How to send a document for e-signature: a step-by-step guide

Quick answer · the 30-second read

Sending a document for electronic signature takes a few minutes. The recipient signs online and you receive the completed document automatically. No printing, scanning, or chasing.

Note: The process below describes how sending works on a typical e-signature platform. The steps and screen layout will vary between platforms, but the underlying process is the same. Signatures.com does not endorse or recommend any specific platform.

Before you send: what to prepare

Getting these things right before you upload the document saves time and avoids the need to cancel and resend.

Your document is finalised. Do not send a draft. Once signed, the document is the agreed version. Any changes after signing require a new document.
The document is in the right format. Most platforms accept PDF and Word files. PDF is strongly recommended. It preserves layout and is less likely to display differently on the recipient’s device.
You know who needs to sign and in what order. If more than one person is signing, decide whether they sign simultaneously or sequentially. Sequential signing is common for contracts where one party signs first.
You have the correct email address for each signer. The signing link is sent by email. An incorrect address means the signer never receives it.
You know where each person needs to sign. Most platforms ask you to mark the signature fields before sending. Knowing the layout in advance speeds this up.
You know whether the document is a deed. Deeds, including property transfers and lasting powers of attorney, have specific requirements. The signer must sign in the physical presence of a witness. Check before sending electronically.

Sending the document: step by step

1	Log in to your e-signature platform
2	Open the platform in your browser or app and log in. If you do not have an account, most platforms offer a free tier for low volumes.
3	Steps and labels will vary between platforms. The process described here is typical but not universal.
4	Upload your document
5	Select the option to send a document for signature, usually labelled something like 'Send for signing', 'New document', or 'Get signatures'. Upload your PDF or Word file. Most platforms allow you to drag and drop the file directly.
6	Check the file has uploaded correctly by previewing it before continuing.
7	Add the signers
8	Enter the name and email address of each person who needs to sign. If more than one person is signing, set the signing order at this stage. You can choose to notify all signers at once, or to notify each one only after the previous person has signed.
9	Double-check email addresses. A signing link sent to the wrong address cannot be retrieved.
10	Set the signing order (if needed)
11	If you need signatures in a specific sequence, for example, the employee signs before the employer countersigns, set this now. The platform will hold each subsequent signer's notification until the previous person has signed. If order does not matter, all signers can be notified simultaneously.
12	Mark the signature fields
13	Go through the document and mark where each person needs to sign, initial, or provide information such as a date or printed name. Most platforms use a simple drag-and-drop tool to place fields. Assign each field to the right signer.
14	If the document has multiple signature pages, work through it from the beginning to make sure you have not missed any.
15	Add a message (optional)
16	Most platforms allow you to include a personalised message with the signing request. This appears in the email the signer receives. A brief, clear message explaining what the document is and any deadline helps the signer act promptly.
17	Set a deadline (optional)
18	You can usually set an expiry date on the signing link, after which it will no longer work. This is useful for time-sensitive documents such as offers, agreements with a limited validity period, or anything where you need a response by a specific date.
19	Review and send
20	Check the document, signer details, field assignments, and any message before sending. Once you are satisfied, send. Each signer will receive an email notification with a link to sign.
21	Monitor progress
22	Most platforms show you a status dashboard indicating who has signed and who is still to sign. You can usually send a reminder to signers who have not yet completed the process.
23	Do not cancel and resend unless necessary, as it creates confusion and requires the signer to act twice.
24	Receive the completed document
25	Once all parties have signed, you and all signers receive a copy of the completed document by email, usually as a PDF with the audit trail embedded or attached. Store this copy somewhere safe.
26	The audit trail records the time, device, IP address, and email used by each signer. Keep it with the signed document.

If you also need to sign the document

If you are both sending the document and signing it yourself, most platforms offer two options.

Sign first, then send. You sign the document before sending it out. The other signers see your signature already in place when they open it. This is common for contracts where you, as the sender, are confirming the terms before the other party signs.

Sign as one of the signers. Add yourself as a signer at the relevant position in the signing order. You will receive the same signing link as the other signers and complete the process in the same way.

Check your platform’s guidance on which option to use, as the naming and workflow varies.

What can go wrong. And how to fix it

The signer says they have not received the email

Ask them to check their spam or junk folder first. Signing request emails are sometimes filtered. If it is not there, verify the email address you used and resend the notification from the platform dashboard. Do not send a new document from scratch unless the original has an error.

The signer cannot open the document

Most signing platforms work in a browser without any software installation. If the signer is having difficulty, ask them to try a different browser or device. If the problem persists, contact the platform’s support team.

A signer declines to sign

Most platforms notify you if a signer declines and may give them the option to leave a reason. If a signer declines, the document is not complete. Contact the signer directly to understand their concern before restarting the process.

The signing link has expired

If a deadline was set and the signer did not sign in time, the link will have expired. Most platforms allow you to extend the deadline or resend the link from the dashboard without starting again from scratch.

You need to change the document after sending

You cannot edit a document once it has been sent for signing without cancelling the current request. If a change is needed, cancel the existing envelope, make the correction, and send again. Notify any signers who have already signed that a revised version is coming.

Pre-send checklist

Use this before clicking send.

✓	Document is the final version, not a draft
✓	File format is PDF
✓	All signer names and email addresses are correct
✓	Signing order is set correctly (if sequential)
✓	All signature and initial fields are marked and assigned to the right person
✓	Message to signers is clear and includes any deadline
✓	Expiry date is set if the document has a time limit
✓	Document is not a deed that requires a physical witness. If it is, confirm the correct process with your conveyancer
✓	You have checked whether the recipient needs to create an account (most platforms do not require this, but it is worth confirming)

Common Questions

Does the recipient need an account to sign?

Usually not. Most e-signature platforms allow recipients to sign as a guest by following the link in the email they receive. They may need to confirm their email address or enter a verification code, but creating a full account is typically optional for signers.

If the document requires a higher level of identity verification, for example, a qualified electronic signature, the signer may need to go through an identity check process before signing. This is less common for everyday documents.

Can I send to multiple signers at the same time?

Yes. Most platforms support multi-party signing. You can choose to notify all signers simultaneously, so they can sign in any order, or set a sequential order so each signer is only notified once the previous person has signed.

Sequential signing is common for employment contracts (employee signs, then employer countersigns), sales agreements, and any document where the parties sign in a defined order. Simultaneous signing is common for agreements between equals where order does not matter.

Is there a limit on the size of document I can send?

File size limits vary between platforms. Most support documents up to 25MB, which covers the vast majority of contracts and agreements. If your document is very large, for example, a lengthy agreement with many attachments, check the platform’s limit before uploading. Compressing the PDF or splitting attachments into separate documents usually resolves size issues.

Can I send a document that is not in English?

Yes. The document language does not affect the e-signature process. The platform interface may be in a different language from the document itself. What matters legally is that the signer understood what they were signing, which is a question of contract law, not electronic signature law. If a document is in a language the signer does not read, that is a separate issue to resolve before sending.

How long should I keep the signed document and audit trail?

Keep signed documents for at least as long as the contract or relationship they relate to, plus a reasonable period after it ends in case of a dispute. For most commercial contracts, six years is a common benchmark in the UK. This reflects the standard limitation period for contract claims under the Limitation Act 1980. For employment documents, HMRC recommends keeping payroll records for a minimum of three years from the end of the tax year.

Keep the audit trail with the signed document. If a dispute arises, the audit trail is evidence of when and how the document was signed. Store both in a secure location with appropriate access controls.

What if the other party wants a wet signature instead?

Ask them whether a wet signature is a legal requirement or a preference. For most commercial documents, an electronic signature is as legally valid as a wet-ink one. If they insist on wet ink for reasons of preference or internal policy, you will need to accommodate that but it is worth clarifying, as many requests for wet signatures are habit rather than legal necessity.

See Do I need a wet signature, or will an electronic one do? for a full breakdown of when wet ink is genuinely required.

All information on this page was accurate as of May 2026. Produced by Signatures.com, an independent editorial authority. Not legal advice.