the due date. Use polite language, such as:
“Just a quick reminder about the document for signature. Let me know if you have any questions!”
Most e-signature tools also allow for automated reminders to keep the process professional.
3. What are the best free tools for electronic signatures?
Some of the best free e-signature tools include:
- DocuSign (free limited plan)
- HelloSign (free for up to 3 documents per month)
- Adobe Sign (trial available)
- PDF4Sure (simple free e-signing feature)
For frequent use, a paid plan might be worth the investment for faster and more secure signing.
4. How can I request multiple signatures on the same document?
E-signature platforms allow you to add multiple recipients and specify signing order. For example, in DocuSign, you can assign different signing fields to different users, ensuring each person signs in the correct place. Always communicate expectations clearly so each signer knows their role.
5. Is an e-signature legally valid?
Yes! In most countries, electronic signatures are legally binding under laws like the U.S. ESIGN Act, EU eIDAS Regulation, and UK Electronic Communications Act. As long as the e-signature tool meets security and verification requirements, digital signatures are as valid as handwritten ones.
6. What should I do if someone refuses to sign?
If a recipient is hesitant, ask for their concerns and offer clarifications. They might need more information or revisions before signing. If they still refuse, you may need to involve legal or management teams to discuss next steps, especially for critical contracts.
By using the right approach and tools, you can make the signature process seamless and stress-free!