How to Ask Someone to Sign a Document via Email

The old way of requesting a signature by email — attaching a PDF and asking the person to print it, sign it, scan it, and email it back — is slow, frustrating, and gives you no proof of who actually signed. There's a much better way, and it takes about a minute to set up.

The problem with attaching a PDF

When you attach a document and ask someone to "sign and send back," you're putting all the work on them: find a printer, sign, find a scanner or scanning app, and email it back. Many people stall for days. And even when it comes back, you have no reliable record of when it was signed or that it wasn't altered.

The better way: send a signing link

Instead of attaching the file, you send a secure link. The signer clicks it, signs in their browser, and it's done — no printing, no scanning, no account needed on their end. You get notified the moment they sign, along with a full audit trail.

Step 1: Upload your document

Create a free SignovaX account, then upload the PDF you need signed.

Step 2: Place the signature field

Click where the signature should go. This shows the signer exactly where to sign, so nothing gets missed.

Step 3: Add the signer's email

Enter the recipient's email address (and name, optionally). SignovaX sends them a branded email with a secure signing link.

Step 4: Send and track

Hit send. You can see when the document is viewed and signed, and everyone receives the finished PDF automatically. Full details in how to send a document for signature for free.

What to write in your signature request email

If you're writing the message yourself, keep it short and clear. A good signature request includes:

• A specific subject line — e.g. "Signature needed: Service Agreement"
• What the document is — one sentence of context
• A clear call to action — "Click the link below to review and sign"
• A deadline if relevant — a due date increases response rates
• A thank you — a polite close never hurts

Simple example

Hi Alex,
Please review and sign the Service Agreement using the link below. It should take less than a minute — no account needed. Let me know if you have any questions.
Thanks!

Signature request email templates (copy and paste)

Adjust the names and document title, and you're done. Each one works whether you send the signing link from SignovaX or paste it into your own email.

Client contract

Subject: Signature needed: [Project] agreement

Hi [Name],
Thanks for choosing to work with us. The agreement for [project] is ready — you can review and sign it here: [signing link].
Once it's signed, we'll get started on [start date]. You'll both receive a copy of the signed document automatically.
Best,
[Your name]

Document with a deadline

Subject: Please sign by [date]: [Document name]

Hi [Name],
Could you sign the [document name] by [date]? It takes about a minute and works on your phone: [signing link].
If anything needs changing, just reply to this email.
Thank you,
[Your name]

Friendly reminder

Subject: Reminder: [Document name] is waiting for your signature

Hi [Name],
Just a quick reminder that the [document name] is still waiting for your signature. Here is the link again: [signing link].
Thanks!
[Your name]

Tips that get documents signed faster

• Put the document name in the subject line so the email is easy to find later.
• Say how long it takes — "about a minute" removes the reason to put it off.
• Mention it works on a phone — many people open signing emails on mobile.
• Send a reminder after 2–3 days if it's still unsigned; most delays are simply forgotten emails.

If you send the document through SignovaX, reminders are automatic: signers who haven't signed get a reminder email after 2 days, then every 3 days (up to 3 reminders), on every plan including Free.

Requesting signatures from several people

Need more than one signature? Add multiple signers. You can have everyone sign at the same time, or set an order so one person signs after another — useful for approvals and countersigning.

Is it legally binding?

Yes. A signature collected this way is legally binding in most countries under laws like the ESIGN Act and eIDAS, and the audit trail gives you the proof to back it up. More in are electronic signatures legally binding?

Disclaimer: This article is for general informational purposes only and is not legal advice.