Getting a contract signed online: How-to guide

Why sign contracts online

Getting a contract signed online reduces the signature cycle from 3-5 days to just a few hours. No more printing, scanning, sending, or following up. Everything happens in a browser, with better traceability than paper.

Step 1: prepare the document

Start with a clean PDF (ideally < 10 MB for performance). If your contract is in Word, the platform will convert it to PDF automatically.

Check before sending:

• no typos or errors (no corrections possible once signed)

• exact amounts and dates

• required attachments included (Energy Performance Certificate for a lease, bank details for a SEPA mandate)

Step 2: add the signatories

For each recipient:

• full name

• email address

• mobile phone number (for SMS OTP if AES)

• role (signatory, CC, copy)

Define the order: parallel (all sign at the same time) or sequential (each signatory after the previous one).

Step 3: place the signature fields

Drag and drop fields onto the PDF:

• "signature" field on the relevant page

• optional: "date", "text", "initial" field on each page

• assign each field to a signatory

Step 4: send and track

Configure the options:

• signature level (SES or AES)

• automatic follow-ups (Day+3, Day+7)

• expiration date (usually 15-30 days)

An email is sent to each signatory with a unique link. From your dashboard, you see in real-time: sent → opened → signed.

Step 5: archive and reuse

Once all signatories have signed, the final PDF is generated automatically with:

• timestamped audit footer

• cryptographic fingerprint

• signature in PAdES format

The document is archived for 10 years by default. You can export it at any time or share it with a third party.

Best practices

• Use templates for recurring contracts (80% time saving on preparation)

• Prefer AES for high-stakes contracts (> €5,000)

• Send the contract unambiguously (no "draft" marking)

• Set up automatic follow-ups rather than manual ones

• Communicate clearly with the signatory if they've never signed electronically before

Common mistakes

• Sending without proofreading: any correction requires a new sending

• Adding the wrong signatory or wrong email

• Forgetting to attach appendices

• Using SES for a critical contract

• Not setting an expiration date (the contract hangs around indefinitely)

How Certyneo helps you

Certyneo makes sending a contract for signature simple and quick: drag-drop the PDF, intuitive field placement, send in 2 clicks, real-time dashboard. Reusable templates, CRM integrations, automatic follow-ups, 10-year archiving.

Discover the Certyneo electronic signature solution

FAQ

How long does it take to send a contract?

2-5 minutes for a simple contract, longer for complex templates.

Does the signatory need to create an account?

No, they click the email link, sign, and that's it.

What happens if the signatory refuses?

The contract is marked "refused". You can modify it and resend, or abandon it.

Can you sign on mobile?

Yes, all modern platforms support this.

Is the signed contract the same as the PDF sent?

Same content, plus an audit footer and a cryptographic fingerprint.

Conclusion

Getting a contract signed online is done in 5 simple steps. Once the workflow is in place, your commercial and administrative cycles will never be the same again.

Try Certyneo to send, sign and track your documents online simply, quickly and securely.