The process of sending documents to be signed via email is both straightforward and critical in today's digital age. Whether you're an entrepreneur managing a business, or someone dealing with personal legal matters, the ability to send sign paperwork by email streamlines operations, saves time, and reduces environmental impact. Here are five effective methods to get your paperwork signed and returned via email securely and efficiently.
1. Use an E-Signature Service
Perhaps the most popular and reliable method to send paperwork for electronic signatures is through dedicated e-signature services like DocuSign, HelloSign, or Adobe Sign. Here’s how you can do it:
- Sign up for an account on the chosen e-signature platform.
- Upload the document that requires signatures.
- Select areas where signatures are needed and assign them to recipients.
- Send an email invitation to the signers with a link to the document.
- Track the document’s status through the platform’s dashboard.
- Upon completion, download the signed document or receive it via email.
📝 Note: These platforms often provide legally binding signatures that comply with international regulations like ESIGN and eIDAS.
2. Email Attachments with Instructions
Sometimes, simplicity is the best approach. If you’re dealing with less formal documents or quick internal communications, sending the document as an email attachment with clear instructions can work wonders:
- Attach your document to an email.
- Provide instructions on how to sign the document (e.g., print, sign, scan, and return).
- Include a deadline for the return of the signed document.
- Use a subject line that clearly indicates the document’s purpose (e.g., “URGENT: Contract for Signature”).
📝 Note: This method might not be suitable for documents requiring legal validity.
3. Convert PDF to Fillable Forms
Another approach is to convert your document into a fillable PDF form:
- Use PDF creation software like Adobe Acrobat to add form fields to your document where signatures or initials are needed.
- Save the document in a fillable format.
- Send the fillable PDF to the signers along with instructions on how to fill out and return the form.
📝 Note: Ensure that the PDF software you use supports digital signatures and has security features like password protection.
4. Leverage Email Signature Apps
There are apps and plugins that can be added to your email service, which facilitate sending documents for signatures:
- Integrate tools like RightSignature or SignNow into your email service like Gmail or Outlook.
- Send documents directly from your email, tracking their progress through the app’s interface.
- These tools often support both electronic and digital signatures.
📝 Note: Some of these apps might require a subscription, but they often provide robust security features for document integrity.
5. Cloud Storage Services
For collaborative work where multiple parties might need to access, sign, or edit documents, using cloud storage services can be advantageous:
- Upload the document to a shared cloud storage service like Google Drive or Dropbox.
- Send the signers a link to the document with editable permissions.
- They can sign the document directly in the cloud platform, which automatically tracks all changes.
📝 Note: Make sure the permissions are set correctly to ensure only authorized personnel can access or modify the document.
In today's world where efficiency and security are paramount, sending sign paperwork by email has become an indispensable tool. Whether you choose an e-signature service for its robustness, or opt for simpler methods like email attachments or fillable forms, the key is to ensure that the process is secure, legally binding where necessary, and most importantly, user-friendly. Each method has its advantages, and the choice depends largely on the document's importance, the need for legal validity, and the comfort level of all parties involved. Remember, the more professional and streamlined your signing process, the smoother your business interactions will be.
Is an e-signature legally binding?
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Yes, electronic signatures are legally binding in many countries when they meet certain criteria, such as intention to sign, consent to conduct business electronically, and methods to verify the signer’s identity.
Can I revoke my digital signature?
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Typically, a digital signature, once applied, is immutable. However, if both parties agree, the document can be amended or replaced with a new signed version reflecting changes.
How secure are e-signature services?
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E-signature services offer robust security features including encryption, audit trails, identity verification, and tamper-evident seals to ensure document integrity.
