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)

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

• Proofread to eliminate typos and errors

• Attach mandatory annexes if needed

2. Create an envelope

On your signature platform:

• new document → upload the PDF

• name the envelope (document subject + signatory)

3. Add the signatories

For each signatory:

• full name

• email

• phone number (for SMS OTP if AES)

• role (signatory, approver, CC)

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

4. Place the fields

Drag onto the PDF:

• signature field (mandatory)

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

Assign each field to 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

Frequent errors

• Wrong email (typo or old address)

• Forgetting to add a signatory

• Not placing a signature field

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

• Sending without proofreading

Concrete case: sales

A sales representative sends 20 quotes per week. Routine:

• Generation from HubSpot (quote + terms and conditions)

• 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 quick 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.

Do you need to 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 daily. Once the routine is in place, your contract cycles will transform.

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