How to send a document for signature

Sending a document for signature is mostly about preparation. If the fields are in the right place and the recipients are in the right order, the rest looks after itself.

1. Start from a PDF or a template

Upload the PDF you want signed, or pick an existing agreement from the template library. A template arrives with its fields already positioned, which is why teams that send the same paperwork repeatedly save one as soon as they have prepared it once.

2. Add your recipients

Each recipient needs a name and an email address. Give some thought to their role: a signer completes fields, while other participants may only need a copy. Then choose the order:

• Sequential — person two only receives the document once person one has finished. Use it for approval chains.
• Parallel — everyone receives it at once. Use it when the signatures are independent.

3. Place the fields

Sign10X analyses the document after upload and suggests fields it detected — existing PDF form fields, labelled underlines, boxes, table cells and signature blocks. Review each suggestion, correct the type if needed, then add anything it missed. Assign every field to the recipient who must complete it, and mark the ones that are mandatory.

A short checklist that prevents most re-sends: one signature field per signer, a date field next to each signature, initials on any page the document says must be initialled, and text fields for anything you expect the signer to supply rather than you.

4. Send it

Each recipient receives an email containing a link that only works for them. You can set an expiration so a stale document does not sit open indefinitely, and add a short message explaining what you are sending.

5. Track and nudge

The request shows delivery, first view and per-recipient progress. If someone stalls, send a reminder rather than resending the whole document; if circumstances change, extend the expiration or cancel. Everything you do is recorded in the audit trail.

6. Collect the signed file

When the last signature lands, Sign10X generates the completed PDF with every value stamped in place and makes the audit trail available next to it. Download both and store them wherever your team keeps executed agreements.

Sending at volume or from another system

If your documents are triggered by a CRM, HR tool or your own application, use the Sign10X electronic signature API instead of the dashboard. It creates documents, places fields, sends requests and reports status, and webhooks tell your system the moment something is signed.