How to Send a Document for Online Signature

To send a document for online signature in a legally valid and traceable way, the best solution is to use a qualified electronic signature platform. The process can be broken down into a few simple steps:

The system will manage the entire workflow, collect the signatures, guarantee the identity of the signers (at various levels of security), and produce a final, non-editable document accompanied by an audit certificate that attests to its legal validity. This method is not only faster and more efficient but also offers legal guarantees that a simple email cannot provide. It is a fundamental approach in many sectors, from consulting to real estate. For instance, for those involved in lettings, optimising Documents for short-term rental property managers is a strategic move that enhances efficiency and client satisfaction.

For years, the only alternative to meeting in person was the "print, sign, scan, send" procedure. While it might seem like a solution, it actually hides numerous inefficiencies and risks that a modern business can no longer afford.

Inefficiency and Wasted Time

Every step takes time. The client needs access to a printer and a scanner. The scan quality is often poor, the file size large, and the document illegible. And what if there are multiple signers? The process multiplies, creating confusion and delays.

Hidden Costs

Paper, ink, printer maintenance, physical storage... these are all direct costs. On top of these are the indirect costs related to the time you and your team waste manually chasing, checking, and archiving every single document.

Lack of Traceability

Once you've sent an email with an attachment, you lose all control. Has the document been opened? Read? Signed and forgotten on a desk? You have no way of knowing without constant, annoying manual follow-ups.

Security and Legal Validity Risks

An emailed document can be easily intercepted or lost. But the biggest problem is its legal validity. A scanned signature pasted onto a PDF does not, in most cases, have the same value as an electronic signature applied through a certified platform. There is no certain proof of who, how, or when that graphic mark was made, making the contract easily disputable.

Poor Customer Experience

Asking a client in 2024 to print and scan a document is like asking them to send a fax. It projects an outdated image and creates unnecessary friction right at the crucial moment of closing a deal. A cumbersome procedure can make your entire organisation seem just as clunky.

Ditching paper doesn't just mean replacing it with an email. It means adopting a new, structured, and secure working method based on electronic signature platforms. Here is the ideal step-by-step workflow.

1. Document Preparation

Your contract, proposal, or mandate must be in a stable, not easily editable format. The PDF (Portable Document Format) is the de facto standard. Ensure the file is the final version, with no active comments or tracked changes.

2. Choosing the Type of Electronic Signature

The eIDAS regulation defines several types of electronic signatures. For most commercial contracts (quotes, supply agreements, mandates, rental contracts), the Simple Electronic Signature (SES) or, for greater security, the Advanced Electronic Signature (AES) are more than sufficient. A good platform guides you in your choice and provides compliant processes by default. AES, for example, uniquely links the signature to the signer and guarantees the document's integrity after signing.

3. Configuration on the Platform

Once you've chosen your signature software, the process is standardised:

• Upload: Upload your PDF to the workspace.
• Add Signers: Enter the name and email of each person who needs to sign. You can also define a signing order (sequential workflow), where the document is passed to the next signer only after the previous one has signed.
• Position Fields: This is the core of the system. You drag and drop not only the signature field but also other useful fields: date (which will be filled automatically), text (to enter missing data like a tax code), initials (to initial each page).

4. Real-Time Sending and Monitoring

With one click, the system sends a personalised email notification to each signer. From that moment, you have a complete dashboard showing the status of each document:

• Sent
• Viewed by the signer
• Signed

You can set up automatic reminders to prompt signers to complete the process, without ever having to send manual emails again.

5. Collection and Secure Archiving

When everyone has signed, the platform assembles the final document. This isn't just a simple PDF, but a digitally sealed, unalterable file. Along with the document, an Audit Trail is generated—a detailed report of every single action taken on the document: IP addresses, timestamps, emails, everything needed to provide irrefutable proof of the process's validity. The signed document is then archived securely and in compliance with regulations, accessible at any time. This method streamlines operations in countless contexts. Consider the efficiency gained in managing Documents for short-term rental property managers, where every minute saved on a contract translates into better customer service.

Digitalising the signature process is simple, but falling into traps that compromise its validity is just as easy. Here are the mistakes not to make.

1. Asking Someone to "Paste" a Signature Image

This is the most serious and widespread mistake. Sending a Word or PDF file and asking the other party to take a screenshot of their signature and paste it into the file has no legal validity. It's a DIY practice that offers no guarantee of the signer's identity or the document's integrity. A file like this can be easily repudiated in court.

2. Using Non-Compliant Tools

Not all software that allows you to "draw" on a PDF is an electronic signature platform. To have legal standing in Europe, a service must comply with the eIDAS regulation. This means it must guarantee the signer's identification, the unique link of the signature to the document, and the ability to detect any subsequent changes. Choosing a random American service without verifying its compliance for the EU market is a risk.

3. Ignoring the Importance of the Audit Trail

The signed document is only part of the evidence. What really matters in a dispute is the Audit Trail. This file certifies the entire process. A common mistake is not downloading or storing it with the contract. Professional platforms automatically attach it to the final document, creating a complete evidentiary package.

4. Choosing the Wrong Type of Signature

Although the Simple Electronic Signature (SES) is suitable for many low-risk contexts, for contracts of significant economic value or complexity (e.g., banking or insurance contracts), an Advanced (AES) or Qualified (QES) Electronic Signature is required. Using a signature that is too "weak" for an act that requires a "strong" one can invalidate the agreement. It's important to rely on a platform that supports different signature levels and guides the user in choosing the most appropriate one for their use case.

You might be wondering if electronic signature software is really necessary for your business. The answer is almost certainly yes, if you identify with one or more of these situations:

• You send more than 2-3 documents a month: If signing documents is a recurring activity, the time saved through automation easily justifies the investment. Calculate how much time you spend preparing, sending, and chasing each contract: software can reduce this time by 80%.

• You need legal validity and traceability: If the documents you send are contracts, non-disclosure agreements (NDAs), professional mandates, or important quotes, you can't rely on a virtual handshake via email. You need the legal certainty that only a certified process can provide.

• You want to project a professional image: Allowing a client to sign with a click from their smartphone is a seamless and modern user experience. It shows that your company is efficient, organised, and up-to-date, increasing trust in your brand.

• You manage multiple signers or complex workflows: If your contracts require signatures from multiple people, perhaps in a specific order, managing the process manually is a nightmare. Electronic signature software automates the flow, sending the document to the right person at the right time.

• You need to archive documents securely and in an organised manner: Forget folders full of confusingly named PDFs. A dedicated platform archives all your signed contracts in a single, secure, protected, and easily searchable location, compliant with digital preservation standards.

If you find yourself in any of these situations, it's time to consider dedicated software. You can discover first-hand how to simplify the entire process: Start your free trial.

Although electronic signatures cover the vast majority of commercial and private needs, it's important to be aware that there are some rare cases where the law still requires specific forms, such as a notarised public deed. This applies, for example, to real estate transactions (the sale of a house), the incorporation of limited companies, or certain specific acts under family law.

For 99% of the documents that a business or professional handles daily – sales contracts, supply agreements, mandates, quotes, rental agreements, privacy notices, meeting minutes – the electronic signature (Simple, Advanced, or Qualified, depending on the context) is fully valid and effective.

Choosing the right platform goes beyond simply sending a document. The market offers many solutions, but not all are created equal. To understand which features are truly essential for your business and how to evaluate a provider based on security, compliance, and ease of use, we recommend reading our in-depth guide on what a Document Signing Software: What It Really Needs to Have should have.