How to Send Documents for E-Signature

Sending documents for e-signature doesn't have to be complicated or expensive. Whether you're finalizing a contract, signing an NDA, or getting approvals from multiple parties, the process is now faster, more secure, and legally valid in the United States under the E-SIGN Act and UETA.

The challenge? Many people get stuck choosing the right platform, worrying about compliance, or juggling clunky subscription-based tools. That's why we put together this step-by-step guide: to help you confidently send documents for e-signature using tools like SignWith, with the right security, legal safeguards, and workflow tips.

By the end, you'll know exactly how to prepare, send, and store signed documents, plus which pricing models (subscription vs. pay-per-document) make the most sense for your needs. Let's break it down so you can get signatures quickly, securely, and without unnecessary costs.

Why E-Signatures Have Become the Standard

Not long ago, sending documents for signature meant printing, scanning, mailing, or chasing people down in person. It was slow, frustrating, and expensive. Today, businesses and individuals alike rely on e-signatures because they are:

• Faster: Contracts get signed in hours, not weeks.
• Legally valid: Covered under the E-SIGN Act and UETA in the United States.
• Secure: With encryption, audit trails, and authentication.
• Convenient: Works on any device, anywhere in the world.

In fact, a 2024 Statista report showed that 78% of U.S. businesses already use e-signature tools, and adoption continues to grow. If you're here, you're likely ready to streamline how you send documents for signature. Let's walk through exactly how to do it.

Step 1: Choose the Right E-Signature Platform

Your first step is selecting a platform that's secure, compliant, and easy to use. Not every tool is built the same, some are designed for large enterprises with complex workflows, while others are better for small teams or individual users.

Key Features to Look For

• Legal Compliance: The platform should comply with the E-SIGN Act and UETA in the U.S. (and eIDAS if you're operating globally).
• Audit Trail: A record of when the document was sent, opened, and signed.
• Authentication Options: At minimum, email verification; ideally, also SMS codes or ID checks for sensitive agreements.
• Document Security: Encryption at rest and in transit, plus certifications like SOC 2 or ISO 27001.
• Ease of Use: Drag-and-drop fields, template support, and real-time tracking.

Platform Comparison

👉 If you don't send hundreds of documents every month, subscription fees can add up quickly. That's where SignWith's pay-per-document model shines; you only pay when you actually send something for signature.

Step 2: Prepare Your Document

Once you've chosen your platform, it's time to prepare your document.

1. Upload the File: Most platforms support PDFs, Word docs, and other common formats.
   • Example: Upload an NDA in PDF format.
2. Add Signature Fields: Drag-and-drop signature, date, and initial fields where needed.
3. Include Additional Fields: If you need more than signatures, add text boxes, checkboxes, or dropdown menus.
   • Example: A contractor agreement might include a dropdown for project type.

Pro tip: Keep your document clean and avoid clutter. Too many unnecessary fields can confuse signers and delay the process.

Step 3: Define Recipients and Signing Order

Every signature request involves people, and the order you send it in matters.

Two Common Approaches:

• Sequential Routing: Person A signs → then Person B → then Person C. Ideal for contracts that need hierarchical approval (e.g., manager → director → client).
• Parallel Routing: Everyone receives the document at once. Best for agreements where order doesn't matter (e.g., co-founders signing a partnership contract).

This step eliminates endless back-and-forth emails and makes sure everyone signs in the correct order.

Step 4: Send and Monitor Progress

Here's where the magic happens.

1. Review your document and recipients.
2. Add a personal message ("Hi Sarah, please sign this NDA before Friday").
3. Hit Send.

From here, you'll be able to track in real time:

• Sent → Viewed → Signed → Completed.
• Who's opened it and who hasn't.
• When reminders should be sent.

Example: A recruiter sends an offer letter. If the candidate hasn't signed within 3 days, the system automatically sends a reminder email.

Step 5: Download and Store the Signed Document

Once everyone has signed, you'll receive a completed PDF with an embedded audit trail. This audit trail is critical, it shows:

• Timestamp of every action.
• Email/IP address of the signer.
• Confirmation that the document hasn't been altered.

For storage, you can:

• Download and keep a local copy.
• Save it in Google Drive, Dropbox, or SharePoint.
• Use your platform's built-in archive (most store for years by default).

👉 With SignWith, you always get a tamper-evident audit trail included, so you don't pay extra for compliance.

Best Practices to Ensure Legal Validity

To make sure your signed documents hold up legally, follow these best practices:

1. Clear Intent and Consent: Inform signers upfront that they're entering a legally binding agreement.
   • Example: Include a clause like: "By clicking 'Sign', you agree to conduct this transaction electronically."
2. Provide a Copy to the Signer: Always send a final copy to all parties.
3. Use Audit Trails: Retain a digital record of the signing process.
4. Avoid Mixing Methods: Don't combine paper + e-signature on the same document unless absolutely required.

Pricing Models: Subscription vs. Pay-Per-Document

This is one of the biggest pain points when choosing an e-signature tool.

• Subscription-Based (DocuSign, Adobe Sign, HelloSign):
  • Monthly or annual plans, usually starting at $10–30/month.
  • Great for high-volume users (law firms, enterprises).
  • Downsides: You pay even if you don't send many documents.
• FREE then Pay-Per-Document (SignWith):
  • You get 3 free signatures every month, and if you need to sign more documents, you can just pay per document, starting at $0.5 per doc, with unlimited signers and no recurring fee.
  • Perfect for freelancers, consultants, or small teams who only send a handful of documents each month.
  • Downsides: Less cost-effective if you send hundreds of documents monthly.

Case in point: A freelancer sending 5 contracts a month would spend ~$30/year with SignWith. The same volume on DocuSign's basic plan?$120–180/year.

Common Pitfalls to Avoid

Even with the right tool, there are mistakes people often make:

• Not testing the document before sending: Always preview.
• Adding too many required fields: Slows signers down.
• Forgetting reminders: Leads to delays in contract execution.
• Relying on free tiers too long: They often cap usage at 2–3 docs/month.

Key Takeaways

• E-signatures are legally valid and save huge amounts of time.
• The process is straightforward: upload → add fields → define recipients → secure authentication → send → store.
• Subscription vs. pay-per-document is the key pricing decision. If you're not sending high volumes, SignWith is the simplest, most cost-effective option.
• Always use audit trails and clear consent for maximum legal protection.

Sending documents for e-signature shouldn't feel overwhelming. With the right platform, it takes minutes, not hours, and ensures your contracts are both enforceable and secure.

If you're tired of paying monthly fees for documents you don't send, tools like SignWith make it easy; you only pay for what you use, and never worry about compliance or hidden costs.

The bottom line: Whether you're a freelancer sending your first contract, or a small team looking to cut costs, e-signatures are no longer a "nice to have", they're the standard. And now, you know exactly how to use them.

Frequently Asked Questions

1. How do I send a document for e-signature?

You simply upload your file (ideally a PDF) to an e-signature platform, add signature fields, enter recipient emails, and hit send. The platform will notify each signer, track progress, and provide a signed copy once completed.

2. Is sending documents for e-signature legally binding?

Yes. In the U.S., e-signatures are legally valid under the E-SIGN Act and UETA as long as signer intent, consent, and an audit trail are in place. Always make sure your platform provides tamper-evident logs and a final signed copy for compliance.

3. What's the easiest way to send a PDF for e-signature?

Upload your PDF to an online tool, drag and drop the signature field, and share it with recipients via email. For low-volume use, platforms like SignWith let you do this FREE, and if you need to sign more documents, you can just pay-per-document, no subscriptions required.

4. Do I need a subscription to send documents for e-signature?

Not always. Many tools like DocuSign or Adobe Sign run on monthly plans, but alternatives like SignWith let you pay only when you send a document. This is ideal if you only send a few contracts, NDAs, or agreements each month.

5. How secure is it to send documents for e-signature?

Modern e-signature platforms use encryption, audit trails, and authentication methods (like email or SMS codes) to keep your documents safe. If you need more, look for compliance with standards like SOC 2 or ISO 27001 for added peace of mind.