How to reduce signing times?

Why signatures take so long

Signing delays are rarely down to the signatories' unwillingness. More often:

• technical friction (a document to print or scan)
• forgetfulness (the email buried in the inbox)
• a complicated process (several parties, poorly defined order)
• an unwieldy tool

Shortening those delays means tackling every point of friction.

1. Go 100% digital

If the signatory still has to print or scan, you are paying 2 to 5 days of delay. End-to-end electronic signature removes that friction.

2. Set up automatic reminders

Scheduling a reminder at D+3 and a second at D+7 doubles the signature rate within 10 days. Modern platforms build it in.

3. Put mobile first

80% of signatories open the email on a phone. A mobile-first platform lets them sign right there, without switching to a computer — several hours saved.

4. Use templates

Every minute spent preparing a document is a minute that delays sending it. Templates for your 5 to 10 recurring documents (standard contracts, quotes, NDAs) cut preparation by a factor of 10.

5. Order the signatures intelligently

Parallel order: everyone signs at the same time — ideal when the order does not matter. Sequential order: one signatory after another — necessary for hierarchical approvals. Choose according to the context.

6. Move to AES (not QES)

The advanced signature (AES) adds an OTP authentication without creating any real friction (2 extra minutes). It strengthens the evidence without degrading the experience. The QES, by contrast, often adds a heavy identity check — reserve it for the cases that demand it.

7. Integrate with your tools

A CRM that automatically sends a document for signature as soon as a quote is accepted removes hours of manual work. See automating reminders.

8. Track the metrics

Measure:

• the median time between sending and signature
• the signature rate at D+1, D+3, D+7
• the causes of failure (refusal, expiry)

Identifying the friction points is what lets you fix them.

Common mistakes

• Putting too many documents in one envelope (it overloads the signatory)
• Forgetting to walk a first-time signatory through the process
• Setting too short an expiry (needless pressure)
• Leaving out a natural deadline

A concrete case: a sales team

A team of 10 sales reps handled 200 signatures a month with a median time of 7 days. Afterwards:

• templates for the 5 recurring contracts
• AES with a systematic SMS OTP
• automatic reminders at D+2 and D+5
• HubSpot integration

→ median time down to 1.5 days, and the D+7 signature rate up from 65% to 92%.

How Certyneo helps you

Certyneo includes automatic reminders, reusable templates, parallel or sequential ordering, a mobile-first experience and CRM integrations out of the box. An analytics dashboard shows you where the friction sits in your signing cycles.

Discover the Certyneo electronic signature solution

FAQ

How many reminders is optimal?

Generally 2 to 3; beyond that it becomes intrusive.

Should I set an expiry date?

Yes, 15 to 30 days is standard. Shorter means needless pressure. Longer means a forgotten document.

Mobile-first, really?

Yes — over 80% of signatures happen on a phone today.

Send to several contacts at the same client?

Yes, if you do not know who holds signing authority.

Can an expired document be resumed?

No, you have to send a new envelope.

Conclusion

Shortening signing times is a lever on both productivity and cash flow. Tackle every point of friction and divide your cycles by 5 or more.

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