How to send a document to sign

The 5-step procedure

Sending a document to be signed electronically 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 the mandatory annexes if necessary

2. Create an envelope

On your signature platform:

• new document → upload the PDF
• name the envelope (subject of the document + signatory)

3. Add the signatories

For each signatory:

• full name
• email
• phone (for OTP SMS if AES)
• role (signer, approver, CC)

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

4. Place the fields

Drag onto the PDF:

• signature field (required)
• optional fields: date, name, free text, check box, initials per page

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

5. Configure and send

Options to configure:

• signature level: SES or AES
• expiration date (15-30 days typically)
• automatic reminders (D+3, D+7)
• personalized messages

Click “Send”. Signatories receive their email immediately.

Track the document

From your dashboard, follow in real time:

• sent → opened → signed
• notifications (email, Slack, Teams)
• manual restart possible

Best practices

• Always test with colleague before an important sending
• Provide a contact channel for novice signatories
• Systematically archive the signed document
• Avoid sending on Friday evenings or weekends

Frequent errors

• Wrong email (typeface or old address)
• Forgetting to add a signatory
• Do not place a signature field
• File too large (> 10 MB → slow on mobile)
• Send without proofreading

Concrete case: salesperson

A salesperson sends 20 quotes per week. Routine:

1. Generation from HubSpot (quote + CGV)
2. Automatic sending in SES via integration
3. Reminders D+2 and D+5
4. Slack notifications in real time
5. CRM updated upon signature

Human time: 0 minute per shipment.

How Certyneo helps you

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

Discover the Certyneo electronic signature solution

FAQ

How long does shipping take?

2-5 minutes for a simple document.

Can we send the same document to several signatories?

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

Should we inform the signatory in advance?

Not required, but recommended for novice signers.

Can we cancel a shipment?

Yes, before signing. Afterwards, no.

Can the signer transfer to someone else?

Depending on configuration. By default, no.

Conclusion

Sending a document to sign is a simple gesture that has become everyday. Once the routine is established, your contractual cycles are transformed.

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