How to send a document for signing

The 5-step procedure

Sending a document for electronic signing takes less than 5 minutes. Here is the step-by-step process.

1. Prepare the document

• Export to PDF (recommended)

• Check mobile readability (80% of signatories sign on mobile)

• Proofread to eliminate typos and errors

• Attach compulsory annexes if needed

2. Create an envelope

On your signing platform:

• new document → upload the PDF

• name the envelope (document subject + signatory)

3. Add the signatories

For each signatory:

• full name

• email

• telephone number (for SMS OTP if AES)

• role (signatory, approver, CC)

Define the order: parallel (all at the same time) or sequential.

4. Place the fields

Drag onto the PDF:

• signature field (mandatory)

• optional fields: date, name, free text, checkbox, initials per page

Associate each field with the correct signatory (different colours).

5. Configure and send

Options to configure:

• signature level: SES or AES

• expiration date (typically 15-30 days)

• automatic reminders (Day+3, Day+7)

• personalised messages

Click "Send". Signatories receive their email immediately.

Track the document

From your dashboard, track in real time:

• sent → opened → signed

• notifications (email, Slack, Teams)

• manual reminder possible

Best practices

• Always test with a colleague before an important send

• Plan a contact channel for novice signatories

• Systematically archive the signed document

• Avoid sending on Friday evening or weekends

Common mistakes

• Wrong email (typo or old address)

• Forget to add a signatory

• Fail to place a signature field

• File too large (> 10 MB → slow on mobile)

• Send without proofreading

Real case: sales

A sales representative sends 20 quotes per week. Routine:

• Generation from HubSpot (quote + terms)

• Automatic send in SES via integration

• Reminders Day+2 and Day+5

• Slack notifications in real time

• CRM updated at signature

Human time: 0 minutes per send.

How Certyneo helps you

Certyneo makes sending a document for signing fast and reliable: intuitive drag-drop interface, templates for recurring documents, CRM integrations, real-time tracking, automatic reminders. All in less than 3 minutes.

Discover the Certyneo electronic signature solution

FAQ

How long does sending take?

2-5 minutes for a simple document.

Can you send the same document to multiple signatories?

Yes, all in the same envelope, parallel or sequential order.

Should you inform the signatory in advance?

Not mandatory, but recommended for novice signatories.

Can you cancel a send?

Yes, before signature. After, no.

Can the signatory transfer to someone else?

Depending on configuration. By default, no.

Conclusion

Sending a document for signing is a simple gesture that has become everyday. Once the routine is established, your contracting cycles transform.

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