Sending Signed Paperwork via Email: A Quick Guide

Introduction to Emailing Signed Documents

Sending important paperwork through email has become a common practice for both businesses and individuals. While it may appear straightforward, there are nuances to ensure that your documents are delivered securely and accepted as legally binding. This guide will walk you through the steps to email signed documents effectively, ensuring they are handled with professionalism and security.

Choosing the Right File Format

Before sending your signed paperwork, selecting the correct file format is crucial for the document’s readability and security. Here are the most commonly used formats:

• PDF: The preferred choice for signed documents, as PDFs maintain formatting, are widely compatible, and can be secured with passwords or digital signatures.

• DOCX: Although more common for word processing, DOCX files can be secured with password protection in some applications.

• JPEG/PNG: If your signature is handwritten and scanned, these image formats are acceptable, though they lack the security features of PDFs.

📌 Note: While JPEG/PNG can be used for scans, they are not recommended for business-critical or legal documents due to their lack of security features.

Scanning and Digitally Signing Documents

Here’s how you can prepare your documents:

1. Scanning:

   • Use a good quality scanner or scanning app on your smartphone to convert physical documents into digital format.
   • Ensure the scan is clear and legible. A dark background can help signatures stand out.

2. Digitally Signing:

   • Use software like Adobe Acrobat to add a digital signature to PDFs. These signatures are legally recognized in many countries.
   • If not using software, you can sign physically and then scan.

Encrypting Your Files

To ensure the security of your documents:

• Password Protect PDF: Use Adobe Acrobat or similar tools to encrypt PDFs with a password.
• Secure Email Attachment: Many email providers allow you to secure attachments with a password. This adds an extra layer of security when sending sensitive documents.

Tool	Features	Best For
Adobe Acrobat	Digital Signature, Encryption	Professional documents
Microsoft Word	Password Protection, Digital Signature	Internal documents
Mailvelope	PGP Encryption	High-security environments

Email Etiquette and Best Practices

Sending signed documents by email requires adherence to certain etiquette:

• Subject Line: Use a clear, descriptive subject line to help the recipient identify the email’s purpose quickly.
• Professional Language: Maintain a formal tone in your email. Here’s an example:

  
  <p>Please find attached the signed contract for your review. If you have any questions or require further information, do not hesitate to contact me.</p>
  

• Attachments: Name your files descriptively. For example, “Signed_Contract_2023.pdf”
• Recipient’s Name: Address the recipient by name if possible to make the email personal.
• Proofread: Ensure there are no typos or grammatical errors in your email.

🔒 Note: Avoid including personal or sensitive information in the body of the email, as this could compromise security.

Understanding the Legal Binding of Emailed Documents

In many legal systems, electronic signatures are considered as valid as handwritten signatures when specific conditions are met:

• Intent to Sign: The person must indicate that they are signing with the intent to be bound by the document.
• Consent to E-Sign: Both parties should consent to the use of electronic means for signing.
• Data Integrity: The document must remain unchanged after signing.
• Audit Trails: Records of the signing process should be available.

In conclusion, emailing signed documents can be straightforward if you follow these best practices. From selecting the right file format to ensuring security measures are in place, each step is crucial for delivering professional, secure, and legally binding paperwork. Remember to choose PDF for important documents, use digital signatures where possible, encrypt your files, and adhere to email etiquette for a seamless transaction.